HomeMy WebLinkAboutItem #08 Contract Funding Approval for Misc. Planning Services
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AGENDA ITEM COVER SHEET
Meeting Date: June 6, 2006
Item # B
Contact Name:
Contact Number:
Terry L. James
407 -905-3100/1018
Reviewed By:
Department Director:
City Manager:
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Subject: Contract Funding Approval for Miscellaneous Planning Services
Continuing Services Contract with Renaissance Planning Group
Background Summary:
The Community Development Department, in cooperation with the Utilities and Engineering Departments, is
currently engaged in the following planning activities:
· The update ofthe St. Johns River Water Management District Consumptive Use Permit (CUP) that will
determine the amount of water that can be pumped from the Floridan Aquifer over the next 10 years;
· The analysis of the Transportation Analysis Zones (TAZs) for Metroplan Orlando that will provide input to
the area-wide transportation model that will determine future roadway needs (See attached Metroplan letter,
dated May 11,2006);
· The redistricting of the City's Commission Districts for future elections; and
· The development of the Proportionate Share Ordinance for Transportation as required under new statewide
growth management legislation;
In order to effectively complete the above tasks, accurate base data is needed. This base data must be broken down
by Traffic Analysis Zone in the following format:
. Population;
. Employment by type (commercial, service and industrial)
. Student enrollment
. Residential units by type (single family and multi-family); and
. Automobile ownership.
This base data will then be used as inputs for the CUP update, for the update to the Metroplan transportation model,
and for the redistricting of the Commission Districts. In addition, the City will need refine and update the City's
Concurrency Management System (CMS), and develop the state-mandated Proportionate Share Ordinance for
transportation.
Renaissance Planning Group (RPG), the City's transportation continuing service providers, has provided a cost
estimate to assist in the completion ofthe above tasks:
TASK DESCRIPTION COST ESTIMATE
NUMBER (NOT TO EXCEED)
1 Socio-Economic Data Review & $13,978
Development
2 Review Ocoee Subarea Traffic Model & $5,652
TJndate
3 Refine the Concurrency Management $3,012
System
4 Develop a Proportionate Share $7,312
Ordinance for Transportation
Total: $29,954
RPG's services will be paid by road impact fee funds and minor adjustments to the current Community
Development budget.
Issue:
Should the Mayor and City Commissioners approve funding for the Renaissance Planning Group to provide
miscellaneous growth management services?
Recommendation:
Staff recommends that the Mayor and City Commissioners approve the contract for Renaissance Planning Group
for miscellaneous planning services by authorizing the payment of funds from road impact fees and minor
adjustments to the Community Development Department budget.
Attachments:
Metroplan Orlando T AZ Update letter dated May 11, 2006
Renaissance Planning Group letter dated May 12, 2006
Financial Impact:
Type of Item: (please mark with an 'x')
Public Hearing
Ordinance First Reading
_ Ordinance Second Reading
Resolution
X Commission. Approval
Discussion & Direction
For Clerk's Deat Use:
~ Consent Agenda
_ Public Hearing
_ Regular Agenda
_ Original Document/Contract Attached for Execution by City Clerk
_ Original Document/Contract Held by Department for Execution
Reviewed by City Attorney
Reviewed by Finance Dept.
Reviewed by ( )
N/A
N/A
N/A
2
City Manae:er
Robert Frank
Commissioners
Gary Hood. District 1
Scott Anderson. District 2
Rusty Johnson. District 3
Joel Keller. District 4
Mayor
S. Scott Vandere:rift
STAFF REPORT
TO:
The Honorable Mayor and City Commissioners
Terry L. James, Principal Planner J 9
May 17,2006
FROM:
DATE:
RE:
Contract Funding Approval for Miscellaneous Planning Services
Continuing Services Contract with Renaissance Planning Group
Issue:
Should the Mayor and City Commissioners approve funding for the Renaissance Planning Group to provide
miscellaneous growth management services?
Backeround/Discussion:
The Community Development Department, in cooperation with the Utilities and Engineering Departments, is
currently engaged in the following planning activities:
· The update of the St. Johns River Water Management District Consumptive Use Permit (CUP) that will
determine the amount of water that can be pumped from the Floridan Aquifer over the next 10 years;
· The analysis of the Transportation Analysis Zones (T AZs) for Metroplan Orlando that will provide input
to the area-wide transportation model that will determine future roadway needs (See attached Metroplan
letter, dated May 11, 2006);
· The redistricting of the City's Commission Districts for future elections; and
· The development of the Proportionate Share Ordinance for Transportation as required under new
statewide growth management legislation;
In order to effectively complete the above tasks, accurate base data is needed. This base data must be broken
down by Traffic Analysis Zone in the following format:
. Population;
. Employment by type (commercial, service and industrial)
. Student enrollment
· Residential units by type (single family and multi-family); and
. Automobile ownership.
1
This base data will then be used as inputs for the CUP update, for the update to the Metroplan transportation
model, and for the redistricting of the Commission Districts. In addition, the City will need refine and update
the City's Concurrency Management System (CMS), and develop the state-mandated Proportionate Share
Ordinance for transportation.
Renaissance Planning Group (RPG), the City's transportation continuing service providers, has provided a cost
estimate to assist in the completion of the above tasks:
TASK DESCRIPTION COST ESTIMATE
NUMBER (NOT TO EXCEED)
1 Socio-Economic Data Review & $13,978
Development
2 Review Ocoee Subarea Traffic Model & $5,652
Update
3 Refine the Concurrency Management $3,012
System
4 Develop a Proportionate Share $7,312
Ordinance for Transportation
Total: $29,954
RPG's services will be paid by road impact fee funds and minor adjustments to the current Community
Development budget.
Recommendation:
Staff recommends that the Mayor and City Commissioners approve the contract for Renaissance Planning Group
for miscellaneous planning services by authorizing the payment of funds from road impact fees and minor
adjustments to the Community Development Department budget.
Attachments:
Metroplan Orlando T AZ Update letter dated May 11, 2006
Renaissance Planning Group letter dated May 12,2006
2
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I MAY 1 2 2006 1
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May 11,2006
TO:
Transportation Technical Committee Members
Land Use Subcommittee Members
FROM:
Dennis Hooker, Manager of Technical Services
SUBJECT:
T AZ Updates
Over the next three weeks the METROPLAN ORLANDO'S GIS consultant DTS will be
setting up appointments to review the Traffic Analysis Zone structure for each city and
county represented on the Transportation Technical Committee (ITC) and the Land Use
Committee (LUC). Please remember the prime reason for splitting zones is to get a better
highway and transit assignment on the regional system. However, in rural areas where
we have very large traffic zones we may split them for data management purposes. We
will try and accommodate your requests; but please avoid wholesale splits of Traffic
Zones for purposes other than a refined traffic assignment. Our network and zonal
structures are very large now.
After the Traffic Analysis Zones have been split DTS will reassign the 2004 parcel data
to the new zonal structure. This new 2004 data will be used for validation of the new
models and as the base for the FLUAM 2030 forecasted data development for the Year
2030 plan. I am asking that TTC and LUC members from the same city or county to
coordinate their appointment with DTS. I am also inviting FDOT to attend these meetings
to provide professional analysis of the splits.
If your T AZ structure is adequate a.."'ld you require no further rdiIicmcnts please send us
a note and let us know. Otherwise if we don't hear from you we will be calling you.
Regards,
9:;:
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Please contact Steve Dearborn ISlProgramming Coordinator Data Transfer Solutions,
LLC 13013 Founders Square Orlando, FL 32828 (407)382-5222 for an appointmenL<."
Dennis Hooker
One Landmark Center. 315 East Robinson Street. Suite 3'5~'"lJt'1:
'"B' (407) 481-5672 Suncom 344-5672 D (407) 481-5680 Suncom (407) 3 _
RENAISSANCE PLANNING GROUP
100 East Pine Street, Ste 401 Orlando, Florida 32801 . phone: 407-487-0061 . fax: 407-487-0058
May 12, 2006
Russ Wagner, AICP
Director of Community Development
City of Ocoee
150 North Lakeshore Drive
Ocoee, Florida 34761-2258
Subject:
Cost Estimate for Miscellaneous Growth Management Services
Dear Mr. Wagner:
Based on our discussions last Friday, attached is a proposed scope of services and cost estimate for
Miscellaneous Growth Management Services. The scope identifies four tasks with each to be authorized as
separate work orders. The first work order will address the City's most urgent need of updating its socio-
economic data for 2025. This work will be completed by the end of June 2006. The remaining work orders are
needed to assist the City in complying with state growth management requirements, and will be completed by
December 1 st 2006. One of the tasks - Concurrency Management Update - entails an ongoing monthly
reporting of available roadway capacity, per our discussion. This task will be billed monthly through our
continuing services agreement.
Thanks for the opportunity to be of service. Please let me know if you have any questions.
Sincerely,
vti~
Whit Blanton, AICP
Vice President
Renaissance Planning Group
enclosures
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www.citiesthatwork.com
Renaissance Planning Group
5/12/2006
Date:
Project Mgr.
Project No:
City ofOcoee Miscellaneous Growth Management
0\/11/06
CWIl
of Ocoee
PersOD: WB NL/JP ICI' AH
TItle: Prindpol Planner Sr Planner Clerical
Rat. $ 151.00 72.00 *.00 \3.00
ToTal
HoUl"l
lAbor
Cost
Direct
Cost
Total
Cost
Task
1. Socio...EcODOmiC Data. Review and Development
la. Data assembly and coordination
Review current 2000 and 2025 socioeconomic data, and TAZ structure
GIS process and anolysis (compiling layers II< generat. gild lay.r)
Meeting wiTh staff ( 2000 . 2006 commited devclopmentJi)
Build.out Al101ysis
Prepare maps and tables of Build-out result!
lb. Socio...Economic Data Review and Development
..\.noa.te Build-out data to Traffic Analyis Zones
.4JIocatc: Build.out zonal data to 2025 forcast year
Prepare: maps and tables of2025 results
Technical Memorandum (Buildout Methodology & Results)
Respond to comments and revise:
Staff work. session
2 Review Subarea Traffic Model and Update
Review MetroPlan transportation model
Update: model to rdlect current roadway data
TAZ modification & socio-economic ~location
Review modc::l after edits to TAZs against counts
Future year model forcasts (2025 & Build-out)
3. Refine tbe Concurrency Management System
Meeting wiTh stafF (vesTed and pending projects)
CMS database update
CMS Maintenance
4. Develop proportionate Share Ordinace for Transportation
Review state and county ordinances
Devdop framework and methodology
STafFmectings (2)
Workshops (2)
Commission meetings/public hearings (2)
+
3\
+
~
10
10
12
10
2+
12
6
+
8
1+
20
12
+
2+ +
Ongoing - tilDe l.\.lDatu:ials charge each montl::J
8
16
8
+
Direct Ezpmses
Units
.w Travel
Auto Travel (3D miles @ AD/mile)
p~ Diem
Photocopies
Mailing/Delivery
Other
o
9
Overhead:
Subtotal:
Fee:
ToTal Labor:
Total
Direct Expenses:
Subconsultants:
Total Expenses:
Subcon.ruItQDts
N/A
N/A
Total:
Total Cost:
2!1,9S4
RENAISSANCE PLANNING GROUP
CITY OF OCOEE MISCELLANEOUS GROWTH MANAGEMENT
SCOPE OF SERVICES
May 11, 2006
INTRODUCTION
Statewide growth management legislation passed by the Florida Legislature in 2005 adds several new
requirements for Florida communities. The City of Ocoee is required to develop a financially feasible
capi~al improvements pr.ogram that accommodates anticipated and desired growth in the community with
adequate public facilities and services. The City must also develop a proportionate share transportation
funding ordinance that is linked with its concurrency management system and impact fee program to
monitor growth impacts and identify funding needed to pay for necessary improvements.
To meet these requirements and the need for good data to guide planning and capital decisions in the City,
Ocoee requires assistance from its general planning consultant, Renaissance Planning Group (the
consultant), to complete the following tasks.
TASK 1 - SOCIOECONOMIC DATA REVIEW AND DEVELOPMENT
For this task, the consultant will assist the City of Ocoee in reviewing, refining and updating the
socioeconomic data projections for its traffic analysis zones (TAZs) within the joint planning area OPA)
boundary for a 2025 horizon year. Renaissance last updated the City's TAZ population, households and
employment data several years ago, and an update is needed for the City's water supply permitting, re-
districting of City Commission boundaries and to project demand for other facilities and services. To
accomplish this objective, the consultant will work in coordination with the City's Geographic Information
System (GIS) staff to fulflll the following subtasks:
1 A - DATA ASSEMBLY AND COORDINATION
The consultant will assemble the following data to review and refme socioeconomic data projections by
TAZ:
· 2000 Census and 2004 update
· City of Ocoee and Orange County Utility service area boundary
· Commission district boundaries
· Parcels
· Environmentally sensitive lands
· Existing and Future Land Use
. Zoning
RENAISSANCE PLANNING GROUP
· Committed residential and non-residential developments
· MetroPlan Orlando 2025 socioeconomic data and TAZ boundaries
The consultant will develop a geo-database that assembles these various data sources into one source that
can be summarized by TAZ boundaries in the City, JPA or City of Ocoee and Orange County Utility
service area boundary. Existing socio-economic data will be allocated to the geo-database to establish the
baseline conditions. The consultant will add all approved residential and non-residential projects from 2000
to present day by the projected build-out date to account for each project's full development potential. The
remaining vacant land and agricultural land in the joint planning area boundary will be built-out using the
underlying future land use. The data to be developed will include population, number of residential units by
type (single family & multi family), employment by type (commercial, service, industrial), school
enrollment, automobile ownership and other factors used in the standard trip generation model. This
infonnation will be developed by parsing the City into 0.15 acre grids and applying the data to each grid.
The 2025 forecast year data will be in both table and map formats for review and refinement.
Following assembly of all relevant data and development of an initial set ofTAZ projections, the consultant
will facilitate a meeting with appropriate City staff to review redevelopment assumptions and other factors
that will influence the forecast.
1 B - UPDATE TAZ SOCIOECONOMIC DATA
Based on input provided by City staff on the draft data, the consultant will prepare an updated set of 2025
socioeconomic data by TAZ for fmal review and approval by the City. Following this last set of checks, the
consultant will produce a final set of socioeconomic projections in both hard copy (table and maps) and in
an electronic format by T AZ. The consultant will also provide GIS data layer suitable for future
use/applications by other City staff to continue monitoring future developments and the socioeconomic
impact. The consultant will prepare a technical memorandum documenting the update process
(methodology) and results. In addition, the consultant will schedule a work session with the City's GIS
and/ or IT staff to transfer data, explain its structure and methodo,logy, and answer questions so the City is
comfortable using the information for various other activities.
This task requires a quick turnaround for various other projects in the City, so work will be completed
within six weeks of notice to proceed (prior to July 1).
This task will be completed as Growth Management Work Order No.1 for a not to exceed amount of $13,978.
TASK 2 - REVIEW OCOEE SUBAREA TRAFFIC MODEL AND UPDATE
In this task, the consultant will review the existing Ocoee Subarea Model to update the network for
roadway facility type, area type and number of lanes, reflecting changes that have occurred in the last
several years and projects contained within an adopted Capital Improvement Program or the Florida
Department of Transportation's Five Year Work Program.
This task will also entail incorporating refinements in the T AZ socioeconomic data and possible
modifications to the T AZ boundaries to enable them to work with the Subarea and MetroPlan regional
2
RENAISSANCE PLANNING GROUP
transportation model. This may entail recommendations to MetroPlan for possible adjustments in T AZ
boundaries and network connections.
This task will not entail a full model validation or detailed calibration; rather, the consultant will perform
basic model checks and conduct a limited analysis to verify that edits are coded properly to produce
reasonable results. The consultant will compare base year results from the refined Subarea model with
traffic counts collected previously.
From this update, the consultant will produce a traffic forecast of future growth and determine impacts on
roadways in the Ocoee - Orange County joint planning area. The consultant will provide the City with
plots or maps of model volumes and a table showing future level of service for Ocoee's defined roadway
segments. All model inputs and data outputs will be packaged and transmitted to the City and MetroPlan
Orl~do for their review and future application.
This task will take place following the socioeconomic update, and will be completed by September 30.
This task will be completed as Growth ManaBement Work Order No. 2]or a not to exceed amount if$5,652.
TASK 3 - REFINE THE CONCURRENCY MANAGEMENT SYSTEM
In this task, the consultant will update the City's Concurrency Management System (CMS) spreadsheet to
incorporate most recent traffic counts, trips from vested and approved development, and updated capacities
(level of service thresholds) from any recent or pending Capital Improvement Program (CIP) projects,
including those to be constructed within the next three years. The basis for updated capacities will be city,
county or state adopted capital improvement programs, as well as changes in system characteristics like new
traffic signal locations, tum lanes or similar operational improvements. The consultant will produce an
updated concurrency management table in spreadsheet format that indicates available capacity by roadway
segment.
This is an on-going task. Following submittal of the initial updated concurrency management table, the
consultant will produce a monthly summary table, for review by City staff, indicating changes in available
capacity based on approved development with a concurrency certificate. Trips from development that is
pending and still under review will be noted in a column for "pending trips," with detail in a separate
worksheet of the concurrency spreadsheet.
The updated CMS spreadsheet will include sufficient information on pending trips to support a
determination of proportionate share impact on a given roadway segment. In addition, the CMS will
identify CIE projects and planned projects for which funding has not been identified. This is an essential
component of the Growth Management Act requirements that must be adopted by December 1, 2006.
This task will be a continuing work process on a time and materials basis; however, the updated CMS
spreadsheet for the initial assessment of available capacity will be completed by September 30. The monthly
maintenance and reporting will not exceed six hours ($432).
This task will be completed as Growth ManaBement Work Order No. 3Jor a not to exceed amount if$3,012.
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RENAISSANCE PLANNING GROUP
TASK 4 - DEVELOP A PROPORTIONATE SHARE ORDINANCE FOR TRANSPORTATION
Effective December 1, 2006, Ocoee must amend the Capital Improvements Element ofits Comprehensive
Plan to reflect financially feasible improvements to achieve a desired level of service standard, based on firm
revenue projections. A required tool to support the financially feasible Capital Improvements Element is
the development of a proportionate share transportation funding ordinance by December 1S\ which
provides the basis for private development contributions to improve roads that their developments impact.
The proportionate share ordinance provides a mechanism for funding to allow development to go forward
as long as its impacts on failing city, county and/ or state road segments are addressed. Developers have a
right to participate in funding projects within the CIE or long term concurrency management system, and
may negotiate with the City for a project that could be added to the CIE.
To help the City address these new requirements, the consultant will develop a proportionate share
methodology and framework for development into an ordinance to be adopted by the City Commission.
The work will be linked to the update of the City's concurrency management system and CIE, reflecting
available revenues and needed capital improvement projects to maintain roadway LOS standards.
The consultant will review the model proportionate share ordinance developed by the state, as well as
Orange County's ordinance, and any other relevant materials from the Department of Community Affairs
or Department of Transportation. The consultant will develop a proportionate share framework that
identifies the process, conditions, credits, and options a developer and the City will have concerning the
application of funds to proj ects in order to achieve concurrency.
In developing the proportionate share program, the consultant will meet twice with Ocoee staff and the city
attorney. The city attorney will be responsible for ordinance drafting, using the technical and policy
framework developed by the consultant as a basis.
The consultant will participate in up to two workshops with the Planning & Zoning Commission and City
Commission, and up to two meetings/public hearings with the P&Z Commission and/ or City Commission
for adoption.
This task will take place following the CMS update, and will be completed by September 30, so that
necessary workshops and public hearings can take place in October and November, .for adoption prior to
December 1, 2006.
This task will be completed as Growth Manaaement Work Order No.4 Jor a not to exceed amount rif $ 7,312.
SCHEUDLE
The following tasks will be completed within eight months, with a target completion of meeting the new
state requirements by the end of 2006. A general outline of the proposed schedule with target completion
dates is shown below.
Task 1 - Socioeconomic Data Update
June 30
Task 2 - Refine and Update Ocoee Subarea Traffic Model
September 30
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RENAISSANCE PLANNING GROUP
Task 3 - Refine the Concurrency Management System
September 30
Task 4 - Develop and Adopt a Proportionate Share Ordinance
December 1
BUDGET
The attached spreadsheet (Attachment A) identifies the person-hours by task and proposed cost for this
assignment, inclusive of labor and direct expenses. It is assumed that these tasks will be broken into four
separate work orders. The consultant will prepare a monthly progress report accompanied by a time and
materials invoice for each work order showing hours and expenses charged. It should be noted that Task 3
includes an on-going monthly maintenance and reporting of the Citi s Concurrency Management System
database, which will be billed hourly based on approved rates.
5