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HomeMy WebLinkAboutItem III (G) Approval of the Scope of Services with TransCore/SAIC for the Ocoee Transportation Impact Fee Update and Authorization to Pay $24,746 for Said Study from the Transportation Impact Fee Fund Agenda 7-7-98�� "CENTER OF GOOD LIVING-PRIDE OF WEST ORANGE" I All a' mssimeR S.SCOTT VANDERGRIFT 00088 ,C COMMISSIONERS CITY OF OCOEE COMMISSIONERS DANNY.ry �� � SCOTT ANDERSON G_•� a 150 N. LAKESHORE DRIVE SCOTIA.ANDERSON�� C OCOEE, FLORIDA 34761-2258 GLASS NANCY J.PARKER *, 4 �`sc) (407)656-2322 yf AS CITY MANAGER FGf GOOD ELLIS SHAPIRO STAFF REPORT DATE: July 7, 1998 TO: The Honorable Mayor and City Commission FROM: Russ Wagner,AICP, Director of Planning SUBJECT: Ocoee Transportation Impact Fee Update ISSUE: Should the Mayor and City Commission approve the attached Scope of Services for the Ocoee Transportation Impact Fee Update? BACKGROUND: The Road Impact Fee Ordinance was initially adopted in March 1989 and most recently updated in February 1996. The purpose of the Ordinance is to ensure that new development pays a fair share of the anticipated cost of required city roadway system improvements necessary to serve new development. The fees are based on an inventory of the existing roadway system, an analysis of existing roadway system deficiencies and an analysis of roadway system needs contained in a report entitled "Traffic Impact Fee Final Study dated January 1996". It has been the intent of the City Commission to periodically revise this Ordinance to adjust the fee schedule to reflect changes in growth patterns in the City of Ocoee and changes in cost of constructing new roadway facilities. DISCUSSION: City Staff and TransCore/SAIC are nearing completion of the Ocoee Master Transportation Plan. This is a comprehensive inventory of existing and future land uses, the existing City roadway system and an analysis of existing and future roadway system deficiencies and needs. As outlined in the attached Scope of Services, TransCore will be responsible for completing a review of roadway impact fees charged by other municipalities in the region as well as reviewing and recommending alternative methods for calculating the road impact fee. It is anticipated that TransCore/SAIC and City staff will meet regularly to develop an impact fee study that will be presented to the Development Review Committee, Planning and Zoning Commission and City Commission for adoption. Staff feels that now is the appropriate time to revise the Road Impact Fee Ordinance to adjust the payment schedule. RECOMMENDATION: Staff respectfully recommends that the Mayor and City Commission approve the attached Scope of Services with TransCore/SAIC for the Ocoee Transportation Impact Fee Update, and further,that funding of $24,746.00 for said study be authorized to be paid from the Transportation Impact Fee Fund in accordance with the approved 1997-98 City Budget. Attachment t)X-' �� 1 SCOPE FOR SERVICES Ocoee Transportation Impact Fee Update Revised June 18, 1998 This scope of services presents a description of the work tasks and deliverables associated with an update of the Ocoee transportation impact fee structure. A proposed schedule and cost estimate for TransCore/SAIC to complete the scope of services follows the description of work tasks. Please note that the scope of work and cost may change for Tasks 2-5, depending on the results of Task 1. Task 1 —Review Existing Impact Fee Structure and Present Alternatives The first task of this work effort will entail the review of the city's existing "improvements-driven" transportation impact fee. TransCore/SAIC will review the inputs used to develop the fee structure, including estimates of facility costs (right-of- way, engineering, design and construction) based on the city's road improvement plans and acceptable level of service (supply), demand (assumptions about projected trips), and credits (netting-out taxes paid for road improvements). Although not a major component of the project, this review is an important part of understanding the basis of the current fee and what changes might be needed. All impact fee equations have the same basic inputs, described above. However, there are alternative ways each of the components is calculated and combined to arrive at a net impact fee by land use type. As part of this task, TransCore/SAIC will prepare a brief working paper that discusses alternative methods of calculating the impact fee. This working paper will compare the improvements-driven approach with the standards or consumption based equation. Included in this assessment will be the treatment of credits for developers who make off-site road improvements as part of their project. The working paper will also explore the possibility of developing a fee structure that incorporates provisions for transit service, or other non-roadway construction projects. Deliverable — Working paper discussing alternative impact fee approaches and recommending a preferred approach to the city. We will discuss the pros, cons and pitfalls of the existing method, and in comparison with other options, will make a recommendation to the city. Five copies of the draft working paper will be presented to staff for review and comment. TransCore/SAIC will meet with staff to discuss the working paper following staff's review. Any comments to the working paper will be incorporated into the final report. At this juncture, decisions will need to be reached on several key items related to the update before proceeding into subsequent tasks. Task 2—Estimate of Facility Costs and Capacity Once agreement is reached on the preferred approach to the impact fee update, TransCore/SAIC will begin estimating transportation improvement costs. This entails three steps: (a) identifying improvement capacity cost units as dictated by the level of service impact fee inputs (e.g., cost per added vehicle mile of capacity); (b) identifying proposed transportation improvements to be provided by the city (and possibly other F:\Projects\ACTIVE\OCOEE\impfee2.doc - 1 - jurisdictions), as documented in the Ocoee Master Transportation Plan (MTP); and (c) identifying the cost of transportation improvements as determined by the Ocoee MTP, recent projects in the city (e.g., Clarke and Maguire Roads), the MetroPlan Orlando Transportation Improvement Program and other references. TransCore/SAIC will identify the cost per lane mile of Ocoee roadway improvements based on the referenced sources. Historical costs will be adjusted for inflation, as necessary. The total capacity added (vehicle miles of capacity) will be identified from the list of planned improvements. Cost per vehicle mile of capacity is obtained by dividing the total improvement cost by the vehicle miles of capacity. Alternatively, the cost per trip will be identified, depending on the methodology chosen. In similar impact fee studies for other cities, TransCore/SAIC has included the cost of improving state and county roads, as well as city roads, for information purposes. While including these projects would likely result in a higher impact fee, it may be to the city's benefit to include at least county road projects in the impact fee update. If the city is contributing impact fees to potential county projects, then it will have a stronger case when roadway alignments, widths and scheduling of improvements are being discussed. Deliverable—Technical Memorandum No. 1, describing transportation cost and capacity assumptions. The memo will compare cost data (cost per vehicle mile of capacity) under the different assumptions with other impact fees in similar or adjacent jurisdictions. Three copies of this tech memo will be submitted to the city for review and comment. We will meet with the city to discuss the memo and the city's comments. Edits to the tech memo will be formalized in the final report, but will be used in subsequent tasks, as necessary. Task 3—Estimate of Demand Based on the work performed for the Master Transportation Plan, significant modeling work will not need to be performed for this update. However, this task will include the use of the model to project total trips in the future from Ocoee's traffic analysis zones, compare those with existing trips, and identify future deficiencies that are needed as a result of future growth, rather than existing deficiencies. Transportation demand is an estimate of the amount of traffic being produced by the various land use types within the Ocoee Joint Planning Area(JPA), and is measured in terms of trip generation,trip length and trip capture. This is a necessary input for the consumption driven approach to the impact fee, but is also used in the improvements driven equation. We will use the land uses defined in the existing impact fee schedule as a base; however, up to 10 additional land use categories may be added, as necessary. TransCore/SAIC will review these factors for reasonableness and update them, as necessary, based on more recent data(e.g., Trip Generation, sixth edition) or consistency with other jurisdictions. We will prepare a land use equivalency table, which will be used to identify the specific types of developments that fall within an impact fee category F:\Projects\ACTIVE\OCOEE\impfee2.doc -2- and their impact fee variable. For example, a lumber yard would fall under Industrial and Warehouse - Wholesale, and the fee would be based on each 1,000 square feet GLA. This will not be an exhaustive list, but will focus on the more thorny land use distinctions. Percent new, or primary, trips and trip length will be updated, as necessary, based on readily available data from existing sources. Deliverable—Technical Memorandum No. 2, quantifying the inputs to the demand component of the impact fee equation, including a land use equivalency table. As with TM 1,three copies of the draft memo will be provided to the city for review and comment. Task 4—Estimate of Credits Credits are included in the impact fee equation to avoid double counting charges (such as gas taxes and vehicle license fees)that new development will pay for road improvements. For this task, we will review and summarize revenues in the City of Ocoee that have historically been used for transportation improvements. Such revenues not only include local revenues, but transfers from the State of Florida and Orange County, as well. For that reason, we also will summarize the taxes used by Orange County to fund transportation improvements. Credits will then be calculated based on revenues from non-impact fee sources that are used to fund transportation capital improvements. This will vary if the city chooses to use its impact fee to help pay for state or county roads, rather than just city roads. We will coordinate with the city's finance director to determine if historical trends are likely to continue or if changes have occurred. Deliverable—Technical Memorandum No. 3, summarizing the inventory and calculation of credits used in the impact fee equation. Three copies of this draft tech memo will be provided to staff for review and comment. Task 5—Implementation Plan Because the city already has an impact fee for roads in place,the implementation plan will not focus on administrative or procedural issues unless they are uncovered during our review of the existing impact fee program in Task 1. Instead, this task will focus on the quantitative aspects of assembling the various impact fee components to calculate a cost per land use type. A draft road impact fee schedule will be prepared for each major land use category. This draft schedule will then be compared with road impact fees currently in place for five other local governments in Central Florida, including Orange County. The draft schedule will also include the fee for improvements to state and county roads, in addition to just city roads, for information purposes. TransCore/SAIC will work with the planning department staff to project impact fee revenues over a 20 year planning horizon. Net impact fee revenues will be calculated based on the amount of likely development to occur in the city through build-out. Projected revenues will then be F:\Projects\ACTIVE\OCOEE\impfee2.doc -3 - compared with projected transportation improvement costs to determine how effectively the updated impact fee covers anticipated costs. During this task, TransCore/SAIC will also evaluate the need for one impact fee district versus multiple impact fee districts to be created in the city. This determination will depend on the fee calculation method chosen, the nature and location of transportation improvement projects and other issues of equity. The implementation plan will also address how the impact fee should be applied to various types of land uses, including the variable to be used (such as gas pumps, seats or square footage), and a discussion of the sometimes subtle distinctions between subcategories of land use types. Deliverables - TransCore/SAIC will prepare Technical Memorandum No. 4, which presents the impact fee schedule and implementation plan. Three copies of this draft memo will be submitted to staff for review and comment. Final Report Based on comments received from staff on the four technical memoranda, TransCore/SAIC will prepare a final report that fully documents the update of the city's transportation impact fee. The final report will combine all of the technical memoranda together into a single, cohesive document, which will include an executive summary. Two copies of the draft report will be submitted for internal staff review, and five copies of the final report will be provided that includes necessary revisions based on this review. Meetings TransCore/SAIC will meet with planning staff six times to discuss the findings of each task as it is completed. One additional staff meeting will be held with the planning staff and the city manager during Task 5, Implementation Plan. TransCore/SAIC will present the impact fee update once to the Development Review Committee (DRC), once to the Planning and Zoning Commission and once to the City Commission. We will also attend a second City Commission meeting for the adoption. Additional meetings beyond those identified in this section will be considered additional services and reimbursed at our approved hourly rate. Schedule and Cost This project will be completed within six months from notice to proceed. This schedule is dependent on placing this item on the meeting agendas of the DRC, Planning &Zoning Commission and City Commission. The estimated cost for the professional services to update the city's transportation impact fee is $24,746.00. Work will be performed on a fixed fee basis, with TransCore/SAIC billing the city on a monthly basis in proportion to the percentage of work completed. F:\Projects\ACTIVE\OCOEE\impfee2.doc -4- Transportation Impact Fee Update City of Ocoee Revised 6/18/1998 Labor Cost Project Senior Project Project Tech/ Task Manager Associate Engineer Planner Clerical Total $81 $105 $65 $50 $49 1. Review Existing Fee Structure 12 8 0 24 6 50 2. Update Costs and Capacity 12 4 0 32 4 52 3. Update Estimate of Demand 16 2 0 48 4 70 4. Estimate Credits 10 8 0 24 2 44 5. Prepare Implementation Plan 28 8 0 16 6 58 Final Report 12 4 0 16 8 40 Meetings/Presentations 38 2 0 8 8 56 Sum 128 36 0 168 38 370 $10,349 $3,780 $0 $8,400 $1,862 $24,391 Direct Expenses No. Units Rate Total Travel 11 30 $0.32 $105.60 Copies/Materials $250.00 $355.60 Total $24,746 Note: Hourly rates are consistent with TransCore's approved contract with the City for continuing transportation planning services. o_impfee.xls 6/18/98