CITY OF LOS ANGELES INTER-DEPARTMENTAL MEMORANDUM

Transcription

1 CITY OF LOS ANGELES INTER-DEPARTMENTAL MEMORANDUM Date: July 19, 2017 To: Honorable City Council c/o City Clerk, Room 395 Attention: Honorable Mike Bonin, Chair, Transportation Committee From: Seleta J. Reynolds; (general Manager Department of Transportation Subject: OPEN STREETS PROGRAM - METRO OPEN STREET GRANTS CYCLE 2 SUMMARY The City of Los Angeles has been a regional leader in the implementation of open streets in Southern California, starting with the first CicLAvia on October 10, 2010 that brought together hundreds of thousands of people bicycling, walking, and rolling. Since its inauguration, the City hosted 15 Open Streets events. The Los Angeles Department of Transportation (LADOT) obtained Metro's Open Streets Cycle 2 grant funds for four Open Streets events for 2017 and LADOT is seeking approval to accept the grant funds from Metro to execute these four events. RECOMMENDATION That the City Council, subject to approval of the Mayor: 1. AUTHORIZE LADOT to execute any necessary funding and contractual documents, subject to the approval of the City Attorney as to form and legality, to receive the Metro Open Streets Cycle 2 grant awards totaling $1,556,520 and to commit to provide the required local match of $389, AUTHORIZE the Controller's Office to transfer the following funds to cover overtime costs for City staff to support the Open Streets events: From: Fund Name/No. Fiscal Year Account No. Account Title Amount Local Transportation/ PD10 Open Street Program $200,000 Mobile /528 Mobile /528 To: Fund Name/No. Gen. Fund/100/ Fiscal Year K 94266J Account No Air Quality Education Air Quality Education Account Title Overtime TOTAL $250,000 $ $500,000 Amount $500, AUTHORIZE LADOT to make any technical adjustments as necessary and consistent with this action, subject to the approval of the Office of the City Administrative Officer; and AUTHORIZE the Controller to implement these instructions.

2 The Honorable City Council -2- July 19, 2017 BACKGROUND In a partnership with CicLAvia, a non-profit organization, the City hosted 15 Open Streets events since its inception in The events temporarily transform city streets as public parks and safe places to bike, walk, skate, and roll. Open streets continue to bring together Angelenos of all ages to the streets of Los Angeies, while promoting community, health, economic vitality, and active transportation. In the past, they have been funded with the Mobile Source Air Pollution Reduction (MSAPR) Trust Fund, Proposition C Local Transit Assistance (PCLTA) funds, and Transportation Development Act (TDA) Article 3's Local Transportation Fund. DISCUSSION Grant Awards for 2017 & 2018 In September of 2016, Metro approved $4.0 million in grant awards of Open Streets Program Cycle 2 for 18 open streets events throughout Los Angeles County (see Attachment A and B). A total grant amount of $1,556,520 was awarded for events occurring within or passing through the City of Los Angeles, which reached the maximum eligibility amount set by Metro based on the City's population. Of the total grants awarded, $1,228,000 will go directly to the City of Los Angeles as the lead agency for four Open Streets events (totaling 22.5 miles). Another $328,520 will be applied to the City of Los Angeles' share of the awards for three multi-jurisdictional event routes (totaling 15.1 miles), in which Culver City, Glendale, and West Hollywood are the lead agencies. For all events occurring within and passing through Los Angeles, the local match amount for the $1,556,520 grant awards is $389,130, for a total worth of $1,945,650. The awards are summarized as follows: Event Fiscal Year Event Date Agency Full Dist. (mi) Grant (LA's Share) Local Match Spring Culver City to the Beach 16/17 Culver City 6.6 $149,000 $37,250 $186,250 I 2017 Glendale Meets Atwater Village Total Spring 16/17 Glendale 3 $30,520 $7,630 $38, San Pedro Wilmington 17/18 Fall 2017 Los Angeles 4.2 $289,600 $72,400 $362,000 Fall Heart of LA 17/18 Los Angeles 6 $312,800 $78,200 $391, Winter Iconic Wilshire 17/18 Los Angeles 6.3 $312,800 $78,200 $391, Late West Meet the Hollywoods 18/19 Summer 5.5 $149,000 $37,250 $186,250 Hollywood 2018 Winter Heart of LA 18/19 Los Angeles 6 j $312,800 $78,200 $391, TOTAL 37.6 j $1,556,520 $389,130 $1,945,650 ]

3 The Honorable City Council -3- July 19, 2017 Open Streets Program Funding In the Fiscal Year (FY) budget, $1,401,200 of Transportation Development Act (TDA) Article 3 funding was allocated to the Open Streets Program, within the Local Transportation Fund 207, Account No. 94PD10. In addition to the TDA Article 3 allocation, funds from PCLTA funds and MSAPR Trust Funds will be used for front funding and matching funds for the grant-funded events as listed above, as well as funding for additional Open Streets events that are not grant-funded. Funds will cover costs of planning, outreach, and execution for the events, including both contractor and City staff services. Request for Proposals At the July 22, 2016 meeting of the Transportation Committee, LADOT conveyed the intent to release a Request for Proposal (RFP) to procure contractor services to manage and execute future City's open streets for multiple years. On October 17, 2016, the Office of the City Administrative Officer (CAO) made a Charter Section 1022 Determination finding that open streets implementation can be performed more economically by a contractor than by City employees (Attachment C). LADOT staff completed a RFP in March 2017, and CicLAvia submitted the only proposal. LADOT will forward a request for approval to the Mayor's Office on the contractor selection and execution of a three-year contract. The contractor will be responsible for managing and executing the Open Streets Program. The contractor's roles will include, but are not limited to, developing new routes, conducting community outreach and pre-event planning, and executing the events. Predicated on funding availability, the contractor will implement four to 12 events per year. City Staff Costs In support of the Open Streets events, City staff provides necessary services including traffic control for street closures, sanitation, and emergency services. LADOT recommends that $500,000 be transferred from the program funding to cover LADOT's overtime costs. FISCAL IMPACT There is no anticipated impact to the General Fund. Attachments A. Metro Open Streets Cycle 2 Awards - List B. Metro Open Streets Cycle 2 Awards - Map C. CAO Charter Section 1022 Determination c: Barbara Romero, Office of Mayor Eric Garcetti Borja Leon, Office of Mayor Eric Garcetti Diego de la Garza, Office of Mayor Eric Garcetti

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5 Attachment A. Metro Open Streets Cycle 2 Awards List CYCLE TWO APPLICATIONS Applicant Open Street Event Date Rail Stations and Regional Bfce/'Ped Paths First Length in Time MultiJ- Miles Event Disadvantaged Jurisdictional Score Total Request Awarded Sunset/Vermont, Hollywood/Wes te rn, 1 West Hollywood CicLAvia: Meet the Hollywoods Spring 2018 Hollywood/Vine, Hollywood/Highland 5.5 X X X 92.3 $ 298,000,00 $ 298, North Hollywood Station, Downtown Burbank 2 Burbank Burbank on the Boulevard Spring 2017 Station, Chandler Bike Path 3.27 X 89,3 $ 149, $ 149, Culver City CicLAvia: Culver City to the Beach Spring 2017 Culver City Station, Ballona Creek Bike Path, North County Bike Path 7th/Metro Center, Westlake/M acarthur Park, Pershing Square, Civic Center/Grand Park, 6.58 X 89.0 $ 298, $ 298, Los Angeles CicLAvia Heart of LA Winter 2018 Union Station 6 X 87.0 $ 312, $ 312, Baldwin Park Pride of the Valley Open Streets River to Rail: Vernon & Huntington Park's Open Streets Event Baldwin Park Station, Duarte/City of Hope Summer 2017 Station, San Gabriel River Trail 6.8 X X X 86.8 S 206, $ 206, Siauson Station, Los Angeles River Bike Path $ 199, $ 199, Vernon Summer 2017 X X X th/Metro Center, Westlake/MacArthur Park, Pershing Sqi Civic Center/Grand Park, 7 Los Angeles CicLAvia Heart of LA Fail 2017 Union Station 6 X 83.8 $ 312, $ 312, th/Metro Center, Westlake/MacArthur Park, Los Angeles CicLAvia Iconic Wllshire Winter 2017 Wilshire/Verroont, and Wilshire/Western $ 312, $ 312, CicLAvia: Glendale meets Atwater 9 Glendale Village Spring 2017 Glendale Station, Los Angeles River Bike Trail 3 X X X 78.8 $ 179, $ 179, Coast Santa Monica's Open Street Downtown Santa Monica Station. North 10 Santa Monica Event Summer 2018 County Bike Path, Expo Bike Path $ 149,000,00 $ 149, Downey Ride & Stride Open 11 Downey Steets Event Spring 2017 Lakewood Station 4.96 X 78.0 $ 125, $ 125, Healthy San Fernando Open 12 San Fernando Street Event Fall 2017 San Fernando Station, Metrolink Bike path 4 X X 77.5 $ 148,800,00 $ 148, Anaheim Street Blue Line Station, Los Angeles 13 Lung Beach Beach Streets: Anaheim Corridor Fall 2016 River Bike Trail 4.1 X 77.3 $ 190, $ 190, Whittier Walk and Roll Street 14 Whittier Festival Summer 2017 Whittier Greenway Trail 6 X X 76.8 $ 119, $ 119, Montebello Cruising Whittier Blvd. Spring2018 Maravllla Station, Rio Hondo Bike Path 4.95 X X X 76.0 $ 149, $ 149, San Dimas CicLAvia: Route 66 Spring 2018 Claremont Station, Pomona North Station 5.76 X X X 75.0 $ 596, $ 596, San Pedro Willmington Open 17 Los Angeles Streets Summer X 74.3 $ 289, $ 289, Artesia International Street Fair 18 Artesia & Diversity Festival Fall X 68.3 $ 96, S 19 Redondo Beach Artesia-A-Gn-r,n 1 V S?3 Total CYCLE ONE CANCELED EVEN I Applicant Open Street Event Date Rail Stations and Regional Bike/ped Paths Length in New Miles App Disadvantaged Score $ 120, Award Keprgoramed to Cycle Two Carson Car Free Carson 5pring 2016 Del Amo Station 5 X X CYCLE ONE POSTPONED EVENT 921 $ 100, $ 100, Applicant Open Street Event New Date Rail Stations and Regional Bike/Ped Paths Length in New Miles App Disadvantaged Score Max needed to Original Award execute event Arcadia, Monrovia, Duarte, Irwindale, Alameda in Azusa, Citrus. San Gabriel River Regional South Pasadena 626 Gloden Streets Spring 2017 Pedestrian/Bicycle Trail 17+ X X 393,

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7 OPEN STREETS GRANT PROGRAM CYCLE TWO MAP Attachment B mi ley San Fernando Burbank Hollywood Wilshire Culver City 5* i Santa Monicas Vernon J Glendale Downtown El Monte Montebello J Downey Whittier t? tbaldwin Park Covina Ranthr Cucamcr San Dimas Ontario Pomona B - don do Beach Anaheim Coroni t ng San Pedro") Long Beach Santa Ana Miles i i i j Hunting ten IsJ'MEIjSEW JBetJiwre^^Maprnylndla, OpenStreetMap contributors, and the GIS user d-_ Rancho N A

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9 Report From OFFICE OF THE CITY ADMINISTRATIVE OFFICER Attachment C Charter Section 1022 Determination Contact: TO: (Department/Bureau and Division) Department of Transportation Nat Gale Activity/Service to be Contracted: Develop, sponsor, and implement a series of open streets events for the City of Los Angeles Phone: Date: Type of Contract: (Check one) Knew AMEND Term: 5 years (3 plus 2 1-year extensions) Personnel Department Finding: CITY EMPLOYEES HAVE THE EXPERTISE TO PERFORM THE WORK. (Attach Personnel Department Contract Review Report). A. FEASIBILITY FINDINGS This Office finds that, in accordance with Charter Section 1022, the work proposed to be contracted can be performed more feasibly by a contractor than by City employees for the following reason(s): There is insufficient existing City staff to perform the work proposed to be contracted and additional staff cannot be employed and trained in a timely manner to meet the department's needs. The work is of limited scope or intermittent nature and it is unlikely that the City would be able to continue the employment of persons hired for this project. Independent review is needed and/or the contractor has proprietary knowledge the City needs. B. Council has declared an emergency pursuant to Charter Section 371 (e) (5) or (6), and neither existing nor additional staff is available in a timely manner to perform the work. Other - see Comments Section below. ECONOMIC FINDINGS fx] This Office finds that, in accordance with Charter Section 1022, the work proposed to be contracted can be performed more economically by a contractor than by City employees as summarized below. (Attach Contract Cost Analysis Form (CAO/ERD-2) completed by requesting department). ESTIMATED COST OF CITY FORCES 1 2 Cost of Civilian Positions Cost of Sworn Positions 3 Other Pertinent Costs (if applicable) TOTAL $3,751, ,831, TOTALS $5,582,895 PROPOSED CONTRACT COSTS TOTAL Proposed Contract Labor Costs Other Pertinent Contract Costs (if provided) Civilian Department Contract Administration Costs Sworn Department Contract Administration Costs $2,698,212 1,591, ,577 TOTALS $4,444,577 C. CONTRACTING IS NOT WARRANTED This Office finds that, in accordance with Charter Section 1022, City employees have the expertise to perform the work proposed to be contracted, and it is not more feasible or economical to contract. D. COMMENTS The Department of Transportation (DOT) has contracted out the management of open streets events, more commonly known as CicLAvia, since the first event in This workload has previously been contracted out through a sole-source contract rather than a competitive bidding process. The contractor will provide one major event per year and one smaller local event every other month. The scope of work involves the development of routes and branding schemes for the open street events, preparation of marketing materials, coordination with the Department of Cultural Affairs, securing funding amounting to 50% of all City contributions, and providing an annual evaluation report on completed events. In the early stages of the CicLAvia program, the City entered into a sole-source contract with CicLAvia because of the unique nature of both the program and the skillset necessary for program management. Now that the contract has gone through three amendments to extend its terms, DOT has requested authority to contract out these services under a competitive bidding process to ensure cost-effectiveness. In accordance with Charter Section 1022, the Personnel Department has determined that the classifications of Special Events Coordinator, Public Relations Specialist, Graphic Designer, and Development and Marketing Director can perform the work being proposed. The Department contacted each department that employs these classifications and was informed that CAO Form 703 (Rev 03/05)

10 they do not have staff available who could assist DOT with these services. While City staff could be hired, it is more economical for the services provided through this contract to be performed by a contractor, as illustrated by the attached economic analysis. The analysis assumes four large events and 6 smaller, local events per year for the three initial years of the contract. It is recommended that DOT be allowed to continue to contract out these services, as it is more economical to have this scope of work performed by a contractor than City staff X \ iriasi is 'avid. H. Hirano Patrice J. Huber Work Assignment Number Analyst Chief ( Assistant CAO

11 CONTRACT COST ANALYSIS FORM PSG Fund DEPARTMENT/BUREAU: Transportation/Project Deli very Group CONTACT: Nat Gale DIVISION SECTION: Active Transportation Division WORK TO BE PERFORMED: Open Streets Events- Four (4) major open street events and Six (6) neighborhood events per year TYPE OF CONTRACT: NEW(X) If amending contract, please provide the following: AMENDMENT ( ) Orlg. Contract Start Date: End Date: Amount of Prig Contract & All Prior Amendments (labor component only): 1. COST OF CITY FORCES REQUIRED TO PERFORM PROPOSED CONTRACTED WORK PHONE: (213) CONTRACT START & END DATES (include info on renewal options): July 1,2017 to June 30,2019 plus 2 one-year extensions SOURCE OF FUNDS: Local Transportation Fund (Fund 207)/ a. Positions Required (list ail) A B C D e F G Position Title (Unhide formatted rows below/attach sheets as necessary) No. of Positions Monthly Salary of Each Position (Step 5) Total Monthly Salary Cost [D = B x C] Overhead Rate [Dx %from Table 2] [Insert rate from T able 2 In box below] Duration (in mos.) TOTALS [G = (D + E) x F] Special Events Coordinator (1790-0) 2 $ 7, $15,799 $20, $1,299,866 Public Relations Specialist (1785-1) 2 $ 5, $11,627 $14, $956,576 Graphics Designer I (1670-1) 1 $ 5.56B.00 $5,568 $7, $458,104 Development & Marketing 1 $ 11, $11,782 $15, $969,319 Director/18061 Management Analyst II (9184-2) 0.1 $ 8, $817 $1, $67,241 Total Salary & Overhead Costs $ 3,751,107 b. Total Other Pertinent Costs (if applicable; attach separate sheet with $ amount far each item) Major Events Direct Expenditures (Based on C Amendment No,2) two events: 10/18/15 Heart of LA & 3/6/16 Van Estimated Direct Expenditures of each neighborhood event Is $25,000, $25,000/event*18 Budgeted Overtime Cost for Outreach Community Meetings & Date of Event Incidental Workers. $80,000/year $ 1,831,788 $ 1,141,788 $ 450,000 $ 240, TOTAL E6TlMftIEP4>mOUSE COSTS M AM 5 5,582,89$ Total Estimated Revenue Generated by City Forces (If applicable) $ S&2J9S fileassgsaa aatsai

12 CONTRACT COST ANALYSIS FORM PSG Fund 2. CONTRACTOR LABOR COSTS AND CITY COST TO ADMINISTER THE PROPOSED CONTRACT Total Proposed Contractor Labor Costs: $550,000- ($95,149X2) = $359,702 for two events $359,702 X 6= 12major events a. plus estimated $ per neighborhood eventxi 8 $ 2,698,212 b. Total City Contract Administration Costs (Totals from 2.b.1) $ 154, Positions Required (list all) A B C D E F G H Position Title (Unhide formatted rows below/ No. of Position# Hourly Rate of Each Position Est.Avg. # of Hrs. per Position per Total Monthly Salary Cost Overhead Rate [D x % from Table 2] Duration (in mos.) TOTALS [Hs(E + F)x G] attach additional sheets as necessary) (Use step 5] Month to Admin. Contract [E = B x C X D] [Insert rate from Table 2 in box below] Management Analyst II (9184-2) 1 $ $1,879 $2, $154,577 $0 $0 $0 $0 $0 $0 $0 $0 $0 Total Salary & Overhead Costs $ 154,577 c. Total Other Contract Costs (if needed; attach separate sheet with $ amount tor each item) $ 1,591,788 Major Events Direct Expenditures (Based on C Amendment No.2) two events: 10/16/15 Heart of LA & 3/6/16 Van Nuys & Pacolma. Average Direct Expenditures was approximately $95,149 per event. $95,149/event *12 $ 1,141,788 Estimated Direct Expenditures of each neighborhood event Is $25,000, $25,000/event*18 $ 450,000 TOTAL t'ropqsed CONTRACT COSTS (a + b f c) Total Estimated Revenue Generated by Contractor (If Applicable) NET COST OF CONTRACT (COSTS MINUS REVENUE) $ 4,444,577 $ $ 4,444,677 ESTIMATE cost DIFFERENCE CONTRACT VS. CITY FORCES COMMENTS: JLz&m

13 PERSONNEL DEPARTMENT CONTRACT REVIEW REPORT 1. Requesting Department: Department of Transportation 2. Contacts Department: Dick Wong CAO: Ida Rubio Phone No Phone No Fax No. Fax No Work to be performed: The Department of Transportation (DOT) is seeking the services of a contractor to develop, sponsor, and implement a series of open streets events for the City of Los Angeles to provide safe opportunities to bicycle, walk, and play on public roadways temporarily closed to traffic. The contractor will offer one major event per calendar year and a smaller local event every other month of the calendar year. The events will be geographically distributed and coordinated with the effected Council District. The contractor will develop routes and a branding scheme for the events: prepare outreach marketing materials: coordinate with the Department of Cultural Affairs (DCA) to program culturally relevant events alongside each route: and secure funding in the amount of 50% of all City contributions. The contractor will also provide an annual evaluation report on completed events during the calendar year, outlining the environmental, economic, and community benefits of the program. 4. Is this a contract renewal? Yes No El 5. Proposed length of contract: 3 years, plus 2 one year extensions Proposed Start Date: 2/1/17 6. Proposed cost of contract (if known): $ /vear 7. Name of proposed contractor: Unknown 8. Unique or special qualifications required to perform the work: The contractor must have the ability to organize and execute four large and eight small open-streets events on an annual basis and develop new routes. 9. Are there City employees that can perform the work being proposed for contracting? Yes [X] No Classification Departments List Expires Special Events Coordinator, 1790 Public Relations Specialist, 1785 Graphic Designer, 1670 Development and Marketing Director, 1806 Harbor No List Various Various Cultural Affairs, Library No List No List No List If yes, a. b. c. d. Which class(es) and Department(s): See above Is there sufficient Department staff available to perform the work? Yes Q No 3 Is there a current eligible list for the class(es)? Yes No Expiration Date See above Estimated time to fill position(s) through CSC process? 60 days to 8 months!

14 e. Can the requesting department continue to employ staff hired for the project after project completion? Yes Q No (S3 (Services are on an as-needed basis) f. Are there City employees currently performing the work? Yes Q No <] 10. Findings City employees DO NOT have the expertise to perform the work [Xj City employees DO have the expertise to perform the work Check if applicable (explanation attached) and send to CAO for further analysis IS Project of limited duration would have to layoff staff at end of project Time constraints require immediate staffing of project Work assignment exceeds staffing availability SUMMARY: The Department of Transportation is seeking a contractor to implement a series of open streets events to promote safe opportunities to bicycle, walk, and play on public roadways in the City. Staff found there are City classes capable of performing the duties outlined in the contract. However, DOT has indicated any staff hired would have to be laid off at project completion. (JlcdwklU^ Submitted by Monica May Personnel Analyst II Reviewed by Don Harrahiil Sr. Personnel Analyst II Approved by Raul Lemus Chief Personnel Analyst Date

15 Date Transmitted: 10/04/2016 REQUEST FOR 1022 DETERMINATION BY THE CITY ADMINSTRATIVE OFFICER (CAO) WA# For CAO use only Instructions: In accordance with Charter Section 1022, the CAO is required to make the determination that contracting work is more feasible or economic than having City staff perform the work. Department Information Department Name/ Division: Transportation/Active Transportation Departmental contact (other than Department Contract Coordinator): Nat Gale /Principal Project Coordinator Contact phone number: (213) Authorized Signature: Date:!v/k j l if Contract Information Type of Contract: (X) New or (_) Amendment Provide the original contracl number for amendments. C &C-12363T Contract Term: 3 years 4-2 one-year extensions Date Notice of Intent to Contract Submitted to CAP: 4/28/2G16 Activity/Service to be contracted (please be specific): Contractor will conduct open-streets program within the City of LA where streets are temporarily closed to automobiles and open to people to re-lmaaine their streets while walking, biking or rollerbladlna In a car-free environment. The goals of the program are to encourage sustainable modes of transportation fl.e. biking, walking and transit) and provide an opportunity to take transit and civic engagement. Check below the justification for the Charter Section 1022 Determination (Feasibility or Economic). K) Feasibility Justification If requesting a feasibility finding, indicate the basis for the request by marking one or more of the valid criteria listed below. Also attach justification for the request and the Personnel Department Contract Review Report. If applicable, attach the Charter Section 1022 Determination Department Documentation Form. (X) ( ) (X) ( ) There is insufficient existing City staff to perform the work proposed to be contracted and additional staff cannot be employed and trained in a timely manner to meet the department's needs. The work is of limited scope or intermittent nature and it is unlikely that the City would be able to continue the employment of persons hired for this project. Independent review is needed and/or the contractor has proprietary knowledge of the City needs. Council has declared an emergency pursuant to Charter Section 371 (e) (5) or (6), and neither existing nor additional staff is available in a timely manner to perform the work. ( ) Other: CAO Form 705 (Rev 03/05)

16 -2- [3 Economic Justification If requesting an economic determination (i.e, costs less to contract out), attach a completed Contract Cost Analysis Form", the Personnel Department Contract Review Report", the "Charter Section 1022 Determination Department Documentation Form and any other pertinent information that justifies the request. Please see attached