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Transit Consultant Recommendation_LSCTHE CITY OF DUBUQUE Masterpiece on the Mississippi Dubuque All-American City 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Transit Consultant Recommendation DATE: November 25, 2008 Economic Development Director Dave Heiar is recommending selection of LSC Transportation Consultants to provide a comprehensive operational analysis of the KeyLine Transit System. The cost of the service contract is $75,770. The study is expected to take nine months. Although funds for this study were not included in the Fiscal Year 2009 budget, Budget Director Jennifer Larson indicates that the cost of the study can be paid from the carryover monies of the Fiscal Year 2008 general fund. I concur with the recommendation and respectfully request Mayor and City Council approval. Michae C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager David J. Heiar, Economic Development Director THE CITY OF DuB E Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manger FROM: David J. Heiar, Economic Development Director RE: Transit Consultant Recommendation Dubuque 2007 November 21, 2008 INTRODUCTION The purpose of this memorandum is to make a recommendation on selection of a consultant to provide a comprehensive Operational Analysis (COA) of the KeyLine Transit system. BACKGROUND On August 18, 2008, the City Council authorized a Request for Proposals to solicit qualified consultants to provide a Comprehensive Operational Analysis for the KeyLine Transit system. The KeyLine COA is intended to review all transit services and make recommendations on how to improve deficiencies and determine ways of making the entire system more efficient, flexible, and customer-oriented. The COA would review services provided by the RTA within the KeyLine Transit service area to identify any duplication of services, potential efficiencies through coordination and to provide analysis of how the overlap of service areas impacts federal, state and local funding for the two systems. The COA also requires the consultant to examine potential partnerships with area businesses for possible route and schedule revisions to accommodate employment transportation. The specific tasks identified in the COA included Task 1 Review Land-use and Socioeconomic Data and Conduct Surveys. Task 2 Review of Existing Data/Service Area Field Observations Task 3 Analyze Fixed Routes Task 4 Paratransit (Mini-bus) Analysis Task 5 Downtown Trolley Route Analysis Task 6 Marketing Program Task 7 Analyze Equipment and Facility Needs Task 8 Analyze Financial Needs Task 9 Develop Transit Improvement Plan and Implementation Plan Task 10 Presentation of Findings The City received four proposals in response to this RFP from the following consultants; R&R Consulting Cleveland, OH Perteet Seattle, WA First Transit Cincinnati, OH LSC, TransportationConsultants Colorado Springs, CO A selection Committee comprised of the following persons reviewed the RFP's: Kelly Larson, Human Rights Director Cindy Steinhauser, Assistant City Manager Dave Heiar, Economic Development Director Laura Carstens, Planning Services Manager Tim Horsfield, Parking Supervisor Jon Rodocker, KeyLine Transit Manager Joanne Kiefer, KeyLine Office Administrator Tim Mauer, KeyLine Mini-bus Operator Kelley Deutmeyer, ECIA Ken TeKippe, Finance Director After review of the submittals, the committee interviewed and checked references on Perteet, First Transit, and LSC Transportation Consultants. All three firms presented their credentials and experience well. All three also provided great references from their current customer base. It was the committee's opinion that any of these firms have the ability to provide the analysis requested by the City. The costs of this analysis ranged from $99,977 (Perteet) to $75,770 (LSC Transportation Consultants). The First Transit cost proposal was $83,156.27. Both Jon Rodocker and Joanne Kiefer excused themselves from the final recommendation due to conflict of interest. Based on the interviews, references and costs, the committee is recommending that the City hire LSC Transportation Consultants of Colorado Springs, Colorado. In addition to the lowest cost, other advantages of this consultant are: • Extensive transit experience in preparing COA's • Long-term relationships with clients and commitment to clients. • Similar experience with smaller urban communities and rural areas. • Reputation for innovation and quality projects The study is expected to take 9 months. The LSC project manager who will take primary responsibility for our analysis is Kyle Kosman, an Iowa native. Kyle grew up in the Anamosa area and joined LSC in 2001. He has done similar projects in Sioux Falls and Sioux City. The RTA has also requested a proposal from the consultants to do a similar analysis for their transportation services in Dubuque County. LSC again submitted the lowest cost proposal ($19,130) to analyze the Dubuque County portion of the RTA services. Kelley Deutemeyer will share this proposal with the RTA Board at their December meeting. BUDGET IMPACT Although funds for this study were not included in the FY09 budget, Budget Director Jenny Larson has indicated that the cost of the study can be paid from the carryover monies of the FY08 General fund. RECOMMENDATION/ACTION STEP I recommend that the City Council approve hiring LSC Transportation Consultants at a fee not to exceed $75,770. Cc: Kelly Larson, Human Rights Director Cindy Steinhauser, Assistant City Manager Dave Heiar, Economic Development Director Laura Carstens, Planning Services Manager Tim Horsfield, Parking Supervisor Jon Rodocker, KeyLine Transit Manager Joanne Kiefer, KeyLine Office Administrator Tim Mauer, KeyLine Mini-bus Operator Kelley Deutmeyer, ECIA Ken TeKippe, Finance Director F:\USERS1DHeiar\Transit\Transit Consultant Recommendation.doc AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN LSC TRANSPORTATION CONSULTANTS, INC. AND THE CITY OF DUBUQUE The Agreement made this day of by the City of Dubuque, hereinafter called the "CLIENT," and LSC Transportation Consultants, Inc., hereinafter called "LSC," for the purpose of providing services related to the Comprehensive Operational Analysis (the "Project") to be conducted by LSC for the "CLIENT." 1. Employment of Contractor CLIENT hereby agrees to engage LSC, and LSC hereby agrees to perform the services hereinafter set forth. This Agreement shall be interpreted under and governed by the laws of the State of Iowa. 2. Dispute Resolution In the event of a dispute arising out of or relating to this CONTRACT or the services to be rendered hereunder, CLIENT and LSC agree to attempt to resolve such disputes in the following manner: CLIENT and LSC agree that they shall first attempt to resolve such disputes through direct negotiations between the appropriate representatives of each party. Second, if such negotiations are not fully successful, the parties agree to attempt to resolve any remaining dispute by formal non-binding mediation conducted in accordance with rules and procedures to be agreed upon by the parties. 3. Scope of Services LSC shall do, perform and carry out in a good and professional manner the services described in Exhibit A according to the time-line described in Exhibit B which is attached hereto and made a part thereof. LSC shall comply with and perform its work under this agreement as required of a vendor under the State Contract. 4. Estimated Cost, Fixed Fee and Payment The maximum fee under this contract is $75,770 which amount shall not be exceeded without prior written approval of the CLIENT, in the form of an amendment or change order to this Agreement. LSC will submit billings to CLIENT monthly per the RFP. Billings shall include actual costs incurred directly attributable to LSC's work for CLIENT. CLIENT will pay invoiced amounts within thirty (30) days of receipt. Additional costs for items not anticipated or included in Exhibit C of this contract will be paid for by CLIENT only upon written consent from the CLIENT. 5. Changes CLIENT may at any time, by a written order, make changes, within the general scope of this Agreement. If any such change causes an increase or decrease in the cost of, or the time required for, the performance of any part of the work under this Agreement whether changed or not changed by any such order, an equitable adjustment shall be made in writing. Page 1 of 23 Pages 6. Services and Materials to be Furnished by CLIENT CLIENT shall furnish LSC with all available information, data, and material necessary and pertinent to the execution of the Agreement. 7. Termination of Contract This Agreement may be terminated for convenience by the CLIENT upon thirty (30) days written notice. Additionally, this Agreement shall terminate immediately if the State Contract is terminated by the State for any reason. LSC shall be paid its compensable costs as outlined in Section 4 above, including justified close-out costs, and proportional fee for work performed up to the time of termination as covered by this Agreement less payments for compensation previously made. LSC shall submit its termination claim to CLIENT within 30 days after termination. 8. Maintenance, Audit, and Inspection of Records LSC shall maintain full and accurate records with respect to all matters covered under this Agreement, including but not limited to records that show actual time involved in the accomplishment of the project and costs incurred. LSC shall permit the authorized representatives of the CLIENT, the Iowa Department of Transportation, the US Department of Transportation and the Comptroller General of the United States to inspect and audit all data and records relating to his performance under the Agreement until the expiration of three (3) years after the later of (a) termination of the Sate Contract or (b) final payment under the State Contract. LSC further agrees to include in all of its subcontracts hereunder a provision to the effect that the subcontractor agrees that the CLIENT, the Department of Transportation and the Comptroller General of the United States or any of their duly authorized representatives shall, until the expiration of three years after the later of (a) termination of the Sate Contract or (b) final payment under the State Contract, have access to and the right to examine at proper times any directly pertinent books, documents, papers, and records of such subcontractor, involving transactions related to the subcontractor. The term "subcontract" as used in this clause excludes (1) purchase orders not exceeding $10,000 and (2) subcontracts or purchase orders for public utility services at rates established for uniform applicability to the general public. The periods of access and examination described above, for records which relate to litigation of the settlement of claims arising out of the performance of this Agreement, or costs and expenses of this Agreement as to which exception has been taken by the Comptroller General or any of his duly authorized representatives, shall continue until such litigation, claims, or exceptions have been disposed of. 9. Interest of Members of or Delegates to Congress No members of, or delegate to the Congress of the United States, shall be admitted to any share or part of this Agreement or to any benefit arising therefrom. Page 2 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque 10. Interest of Public Officials No member, officer, or employee of the public body or of a local public body during his tenure or for one year thereafter shall have any interest, direct or indirect, in this Agreement of the proceeds thereof. 11. Equal Employment Opportunity In connection with the execution of this Agreement, LSC shall not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin. LSC shall take affirmative action to insure that applicants are employed, and that employees are treated during their employment without regard to their race, religion, color, sex or national origin. Such actions shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. 12. Nondiscrimination-Disabled LSC and its subcontractor(s), if any, shall not discriminate against any employee or applicant for employment in the performance of this Agreement on the basis of handicap. LSC and its subcontractor(s), if any, shall comply with the United States Department of Transportation regulation 49 CFR, part 27, "Non- discrimination on the basis of handicap in programs and activities receiving or benefitting from Federal financial assistance," which regulations are incorporated herein by reference. 13. Disadvantaged Business Enterprise LSC agrees to ensure that disadvantaged business enterprises as defined in 49 CFR Part 23 have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with funds provided under this Agreement. In this regard LSC shall take all necessary and reasonable steps in accordance with 49 CFR Part 23 to ensure that disadvantaged business enterprises have the maximum opportunity to compete for and perform contracts. 14. Clean Air and Water The Contractor agrees: (A) To comply with all the requirements of section 114 of the Clean Air Act (42 U.S.C. 7414) and section 308 of the Clean Water Act (33 U.S.C. 1318) relating to inspection, monitoring, entry, reports, and information, as well as other requirements specified in section 114 and section 308 of the Air Act and the Water Act, and all regulations and guidelines issued to implement those acts before the award of this Contract; (B) That no portion of the work required by this prime Contract will be performed in a facility listed on the Environmental Protection Agency List of Violating Facilities on the date when this Contract was awarded unless and until the EPA eliminates the name of the facility from the listing; (C) To use best efforts to comply with clean air standards and clean water standards at the facility in which the Contract is being performed; and, (D) To insert the substance of this clause into any nonexempt subcontract. Page 3 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque 15. Completeness of Agreement This Agreement and any additional or supplementary documents incorporated herein by specific reference contain all the terms and conditions agreed upon by the parties hereto, and no other agreements, oral or otherwise, regarding the subject matter of this Agreement or any part thereof shall have any validity or bind any of the parties hereto. 16. Limitation of Cost (A) Except as required by other provisions of this contract specifically citing and stated to be an exception from this clause, CLIENT shall not be obligated to reimburse LSC for costs incurred in excess of the maximum cost set forth in Section 4 unless and until CLIENT shall have notified in writing that such cost has been increased and shall have specified in such notice a revised cost which shall thereupon constitute the maximum cost of performance of this contract. h1 the absence of the specified notice, CLIENT shall not be obligated to reimburse LSC for any costs in excess of the cost set forth in Section 4, whether those excess costs were incurred during the course of the contract or as a result of termination. When and to the extent that the cost set forth in Section 4 has been increased, any costs incurred by LSC in excess of the cost prior to such increase shall be allowable to the same extent as if such costs had been incurred after the increase; unless CLIENT issues a termination or other notice and directs that the increase is solely for the purpose of covering termination or other specific expenses. (B) Change orders issued pursuant to the Changes clause of this contract shall not be considered an authorization to LSC to exceed the estimated cost set forth in Section 4 in the absence of a statement in the change order, or other contract modification, increasing the estimated cost. 17. Project Manager LSC shall assign Kyle P. Korman to direct its work on this project. No change in the Project Manager shall be made without prior written approval by CLIENT. 18. Changes (A) The parties hereto agree that any modification or change in any aspect of this CONTRACT must be accomplished in writing and signed by both parties before it is considered a contract requirement. (B) No-cost time schedule extensions supported by appropriate documentation submitted by LSC may be granted by CLIENT to LSC through unilateral written action which fully specifies the revised Period of Performance and the report delivery date. (C) Any amendment or modifications of this Agreement or any provisions herein shall be made in writing and executed in the same manner as this original document and shall after execution become a part of the Agreement. 19. Interest of the Contractor LSC covenants that it has presently no interest, and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required to be performed under this CONTRACT. LSC further covenants that in the performance of this CONTRACT, no person having any such interest shall be employed. Page 4 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque 20. Covenant Against Contingent Fees LSC warrants that it has not employed any person to solicit or secure this CONTRACT upon any agreement for a commission, percentage, brokerage or contingent fee. Breach of this warranty shall give the Client the right to terminate this CONTRACT, or in its discretion, to deduct from the CONTRACT price or consideration from the amount of such commission, percentage, brokerage or contingent fees. This warranty shall not apply to commissions payable by LSC upon contracts or sales secured or made through a bona fide established commercial or selling agency maintained by LSC for the purpose of securing business. 21. Insurance and Indemnity (A) LSC shall acquire and maintain statutory workers' compensation insurance coverage, employers liability and comprehensive general liability insurance coverage. LSC shall have insurance in at least the following amounts: (1) Workers' Compensation In accordance with the Compensation Law of the State of Colorado. (2) General Liability $1,000,000 including coverage for bodily injury and property damage (3) Automobile Liability (a) Bodily Injury or Death $1,000,000 each occurrence and aggregate (b) Property Damage $1,000,000 each occurrence and aggregate (B) LSC and any and all Subcontractors shall agree that, in performance of the work required herein, to hold harmless, indemnify and defend, the CLIENT and each of its officers, agents and employees from any and all liability claims, losses or damages due to injury of LSC's or Subcontractor's employees or others arising out of or alleged to arise from LSC's or Subcontractor's negligence in the performance of the work described herein, but not including liability that may be due to the sole negligence of the CLIENT, its agents or employees, subject to Iowa Governmental Immunity Act limitations. 22. Captions and Titles Captions and titles used in this Agreement shall have no bearing on the meaning or interpretation of any clause. 23. Severability If any provision of this Ageement is held invalid, the remainder of this Agreement shall not be affected thereby if the remainder is in conformity with the terms and requirements of applicable laws. 24. Attorney Fees In the event it becomes necessary for either party to this Agreement to retain an attorney to enforce any of the terms or conditions of this Agreement, then the substantially prevailing party shall be entitled to reasonable attorney's fees and costs. Page 5 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque 25. Subcontractors LSC shall not employ subcontractors to perform any of the services identified in Exhibit A without the prior approval of Client. 27. Substance Abuse LSC hereby certifies that it does comply with the U.S. DOT Drug Free Workplace Act of 1988, 41 U.S.C. Chaper 701 et seq. 28. Contacts Unless otherwise herein specifies, all written notices, amendments and official and offcial correspondence concerning this Agreement shall be made between CLIENT and LSC at the following addresses: For the City of Dubuque: Mr. Jon Rodocker City of Dubuque 50 West 13th Street Dubuque, IA 52001 For LSC Transportation Consultants, Inc.: Mr. Albert T. Stoddard III LSC Transportation Consultants, Inc. 516 North Tejon Street Colorade Springs, CO 80903 CITY OF DUBUQUE By: Roy D. Buol, Mayor Date: 12/1/08 LSC TRANSPORTATION CONSULTANTS, INC. By: Albert T. Stoddard III, Principal Date: Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque EXHIBIT A SCOPE OF SERVICES OC Project Administration and Coordination Purpose: To ensure a close working relationship among our personnel, KeyLine staff, the City Project Manager, and the Project Advisory Committee throughout the course of this study. Approach: The LSC Project Manager will coordinate directly with the local Project Manager throughout the study process. LSC will develop and provide a list of data items needed for the study. An initial "kick-off' meeting will be held in Dubuque with an Advisory Committee. A key component of the kick-off meeting will be to establish deliverable dates and meeting dates and to determine key person responsibilities. We propose to work directly with KeyLine, a project Advisory Committee, and representatives from the City and region throughout the project. Staff will provide input and feedback at key points during the study. We have found that working with those who are involved in management enhances the probability of success for implementation of any of the final recommendations. The Advisory Committee would include members of the Transit Trustee Board, key staff of KeyLine, additional stakeholders in the area, riders, and members of the college and local school boards. We have provided a preliminary project schedule in a separate section of our proposal. We propose to conduct an initial kick-off meeting with the Advisory Committee to finalize the detailed scope of work and the project schedule. The schedule will account for anticipated completion dates of each task and specific deliverables. During the course of the project, we will provide monthly progress reports to ensure that the Project Man- ager is up-to-date on our progress and the project schedule. Product: This task will provide the monthly project status reports and regular communication between LSC, KeyLine, the City, and the Advisory Committee; and will ensure that the project is completed on time and within budget. OC Task 1: Demographic, Land Use Review, and Data Collection Purpose: To provide the consultant with a background on both current and projected population and land use development. Additionally, this task provides current data on passenger perception, trip characteristics, demographics of current ridership, passenger boarding and alighting locations by passenger type, as well as background information on overall ridership, financial performance, and activity center locations. Approach: LSC will review the current demographics using US Census, state projections on population, local planning offices, and transportation reports; and State Demographer's Office data will be used to obtain existing and projected information about the following: General population Elderly (over 60 years of age) Page 7 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque • Disabled • Transportation-disadvantaged • Automobile availability • Income • Incorporated areas/non-incorporated areas • 10- and 20-year population projections • 10- and 20-year employment projections • 10- and 20-year household projections • Land use and high-density population areas We will work with local staff to update information concerning the major activity centers such as hospitals, clinics, senior centers, shopping centers, recreation areas, employment centers, affordable housing, and other major transit generators. LSC will use any readily available information from previous reports and studies such as the local Comprehensive Plan or development plans. As part of the kick-off meeting, LSC will work with the Advisory Committee to identify the study area that will be used for the data gathering and analysis planning process. Task 1.1 Onboard Data Collection Accurate assessment of system ridership is critical in analyzing where improvements need to be made. To accomplish this, the team proposes to conduct the on/off count as one of the preliminary tasks of the update. The LSC Team proposes to use the approach of developing on/off count assignments based on bus runs rather than trips by route. Under this approach, KeyLine is assured of 100 percent tracking of all on and off rider movement during the entire weekday and weekend service periods because a checker is stationed on the vehicle from the moment it leaves the garage until the time it returns. Thus, no individual trip can be accidentally skipped by checkers who miss catching the bus by having to board at a stop while the vehicle is already in service. While checker assignments will be based on bus runs, actual boarding and alighting tracking will be recorded by individual route, trip, and direction. Each checker conducting the boarding and alighting study will be provided with customized trip sheets prepared exclusively for each trip made during the checker's shift in the exact trip sequence of the run. In addition to the collection of boarding and alighting counts, we propose to develop information on the transfer patterns of passengers. LSC will assist the staff in developing a methodology to analyze transfer activity. We will include transfer information as part of the onboard count program collected through the use of transfer slips. By coding the transfer slips to indicate which route the passenger is transferring from and collecting the slips by the route transferred to, the data can be readily compiled into a database. The" results will be presented in a matrix showing the number of passengers transferring between each route combination. This is one option to complete the transfer analysis. Page 8 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque Task 1.2: Comprehensive Ridership Counts LSC will collect detailed ridership information for each route and trip. We will develop segments for each route that will show boardings, alightings, and total ridership by route segment. The RFP states that ridership counts will be conducted throughout the course of a month. This includes three weeks of regularly scheduled checks, including Saturdays. To keep costs down, the LSC Team will train workers and an on-site supervisor from a temporary employment agency. We will spend two days with the supervisor and workers to ensure data collection is being conducted properly. LSC will then coordinate with the supervisor from the temporary agency throughout the course of the following weeks of data collection. LSC will regularly check data to ensure accuracy. Temporary workers will be scheduled to conduct the ridership counts for fixed routes. LSC will provide training prior to the start of data collection and will supervise the workers throughout the first few days. Training will include the techniques for conducting the survey and recording ridership data. LSC will provide packets for each designated trip. All completed data forms will be placed in the corresponding envelope for data entry. The data will be entered into a Microsoft Access database with the detailed information so that analyses may be completed by route, route segment, trip, time of day, or stop. LSC is very familiar with onboard data collection work. We recently completed onboard ridership counts for Cheyenne, Wyoming; Martinsburg, West Virginia; Summit Stage in Summit County, Colorado; and Mountain Metropolitan Transit in Colorado Springs, Colorado. Task 1.3: Prepare Onboard Survey Sampling Plan and Instrument In this subtask we propose that as part of the count program, an onboard survey be completed. We will develop a sampling plan for collection efforts as well as develop the survey instrument to be used. We propose to use a stratified random sampling methodology for the onboard survey program. Stratified random sampling provides more precision than a simple random sample. In a simple random sample, you would select transit routes and runs randomly from all the routes and runs offered. In a stratified random sample, runs are grouped into strata-or in this case, routes by time period -and randomly selected runs from within each group are sampled. The number of runs selected from each route is fixed by design based on the ridership of the individual route relative to total ridership. This task will take all data sources to provide an analysis on KeyLine routes. Information will be presented in text, tabular, and graphical format to provide a detailed analysis of data for individual routes and for the overall service. The survey analysis will include several different results. At a minimum, the analysis will include survey background, description of methodology, and response rate; comparison of previous survey results; a Page 9 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque list of written comments received; a summary of the comments; demographic characteristics of passengers; frequency of transit use; trip characteristics including purpose and vehicle availability; rating of transit system attributes; cross-tabulations may include comparisons by gender, income, bus route, and age; and other calculations requested relevant to improved transit service. We will also take a close look at choice riders versus those who are deemed transit-dependent. LSC suggests that paratransit drivers distribute surveys to scheduled passengers in self- addressed stamped envelopes provided by LSC. This way, paratransit passengers are able to drop their completed survey in the mail when they complete them. Task 1.4: Collect Operating Data by Route LSC will hire temporary workers to ride each bus in service during weekday and weekend service. LSC will provide training prior to the start of data collection and will supervise the workers throughout the day. Training will include the techniques needed for conducting time checks. Each worker will be provided with a schedule of trips based on their selected route and a dependable timepiece for recording the run time along the route and at key time points, including key time points as established by the route schedule, transfer connections, and start and end times. Each timepiece will be set by the time showing on the clock in the drivers/dispatch area to assure that they are synchronized with the drivers' timepiece. The data will be entered into a Microsoft Access database so that analyses may be completed by route, route segment, and scheduled time points. This analysis will be included in Technical Memorandum #1. The LSC Team proposes to use the approach of developing on/off count assignments based on bus runs rather than trips by route. Under this approach, KeyLine is assured 100 percent tracking of all on and off rider movement during the entire weekday and weekend service periods because a checker is stationed on the vehicle from the moment it leaves the garage until the time it returns. We propose a sample which consists of several full days of counts. From a statistical perspective, ridership activity is not likely to change significantly over the course of a three- or four-week period. Statistically, over-sampling trips for the count program will not provide better results than a sample based approach. Doubling the sample size does not "double" the accuracy of the information. Based on historical daily ridership data, counts are then weighted to reflect a true "average" day activity by stop throughout the year. This way, KeyLine is assured a sta- tistically valid sample of trips for weekdays and Saturday to be compared with average daily ridership collected regularly as part of each bus trip/route. The RFP requirement of three weeks of counts may provide little observed variation and likely will have no additional value to KeyLine staff or the City, compared to the cost to obtain this information. Page 10 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque LSC will collect ridership information for each route and scheduled fixed-route trip. We will develop segments for each route that will show boardings, alightings, and total ridership by route segment. We propose that a sampling plan be developed where counts are collected on two consecutive weekdays, excluding Monday and Friday, and one Saturday. This will ensure a 100 percent passenger boarding and alighting count for each location of passenger activity. Additionally, this ensures we will obtain information on daily and temporal variations. The Federal Transit Administration (FTA) requires that transit agencies submit the following service data elements annually: a) Unlinked passenger-trips b) Passenger- miles. Unlinked passenger-trips must be reported by average weekly time periods (AM peak, midday, PM peak, and other) and by average weekly total, average Saturday total, average Sunday total, and annual total. Passenger-miles must be reported only as totals for the average weekday, average Saturday, average Sunday, and annual. The annual estimates for these data must be obtained by random sampling procedures according to specified confidence and precision levels unless 100 percent counts are taken. According to the National Transit Database (NTD) and supplemental sampling techniques, transit agencies are required to sample passenger counts regularly even if 100 percent counts are taken; however, most transit agencies fail to do so. Several large urban areas have a random count program in place. LSC has worked with the City of Colorado Springs to conduct random checks on route timing and passenger counts; however, it not based upon any sampling technique. Task 1.5: Transfer Analysis LSC proposes to collect transfer stubs turned in by the drivers at the end of their shifts during the days that LSC conducts ridership counts. These data will be used to estimate the percentage of riders who use transfers, which routes receive the most transfers, and an analysis of potential interlining of routes that show the greatest number of transfers. An analysis of this task will be developed and included in Technical Memorandum # 1. Task 1.6: Calculation of Performance Measures During our session with the Trustee Board and management, LSC will propose performance standards to be used to evaluate the efficiency and effectiveness of the current fixed-route service. We will then prepare calculations of these performance measures as they pertain to the ridership data collected. LSC proposes that the following performance measures be developed for KeyLine: Service Effectiveness Performance Measures • Passengers per revenue service-hour • Passengers per revenue service-mile • On-time performance measures • Peak loads • Farebox revenue per passenger and the percentage of operating costs covered by Page 11 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque passenger fare collection Service Efficiency Performance Measures Cost per revenue-hour Cost per revenue-mile Cost per passenger-trip The above-mentioned performance measures will then be prepared for the overall system, individual routes, route segments, and time periods and will be compared to the performance measure standards. An analysis of this task will be developed and included in Technical Memorandum # 1. Task 1.7: Data Analysis Throughout Task 1, LSC will analyze the gathered data. Additional analysis will be conducted including on-time performance for each route and for the system, ridership by route and route segment, ridership by time period to define true peak and off-peak service, and transfer patterns between routes. Tables and graphs summarizing these analyses will be developed. Task 1.8: Review Existing Data We have combined Task 2 in the RFP with Task 1.8 in our proposed scope of work. This entails making field observations of the system. Our team will ride each of the routes throughout the initial data collection period to determine immediate deficiencies. Additionally, as part of this task, LSC will collect all pertinent operating data from KeyLine staff. This will be critical to ensure our sampling plan for surveys is accurate as well as to ensure we have all planning documentation on the system. Product: The product of Task 1 will be a thorough understanding of key demographic and land use patterns, as well as the existing transit operating environment. OC Task 2: Transit Needs and Demand Analysis Purpose: To provide an analysis of transit needs and demands in the area Approach: LSC will prepare a qualitative and quantitative approach toward developing existing and future transit needs and demands. Demands will be quantitatively assessed while needs will be qualitatively assessed. We have added this task in our Scope of Work and view it as an important undertaking for the City of Dubuque. Task 2.1: Transit Demand Analysis Page 12 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque Using information from Task 1, LSC will employ a series of transportation demand estimation techniques for different population segments. LSC has developed and used these techniques successfully in the past. In addition to the quantitative estimates of transit demand, other needs may be identified through interviews with stakeholders, meetings with the Advisory Committee, and public open houses. These additional needs will be quantified to the greatest extent possible. We will identify major transit trip generators. Information from the boarding and alighting counts will be used to identify major transit trip generators in the community. We will work with the planning staff to determine other similar trip generators which may not be served. We will prepare maps showing areas of greatest transit need index which is based on a composite ranking of elderly population, mobility-limited population, and zero-vehicle households Additionally, transit demand for specific services will be developed using affixed-route demand model. This model will provide estimates~alibrated to existing routes-to determine the impact of future service changes. This model will be developed using current census information to the Census Block Group level of detail. This task will include an analysis of journey-to-work travel patterns contained in the 2000 Census data and the 2000 Census Transportation Planning Package (CTPP) as well as any travel patterns modeled as part of any local planning studies. We will also analyze any travel demand and travel pattern information from other studies identified the Advisory Committee. Data will be compiled and analyzed using a spreadsheet program, database program, and ArcView (Geographical Information System - GIS). Page 13 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque Task 2.2: Transit Needs A proactive public involvement process will be undertaken in the development of the proposed operational analysis. The public involvement process will be used to evaluate the public perception and support of KeyLine. We have identified several specific approaches for obtaining community input. Onboard Surve We propose to conduct an onboard survey of passengers on the transit system. This survey will provide information about the current users, trip characteristics, perceptions of the service, and how riders learned about the service. The survey results will be pre- sented in a detailed profile of the existing service and will provide direct feedback to the KeyLine staff on the patrons' service perceptions. The information will be used to analyze the service markets, options, and improvements. Temporary workers will be scheduled to conduct the customer survey along with ridership counts. LSC will provide training prior to the start of data collection and will supervise the workers throughout the day. Training will include techniques for conducting the survey and recording ridership data. Each worker will be given a schedule of trips to follow based on the selected route. LSC will ensure that workers are on the scheduled buses. LSC will provide packets for each designated trip. All completed ques- tionnaires will be placed in the corresponding envelope for data entry. LSC suggests that the paratransit drivers distribute surveys to scheduled passengers in self-addressed stamped envelopes provided by LSC. This way, paratransit passengers are able to drop their completed survey in the mail when complete. Key Stakeholder Interviews We will conduct interviews with key stakeholders in the study area. The individuals to be interviewed will be identified by the Advisory Committee. Possible stakeholder interviews will include those listed in the RFP. Our team will conduct the interviews using a structured interview format with open-ended questions. The interviewers will ask follow-up questions based on the responses of the stakeholders. Involving these stake- holders early in the process is key to the success of the study. Most interviews will be conducted via telephone; however, some may be done while on-site visits are conducted. Bus Operator Focus Group We propose to meet with the bus operators at least twice during the study process. The first meeting will be during the initial data collection work. This meeting will give the bus operators a chance to discuss system changes or enhancements, as well as specific operating issues that need to be addressed as part of the comprehensive analysis. The second meeting will be after the evaluation of service operations and initial recommenda- tions. Input on the preliminary recommendations will aid in developing a preferred set of Page 14 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque fixed-route transit service recommendations and ensure a consensus is reached among the bus operators prior to proceeding with transit system changes. Supervisory Focus Grou We propose to meet with operational supervisory staff at least twice during the study process. The first meeting will be during the initial data collection work. This meeting will give the bus operators a chance to discuss system changes or enhancements as well as discuss specific operating issues that need to be addressed as part of the comprehensive analysis. The second meeting will be after the evaluation of service operations and initial recommendations. Input on the preliminary recommendations will aid in developing a preferred set of fixed-route transit service recommendations and ensure a consensus is reached among the supervisors prior to proceeding with transit system changes. Community Meetinas We propose to conduct open houses at key times during the process. We will schedule these open houses during times when we are on-site for presentations of technical reports. We propose to conduct three rounds of public meetings during the project. The first would be set up as an open house as part of Task 2 to identify the transportation needs and issues of residents in the area. LSC recommends that these first open houses be held in several locations to offer the maximum opportunity for participation. We will work with the Advisory Committee to determine the appropriate locations and times for these meetings. As part of this first round of meetings, we will present information on the study process and objectives. The second round of public meetings will offer the public an opportunity to provide input on the transportation system scenarios. The third public meeting will present the preferred service plan. Project Website We propose to place project documents and information on the Internet. We suggest that the City provide a link from their website. We have found this to be an effective means of providing project information to the greatest number of people. This provides a way for local residents to contact our project team-either via a-mail or using our toll-free telephone number- which will be included with all project information. We will maintain a mailing list (both a-mail and mailing addresses) of those who attend the var- ious meetings or express interest so they may be kept informed about the study progress. Product: The product of this task will be a detailed analysis of ridership and public perception of transit in the area. The results will be presented in Technical Memorandum #l. Additionally, this task will provide the support from the local stakeholders and public to support future recommendations. Page 15 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque 0(, Task 3: System Review and Analysis Purpose: To provide a detailed systemwide overview of KeyLine routes and services. Approach: LSC will review current information and a systems overview of performance will be performed. We will review any current documentation, capital plans, fare structure, budgets, ridership, and prepare systemwide performance measures. This task will provide us with a look at performance and help to identify any major deficiencies or issues within the system which should be considered. This step will provide an operational analysis of the fixed-route system. We will compare this task with results from Task 2 to determine system coverage and whether needs and demands are being met. Task 3.1: Review Goals and Service Standards The purpose of this subtask is to review the current transit goals and corresponding service standards. We will review the goals and standards to determine if the goals for service are being accomplished, if they are consistent with other goals for the community, if they are consistent with industry standards, and if they continue to be the goals for the future. Additionally, we will review whether the established standards are current and whether they are being met or surpassed. This subtask will provide LSC with the past and current direction for services. This information will allow us to make recommendations on updating goals for the future and provide standards based upon additional recommendations for service enhancements. Task 3.2: Operational and Financial Review The purpose of this subtask is to review current operational and financial information both on a route level as well as a systemwide level to determine efficiency and productivity. At this point in the project, we will have the information to prepare an analysis of KeyLine routes based upon the information collected in previous tasks. This will include the preparation of a fully allocated cost model to be used by staff in determining incremental route change costs as well as additional service costs. The financial review will look at current revenues and expenses to determine system efficiencies. Such information presented will include schedule adherence, route produc- tivity, route efficiency, and additional performance standards. This information will be compiled and a route profile developed. In addition, routes will be presented with an index score of performance on a scale which will be developed with staff. LSC will prepare profiles for each route that will show estimated annual ridership; passenger-trips per revenue-hour and mile; cost per revenue-hour and mile; on-time performance percentage; annual miles traveled; annual hours of revenue service; number of bus stops, signs, benches, and shelters; and estimated farebox revenue. Each route profile will be presented in a graphically appealing form that will be easy to read for public presentations and be formatted so that changes in the profile can be easily made. LSC will also develop a profile of the complete bus system using the above-mentioned Page 16 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque performance measures and data. Once the profiles are completed, LSC will present an analysis of how each route compares to the performance measures established throughout this process and discuss any deficiencies and recommendations for rectification of the deficiencies. This analysis will be included in Technical Memorandum #1. Task 3.3: Service Alternative Recommendations The purpose of this subtask is to provide recommendations based upon all previous tasks for service improvements. We have added Task 3.3 at the conclusion of establishing the goals and objectives for the services. We will prepare conceptual service recommendations based upon the previous tasks. The following information will be provided for each alternative: Fixed-route performance standards comparison. We will compare performance standards developed by the Advisory Committee for each fixed-route operated by KeyLine. Identify methods that improve the operating efficiency of the fixed-route transit system. We will conduct a thorough analysis of the existing fixed-route transit service and make recommendations from this analysis on how to improve the effectiveness of each route. In some cases this may result in a change of transit type. Prepare draft schedules for restructured routes and services. We will develop draft schedules and route maps for each restructured fixed route. We have developed new routes and schedules in many rural, small urban, and urban transit systems. Most recently we developed circulator routes and schedules for DuPage County, Illinois. LSC also revised the bus schedules for transit systems in Sioux City, Iowa and Billings, Montana. Incorporate improvements to the transit system that ensure efficient access to jobs, services, and education. Using data obtained earlier in the study, we will work to establish and restructure routes that better meet the needs of working people. This will include a complete inventory of employment centers and a thorough analysis of when people need to get to work. A key ingredient in successful transit service is a system that provides enough service throughout the day to allow people to get to work. Therefore, we will do a comprehensive analysis of the proper service hours needed. The LSC Team, in conjunction with the Advisory Committee, will conduct a public open house as part of this task. The focus of the open house will be the transit service options and land use patterns which are being developed. This task will provide a broad range of up to three transit service scenarios to be considered by the area for the future of the transportation system in the area. Recognizing the relationships between transit services and land use patterns will provide a basis for determining the preferred transit service plan and growth patterns. • Type of service to be offered. Page 17 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque • Operating characteristics over the term of the plan. These characteristics include service areas, routes and schedules, hours of operation, vehicle mileage, ridership, etc. • Financial characteristics-including operating, capital, and administrative costs; and fare, charter, advertising, tax, and other revenues. • Equipment needs, including a capital equipment plan showing equipment to be purchased. • Provisions for meeting the needs of the elderly, persons with disabilities, and other transit-dependent populations. Service options may include continuation of the existing services, flexible routing in places where the demand for transit is low, or increased fixed-route service. We will work with the Advisory Committee to provide realistic alternatives for the future and provide these as service concepts with the information needed for staff and planners to move forward with selecting options for further refinement and development in the future. Product: A set of improvements for consideration by the Advisory Committee will be presented in Technical Memorandum #2. We will provide 11 bound copies of the report as well as post it on our website for ease of access. 0(, Task 4: Paratransit Analysis Purpose: To provide an analysis of current paratransit operations to determine efficiency and effectiveness. Approach: We will provide an overview of the current paratransit operations to include examining route productivity and costs analysis. This will include looking at coordination of services with human service providers. Additionally, we will look at current dispatching procedures and policies. Product: This task will provide a recommendation on future paratransit operations, including identifying new areas which require service based upon any fixed-route service. OG Task 5: Downtown Trolley Route Analysis Purpose: To provide recommendations on the future of the Trolley Route in the context of existing and future travel demand management such as parking. Approach: We will use existing operational data on the Trolley to determine if routing, scheduling, stops, and frequency are appropriate for the service and existing and projected demands. The relationship between the Trolley and parking facilities will be evaluated to determine how the Trolley may best support the downtown parking system. Page 18 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque Product: This task will provide KeyLine and the City of Dubuque with improvements for the Downtown Trolley Route. OC Task 6: Review Marketing Program Purpose: To provide recommendations on deficiencies in the existing marketing program Approach: We will provide an overview of current marketing strategies and provide recommendations for a future marketing program, including an estimated budget to accomplish such recommendations. Product: This task will provide a recommendation on future marketing initiatives based upon the existing strategies. OC Task 7: Analyze Equipment and Facility Needs Purpose: This task provides a review and recommendations on capital needs such as vehicle type and additional operating capital which may be required to operate future services. This will identify any future facility needs for maintenance, storage, and operations. Additionally, this will include recommendations on future bus stops and amenities. Approach: Our team will conduct a vehicle and equipment audit as part of Phase III. This audit will result in recommendations for new vehicles or new types of vehicles, along with necessary equipment to efficiently operate the transit service. In the audit we will record the condition of each fixed-route bus. We will also review and recommend equipment needs, such as supervisory vehicles, shop vehicles, vehicle lifts, and other equipment necessary to operate the maintenance facility. We will develop a capital equipment purchase chart that will show when existing vehicles should be replaced with new vehicles. We will also compile a list of various transit vehicles and their associated costs. The purchasing chart will allow the City to have a clear vision of when it needs to replace its equipment. It will then be able to invest funds to be available when equipment needs to be replaced. Product: A clear understanding of the future capital needs (including cost estimates) will be provided. OG Task 8: Analyze Financial Needs Purpose: The purpose of Task 8 is to identify future financial needs to implement the recommended service changes. Page 19 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque Approach: LSC will use the Cost Allocation Model developed in Phase II to analyze future service enhancements. Additionally, this task will review current revenue sources and identify appropriate recommendations for how the system is financed, including a review of the fare structure. Product: We will provide 11 bound copies of Technical Memorandum #3. We propose to meet with the Advisory Committee at this point, as well as to hold open house forums to solicit public input on the alternatives. These alternatives will provide the basis for long-range planning by KeyLine and the community. OG Task 9: Prepare Transit Improvement Plan Purpose: To provide the City and staff with a transit development plan covering the next five years. Approach: LSC will work with the Advisory Committee to formulate a preferred Transit Development Plan which documents the priorities for implementation over the course of the next five-years. We will provide recommendations for any system changes in an easily understandable approach. This includes any recommendation for fixed-route and paratransit service, capital, financial, facility, fare structure, and other pertinent recommendations as they arise. As part of this task we will prepare along-range transit element and a detailed implementation plan. The detailed transit service plan will expand upon the preferred service plan, goals, and objectives, as agreed upon by the Advisory Committee; and may include multiple elements or subplans depending on the results of the previous tasks. The plan elements will include: • Transit Service Plan: An operational plan will be developed for the preferred alternative which will include, as appropriate, the type and level of service, including potential phased implementation of service, routes, headways, major stops, and other operating aspects. • Capital and Facilities Plan: A capital facilities plan will be developed for the preferred alternative which will include, as appropriate, the type and size of transit buses, improvements to existing maintenance facilities, and standards for the placement of transit amenities such as shelters and benches. • Financial Plan: Operating costs will be developed based upon type and level of service indicated in the final plan. New operating costs will be combined with annual capital expenses to determine total annual system costs. Potential sources of funding from private, state, and federal agencies will be examined so that the annual operat- ing deficit is covered by a realistic financial support program. Page 20 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque Product: The recommended transit development plan which has the support of the Advisory Committee and community. OC Task 10: Prepare Final Reports and Presentation Purpose: To provide a draft document which incorporates all previous phases of work into one comprehensive resource. Approach: Material from the Technical Memoranda will be incorporated into a Draft Ridership Study and Operations Analysis. The draft study will include the following: • Executive Summary • Passenger Survey Responses • Project Goals and Objectives • Review of Existing System Performance • Assessment of Transit Demand • Service Needs and System Recommendation • Final Transit Development Plan The Draft Study will be submitted for review by City and KeyLine staff and the Advisory Committee. Any comments received on the Draft Plan will be incorporated into the Final Plan. We propose to hold a final presentation to the Advisory Committee and City Council, if needed, on our findings and recommendations. Product: We will provide 20 bound copies and one unbound original of the Draft Report. We will provide 20 bound copies and one unbound original of the Final Report. We will also provide the Final Report in electronic format (Adobe Acrobat) along with the various data- bases and mapping files that will be compiled during the course of this project. We will provide all the material on CD-Rom and one electronic copy in Microsoft Word format. Page 21 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque EXHIBIT B Task Project Administration and Coordination Demographic, Land Use Review, and Data Collectior © Transit Needs and Demand Analysis © System Review and Analysis ParatransitAnalysis © Downtown Trolley Route Analysis Review Marketing Program Analyze Equipment and Facility Needs Analyze Financial Needs ~ Prepare Transit Improvement Plan m Prepare Draft and Final Reports PROPOSED PROJECT SCHEDULE Month Dec Jan Feb Mar Apr May Jun Jul Aug ~ r ~ ~ >~#1 ~~ ~#4 ~. ® ' ~ ^ LE ND ~ ^ Technical Memorandum Draft Report ~ Advisory Committee Meeting ~ Final Report Open House Holiday ® Drivers Meeting '* Board of Trustees Meeting Revised: 11-21-OS Page 22 of 23 Pages Agreement for Professional Services between LSC Transportation Consultants, Inc. and the City of Dubuque Exhibit C LSC PROJECT COST Table 1 Revised COACost Pro osal Labor: Project Protect Graphics Clerical Total Task Task Advisor Manager Planner Support Support Hours Cost Stoddard Kosman Project Admiristration and Coordination 2 16 4 22 $1,980.00 Task 1 Demographic, Land Use Review, and Data Collection 8 16 60 32 32 148 $10,760.00 Task 2 Transit Needs and DemarcJ Anatysis 4 24 24 16 24 92 56,840.00 Task 3 System Review and Analysis 16 24 32 24 16 112 $9,400.00 Task 4 Paratransii Anatysis 2 4 8 16 8 38 $2,720.00 Task 5 Downtown Trolley Route Analysis 4 8 16 4 4 36 $2,960.00 Task 6 Review Marketing Program 2 4 2 2 8 18 $1,390.00 Task 7 Analyze Equipment and Faalily Needs 4 16 24 2 4 50 $4,110.00 Task 8 Analyze Finanaal Needs 16 16 24 2 8 66 $6,250.00 Task 9 Prepare Transd Improvement Plan 16 24 32 16 8 96 $8,440.00 Task 10 Pr re Draft and Final R 4 24 16 8 16 66 $5,320.00 Total Hours 78 176 238 122 132 746 Rate $160.00 $90.00 $70.00 $65.00 x55.00 Coll $12.480 x15,840 $16.660 57,930 x7,260 Labor Subtotal: 560170 Dlrect Costs: item Cost Temporary Empbymenl 5 6,000 Travel 5 6,500 PrinOrxyCOpyirg 5 2,500 CourieriPostage 5 500 Teleprane 5 100 Dlrect Costs Subtotal: 5!5,600 Total Estimate: $75,770 Page 23 of 23 Pages