HomeMy WebLinkAbout40. Agreement for Transportation User Fee ModelCitye
Oshkosh
MEMORANDUM
TO: Honorable Mayor and Members of the Common Council
FROM: Mark A. Rohloff, City Manager/ «—��__
DATE: December 3, 2020
RE: Professional Services Agreement for Transportation User Fee Model
Development / R.A. Smith, Inc. (R.A. Smith) ($55,000)
In July 2019, Council rejected a proposed ordinance to replace special assessments for road
construction with a Transportation Utility Fee (TUF) modelled in part from the City of Neenah
(Neenah). The Neenah model used impervious surface as a surrogate to estimate traffic impact.
Following the decision to not proceed with this model, Council established an ad hoc committee
to review alternatives to replace special assessments. The ad hoc committee began its work in
September and concluded its work with a recommendation in January 2020.
At the February 25, 2020 meeting, the Common Council discussed the recommendation from the
ad hoc committee, as well as the information that the City of Janesville had an active Request for
Proposals out to conduct a feasibility study for establishing a Transportation Utility. At this
meeting, the Common Council decided to delay action to await the results of the feasibility study
from the City of Janesville.
At the June 23, 2020 meeting, the Common Council directed the City Manager to bring back for
consideration options to consider for the next steps to replace special assessments. Staff presented
options in a memo to Council at the July 28, 2020 meeting. Discussion at that time was laid over
due to other important topics on the agenda that night.
The engineering consulting firm (RA Smith) that was a part of the Janesville study team is
conducting similar analyses for several other communities in the State of Wisconsin. Staff has
had conversations with RA Smith to determine a scope of services and cost estimate to develop a
model for the City of Oshkosh in order to provide specific information to assist the Common
Council in an eventual decision.
The proposed services to be provided include: database setup, base model development, and
analysis and report.
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Engineering staff reviewed the proposal and finds the cost reasonable for the scope of services to
be provided. Utilizing the same consulting firm that is conducting these same analyses for several
other communities reduces the "learning curve' associated with getting a project underway. It
also allows the City to benefit from 'lessons learned" during the development of models for other
communities, thus reducing the total time necessary to develop the model, reducing the overall
cost to the City.
The proposed fee is not to exceed $55,000. Funding for these services is available in the Special
Assessment Fund.
Chapter 12 of the Municipal Code of the City of Oshkosh provides that professional services of a
specialized nature, including engineering services, may be procured without the use of formal,
sealed quotes. In accordance with Section 12-16 of the Code, I am hereby submitting this report
regarding this professional services agreement.
Please contact me if you have any questions concerning this professional services agreement.
MAR/jer
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RT CEn7ED
Transportation User Fee (TUF) Model Development
Scope of Services NOV 3 0 2020
DEPT OF PUBLIC \vORILS
This document defines the project Purpose, Scope of Work, Time of Completion and Paym�litlp'�o- Isl&n \'isCOIN' SIN
between the City of Oshkosh, WI (CITY) and R.A. Smith, Inc. (CONSULTANT).
PURPOSE: The purpose of the project is to develop a city-wide trip -generation based transportation user
fee (TUF) model for the City of Oshkosh, using trip -generation rates published in the Institute of
Transportation Engineers (ITE) Trip Generation Manual (loth Edition) and scalar data for corresponding
volume factors available from public records, on -site observation and owner input. The resulting TUF
model will provide a basis for evaluating various financial alternatives and determining annual TUF
charges on a per -parcel basis.
SCOPE OF WORK: CONSULTANT shall provide or furnish the following Services solely for the benefit of
CITY:
DATABASE SETUP: CONSULTANT will work with CITY staff to identify and transfer property -
related information for every property in the CITY, including its identifying parcel or tax key
number, site address, owner identification, property size, assessed value (land and
improvements) and identifying land use information. Any additional information further refining
specific activities active on the properties, current business name and existing structure size for
non-residential properties will improve efficient and accurate model development.
CONSULTANTwill process the GIS data for use in an Excel spreadsheet as the basis for TUF
model development and will maintain the data structure to support GIS-based mapping of
various TUF model features and characteristics for review and presentation purposes.
BASE MODEL DEVELOPMENT: CONSULTANT will provide a functional transportation utility fee
(TUF) spreadsheet template based on parcel -level trip -generation rates incorporating ITE Trip
Generation Statistics (loth Edition) average daily weekday trip or equivalent data to model
projected TUF revenues, property charges and rates. The template will facilitate application of
user -defined discount codes and values for individual properties as needed, maintain
assignment notes or comments and identify information sources. The template will also provide
a graphic depiction of TUF cost allocation based on ITE Land Use categories and of assessed
property value cost allocation.
CONSULTANT will populate the TUF template with CITY parcel data, assign most appropriate ITE
Land Use codes and related average weekday trip rates or formulas to each property and assign
or estimate related scalar values (e.g. structure size, number of dwelling units, number of
students, etc.) to each property. CONSULTANT will complete this task using accessible and
available information to the extent possible and will collaborate with CITY staff to assign
appropriate ITE land use codes and scalar values on properties with atypical uses or
characteristics. CONSULTANT will document properties for which final assignment of land use or
scalar values requires further evaluation.
CONSULTANT will also collaborate with CITY staff to identify and apply appropriate trip
generation reduction factors to reflect specific operational characteristics (e.g. seasonal use)
affecting trip -generation rates for specific properties. CONSULTANT will periodically review the
raSmith No. 1191294 Page 1 December 2020
Transportation User Fee (TUF) Model Development
Scope of Services
developing TUF model with CITY staff and jointly conduct review of non-residential properties'
land use and scalar value assignments.
ANALYSIS AND REPORT: CONSULTANT will collaborate with CITY staff in implementation of the
resulting TUF model to evaluate various TUF structure alternatives and budget scenarios to
support development of a preferred rate model. CONSULTANT will support CITY staff
presentation of the TUF model to CITY leadership staff, elected officials and local business
groups as requested (up to three meetings).
CONSULTANT will provide the TUF model spreadsheet file to support integration of property -
level trip -generation rates for implementation by CITY staff in its utility billing system and a brief
letter report summarizing the status of the TUF model data at the time of delivery.
ADDITIONAL SERVICES: CONSULTANT may furnish services in addition to those set forth above
as requested or required because of changes in the Scope of Work and upon CITY authorization
of such Additional Services and related fees. Such Additional Services may include:
• Additional meetings with CITY staff, elected officials or property owners.
• Assistance with policy and ordinance development, implementation process and appeal
processing.
• Other tasks not identified above.
TIME OF COMPLETION: CONSULTANT will begin TUF model development, acquisition of parcel data and
base model development immediately upon authorization. CONSULTANT will proceed to populate the
TUF model on the following schedule:
• Database Setup and TUF Template Development — 2 weeks
• Base Model Development
o Residential trip -generation assignments and non-residential land use assignments per
database category —1 month
o Assign non-residential property trip -generation rates — 2 months
o Assign trip -reduction factors; identify and resolve atypical properties —1 month
• Analysis and Report - 1 month
• Progress Reporting and Periodic Updates - Ongoing
PAYMENT: The fee for these services is a not -to -exceed amount of $55,000. The following Fee Schedule
of hourly rates will be in effect for the duration of the services included in this Scope of Services.
Sr. Consultant/ Project Manager: $167.00
Sr. Traffic Engineer: $118.00
GIS Professional: $121.00
Civil Engineer II: $127.00
Civil Engineer I: $102.00
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