SR-01-28-2014-3ECity Council Meeting: January 28, 2014
Agenda Item: B -E
To: Mayor and City Council
From: David Martin, Director of Planning and Community Development
Subject: Professional Service Agreement for Online Travel and Information System
Development
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a contract with Civic
Resource Group LLC (CRG), a California -based company, in an amount not to
exceed $402,500 (including a 15% contingency) for the development of an
Online Travel and Information System;
2. Authorize the Director of Planning and Community Development to issue any
necessary change orders to complete additional work within contract authority;
Executive Summary
The City is seeking the successful development of a comprehensive web -based
platform to manage existing and future transportation demand management (TDM)
programs. The platform would include features such as detailed trip planning, with an
emphasis on green commute trips, including commute option costs and emission
reductions, a personalized user homepage or dashboard, identification of multi - mobility
hubs and green commute infrastructure and a user - centric ridematching program. The
result of the project would be the development of a comprehensive multi -modal
wayfinding system for the City that includes web -based trip planning tools, real -time
traveler information systems, and both dynamic and static signage. This project will be
funded by portions of two grants from the Los Angeles County Metropolitan
Transportation Authority (Metro), totaling $1,207,230 with $748,248 in local matching
funds.
1
Background
The City received two grants from the Los Angeles County Metropolitan Transportation
Authority (Metro) through the highly competitive Call for Projects process. The first is
the No Net New Trips (NNNT) grant in the amount of $543,080 with a $305,482 local
match, and the second is the Multi -Modal Travel & Parking System (MMTPS) grant in
the amount of $664,150 with a $442,766 local match.
Previous Council Actions
On January 19, 2010 the City Council authorized acceptance of the No Net New Trips
and Multi -Modal Travel & Parking System grants through the 2009 Metro Call for
Projects.
Discussion
As the goals of the City's TDM program have expanded, so has the need for a more
comprehensive web -based ridematching and program management tool — a simple
online platform to help residents and visitors find out where to go, how to get there, and
by which travel mode. The new system must be able to provide effective trip planning,
facilitate customer loyalty through a user - friendly interface, support program
management, provide data for performance monitoring, enable real -time (dynamic)
ridematching, and have the flexibility to add modules as needed, in addition to
protecting the privacy of all users.
Staff have been working on various aspects of both grant- funded projects for over a
year. During the course of work, staff consulted with Metro and determined it would be
beneficial to seek professional services for the development of the online components,
bid documents, construction plans and specifications, and cost estimates to implement
both specific grant- funded projects. Although the desired professional services would
focus on two distinct elements, it is anticipated that the comprehensive web -based TDM
management system developed for the No Net New Trips (NNNT) project would provide
features that can be incorporated into the Multi -Modal Travel & Parking System
2
( MMTPS) project. Likewise, the bid documents, construction plans and specifications,
and cost estimates would be prepared for the signage components of the MMTPS
project.
Contractor Selection
A request for proposals (RFP) was released on September 26, 2013 to obtain proposals
from qualified firms to develop an Online Travel and Information System. The City
received three proposals. Staff from the Planning and Community Development (PCD)
and Information Systems (ISD) Departments reviewed all submitted proposals. Staff
recommend the Civic Resource Group LLC (CRG), as they are best qualified to develop
an Online Travel and Information System according to the selection criteria provided in
the RFP:
• Civic Resource Group (CRG) clearly demonstrates the best approach and
understanding of the project, particularly in regards to the technical
requirements of the project scope. They are currently developing a nearly
identical online system with static and dynamic signage components for the
City of Fort Lauderdale, Florida. Of all the firms that submitted proposals,
CRG was the sole firm to present experience with a project of a nearly
identical scope and fee.
• CRG's proposal provided the best proposal to deal with potential problems or
issues and the best process to reduce exposure to unforeseen conditions,
based on the scope of work included in their proposal.
• CRG demonstrates extensive experience with similar work, and their Project
Manager and team members have successfully completed similar projects.
• CRG's proposed schedule and budget meets the project requirements.
• CRG's references all spoke favorably of the firm and their experience
completing similar projects, particularly in their ability to work with clients to
provide creative and cost - effective solutions.
3
The proposed budget in CRG's proposal presents the most cost - effective
approach to deliver the project requirements, and their proposed cost was
competitive in relation to the other two proposals.
Financial Impacts & Budget Actions
The contract to be awarded to Civic Resource Group LLC (CRG)is for an amount not to
exceed $402,500. Funds in the amount of $402,500 are available in the FY 2013 -14
Capital Improvement Program budget in the following accounts:
C010995.589000 Multi -Modal Travel & Parking System (Local Match) $100,000
C200995.589000 Multi -Modal Travel & Parking System (Metro Grant) $150,000
0208014.589100 No Net New Trips Toolkit -Metro Grant $152,500
TOTAL $402,500
Prepared by: Sam Morrissey, P.E., City Traffic Engineer
Approved:
V v td
David Martin, Director
Planning and Community Development
12
Forwarded to Council:
Rod Gould
City Manager
Reference:
Contract No. 9864
(CCS)