CITY OF LANCASTER RFP NO MASTER PLAN FOR TRAILS AND BIKEWAYS SUBMISSION DEADLINE JUNE 10, 2010 BY 5:00 P.M. SUBMIT TO:

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1 CITY OF LANCASTER RFP NO MASTER PLAN FOR TRAILS AND BIKEWAYS SUBMISSION DEADLINE JUNE 10, 2010 BY 5:00 P.M. SUBMIT TO: Planning Department Lancaster City Hall Fern Avenue Lancaster, CA For questions concerning this RFP contact: Elma Watson Assistant Planner (661) Page 1 of 16

2 Notice of Request for Proposal (RFP) for a Master Plan of Trails and Bikeways Purpose: The City of Lancaster, California invites experienced firms and organizations with demonstrated expertise for the preparation of a Master Plan of Trails and Bikeways. The overall intent of this project is to develop a comprehensive plan that will guide the planning and design of pedestrian, bicycle and equestrian facilities throughout Lancaster. The City desires to create a user-friendly network of on-road and off-road trails and bikeway facilities to accommodate users of all ages and abilities including bicyclists, equestrians, walkers, dog walkers, joggers, in-line skaters, children in strollers, and people using mobility devices (i.e. wheelchairs). The network will include off-road shared-use pathways, bikeways, recreational trails and equestrian trails as well as on-road bikeways and pedestrian routes that work together to provide alternative and desirable methods for moving around Lancaster. When implemented, this network will provide linkages between residential areas, commercial centers, transportation hubs, employment centers, and recreational activities. The City has many opportunities for new facilities including locations along drainage channels, adjacent to the railroad, within existing street right of way, with the development of new residential neighborhoods and commercial and industrial centers, and within existing and new parks. The overall goal of this project is to create a well-connected, safe and functional Master Plan. In this context, the successful candidate will follow an integrated system approach to the preparation of the Master Plan that includes the involvement of the general public, community trail and bicycle stakeholders and special needs groups, such as the mobility challenged. The philosophy of the Master Plan is to meet the needs of a wide range of users and age groups by enhancing choices and opportunities for multi-modal travel and recreational pursuits that promote physical activity and healthy lifestyles. Background: The City of Lancaster is located in the Antelope Valley approximately 60 miles north of the Los Angeles Metropolitan area. The geographic area covered within the Master Plan will include the City of Lancaster and key locations in adjacent jurisdictions where appropriate. The City s incorporated boundaries encompass 94 square miles or approximately 60,160 acres and contain a population of approximately 146,000. The current limits extend generally from Avenue E to Avenue N and from 110th Street West to 107th Street East. The City of Lancaster currently has approximately 6 miles of Class I bikeways, 30 miles of Class II bikeways, and 4 miles of Class III bikeways. An additional 5.5 miles of Class I bikeways, Page 2 of 16

3 3.25 miles of Class II bikeways, and 0.5 miles of Class III bikeways are currently proposed. These facilities are listed in the City s 2008 Bicycle Transportation Plan and shown in the City s Bikeways Map. In addition, there are a few shared use pathways and an extensive sidewalk network. Most notable is the Sierra Highway Bikeway which is a Class I bikeway that runs adjacent to Sierra Highway and the railroad and the Amargosa Creek Pathway which is a shared use pathway adjacent to the Amargosa Creek Channel. The City is also interested in designing and planning for complete streets. An example of this effort is the transformation of Lancaster Boulevard between 10 th Street West and Sierra Highway. The BLVD is currently undergoing improvements that will reduce the number of through lanes from 4 to 2, reduce the lane widths, add landscaping and sidewalk improvements, add enhanced lighting, and install a ramblas median all in an effort to make Lancaster s Downtown a destination and an attractive and safe area for pedestrians and bicyclists to walk and ride. Through the extensive community outreach with our Parks, Recreation, Open Space and Cultural Master Plan, Transportation Master Plan, and the General Plan Update, citizens noted the current lack of recreational trails and bikeways and expressed an interest in creating a citywide trails and bikeways system to enhance trail connectivity, support more walkable/bikeable neighborhoods, and meet recreation and transportation needs. The City of Lancaster and Antelope Valley Partners for Health applied for and is in the process of receiving the RENEW-2009 Grant funding to create a Master Plan for Trails and Bikeways in the City of Lancaster. This Master Plan would provide access to physical activity and alternative green commuting opportunities by planning for and promoting safe, attractive, and accessible trails and bikeways throughout the City. Available Documents The following documents are currently available and can be downloaded from the City s website at : City of Lancaster General Plan 2030 City of Lancaster Parks, Recreation, Open Space and Cultural Master Plan Architectural Design Guidelines Manual City of Lancaster Municipal Code City of Lancaster Capital Improvement Program Housing and Neighborhood Revitalization Plans Traffic Calming Policy City of Lancaster Bikeways Map City of Lancaster Speed Limits Map Additional documents will be made available and provided to the selected consultant: City of Lancaster Engineering and Design Guidelines City of Lancaster Bicycle Transportation Plan 2008 Page 3 of 16

4 Draft City of Lancaster Transportation Plan City of Lancaster Bus Stop Design and Placement Guidelines City of Lancaster Bus Stop Evaluation and Improvements Plan Suggested Routes to School Maps Aerial Imagery GIS Basemaps Reports from Crossroads Collision Database Amargosa Creek Pathway Master Plan and Design Guidelines Scope of Work: The scope of services shall include, but not be limited to, the following: 1. Attend a kick off meeting with City s Project Management Team and Antelope Valley Partners for Health. Review objectives and scope of services Collect available data and published materials Establish meeting schedules Review and list all applicable design and planning standards and guidelines Deliverables: Meeting agenda and minutes from kickoff meeting Detailed next steps Detailed project schedule for all the deliverables Technical Memorandum on approach to project Detailed Table of Contents with a description of proposed chapter content and tables/charts 2. Review, Inventory and Evaluate: a. Review all background documents available as listed above and any other relevant documents, policies, plans, programs and projects. b. Review all relevant legislation including, but not limited to, the California Streets and Highways Code and the California Vehicle Code to ensure Master Plan will be in compliance. c. Review concepts and policies of various communities and national organizations. d. Inventory and assess existing pedestrian facilities, equestrian trails, walking trails, shared use pathways, transportation hubs, trailheads, parks, schools, bike lanes, bike paths, bicycle parking, bus stops, and related transportation infrastructure. The consultant is not expected to inventory all existing sidewalks but should make a Page 4 of 16

5 general assessment. This shall include, but not be limited to, general condition, cross section design, safety of pedestrian crossings at intersections, ADA accessibility and connectivity. The City will provide available data it has in its GIS system but the data may not be up to date or accurate. The consultant will be required to conduct field research as needed to complete and verify inventory of facilities and amenities. e. Analyze 5 year pedestrian and bicycle collision data. The City will provide the consultant with data it has available in its Crossroads Collision Database. f. Assess general convenience of existing facilities and access to residential areas, commercial and employment centers, community facilities, schools, parks, and regional trails. g. Assess bicycle and pedestrian route continuity between adjacent jurisdictions. h. Identify constraints and safety concerns of existing facilities. Deliverables: Listing of all referenced materials and plans reviewed Listing of existing programs and descriptions Inventory database of all existing facilities and amenities with detailed descriptions and locations. A map showing all existing trails, pathways and bikeways that can be published to promote their immediate use. Analysis of the 5 year pedestrian and bicycle collision history. Summary and evaluation of the condition of all existing facilities including a discussion on the convenience, accessibility, continuity, safety and constraints that may hinder use. 3. Coordinate with a Technical Advisory Committee (TAC). The City will set up a TAC comprised of the City s project management team, the Antelope Valley Partners for Health, local bicycle, pedestrian and equestrian stakeholders and other interested parties. Antelope Valley Partners for Health, in coordination with the City, will lead the outreach efforts and hold the TAC meetings. It is anticipated that two meetings will be held, one at the beginning of the planning process to solicit input and ensure the plan meets the needs of the public, and a second to present the consultants recommendations and proposed plans. The selected consultant will be required to attend and participate in all meetings. Deliverables: Meeting agenda and presentation materials Page 5 of 16

6 Meeting minutes A description of the extent of citizen and community involvement including, but not limited to, letters of support. 4. Develop a long range vision for bicycle, equestrian and pedestrian routes and facility planning. Deliverables: Recommended goals, policies, objectives and action items to be included in the Master Plan. 5. Develop the Plan for a network of bikeways, shared use pathways, recreational trails and equestrian trails. The network should be developed by incorporating all data obtained in the tasks above. The consultant shall recommend new facilities and propose any modifications needed to existing facilities. Deliverables: Citywide Bikeways Plan- The bicycle component of the Master Plan shall meet the criteria of the California Streets and Highways Code and shall include: o Summary on the estimated number of existing bicycle commuters in the City and estimated increase in the number of bicycle commuters resulting from implementation of the plan. o A map and description of existing and proposed land uses and settlement patterns which shall include, but not be limited to, locations of residential neighborhoods, transit centers, schools, shopping centers, public buildings, and major employment centers. o A map of all existing and proposed bikeways. o A map and description of existing and proposed end-of-trip bicycle parking facilities. These shall include, but not be limited to, parking at schools, shopping centers, public buildings, and major employment centers. o A map and description of existing and proposed bicycle transport and parking facilities for connections with and use of other transportation modes. These shall include, but not be limited to, parking facilities at transit stops, rail and transit terminals, park and ride lots, and provisions for transporting bicyclists and bicycles on transit or rail vehicles. o A map and description of existing and proposed facilities for changing and storing clothes and equipment. These shall include, but not be limited to, lockers, restroom, and shower facilities near bicycle parking facilities. Page 6 of 16

7 o Recommendations for placement of bicycle lockers (or other secure facilities), vending machines, as well as best locations for potential bicycle/skate rental opportunities. Citywide Equestrian Trails Plan o Estimated number of existing equestrians and estimated increase in the number of equestrian commuters resulting from implementation of the plan. o A map and description of existing and proposed rural residential land uses. o A map and description of all existing and proposed equestrian trails. Citywide Pedestrian Plan o American with Disabilities Act Transition Plan o Safety Improvements Plan o Connectivity Improvements Plan o Suggested Routes to School Updates and Improvement Plan o A map and description of existing and proposed land uses and settlement patterns which shall include, but not be limited to, locations of residential neighborhoods, transit centers, schools, shopping centers, public buildings, and major employment centers. o A map and description of existing and proposed pedestrian improvements. Recreational Trails/Shared Use Paths Plan o A map and description of existing and proposed parks and recreational land uses o A map and description of all existing and proposed recreational trails and shared use pathways. 6. Provide basic design guidelines for the physical components of this Plan including, but not limited to, typical cross-sections for the various types of trails and bikeways. The cross-sections shall include surface type, width, slopes, base material, and any other relevant information necessary. Develop general planning guidelines for new development to ensure that it will be built to create bicycle and pedestrian-friendly neighborhoods. Deliverable: Trails and Bikeways Planning and Design Guidelines Page 7 of 16

8 Alternatives/Options: Landscape Design: Develop recommendations for xeriscaping/green landscaping throughout the recommended and existing network. Architectural Design: Develop recommendations for aesthetically pleasing paths that allow the end users to feel safe and be protected from the elements (wind, etc). 7. Implementation Plan: Develop a phased implementation strategies plan which outlines priorities for the recommended improvements. Priorities should be developed based upon public input, current development activities, land availability, City input, public and private partnerships, grants and other revenue sources. Develop an ongoing maintenance program for the recommended improvements. Deliverables: A list of prioritization criteria and procedures for identifying and prioritizing projects. A Capital Improvement Project list of all proposed improvements including projects descriptions, a listing of their priorities for implementation and planning level cost estimates. A Development Improvements Project list of projects to be funded or installed by new development, including planning level cost estimates A description of past expenditures and future financial needs. Listing of potential funding sources the City could use to fund this Plan s recommendations, along with the types of projects they could be used for. Maintenance Program Alternatives/Options: A landscape maintenance program should be developed. An architectural maintenance program should be developed. 8. Benefits and Fostering of Non-motorized Modes of Transportation: Develop a discussion of benefits to using non-motorized travel modes for individuals and the greater society. Suggested topics should include individual health benefits, household cost savings, community pollution and traffic congestion reductions, reduced parking requirements, air and water quality benefits, and global benefits such as climate stabilization and reduced petroleum dependence. Describe how the Master Plan has been coordinated and is consistent with other local or regional transportation, air quality, or energy conservation plans, including, but not limited to, programs that provide incentives for alternative modes of transportation. Page 8 of 16

9 Describe bicycle and pedestrian safety and education programs and promotional campaigns that are recommended and targeted audiences. Include a discussion on efforts by the law enforcement and the resulting effect on accidents involving bicyclists. Deliverables: Summary on the benefits of walking and bicycling List of encouragement and educational programs that could be implemented 9. Prepare Master Plan Document: The Master Plan of Trails and Bikeways should include the following components as a minimum: executive summary; introduction and background; visions, purpose, policies, and goals; inventory of existing facilities; recommendation for proposed network of bikeways, equestrian trails, shared use pathways, pedestrian improvements and recreational facilities; maps and figures; design and planning guidelines; phased implementation plan and project priority list, funding opportunities, public participation, benefits, and encouragement and educational programs. A draft and presentation will be given to the City s Project Management Team. Any comments or revisions by the Team will be incorporated in the Final Plan. Deliverables: Draft Master Plan Document Presentation of Draft Master Plan Final Master Plan Document Alternatives/Options: After City s Project Management Team s review and incorporation of changes, successful bidder will give presentation to the Stakeholders. City will decide if any additional changes are to be made. Successful bidder will give Architectural Design, Planning Commission and City Council presentations. If changes are required, successful bidder will make changes and provide additional presentation, if necessary. 10. Since this is a grant funded project, successful bidder will be open to and work with the City to ensure compliance with grant. Grant coordinator and AV Partners for Health will be attending meetings/trainings with other agencies with similar grant funded initiatives which may require the occasional attendance of the successful bidder. Note: All map deliverables above must be in both ESRI shapefile format and AutoCAD.dwg format referenced to NAD 1983 State Plane California Zone V coordinate system. Page 9 of 16

10 Schedule: Consultant Selection Schedule: Request for Proposals mailed to Consultants May 13, 2010 Deadline to Submit Proposals June 10, 2010 Selection Committee Review June 11-18, 2010 Interviews with Consultants June 21-July 2, 2010 Final Selection of Consultant by Selection Committee July 2, 2010 Submit Staff Report for City Council to award contract July 12, 2010 City Council awards contract July 27, 2010 Finalize Consultant Agreement July 28, 2010 Submittal Requirements: Applicants should submit four (4) hard copies and one (1) electronic copy of the proposal. The proposal should include the following: 1. A cover letter that identifies the project manager and describe any subcontract arrangements. Please identify the person who is authorized to negotiate for the team, and indicate that the proposal represents a binding offer for 90 days. 2. A Scope of Services, describing the following: A statement of the consultant s qualifications, demonstrating experience, knowledge and ability. The consultant s proposed approach including an explanation of how the consultant proposes to accomplish each task outlined in the RFP. A project schedule, identifying major project milestones and including key dates. Names and qualifications of all personnel of the proposed team to be assigned to the project, and a chart representing the proposed organizational structure. Resumes of the project manager and key staff. A description of time commitments of key personnel for accomplishing each task, including the number of hours the key personnel will dedicate to the project. A project budget showing the budget for each task as outlined in the RFP. The proposal shall include the level of effort for each staff person and billing rates for each person. Identify overhead rates and all other applicable charges to the program. Fixed costs will be separately identified and tallied. The applicant should include an explanation of how the budget can accommodate changes in scope or unknown factors. Alternatives/Options should be listed separately and clearly labeled as such. If any of the work is to be performed by a sub-contractor, provide the above items for the sub-contractor as applicable. 3. The Proposal shall include at least three (3) references from past clients for projects of similar types, size and complexity. Please include a brief description of the projects associated with the reference, and the role of the respective team member. Page 10 of 16

11 4. Information considered by proposers to be pertinent to this project, and which has not been specifically solicited in any of the aforementioned sections, may be placed in a separate appendix section. Proposers are cautioned, however, that this does not constitute an invitation to submit large amounts of extraneous materials. Appendices should be relevant and brief. 5. State any exceptions to, or deviations from, the requirements of this RFP. If proposers wish to propose alternative approaches to meeting the Agency s requirements, these should be thoroughly explained, referencing the relevant section(s) of the RFP. 6. Provide a representative work sample similar to the type of work being requested. Consultant Selection Process: The City of Lancaster Master Plan of Trails and Bikeways selection committee will review and evaluate all proposals based on the following criteria: Submittal Review Qualifications of the firm and the personnel to be assigned to this project Experience in developing bicycle and pedestrian master plans Demonstrated ability to complete the project by the specified deadlines Demonstration of overall project understanding and insights into local conditions and other potential issues Proposed project approach Clarity of the proposal and creativity/thoroughness in addressing the scope of work Knowledge of relevant processes and requirements related to non-motorized funding Familiarity with American with Disabilities Act issues and provisions related to bicycle and pedestrian modes Engineering and planning expertise and experience with working with public agencies and professional staff Experience with gathering and compiling facility usage, such as bicycle ridership Submission of a complete proposal with all elements required by the RFP Quality of representative work sample Oral Interview Applicants meeting the submittal requirements may be requested to participate in an oral interview at the City s discretion. Proposers will be notified in writing of the hour and place for the interview. Failure to appear for the oral interview will be cause to disqualify the firm from further consideration. Selection Based on the committee s evaluation, the firms will be ranked by the evaluation committee. Page 11 of 16

12 Administrative Information: Submittal Late submittals will not be considered. Fax submittals or e-file submittals will not be accepted. Examination of the content of the RFP By submitting a response, the proposer represents that it has thoroughly examined and become familiar with the contents of this RFP and the conditions set forth in this documents, and that it is capable of performing quality work to achieve the City of Lancaster s objectives. Pre-Contractual Expenses The City shall not be liable to pay any cost incurred by any firm or persons in submitting a proposal in response to this request for proposal. Contract Award Issuance of this RFP and receipt of proposals does not commit the City to award a contract. The City reserves the right to accept or reject any or all responses received in reply to this RFP; reject or cancel in part or in its entirety this request for proposal. Similarly, all responses to this request for proposal shall become the property of the City and will be retained or disposed of accordingly. Project Management The City of Lancaster will manage the project. Form of proposal Proposals shall be printed and submitted on 8 ½ x 11 sized paper, using a simple method of fastening. Proposal should not include any unnecessary, elaborate or promotional material. Excessive lengthy narrative is discouraged; presentation should be clear and concise. Page 12 of 16

13 INSTRUCTIONS TO PROPOSERS Proposers Examination Before submitting a proposal, the proposer shall carefully examine the Scope of Services and other contract documents, and ensure that the proposer has a clear understanding of the contract requirements regarding the performance of services. Interpretation of Proposal and Documents If any person contemplates submission of a proposal for the proposed contract and is in doubt as to the true meaning of any part of the scope of services, or other proposed contract documents, or finds discrepancies in, or omissions from the proposal, the proposer may submit to the Purchasing Agent a written request for an interpretation or correction thereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation or correction of the proposed contract will be mailed or delivered to each person receiving a set of said documents. The City is not responsible for any other explanation or interpretation of the proposed contract documents. Legal Responsibilities All proposals must be submitted, filed, made, and executed in accordance with State and Federal laws relating to proposals for contracts of this nature whether the same are expressly referred to herein or not. Any proposer submitting a proposal shall by such action thereby agree to each and all of the terms, conditions, provisions, and requirements set forth, contemplated, and referred to in scope of services, contract documents, and to full compliance therewith. Withdrawal of Proposals A proposal may be withdrawn by written request signed by the proposer. Such request must be delivered to the Planning Department prior to the due date and time. The withdrawal of a proposal will not prejudice the right of the proposer to submit a new proposal, providing there is time to do so. Delivery of Proposals Proposals may be mailed or delivered by messenger. However, it is the proposer s responsibility alone to ensure delivery of the proposal to the Planning Department. Late proposals will not be Page 13 of 16

14 considered. Proposals shall be enclosed in a sealed envelope plainly marked on the outside, RFP No , Master Plan for Trails and Bikeways. Award of Contract Issuance of this RFP and receipt of proposals does not commit the City to award a contract. The City reserves the right to reject any or all proposals, to accept any proposal or portion thereof, to waive any irregularity, and to take the proposal under advisement for the period of time stated in the Notice Inviting Sealed Proposals, all as may be required to provide for the best interests in the City of Lancaster. In no event will an award be made until all necessary investigations are made at to the responsibility and qualifications of the proposer to whom the award is contemplated. No proposer may withdraw his proposal for a period of ninety (90) days after the time set for opening thereof. Term of Contract Contract period shall be limited to the Master Plan for Trails and Bikeways and any additional group(s) of services awarded under the proposal. Proposer understands that this contract shall not bind nor purport to bind the City of Lancaster for any contractual commitment in excess of the original contract period. In the event the City exercises its options, all terms, conditions, provisions of the original contract shall remain the same and apply during the extension period, unless otherwise mutually agreed to in writing by both parties. Addenda or Bulletins All proposers are advised as to the possibility of issuance of addenda affecting the items, scope or quantity of the service required under this contract. Each proposer shall be fully responsible for informing themselves as to whether or not any such addenda have been issued. The effect to all addenda to the contract documents shall be considered in the proposal, and said addenda shall be made a part of the contract documents and shall be returned with them. Failure to cover in the proposal any such addenda issued may render the proposal irregular and may result in its rejection by the City. Worker s Compensation Certificate Section 3700 of the State Labor Code requires that every employer shall secure the payment compensation by either being insured against liability to pay compensation with one or more Insurers or by securing a certificate of consent to self-insure from the State Director of Industrial Relations. In accordance with the section and Section 1861 of the State Labor Code, the contractor shall sign a Compensation Insurance Certificate with is included with the Contract Agreement, and Page 14 of 16

15 submit same to the City of Lancaster along with the other required contract documents, prior to performing any services. Reimbursement for this requirement shall be considered as included in the various items of services. Insurance Prior to the commencement of any services hereunder, consultant shall provide to the City certificated of insurance with the City named as additional insured. Such policies shall be subject to approval by the City and shall require thirty (30) days notice to the City before any cancellation. Failure to furnish such evidence, if required, may be considered default of the Contractor. 1. Worker s Compensation Insurance covering employees of the Consultant, in a minimum amount of $1 million per accident, effect per the law of the State of California. 2. Commercial General Liability Insurance covering third party liability risks; including without limitation contractual liability, in a minimum amount of $1 million combined single limit per occurrence for bodily injury, personal injury, and property damage. If commercial liability insurance or other form with a general aggregate limit is used, either the general aggregate shall apply separately to this project, or the general aggregate limit shall be twice the occurrence limit. 3. Commercial Auto Liability and Property Insurance covering any owned and rented vehicles of Consultant in a minimum amount of $1 million combined single limit per accident for bodily injury and property damage. Indemnification The Consultant shall indemnify, hold harmless and defend the City from all claims, legal actions, losses, expenses, injuries or damages arising out of the Consultant s actual or alleged negligence or intentional wrongdoing incident to the performance of this Agreement, except when such claims, legal actions, losses, expenses, injuries or damages are due to the sole negligence of the City, its officers, agents or employees. Grant Funding Requirements Since this project will be grant funded, solicitors must be will to comply with record retention requirements for federal grants and provide documentation as required for audits and federal requirements. Attachment: Response Form (to be included with submittal) Standard Professional Services Agreement Page 15 of 16

16 CITY OF LANCASTER RESPONSE FORM MASTER PLAN FOR TRAILS AND BIKEWAYS RFP Solicitors are requested to complete this proposal response form and return it in a sealed envelope to the City of Lancaster, Planning Department, Fern Avenue, Lancaster, California, by no later than 5:00 p.m. on JUNE 10, The envelope should be sealed and clearly marked RFP , MASTER PLAN FOR TRAILS AND BIKEWAYS. TO: FROM: CITY OF LANCASTER Company Name Address Phone Number Fax Number Authorized Signature Print Name Title Date Address The above-signed agrees to furnish to the City of Lancaster with the scope of services and conditions set forth in the proposal RFP in detail without exceptions other than by mutual agreement. For questions, contact: Elma Watson Assistant Planner ewatson@cityoflancasterca.org (661) Page 16 of 16