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CM-2022-081 - 4/1/2022SUPPLEMENTAL AGREEMENT NO. 1 TO "CITY OF ROUND ROCK AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES FOR PREPARATION OF A TRANSIT DEVELOPMENT PLAN WITH ALFRED BENESCH & COMPANY FKA TINDALE-OLIVER & ASSOCIATES, INC." CITY OF ROUND ROCK § STATE OF TEXAS § COUNTY OF TRAVIS § COUNTY OF WILLIAMSON § KNOW ALL BY THESE PRESENTS: THIS SUPPLEMENTAL AGREEMENT NO. 1 to "City of Round Rock Agreement for Professional Consulting Services for Preparation of a Transit Development Plan with Alfred Benesch & Company (flea Tindale-Oliver & Associates, Inc.)," called "Supplemental Agreement No. I," is made by and between the CITY OF ROUND ROCK, TEXAS, a home -rule municipality, with offices located at 221 East Main Street, Round Rock, Texas 78664-5299 (referred to herein as the "City"), and ALFRED BENESCH & COMPANY, whose offices are located at 1000 North Ashley Drive, Suite 400, Tampa, Florida 33602 (referred to herein as the "Consultant"). WHEREAS, the City and Consultant previously executed the referenced "City of Round Rock Agreement for Professional Consulting Services for the Preparation of a Transit Development Plan with Tindale-Oliver & Associates, Inc.," hereinafter called the "Agreement" on June 10, 2021; and WHEREAS, on December 17, 2021, Tindale-Oliver & Associates, Inc. merged with Alfred Benesch & Company; and WHEREAS, an Assignment of the Agreement was approved by the City on December 27, 2021; and WHEREAS, the parties desire to modify the scope of services, add additional costs in the amount of $49,580.00 and extend the terms of the Agreement as set forth herein; and NOW THEREFORE, in consideration of the mutual promises and obligations in the Agreement and this Supplemental Agreement No. I, the City and Consultant agree that said Agreement is amended and supplemented as follows: 4 0-0887-91 3:�ss2 I. Section l .01 of the Agreement is hereby amended to read as follows: 1.01 EFFECTIVE DATE, DURATION, AND TERM A. This Agreement shall be effective on the date this Agreement has been signed by each party hereto and shall remain in full force and effect unless and until it expires by operation of the term indicated herein or is terminated or extended as provided herein. B. The term of this Agreement shall be from the effective date of the Agreement through September 9, 2022. IL Section 2.01 of the Agreement is hereby amended to read as follows: 2.0 PROPOSAL FOR SERVICES Consultant has issued its proposal for services for the tasks delineated therein, such proposal for services being appended to this Agreement as Exhibit "A" titled "Scope of Work" and the Addendum to Exhibit "A," modifying the "Scope of Work," which document is attached hereto and incorporated herein by reference for all purposes. Section 3.01 of the Agreement is hereby amended to read as follows: 3.0 SCOPE OF SERVICES Consultant shall satisfactorily provide all services described herein and as set forth in Exhibit "A" and the Addendum to Exhibit "A." Consultant's undertaking shall be limited to performing services for City and/or advising City concerning those matters on which Consultant has been specifically engaged. Consultant shall perform services in accordance with this Agreement, in accordance with the appended proposal for services, and in accordance with due care and prevailing consulting industry standards for comparable services. IV. Section 4.01_ of the Agreement is hereby amended to read as follows: 4.0 LIMITATION TO SCOPE OF SERVICES Consultant and City agree that the scope of services to be performed is enumerated in Exhibit "A" and the Addendum to Exhibit "A" and herein and may not be changed without the express written agreement of the parties. Notwithstanding anything herein to the contrary, the 2 parties agree that City retains absolute discretion and authority for all funding decisions, such to be based solely on criteria accepted by City which may be influenced by but not be dependent on Consultant's work. 0 Section 5.01 of the Agreement is hereby amended to read as follows: 5.0 CONTRACT AMOUNT In consideration for the professional consulting services to be performed by Consultant, City agrees to pay Consultant in accordance with the "Project Budget" in Exhibit "A" for services and the Scope of Services deliverables delineated in Exhibit "A" and the Addendum to Exhibit "A." Total payment to the Consultant shall not exceed One Hundred Ninety -Five Thousand Five Hundred Fourteen and 05/100 Dollars ($195,514.05) plus and additional Forty -Nine Thousand Five Hundred Eizhty and No/100 Dollars ($49,580.00) for the additional SCODe of Services set forth in Addendum "A." for a total not -to -exceed amount of Two Hundred Forty -Five Ninety -Four and 051100 Dollars ($245,094.05). VI. This Supplemental Agreement No. I shall amend the original Agreement only as set forth herein with no other changes in terms or conditions of the original Agreement. IN WITNESS WHEREOF, the City and Consultant have executed this Supplemental Agreement No. 1 to be effective as of the last date of due execution by both parties. CITY OF ROUND ROCK, XAS By: Printed Name: S /3! Title: Date Signed: ATTEST: By: _ Meagan , inks, Ci Clerk FOR CITY, APPROVED AS TO FORM: By: LC Stephan ,. Sheets, City Attorney ALFRED BENESCH & COMPAN By: — Printed Name: i Title: l POIL Date Signed: Addendum to Exhibit "A" Round Rock Mobility on Demand Feasibility Support Scope of Work Introduction The purpose of this task is to provide support for the City of Round Rock to assess and determine the potential feasibility of on -demand mobility services. This work will include identifying mobility needs and service gaps, determining how mobility -on -demand (MOD) services would integrate with fixed route and paratransit services, determine the software -as -a -service (SaaS) functionalities required to support the service, develop a concept of operations, and describe next steps related to piloting initial services. This work will use data and analyses completed through the recent TOP process to identify market areas conducive for on -demand services and to assess potential service design strategies and connections with the fixed route network. The development of the concept of operations will include coordination with staff and key stakeholders to assure operational and funding capabilities and capacity. Task 1: Project Management Because it is important to provide oversight, quality control, and transparency throughout the life of any project, this task establishes the parameters for providing these services successfully, including project administration and coordination. Task 1.1; Kick -Off Meeting A kick-off meeting will be held to ensure that staff and our project team are "on the same page" regarding the scope, individual tasks and deliverables, schedu:e, and the goals, objectives, and priorities for the study and the objectives for potential on -demand services. During the meeting, we will discuss the specific methods and assumptions that will be used during the identification and prioritization of service areas and the development of on -demand services. We will establish a coordination plan and process to assure clear communication and dialog throughout the study. This will faci itate full understanding of progress, analyses, findings, and recommendations, which will support informed decision making. Task 1.2: Project Administration The primary purpose of project administration is to make sure the work effort is successful and meets the intended outcomes. As such, bi-weekly email progress updates to the Project Manager and coordination calls as needed to discuss key findings, service concepts, and decision points. In addition, monthly progress reports will be prepared and submitted with project invoices. Task 1 Deliverables: Kick -off meeting to review work scope, project schedule, monthly progress reports. Task 2: Market Analysis This task is designed to function as an analytical exercise to identify a set of areas within the Round Rock service area that are conducive to on -demand services based on qualitative and quantitative evidence. The first step is conducting a service area market analysis to identify potential candidate areas for on - demand services. The second step is evaluating and selecting areas for which on -demand services will be developed. In both cases, the service area market analyses and transit operational data and analyses identified in the Round Rock TOP w'sll form the starting point for market analysis and service Scope of Work Addendum to Exhibit "A" Round Rock Mobility on Demand Feasibility Support development efforts within this task order. This will allow us to quickly target areas that appear to be conducive to on -demand services and focus our efforts on these subsets. Task 2.1: Market Analysis The quantitative and qualitative analysis will examine a range of relevant factors and indicators key to identifying mobility need within areas appropriate to on -demand services. Analyses will examine socioeconomic, transit service, and goal -oriented indicators, each of which is described below along with how they will be analyzed. These analyses assess location and extent of mobility needs and mobility gaps in the service area. Task 2.1.1 Socioeconomic Indicators An examination of socioeconomic and demographic indicators helps us to understand specific community characteristics at the neighborhood level and how mobility needs and travel behavior within these areas relate to the region as a whole. A GIS analysis will be prepared at the Census Block Group -level using data from the US Census Bureau. Several indicators to be evacuated are consistent with Title VI analysis, which is particularly re:evant as it identifies and locates target populations for whom access to mobility is vital. These target populations include minorities, low-income households, and persons with Limited English Proficiency (LEP). The analysis compares the occurrence of these populations relative to the general population within the service area and identifies the geographic locations within which they are concentrated. Although the Title VI analysis focuses on populations that have a high positive correlation to mobility need and transit usage (propensity), the market for on -demand mobility services is also attractive to persons considered to be discretionary riders, including young adults, workers, retirees, and persons aging in place. The socioeconomic and demographic indicators that will be mapped and analyzed to identify mobility needs include: • Overall population and population density • Low-income/poverty population • LEP population • Minority/Non-White population • Age group, particularly youths and older adults • Zero -car households • Mobility -limited and persons with disabilities • Employment and employment density • Activity centers, major trip generators, land use characteristics Task 2.1.2 Transit Service Indicators Using information from the transit service information from the TDP we will examine where mobility need is unserved or underserved as well as areas where fixed route services are not performing well. On demand service should complement the transit network by providing first/last mile connections and local mobility while connecting to a line -haul or trunkline fixed route transit route for longer distance travel in the regional network. The design of each on -demand zone will allow for streamlining fixed route services to ensure that they operate along an optimized routing to improve service reliability and Scope of Work 2 Addendum to Exhibit "A" Round Rock Mobility on Demand Feasibility Support on -time performance, reduce travel times and revenue hours, and make the route function more as a trunkline service rather than a collector service. These refinements improve the attractiveness of fixed - route service for riders by offering a more direct and shorter ride. This also makes the transit network more efficient to operate, which allows Round Rock the opportunity to invest saved revenue hours into increased service frequencies. The objective is to create a better -functioning and more attractive mobility network for Round Rock, current riders, and potential new riders by overlaying and integrating a network of on -demand services that are connected to the regional fixed -route network at a series of mobility hubs. We will assess existing transit services and evaluate the quality of fixed -route transit service using findings from the TDP, to help identify where fixed -route transit service is robust relative to mobility need and where service is not. We will look at the current service levels and planned services and service levels. Indicators that will be mapped and presented as part of this analysis include: • Transit network coverage using a 1/4-mile rider catchment buffer • Service span by day of week • Headway (frequency) by time of day and day of week • Ridership boardings by bus stop and load factors • Route productivity • Paratransit trip pair origins and destinations We will look at bus stop -level ridership to determine if there are route segments that could or should be discontinued in favor of on -demand services. This analysis opens up opportunities for 1) further refinement of the fixed -route network and 2) definition of areas within which on -demand services may be feasible and identification of likely on -demand service delivery types that may be conducive within each area. These on -demand service delivery types may include Flex routes (point deviation), route deviation, anchored, and point to point service types that fall within the category of MOD services. This task identifies the potential service zones for on demand services and the evaluation provides clues to which service type(s) are best. Task 2.1.3 Gap Analysis The next step in identifying potential areas for on -demand service is to match up areas with demonstrated mobility need but no service, too little service, or underperforming transit services. As a starting point, we will examine areas that were identified through the TDP with a focus on ensuring that the right level of transit service is provided to the residents of Round Rock. Service delivery should be based on a balance of market demand and service supplied to yield adequate service levels for service demand, yet it also must be cost-effective in terms of the amount of service provided. Therefore, we wi'I examine the gap analysis to cross-reference the socioeconomic indicators (existing transit needs and latent transit needs) with the transit network and the transit service levels and productivity. This analysis will highlight areas where mobility need exists, but where service is not provided or may not have adequate levels (underserved) or where existing fixed route service is underperforming. We will identify locations where an on demand service will likely make sense. The gap analysis is conducted by overlaying the transit network on the layers of socioeconomic and demographics data identified previously to identify service adequacy (transit route coverage, service levels, productivity) or gaps in Scope of Work Addendum to Exhibit "A" Round Rock Mobility on Demand Feasibility Support service coverage (transit need exists but is not served or is underserved by transit). These analyses will be conducted utilizing GIS tools and documented quantitatively in tables and a series of maps and used to identify locations where the market for on -demand service is strong. Task 2.1.4 Goal -Oriented Indicators This task effort identifies potential service zones relative to community goals and objectives. A set of indicators will be created for analysis based on goals defined. The framework for this goal -oriented process is to provide a basis for determining, evaluating, and comparing potential on -demand service zones based on defined goals and objectives to facilitate the selection of those areas to be considered further for on -demand services. The goals may include the following: • Connecting people and places o Expand access to mobility o Eliminate transportation as a barrier o Provide for localized mobility o Provide first/last-mike connections to/from fixed network o Connect jobs and housing o Connect to major activity centers • Driving economic growth o Facilitate access to work o Facilitate access to commerce o Facilitate access to healthcare o Facilitate access to education • Expanding quality of life choices o Eliminate transportation as a barrier o Expand access to mobility, access to opportunity o Facilitate access to life services locally and via connection to the fixed transit network Depending on the approved set of goals and objectives, a series of qualitative and quantitative indicators will be developed for the purpose of determining which areas are ultimately best suited for on -demand services and which are most likely for these services to be successful. This evaluation process would inc ude evaluating both quantitative and qualitative measures. For example, we would assign quantitative metrics to qualitative measures, such as the use of scale factors such as "low," "medium," and "high" that would be scored using numerical rankings (1, 2, and 3). In addition, our process will include use of a weighting factor that will facilitate ranking or prioritizing certain factors over others based on relative values of importance of the metrics tied to the goals and objectives for this study and within the context of the community and Round Rock objectives. An example of a goal -oriented indicator is the identification of areas for which access to transportation is a barrier. Therefore, the goal -oriented indicator in this case would be a measure of how well on - demand service will improve access to mobility in that area and, thus, access to opportunities accessible via connection to the broader fixed route transit network. Scope of Work 4 Addendum to Exhibit "A" Round Rock Mobility on Demand Feasibility Support cask 2.1.5 Use of the Analysis This analysis will include matrix evaluation tables and GIS maps to present and evaluate socio-economic, demographic, transit service, and goal -oriented indicators to support a defensible decision for which areas should be considered for on -demand transit service zones and service design. We propose a data - driven process to identify areas of existing and latent mobility needs. We will assess each area based on existing transit service, either unserved, underserved, or served with underperforming transit services, and assess the resulting subset of areas relative to goals and objectives for improving mobility, access to opportunity, economic benefits, community benefits, and contribution to efficient mobility network operations. Based on this analysis, areas will be identified for service zones and service design. Task 2.2: Service Design The focus in this task will be on assessing potential service delivery operations, operating requirements, expected mobility benefits, and estimated costs or indicators of costs (VOMS and revenue hours) for the service zones identified. The work in this task builds on Task 2.1 and findings and recommendations from the TDP effort. This task will develop service delivery strategies for each service zone identified to assess and compare relative costs and benefits Pkely to be derived from on -demand services. This comparison allows us to rank -order potential each service zone to determine recommendations for service zones to be prioritized. The evaluation process will employ the following steps: • Identify existing average daily ridership by stop for fixed -route service and trip pairs for paratransit service and latent demand for areas not served or underserved within each area. • Using GIS analytics of population, employment, trip generation, and assessing geospatial densities, identify the neighborhood service zone boundaries and modal connection points (potential mobility hubs) to the regional fixed -route network. • Quantify density of demand relative to density of service supplied to meet demand at appropriate service level response times by examining existing boardings by bus stop as well as paratransit trip origin and destination pairs by time of day. It will include a calculation of daily revenue hours of service required by summing the number of vehicles required to meet demand during each operating hour of the day. This calculation reflects the variation in operating requirements over the course of the day due to fluctuations in demand. • Develop route and network modifications to improve fixed -route network operations and performance that would be made possible through conversion to and/or integration with on - demand services. For example, a poorly performing fixed route that follows circuitous routing may be changed to a Flex route with a connection to the fixed network at a mobility hub if service area characteristics (land use, roadway network, population and activity center density and distribution) warrant. Alternatively, the same area may be more conducive for truncating the fixed route and applying a point to. point on demand service concept that would serve general public and ADA eligible persons. • Identify on demand service strategies that fit best for each neighborhood under consideration using metrics such as VOMS, vehicle revenue hours, response time, ridership, boardings per revenue hour, density of demand, and density of service supply. Scope of Work Addendum to Exhibit "A" Round Rock Mobility on Demand Feasibility Support • Apply goal -oriented metrics to measure objectives such as proportion of the high transit propensity population that will be served; percentage of population with access to employment, healthcare, educaVon, and life services; and net change in transit revenue hours. • Combine ratings from these analyses to rank each neighborhood, and then share findings with Round Rock to support decision -making for the areas to advance into detailed service design and development. Task Deliverable: Techn=cal memorandum presents process, methodologies, findings, and recommendations for identifying potential service zones and evaluating and prioritizing the service zones to be recommended as most feasible for on -demand services. Task 3: Service Recommendations The task objective is to develop a detailed design for the on -demand service identified for each neighborhood selected as feasible for on -demand service. This will involve the definition of an on demand service delivery model that is convenient, cost-effective, and attractive to the public based on the specific demand and service zone characteristics of each neighborhood. Task 3.1: Develop Service Models Task 3.1 will refine the service concepts from Task 2 into a concept of operation for the selected service zones. This will include estimates of operating requirements (vehicles by time of day, revenue hours), target service response times, operating rules for rider, driver, software, ridership and productivity targets, performance metrics, estimate operating costs, fares, operating costs, how each concept will interface with fixed -route service, and interface with paratransit services. There may be significant opportunity to structure on demand services as a mobility for all service and, thereby, serve both the general public and persons eligible for ADA paratransit under general public diai-a-ride ADA rules. The specific on demand service concept may vary between areas. Relatively densely developed areas with prox°mitt' to good fixed -route connections may be candidates for Flex services (point -deviation), and areas that are less dense and more sparsely distributed may be better suited to a point-to-point service. In some cases, the on -demand service may function more as a first/last-mile connector, and in others the on -demand service may overlap the fixed -route network serving both local mobility and connections to the regional fixed transit network. In all cases, the service design objectives are to: • Expand access to mobility and, thus, access to opportunity • Attract non-traditional riders (choice riders, youths, older adults) • Provide a more convenient and cost-effective mobility solution to address existing, latent, and growing paratransit demand • Create a greater return on investment for Round Rock services by transcending and transitioning the traditional public transportation network to attract a wider and larger market of Round Rock users. Task 3.2: Software -as -a -Service (SaaS) Functionality This task will identify the Software-as-a=Service (SaaS) functionalities necessary to support the concept Scope of Work—� - --- 6 --- ---�----- � �--- Addendum to Exhibit "A" Round Rock Mobility on Demand Feasibility Support of operation and its interface with existing fixed route and paratransit services. While the specific functionalities needed to support the service concept of operations will be identified as the concept of operations is further defined, the functionalities will address: • Ride hailing • Fare payment • Trip assignment to vehicle • Pick-up and drop-off sequencing optimization • Rider real-time service information • Real-time service information for connecting services It is critical that each on -demand concept of operation fit hand -in -glove with the SaaS functionalities for optimal performance and to assure intermodal connections with other services. Our recommendations will identify the functional requirements necessary for software/SaaS platforms used for managing and controlling on -demand services. The primary deliverable of this subtask will be the development of a functional requirements matrix for SaaS services which Round Rock may use to inform on -demand service delivery concepts and for developing procurement documentation in the future. In addition, we will review with staff the differences, costs, and benefits of operating on -demand services based on a SaaS model compared for a Mobility -as -a -Service (Maas) model to determine the most appropriate strategy for Round Rock for advancing on -demand services into pilots or permanent operations. The primary difference being that with a SaaS solution, Round Rock would acquire the SaaS capabilities (likely through license agreement for cloud -based services) and can use these services for operations that Round Rock initiates and operates directly or via purchased service contract. With a MaaS solution, Round Rock would acquire both the SaaS cloud -based capabilities and the operations through a combined purchase and licensing agreement. Task 3.3: On -demand Mobility Feasibility Report Based on the service planning and SaaS development efforts, we will review and refine each service zone model with staff to assure a common understanding and agreement with the findings and recommendations for service zones, service concepts, SaaS functionalities, and a SaaS or MaaS strategy for advancing on -demand services. We will work with staff to thoroughly review services with the intent of fully understanding how on - demand service in each zone will function and connect with the fixed transit network. This process will include reviewing each service zone, reviewing the on demand concept of operations, operating rules, response times, operating requirements, operating costs, ridership, and net impacts on ridership and operations (fixed route and paratransit). We will review the operational processes for the SaaS-associated functional requirements to facilitate riders, operators, and the system. This wile include processes and rules for the service to function such as ride request, passenger pick-up, passenger drop-off, fare payment, fare policy. We will review of the SaaS functionalities such as data collection and reporting to meet NTD and Round Rock KPI requirements. We will review strategies to procure SaaS functionality and deploy services either directly or via contract operator or procure on -demand services through a MaaS contract. We will Scope of Work Addendum to Exhibit "A" Round Rock Mobility on Demand Feasibility Support work with staff to identify which strategy works best in terms of procurement, funding, capital, service delivery, and contractual considerations. For example, if Round Rock is able to operate directly or within an existing contract, then a SaaS procurement may be the obvious choice. If the service is to be rolled out under a series of pilots, then a MaaS purchase approach may be a better initial step to allow flexibility for future changes. A draft report will be prepared and provided for review by Round Rock. Based on comments received, we will refine the report and prepare the final report and submit it to staff. In addition, we will prepare a presentation for the City of Round Rock which can also be used to share with the public. Task 3 Deliverables: Report findings and recommendations describing: • Service changes to fixed network and proposed on -demand services, including route maps, headways, service span, operating requirements, revenue hours, vehicles, mobility hub locations to connect to fixed routes, and capital and operating costs for each neighborhood service. • On -demand concept of operations for each neighborhood, including key operating rules and procedures, operating requirements, SaaS functionalities, connections to fixed network, opportunities to serve paratransit demand, impacts on existing services. • Scheduling/SaaS platform functional requirements matrix recommendations, key data collection and reporting requirements. • Assessment of service deployment strategies, SaaS (procure software but directly operate service) or MaaS (procure software and operations). • Feasibility report with recommendations for service zones, concept of operations, operating requirements and costs, SaaS functional requirements, recommendation for whether on - demand services will be operated directly or through a purchased service contract. Estimated Duration: The technical support to develop services concepts, assess SaaS functional requirements, and prepare the project report is expected to take 4-6 months, depending on the number of duration of reviews and the internal decision -making process within Round Rock. Level of Effort and Fee Estimate: The technical support described for this scope of work is estimated to require 338 hours of effort and an estimated fee of $49,580. The labor rates, staff hours, and budget are provided on the following page. Scope of Work 8 _� Addendum to Exhibit "A" Round Rock Mobility on Demand Feasibility Support Round Rock On -demand Mobility Feasibility Level of Effort and Fee Estimate Scope of Work City of Round Rock ROUND ROCK 7ExA5 Agenda Item Summary Agenda Number: Title: Consider executing Supplemental Agreement No.1 to "Agreement for Professional Consulting Services for Preparation of Transit Development Plan with Alfred Benesch & Company f/k/a Tindale-Oliver & Associates, Inc." Type: City Manager Item Governing Body: City Manager Approval Agenda Date: 4/1/2022 Dept Director: Gary Hudder, Transportation Director Cost: $49,580.00 Indexes: General Fund Attachments: SA#1, LAF Department: Transportation Text of Legislative File CM-2022-081 To execute a supplemental agreement to extend the Transit Development Plan (TDP), with Alfred Benesch. This extension will provide the city with the key operating requirements to implement transit on -demand by service zone within individual neighborhoods. The extension will include route maps, headways and revenue hours. It will also identify mobility hub locations within neighborhoods in order to connect to fixed routes and provide the operating costs for each neighborhood. A important objective of this agreement is to expand access to mobility, attract non-traditional riders and attract a wider and larger market of Round Rock users. The consultant will utilize the information and data collected for the Transit Development Plan to create a better -functioning and more attractive mobility network for the City. Alfred Benesch & Company 35 West Wacker Drive, Suite 3300 Chicago, IL 60601 Contract Amount $49,580 FTA Grant Funded Cost. $49,580.00 Source of Funds: General Fund City of Round Rock Page 1