HomeMy WebLinkAbout214608 PBS&J - CONTRACT - RFP - P830 TRANSPORTATION MASTER PLAN UPDATEPROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below, by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred
to as the "City" and PBSU, 4j'hereinafter referred to as "Professional'.
W ITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by
and between the parties hereto as follows:
1. Scope of Services. The Professional agrees to provide services in accordance with
the scope of services attached hereto as Exhibit "A", consisting of thirteen (13) pages, and
incorporated herein by this reference.
2. The Work Schedule. The services to be performed pursuant to this Agreement shall
be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of
one (1) page, and incorporated herein by this reference.
3. Time of Commencement and Completion of Services. The services to be performed
pursuant to this Agreement shall be initiated within five (5) days following execution of this
Agreement. Services shall be completed no later than October 31, 2003. Time is of the essence.
Any extensions of the time limit set forth above must be agreed upon in writing by the parties
hereto.
4. Early Termination by City. Notwithstanding the time periods contained herein, the
City may terminate this Agreement at any time without cause by providing written notice of
termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the
termination date contained in said notice unless otherwise agreed in writing by the parties.
All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent
to the following addresses:
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2.7 Web Site Development and Support
It is understood that a shared website will be developed through City staff. We will provide
monthly updates and assist in the initial development of the framework for the website.
DELIVERABLES
Monthly Website Updates
2.8 City Plan Meeting Support
Given that the City Plan update schedule may continue beyond the Transportation Master Plan
update schedule, we will provide attendance for the public meetings and any key presentations
as needed following the completion of the Transportation Master Plan update.. For the
purposes of the scope of services, we assume attendance at one (1) additional public meeting
and two (2) presentations. We will also provide support for the City Plan Technical Advisory
Committee meetings by attending up to six (6) of them throughout the project. In addition, we
will coordinate the schedule for any public meetings with the City Plan update staff and
consultant.
C. WORK ELEMENT 3 PLAN ASSESSMENT
The Plan Assessment is the first main step of the Transportation Master Plan update. This step
is where we audit the existing planning efforts that have been completed and determine what
progress has been made and what areas need improvements. This is also when we will revisit
the community transportation vision, goals, principles, and policies.
3.1 Existing Planning Audits
Once all of the existing data has been collected, we will conduct an audit of the transportation
planning efforts that have been completed. The intent of the audit will be to assess how well the
intent of the planning efforts has been followed. Has the direction and focus been consistent, or
are there areas where more focus is required? This assessment will include an initial financial
assessment of existing policies and other options, ; the impact of transportation demand
management strategies; and the implementation of roadway, bicycle, pedestrian, and transit
initiatives. The result of this effort will be to establish the areas that are moving in the right
direction where we can "stay the course" and also identify "focus areas" where we need to
change direction or find a way to develop a better implementation strategy.
The financial component of this audit is a support piece that responds to and helps implement
transportation projects, practices, programs and initiatives contained in the Transportation
Master Plan update. It will include a summary of how transportation projects, practices,
programs and initiatives are financed in the City (historic growth, incidence, legal or
administrative issues); a description of how new finance initiatives introduced in prior Master
Plans have worked; and a highlight of other innovative ways to finance similar projects.
The review of the transportation demand management program will include the administrative
and policy environment for the program (how it is being advocated and implemented), the extent
of program integration in local and regional transportation planning efforts, participation levels
within commuter markets and at key employers, effectiveness evaluation of marketing and
promotional activities, measurement effectiveness, and untapped opportunities for maximizing
program effectiveness.
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Relying on existing data, we will review the Transfort Strategic Plan to assess its current
direction and how it relates to the City Plan and Transportation Master Plan updates.
The Master Street Plan, Pedestrian Plan, and Bicycle Program Plan will also be reviewed to
evaluate progress towards meeting the intent of their initiatives. Policy issues such as the
Adequate Public Facilities Ordinance, the City's Multi -modal Level of Service Criteria, the Mason
Street Transportation Corridor, approved access control plans, and other policy decisions in the
City will be reassessed for consistency with current planning trends.
There are a variety of regional planning efforts that will need to be coordinated in the
Transportation Master Plan update. These include the North Front Range Regional
transportation Plan, the North Front Range Transportation Alternatives Feasibility Study, the 1-25
Corridor plan, and others. The direction and intent of these efforts will also be reviewed and
summarized so that they may be incorporated into the analysis and final recommendations as
appropriate.
DELIVERABLES
Summary Memorandum of Progress on Planning Efforts
3.2 Existing Deficiencies Assessment
We will work closely with the City to develop an understanding of any existing deficiencies in the
current transportation system. This includes an inventory of existing roadway, transit, bicycle,
and pedestrian facilities. We will conduct existing level of service analysis and also review
recent accident data to establish any existing trends that need to be addressed. For purposes of
our scope, we have assumed that existing data will be available from the City and no additional
traffic volumes will be collected.
DELIVERABLES
GIS Overlays Highlighting Existing Deficiencies
3.3 Existing TransCAD Model Refinement Support
Once the existing land use inventory is completed by the City Plan consultant, the control level
land use data will be disaggregated to develop model input data. This modified data will
estimate households by size and income and retail and non -retail employment. Beginning
immediately, we will support the on -going dialog with the North Front Range Transportation and
Air Quality Planning Council to develop consensus on the existing model refinement
assumptions. As necessary, we will also support the City's effort to convert the TransCAD
model to the 2025 planning horizon.
DELIVERABLES
Model Input Data (Households and Employment)
3.4 Public Meeting
The first public meeting will be held early in the project to solicit comments regarding the project
issues. The meeting will focus on highlighting the project process and schedule, previous
planning efforts and status, project goals, and existing analysis that has been completed to date.
Notices for the public meeting will be provided by the City. Public input will be solicited through
individual conversations, wall talkers, and comment sheets.
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MEETINGS
Public Meeting
DELIVERABLES
Meeting Exhibits
3.5 Initial Land -use Scenario Transportation Demand Modeling
Support will be provided to the City Plan consultant to develop and refine transportation
indicators for the CommunityVIS approach for developing their "what -if' scenarios for future
growth. Once the City Plan update process develops the "what —if " scenarios, various
transportation system alternatives will be developed and evaluated to determine sketch -plan
level analysis and direction. The transportation system alternatives will be based on up to three
(3) development or land use scenarios. Possible scenarios include a future Fort Collins with
expanded boundaries, where densities taper at the edges with primary reliance on the
automobile. The other end of the sketch -plan alternatives might depict a more compact city with
higher reliance on mixed uses in close proximity, higher densities, and greater reliance on
alternative modes. A middle alternative might draw positive elements from each. Based on input
from City Plan, land -use will be converted to socio economic data and assigned to traffic
analysis zones as contained in the City of Fort Collins traffic model. We will meet with City staff
to develop an appropriate roadway and transit network for each of the three alternatives.
The work effort will include:
• Daily link volume traffic assessment and deficiencies analysis
• Conversion of modeled peak period volumes to intersection peak hour estimates
• Intersection level of service analysis at key signalized intersections
• Transit ridership and performance
• Pedestrian and bicycle travel estimates
The methodology for converting modeled volumes to intersection turn movements and
subsequent intersection levels of service will be based on a TransCAD module utilizing
procedures for estimating peak -hour turn movements defined in NCHRP 255. The module has
been developed to tie into the City's Synchro database and will allow for "what if' intersection
level of service analyses.
Utilizing the City of Fort Collins Performance Module, each alternative will include an
assessment of trip generation, average trip length, overall delay, travel speeds, and air quality.
This information will be collected on a citywide basis and could be modified to districts within the
City. This work effort will include current year, three alternatives for base year 2025, and
buildout. We assume that the City will conduct the modeling efforts for this task and we will
provide the analysis of the results. We will provide documentation for the conversion of control
totals to specific model assumptions per TAZ for the model refinement.
DELIVERABLES
Model Analysis for Three Land -Use Scenarios
GIS Overlays Highlighting Future Deficiencies
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D. WORK ELEMENT 4 POLICY REFINEMENT
The policy refinement phase examines a wide range of transportation alternatives for the
selected land -use and transportation concept plan. These improvements will include planned
improvements by the City, County, and State. Included in this phase will be the development of
concept improvements for the various corridors with sufficient detail to develop planning -level
cost estimates.
4.1 Initial Mobility and Access Analysis
Based on the results of the model outputs, we will establish system needs by mode to
accommodate the various demands of the different alternatives. Using results of the audit
process, we will focus on those modes that we identified that are in need of a more detailed
assessment of where they need to be in the future for implementation into the overall system.
We will also establish conceptual cost estimates to implement these plans and discuss the
requirements and impacts of each scenario. This analysis will include a threshold assessment
of major corridors to establish number of roadway lanes required, transit improvement needs,
potential transportation demand management options, and pedestrian and bicycle facility
requirements. Mobility effectiveness will be determined for each mode.
Some of the potential transportation possibilities include:
• Roadway and intersection improvements
• Regional travel demand and connections
• Expanding bus rapid transit beyond the Mason Street Corridor
• Better transit routing, frequency, and service hours on existing routes
• New transit routes to serve emerging markets
• Methodologies for identifying pedestrian demand and areas of improvements
• Land -use changes to create more transit -supportive environments, particularly on the
enhanced travel corridors
• Connecting pedestrian infrastructure improvements for accessing transit
• Bike/bus interface improvements, such as bike stations and expanded bike -on -bus
technology
• Corridor -wide improvements that coordinate all modes and land -uses
A combined mobility index will also be developed and utilized as part of the assessment to
identify improvements by mode and the functionality of the proposed systems developed for
each scenario.The initial framework for the system -wide mobility index will be developed and
could include a series of indicators to assess the effectiveness of the plan. Some of these
indicators could include: mode split, vehicle occupancy, trip time and length, trip types and
purpose, and trip characteristics. This information could be ultimately collected through a public
survey that the City could develop and distribute on a regular basis once the update is complete.
A discussion of potential financial strategies and possible impacts to policy directives will be
identified for each scenario. The financial assessment in this phase will introduce refined or new
ways to finance transportation projects, programs, and practices. For each new or refined idea,
we will describe the benefits and challenges and outline the mechanics of how it would work.
This work effort will also respond with the financial consequences of other policy refinements
suggested by the various study committees.
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The intent of this effort will be to define the issues related to the three different land -use scenario
decisions.
DELIVERABLES
Mobility and Access Assessment by Scenario
Cost Estimates by Scenario
Pros and Cons by Scenario
4.2 Public Meeting (Workshop)
Once the "what -if' scenarios and initial mobility analysis have been completed, a second public
meeting will be held to discuss land -use and transportation issues. The intent of the public
meeting/workshop is to discuss the City Plan "what -if' scenarios, transportation system
alternatives and their relationship. It is assumed that the City will advertise the meeting and
send out any mailers as appropriate.
MEETING
Public Workshop
DELIVERABLES
Meeting Exhibits
4.3 City Council Study Session
Once the results of the initial mobility and access analysis have been completed, we will present
the findings to City Council for their input and direction at a study session. This study session
will be shared with the City Plan update. We will not be requesting formal action by Council, but
direction on the most reasonable scenario that they would like to see pursued while final land -
use decisions are being developed as part of the City Plan update.
MEETING
City Council Presentation
DELIVERABLES
Meeting Exhibits
E. WORK ELEMENT 5 PLAN DEVELOPMENT
Based on the results of the analysis in Work Elements 3 and 4 and the resulting land -use
decision developed as part of City Plan, we will develop the recommendations for the
Transportation Master Plan update in this phase of the project. The selected policies are
converted into projects, practices, programs and initiatives for both the long-term (City Plan
horizon) and the shorter term planning horizons for implementation.
5.1 Detailed Mobility and Access Analysis
Based on the land -use direction provided by City Council as part of City Plan, we will develop a
more detailed mobility analysis of the transportation system for the selected land -use scenario.
We will analyze a series of alternatives that examine a wide range of options to develop a short
list of potential improvements. These alternatives will include options within each of the focused
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modes that were determined in Work Element 3. A more rigorous evaluation will be developed
for the candidate alternatives from which a preferred alternative or a combination of preferred
alternatives will be developed. These alternatives will be considered as transportation system
options, where trade offs between various investments are examined.
To be certain that the transportation system options can be implemented, each project or
program directive will be tied with ways that it could be funded. This will include not only City
resources, but also private (developer and foundation), County, State and Federal resources
that can be accessed directly by the City or by other organizations that provide the facility or
service. The structure and level of detail of this task will be defined more carefully as the
Transportation Master Plan update proceeds.
Transportation mode and travel choice testing and mobility evaluation will include:
• Development of an evaluation matrix identifying the performance criteria
• Evaluation of options against the matrix of performance measures using available
research tools and techniques (potential tools include the Federal Highway
Administration's TDM Model, the Environmental Protection Agency's COMMUTER
model, and other analytical tools)
• Iterative testing of transportation modal options and their impact on the rest of the system
• Cost/mobility assessment by mode
• Prioritization of mode improvements
Detailed cost estimates will be developed for each system alternative that will be used as part of
the evaluation process for selecting the preferred transportation system.
Modules from the TransCAD model will be used to assess the potential impacts on air quality as
part of the transportation system analysis. This analysis will bring in the final piece of the total
LUTRAQ approach that is being used for the project.
DELIVERABLES
Transportation System Options Assessment
Mobility Assessment
Refined Financial Approach
Detailed Cost Estimates
TDM Recommendations and Prioritization
5.2 Transportation System Option Refinement
During this phase of the project, we expect to receive final direction from City Council on the
community vision, goals, principles, and policies as related to transportation developed as part of
the City Plan update. We will modify our transportation system options as necessary to
incorporate the direction from City Plan. With our continuous coordination approach, we do not
expect significant refinements to the transportation system options we have developed.
DELIVERABLES
Revised Transportation System Options
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5.3 Transportation System Recommendation
Working closely with the study committees and in study sessions with the City Council, we will
develop a recommended transportation system. The decision will be based on the mobility
analysis including cost estimates, community and financial cost/mobility effectiveness, funding
opportunities, consistency with City Plan objectives, and the ability to meet the overall project
goals and objectives. Based on the final recommendation, an assessment of the issues related
to development reviews will be conducted. The assessment will identify any potential impacts to
the existing review process and accepted standards.
As part of this recommendation, any potential impacts to the development review standards or
other policies will be identified. These will be discussed with City staff to establish any potential
revisions that the City may deem necessary to incorporate.
DELIVERABLES
Recommended Transportation System
Policy Revision Recommendations
F. WORK ELEMENT 6 PLAN ADOPTION
The final work element of the Transportation Master Plan update will be to document the study
results and prepare the final deliverables.
6.1 Public Meeting
The public meeting will be held after Council has provided direction on the recommended
transportation system. We will present the recommended system and implementation issues
and solicit comments. Copies of meeting summaries and public comment sheets will be
provided to the City. It is assumed that the City will advertise the meeting and send out any
mailers as appropriate.
MEETINGS
Public Meeting
DELIVERABLES
Meeting Exhibits
6.2 City Council Presentation
Once the recommended transportation system has been identified, we will go to the City Council
and request their formal direction on the recommendations. We will present the attributes of
each option and discuss their benefits and challenges. Issues that will be addressed include
plan needs versus funding, any changes in assumptions including letting congestion occur in
certain areas, and the mix of modes. We expect this meeting to occur in March so that the
standing council has the ability to provide the final direction on the plan update prior to its
adoption.
MEETING
City Council Presentation
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DELIVERABLES
Meeting Exhibits
6.3 Draft Transportation Master Plan Document
The draft Transportation Master Plan will describe in detail the recommendations for the
transportation system. Major chapters will include Policy Issues, Mobility and Access, Financial
Plan, Development Review, and Implementation Strategies. A comprehensive appendix of
technical data and public and agency outreach will also be prepared. The draft plan will rely
heavily on graphics, photographs, charts, exhibits, and maps to present the plan and concepts.
Report organization will be innovative with special use of tabs, dividers, and indexing.
The draft will also include an oversized (22 inch x 34 inch) overall Transportation System Plan
that will include the Master Street Plan, Bicycle Plan, Pedestrian Plan and Transit Plan, and
TDM measures. The Transportation System Plan Map will be developed in such a way that the
separate elements can be broken out into their own graphics as necessary. We will work closely
with the City to develop a usable series of maps that are compatible with their systems (i.e. GIS).
The draft will be provided to the Project Management Team and Transportation Board for
review.
DELIVERABLES
Draft Transportation Master Plan document (40 copies)
6.4 City Council Study Session
Once the draft report has been developed, we will present the final recommendations to the City
Council in a study session to solicit any final comments.
MEETING
City Council Presentation
6.5 Final Transportation Master Plan Update
The final Transportation Master Plan document will incorporate comments from the various
committees and will include any revisions that were agreed to as part of the review process. The
final document will be made available on CD, the Internet, and in hard -copy format to be placed
in the libraries and various locations in the City.
DELIVERABLES
Final Transportation Master Plan document (100 copies)
Document CDs (25 copies)
Unbound Camera-ready Original
6.6 Public Meeting
The final public meeting will be held just prior to Council approval of the Transportation Master
Plan update. The purpose of the meeting will be to present the final recommendations to the
public. This meeting will be informational only, and no comments will be solicited. It is assumed
that the City will advertise the meeting and send out any mailers as appropriate.
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MEETINGS
Public Meeting
DELIVERABLES
Meeting Exhibits
6.7 City Council Presentation
Once the Transportation Master Plan is ready for final distribution, we will present to the City
Council for their formal adoption of the plan.
MEETING
City Council Presentation
G. WORK ELEMENT 7 PROJECT MANAGEMENT
Project management services will be provided throughout the project. This includes monthly
billings and invoices that include progress reports, detailed milestones, and issues and
concerns; general coordination with the City; and subconsultant coordination and management.
This task includes schedule and budget monitoring, quality control and assurance, filing, and
closeout procedures. Also included are monthly meetings with City staff for project updates and
coordination. These meetings will be with transportation planning staff only and will focus on
issues related to the Transportation Master Plan update. These meetings will be scheduled in
conjunction with one of the other committee meetings to minimize cost and maximize schedules.
DELIVERABLES
Monthly Billings and Progress Reports
MEETINGS
Transportation Plan Management Coordination Meetings
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Professional: City: With Copy to:
PBSU Mark Jackson James B. O'Neill, CPPO, FNIGP
5500 Greenwood Plaza Blvd. Transportation Director of Purchasing and Risk
Suite 150 City of Fort Collins Management
Greenwood Village, CO 80111 P.O. Box 580 City of Fort Collins
Attn: Barry Schulz Ft. Collins, CO 80522 P.O. Box 580
Ft. Collins, CO 80522
In the event of any such early termination by the City, the Professional shall be paid for services
rendered prior to the date of termination, subject only to the satisfactory performance of the
Professional's obligations under this Agreement. Such payment shall be the Professional's sole right
and remedy for such termination.
5. Design Project Indemnity and Insurance Responsibility. The Professional shall be
responsible for the professional quality, technical accuracy, timely completion and the coordination
of all services rendered by the Professional, including but not limited to designs, plans, reports,
specifications, and drawings and shall, without additional compensation, promptly remedy and
correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold
harmless the City, its officers and employees in accordance with Colorado law, from all damages
whatsoever claimed by third parties against the City; and for the City's costs and reasonable
attorneys fees, arising directly or indirectly out of the Professional's negligent performance of any
of the services furnished under this Agreement. The Professional shall maintain commercial
general liability insurance in the amount of $500,000 combined single limits, and errors and
omissions insurance in the amount of 500,000.
6. Compensation. In consideration of the services to be performed pursuant to this
Agreement, the City agrees to pay Professional a fixed fee in the amount of Three Hundred Seven
Thousand Six Hundred Dollars ($307,600.00) including reimbursable direct costs. All such fees and
costs shall not exceed Three Hundred Seven Thousand Six Hundred Dollars ($307,600.00). The
parties acknowledge that LSA Associates, Inc., InterMountain Corporate Affairs, Coley/Forest, Inc.,
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and UrbanTrans Consultants, Inc. are not a parties to this agreement. Work hours and cost
breakdown are attached as Exhibit "C". Monthly partial payments based upon the Professional's
billings and itemized statements are permissible. The amounts of all such partial payments shall
be based upon the Professional's City -verified progress in completing the services to be performed
pursuant hereto and upon the City's approval of the Professional's actual reimbursable expenses.
Final payment shall be made following acceptance of the work by the City. Upon final payment, all
designs, plans, reports, specifications, drawings, and other services rendered by the Professional
shall become the sole property of the City.
7. City Representative. The City will designate, prior to commencement of work, its
project representative who shall make, within the scope of his or her authority, all necessary and
proper decisions with reference to the project. All requests for contract interpretations, change
orders, and other clarification or instruction shall be directed to the City Representative.
8. Proiect Drawings. Upon conclusion of the project and before final payment, the
Professional shall provide the City with reproducible drawings of the project containing accurate
information on the project as constructed. Drawings shall be of archival quality, prepared on stable
mylar base material using a non -fading process to prove for long storage and high quality
reproduction.
9. Monthly Report. Commencing thirty (30) days after the date of execution of this
Agreement and every thirty (30) days thereafter, Professional is required to provide the City
Representative with a written report of the status of the work with respect to the Scope of Services,
Work Schedule, and other material information. Failure to provide any required monthly report may,
at the option of the City, suspend the processing of any partial payment request.
10. Independent Contractor. The services to be performed by Professional are those
of an independent contractor and not of an employee of the City of Fort Collins. The City shall not
be responsible for withholding any portion of Professional's compensation hereunder for the
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payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose.
11. Personal Services. It is understood that the City enters into this Agreement based
on the special abilities of the Professional and that this Agreement shall be considered as an
agreement for personal services. Accordingly, the Professional shall neither assign any
responsibilities nor delegate any duties arising under this Agreement without the prior written
consent of the City.
12. Acceptance Not Waiver. The City's approval of drawings, designs, plans,
specifications, reports, and incidental work or materials furnished hereunder shall not in any way
relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's
approval or acceptance of, or payment for, any of the services shall not be construed to operate as
a waiver of any rights or benefits provided to the City under this Agreement.
13. Default. Each and every term and condition hereof shall be deemed to be a material
element of this Agreement. In the event either party should fail or refuse to perform according to
the terms of this agreement, such party may be declared in default.
14. Remedies. In the event a party has been declared in default, such defaulting parry
shall be allowed a period of ten (10) days within which to cure said default. In the event the default
remains uncorrected, the parry declaring default may elect to (a) terminate the Agreement and seek
damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail
himself of any other remedy at law or equity. If the non -defaulting party commences legal or
equitable actions against the defaulting parry, the defaulting party shall be liable to the
non -defaulting party for the non -defaulting parry's reasonable attorney fees and costs incurred
because of the default.
15. Bindino Effect. This writing, together with the exhibits hereto, constitutes the entire
agreement between the parties and shall be binding upon said parties, their officers, employees,
agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal
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representatives, successors and assigns of said parties.
16. Law/Severability. The laws of the State of Colorado shall govern the construction,
interpretation, execution and enforcement of this Agreement. In the event any provision of this
Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such
holding shall not invalidate or render unenforceable any other provision of this Agreement.
THE CITY OF FO COLLINS, COLORADO�/yy�
By:
ohn F. Fis ach
City Mana
By:
J me B. O'Neill II, CPPO, FNIGP
Director o P rchasing & Risk Management
DATE: 7/
AT
City Clerk ICA <G
APPR ED AS TO FORM:
Assis ant City Attorney
PBS&J, *7CA
Title: V1Ce Vre5*-&_V1t
CORPORATE PRESIDENT OR VICE PRESIDENT
Date: Olo. a51 D 2 .
ATTEST:
Z. Zr,,4,4�� (Corporate Seal)
Corporate Secretary
BECKY S. SCHAFFER
ASSISTANT SECRETARY
SCOPE OF SERVICES
EXHIBIT A
Our approach and scope are divided into seven major elements: Project Initiation, Public/Agency
Involvement, Plan Assessment, Policy Refinement, Plan Development, Plan Adoption, and
Project Management. The Project Initiation lays the foundation for the project approach. The
next four steps: Plan Assessment, Policy Refinement, Plan Development, and Plan Adoption
represent the process for developing options, analyzing results, and documenting the findings.
The Public/Agency Involvement and Project Management work elements will occur throughout
the duration of the project. Our scope of services includes specific meetings and deliverables
associated with each work element.
A. WORK ELEMENT 1 PROJECT INITIATION
The purpose of the project initiation work element is to develop a clear understanding of the
project goals and objectives, finalize the various committee memberships, and refine the project
approach to best meet your needs.
1.1 Internal Kickoff Meeting
Following notice to proceed, we will conduct a meeting with transportation planning staff to clarify
the outcomes that are expected from the project including communication protocol, major
schedule milestones, committee membership issues, deliverables specific to the Transportation
Master Plan update, and any other housekeeping items. We will also use this meeting to begin
the development of goals and objectives specific to the Transportation Master Plan update.
MEETING
Kickoff
DELIVERABLES
Meeting Notes
Milestone Calendar
Refined List of Project Deliverables
1.2 Transportation Board Scoping Meeting
We will conduct a scoping meeting with the Transportation Board early in the process to solicit
their thoughts about the objectives of the update, any initiatives or directions they would like to
see in the Transportation Master Plan update, and develop a general understanding for what
they expect from this project. We will also discuss the meeting format we recommend where we
meet bi-monthly with the Transportation Board separately from their normal monthly meeting to
discuss issues related to the Transportation Master Plan update only.
MEETING
Transportation Board Scoping
DELIVERABLES
Meeting Notes
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1.3 Initial Data Collection
Following the kickoff meeting, we will work with you to collect the applicable existing information
for the project. Some of these items include the Fort Collins GIS database, existing planning
documents (City Plan, Master Street Plan, Mason Street Corridor Master Plan, Access Control
Plans, Pedestrian Plan, Bicycle Plan, Transfort Strategic Plan, CSU Strategic Plan, and other
pertinent documents), local policy and development standards, Synchro Database, and any
available traffic volumes. This data will be used to assess the condition of current planning
efforts and the status of the directives that have been established.
For the various policy issues within the City, we will conduct informal interviews with City staff
and developers to assess their concerns about the current development review process. These
key policy areas include Transportation Level of Service Standards, Adequate Public Facilities
Ordinance, Transportation Impact Study Guidelines, Larimer County Urban Area Street
Standards, and the City's Street Oversizing Program.
1.4 Land-use/Transportation Partnering Meeting
We recommend a partnering/chartering meeting with the various interests involved in the City
Plan and Transportation Master Plan updates to clearly identify roles, responsibilities, objectives
and schedules. The purpose of this meeting is to begin the coordination process for the two
efforts and define the objectives of each effort to all of the affected interests.
MEETING
Partnering
DELIVERABLES
Meeting Notes
B. WORK ELEMENT 2 PUBLIC/AGENCY INVOLVEMENT
Our approach focuses on five major themes; advisory committees, public meetings, special
outreach, media interaction, and communication tools. These themes create a variety of
opportunities and forums for all of the affected interests to get involved in the process. The
specific on -going committees and communication tools are discussed in this section, and the
recommended public interaction, and elected official updates are included in the specific work
element where they would occur.
2.1 Project Management Team
The Project Management Team will serve as the key decision -making entity. The Project
Management Team will help develop the project goals and objectives and ultimately make the
final decision for the recommended transportation and land -use strategies and
recommendations. This group will meet once a month at a minimum. During the plan update
process, when decision -making steps are more frequent, more meetings may be required. For
purposes of this scope of services, sixteen (16) Project Management Team meetings are
planned. We expect that this committee will include Mark Jackson, Ken Waido and the
consultant project managers from the City Plan update and Transportation Master Plan update.
Committee notebooks will also be developed for each member to organize the information that is
presented at the meetings.
MEETINGS
Project Management Team (16)
DELIVERABLES
Committee Notebooks (4)
Meeting Materials (Boards, PowerPoint, etc.)
Meeting Notes
2.2 Transportation Board
We recommend bi-monthly meetings with the Transportation Board to specifically address
issues related to the Transportation Master Plan update. By separating the meetings from the
standard monthly Transportation Board meetings, it does not clutter their already full agenda and
also allows for more focus discussion. For purposes of this scope of services, six (6)
Transportation Board meetings are planned. Committee notebooks will also be developed for
each member to organize the information that is presented at the meetings.
MEETINGS
Transportation Board (6)
DELIVERABLES
Committee Notebooks (up to 15)
Meeting Materials (Boards, PowerPoint, etc.)
Meeting Notes
2.3 Technical Support Outreach Meetings
There are various resources within the City that provide technical insight into the transportation
planning and land -use issues related to the project. We expect these resources will be
contacted and brought in at key milestones to discuss issues specific to their areas of expertise.
For purposes of this scope of services, ten (10) of these meetings are planned. Potential
resources include representatives from both the land -use and transportation interests in the City
of Fort Collins including the Transportation Board, Planning and Zoning Board, Transfort, CSU,
City Traffic, SmartTrips, Air Quality Board, and others as identified.
MEETINGS
Technical Support Outreach (10)
DELIVERABLES
Meeting Notes
2.4 Citizens Advisory Committee
The Citizens Advisory Committee is a combination of local residents and business owners,
special interest groups, and other City and County interests. The purpose of the Citizens
Advisory Committee is to help assess and review recommendations and provide input
throughout the process. Specific roles and responsibilities include: providing insight into the
planning process; identifying stakeholders concerns; helping to ensure all ideas and concerns
are being considered throughout the process; and helping to disseminate project information to
neighbors, community groups, and affected interests. For purpose of this scope of services, up
to fourteen (14) Citizens Advisory Committee meetings are assumed. We expect that this
committee will be shared with the City Plan update and facilitation will be provided by Resolve.
MEETINGS
Citizens Advisory Committee (14)
DELIVERABLES
Meeting Materials (Boards, PowerPoint, etc.)
2.5 Media Outreach
Media outreach is a vital component of this project to support the political decision -making
process. Continuous media outreach will be an important strategy to maintain the credibility of
the process and the project. The intent of the media outreach is to provide public information,
and to coordinate and pro -actively encourage participation and involvement in public scoping
meetings by local residents, users, interest groups, local elected officials, and affected agencies.
Media outreach tasks include:
• Publicize public meetings (up to 5) in local media through active outreach in advance of
meetings
• Develop media/public materials to publicize project efforts
• Media coordination at public meetings
• Team support and coordination with media response
Strategic Planning tasks include:
Identify key agency/local government and media players, initiate contact, and summarize
issues and concerns for use in scoping and planning
Assist in development of mailers to inform affected parties of project developments
DELIVERABLES
Press Releases
Project Messaging
2.6 Special Outreach
An important part of developing consensus on the plan recommendations is to develop a clear
understanding of the various issues throughout the study area. This requires outreach to groups
like homeowners associations, service organizations, agency committees and boards, and
others. For purposes of this scope of services, ten (10) of these meetings are assumed. We
will also develop a PowerPoint presentation that will be updated regularly to use for these
outreach meetings and other committee meetings.
MEETINGS
Special Interest (10)
DELIVERABLES
Project PowerPoint Presentation (updated regularly)
Meeting Materials
Meeting Notes