Appendix B

Street Amenity Program

Implementation Plan

Streets Administration Branch

City of Vancouver
Engineering Services

July 2001

Table of Contents

1.0 Background 1
2.0 Public process 1

3.0 Objectives of the Request for Proposals 2
4.0 Street Furniture design lines 3

5.0 Advertising recommendations 5
6.0 Community oriented advertising program 6

7.0 Streetscape design standards 6
8.0 Expectations from a Coordinated Street Furniture contract 7

[i]. Modular Bus shelters 8
[ii]. Benches 8
[iii]. Litter receptacles 9

- Service [litter pick-up] 10

[iv]. Recycling receptacles 10
[v]. Multiple publication newsracks 10
[vi]. Modular pay telephone booths 11
[vii]. Modular information kiosks 11
[viii]. Modular bike lockers 12
[ix]. Bike racks 12
[x]. Attended vending kiosks 12
[xii]. Automated public toilets 12
[xiii]. Pedestrian-oriented map stands 13

9.0 Quantities of street furniture 13

10.0 Contract mid-point upgrade 13
11.0 Tender award procedure 14
12.0 Evaluation report 14
13.0 Schedule 15
14.0 Ongoing liaison and public involvement 16
15.0 Contract administration 17

1.0 Background

· An administrative report was submitted to City Council in January 1999
· Council resolved that staff undertake a Street Furniture Study during 1999 to explore opportunities for:

· improved service, management and enhanced aesthetics of streetscape elements
· revenue generation
· to be followed by a proposal call

· Staff completed the above study. The final report was contained in two documents:

· "Street Furniture and Amenity Study - Technical Document"
· "Street Furniture and Amenity Study - Policy Document"

· The Policy Document was submitted to Council for information in June 2000. Council referred the Policy document to a public consultancy process.

2.0 Public process

· The public process entailed the following:

· July 2000, 4 focus group meetings [comprised of residents and businesses] to gain a qualitative analysis of public perceptions towards the proposed Street Amenity Program and recommendations

· July 2000 to January 2001, individual meetings with business associations, business improvement associations, neighborhood communities, arts organizations and other stakeholders

· November 2000, 4 workshops [comprised of residents and businesses] to gain a qualitative perspective in regards to street furniture design criteria.

· December 2000, 2 community forums, held at the Killarney community center and the Croatian cultural center to gain input from the general public
· January 2001, 3 mall information kiosks at Arbutus and Kingsgatemalls and Pacific Center on 3 consecutive days to gather input from the public.

· On completion of the public process, the consultant's report will be submitted to Council on the input gathered regarding the recommendations contained in the "Street Furniture and Amenity Study - Policy Document". The public process learnings and issues are summarized in Appendix `A'.

· If Council approves the recommendations outlined in the Policy Report , a Request For Proposal would be issued in August 2001 for a Street Furniture contractor.

3.0 Objectives of the Request for Proposals

· is for the supply, installation, service and maintenance of street furniture and amenity packages with proponents asked to submit proposals on:

[i] a coordinated suite of street furniture which would include:

Modular bus shelters
Benches
Litter receptacles - (excluding litter collection)
Recycling receptacles
Bike racks
Multiple publication newsracks
Modular pay telephone booths
Modular information kiosks
Modular bike lockers
Automated public toilets
Pedestrian-oriented map stands

[ii] supply, installation, service and maintenance of bus shelters only with a corresponding financial offer reflecting the exclusion of the other requested amenities.

· identify proponents who:

· would be able to supply, service and maintain street furniture for the City of Vancouver
· have the ability to custom design and fabricate a coordinated suite of street furniture given specific requirements in terms of design criteria

· have off the shelf suites of street furniture which exhibit design excellence, such that it will enhance the "look of the City"
· can provide the required amenities

· can provide the City with a positive revenue stream

· This suite of street furniture should:

· allow for the integration of other amenities to reduce street clutter and duplication
· be functional, safe, vandal and graffiti resistant
· be accessible to people with disabilities and special needs
· utilize the latest technologies, fabrication and installation techniques
· limit the number of advertising panels to certain street furniture elements
· allow for the advertising content to be sensitive and innovative to accommodate the requirements of specific neighbourhoods and adjacent uses.

4.0 Street furniture design lines

· Seven [7] different design lines of street furniture will be required

· The first design line, designated the "City Line" must adhere to the design requirement that it is the streets, streetscapes and views that must remain the dominant elements in the public realm.

· This design line should attempt to address the following:

· Vancouver Brand Character [obtained from the workshops on design issues] :
- a proud, almost arrogant, but accommodating city that revels in its unique natural surroundings [mountain and marine accessibility] and what it affords and allows Vancouverites to achieve. It has a wary eye on the future but a strong one on its heritage and in its cultural and neighborhood roots. It wants to move forward but is also practical and caring. It is recognized for its natural beauty and seductive charms.

· Vancouver Brand Values [obtained from the workshops on design issues ] :

- multicultural
- eco-sensitive
- socially responsible
- conservationist
- sophisticated practicality

· To differentiate the downtown peninsular, a `City Line Number 2' would be required. This line could be colour or some other suitable variation to the `City Line'. The rationale for this requirement being that the downtown peninsular is distinct and currently has approximately 65% of the total street furniture inventory.

· Two distinct design options designated the `Gastown Line' and the `Chinatown Line' would be required. The Gastown Line to exhibit a historic look while the Chinatown Line being appropriate to that neighborhood. These design lines, must "fit" the streetscape into which it is being placed. Both these lines could be `off the shelf' suites if they conform to the stated criteria.

· To accommodate the desires of the various neighborhood organizations who may wish to have different styles in their neighborhood, three [3] optional off the shelf design lines should also be available. The requirement for the optional design lines are that they be of differing styles, for example:

- Contemporary
- Art Deco
- West Coast

· The above seven [7] design lines must be able to incorporate the inclusion of panels, murals, posters, neighborhood icons or other provisions such as color for example in the design, for the various neighborhood organizations who may wish to differentiate their street furniture from the City's Line.

· There would be the opportunity for a business association to purchase an entirely different design line from the street furniture contractor if it was felt that the designated seven [7] options did not meet their requirements. If there is a cost difference for the supply of this individual line, that cost would have to be borne by the business association. Service and maintenance of the street furniture will still be under the overall street furniture contract.

· Also, there would be the option whereby a business association could purchase street furniture from a supplier other than the street furniture contractor. This street furniture would have to meet all the City's requirements in terms of safety and quality. The sourcing of appropriate street furniture suppliers and or manufacture of custom designs to continue to be undertaken by the City. The cost of this purchase would be entirely borne by the business association as well as all costs associated with services and maintenance.

5.0 Advertising recommendations

· The general consensus from the public process was that:

- bus shelter advertising was acceptable. There were few or no concerns about the issue of advertising near parks

- very few negative comments about the inclusion of the City bus shelters in the advertising program

- there was a willingness to have advertising on the automated public toilets [APT's] with the proviso that there would only be a few of these amenities

- that every opportunity should be pursued in obtaining creative and innovative advertising campaigns. Also, in sensitive locations such as historic neighborhoods, the option of having historic images with a discreet corporate logo was highly recommended

- banner advertisements on web pages in the information kiosks were acceptable as a given, as long as a percentage of the advertising funds went to reduce the cost of the advertising campaigns of non-profit organizations

- there was an overwhelming support for the incorporation of new technology [such as digital flat screen panels] if this technology would benefit the public in terms of being able to impart information during an emergency.

- there was very strong support that there be no advertisements on any other amenity.

· Recommended street furniture advertising policy as a result of the public consultancy process :

· Advertising be permitted only on bus shelters.

· Bus shelter advertising be permitted throughout the City*.

· That if the City were to allow advertising on APT's, then the preference should be given to advertisements from the arts and cultural organizations.
· Transit bench advertising no longer be permitted.
· No other amenity to have advertising.

* - In locations where it may not be practical to have advertising panels attached to bus shelters, due to sidewalk constraints or where canopies from building faces provide adequate shelter, other acceptable options for advertising panel placement to be explored.

6.0 Community oriented advertising program

· Over the past 20 years, the bus shelter and associated advertising contractor has provided 10% of advertising facings for the City's use at no cost as a contractor requirement.

· The public consultancy process expressed that the City should ensure continuation of the community benefit provided by the public service type advertising on bus shelters. This may also satisfy to some degree the concern about increased public advertising by acting as a mitigating measure.

· To secure this benefit, staff recommend that the RFP require proponents to address 3 options to providing this community benefit:

1] The community benefit program portion be "monetized" with the City to purchase the required number of advertising faces when required on an annual basis at market value rates using funds received from advertising revenue sharing. Community group purchases could be provided for through existing grant programs.

2] The contractor be required to provide the present number of 68 advertising faces [two advertising faces constituting an advertising panel] at no cost to the City. Further that the contractor provide the City with an additional 12 faces for a four week period prior to each City municipal election.

3] The contractor be required to provide 10% of all advertising faces at no cost to the City.

· As part of the contract award, Council to consider and approve which option should be included in the contract.

· Under each option, the contractor would be required to grant the City preference in placement of advertisements after being given the appropriate notice.

7.0 Streetscape Design Standards

· The development of the Streetscape Design Standards are required for the orderly and logical placement of the contractor-provided street furniture elements in the various configurations of sidewalk within the City. These design standards will bring order to sidewalks in addition to improving pedestrian flow and safety.

· The design standards will address the integration of both existing and new amenities such as the multiple publication newsracks, modular telephone and information kiosk booths, bike lockers, recycling receptacles, automated public toilets and pedestrian-orientated map stands into the streetscape, creating a comprehensively designed public realm for the hierarchy of street types.

· The "Streetscape Design Standards" (SDS) will include sections on:

- an inventory and categorization of all the various street types, approved streetscape designs and special public spaces within the City of Vancouver

- a compilation of existing standards and the creation of new standards for the new amenities from the streetfurniture program

- typical relationships of new amenities to existing and new urban street trees and other sidewalk structures [lamposts, fire hydrants, parking meters, etc] in the streetscape designs.

· The successful street furniture contractor, private contractors, City crews as well as staff would use the guidelines established in the SDS manual to coordinate street furniture and amenity placement in the public realm.

8.0 Expectations from a street furniture contract

· Street furniture with very high aesthetic standards to enhance the public realm

· A coordinated suite of street furniture if that option were chosen by Council

· The cost of supply, installation, service and maintenance offset by limited and controlled advertising on some street furniture

· A positive revenue stream for the City.

· Continued community benefits.

· The street furniture should incorporate the latest technology, construction and installation methods available. If Council decides to adopt the concept of providing a coordinated suite of street furniture it is expected that the :

[i]. Modular Bus shelters

· replace the existing contractor advertising and City shelters on a one for one basis. Approximately 652 units.

· it would be up to the winning proponent to determine which bus shelter locations would be commercially viable for placement of advertising panels. A maximum of 2 faces per shelter.

· there would also be a requirement for some bus shelters without advertising panels. Locations of these units to be determined by the City.

· where identified by the City, some of these shelters to have modular telephone booths integrated within the overall structure.

· in high pedestrian and tourist traffic corridors, to integrate information kiosks, automated public toilets and bike lockers within the overall structure. The inclusion of these amenities would have prior approval from the respective business associations or business improvement associations in whose area these amenities are placed.

· all shelters will have transit maps supplied by Translink and some will have local area maps supplied by the City, installed and maintained by the street furniture contractor.

· the contractor to remove and store the existing City wood, steel and glass shelters at a designated location, for sale by the City.

[ii]. Benches

· all existing contractor advertising benches to be removed. Replacementwould be on a case-by-case basis.

· existing City benches identified by the City that need to be replaced will be removed and replaced with contractor benches. The appropriate design line selected by the City being installed [see section 4.0]

· the City may choose to retain certain benches [e.g. in business association precincts and along the Greenway routes], rather than replace them. However, the maintenance of these benches will be turned over to the street furniture contractor.

· benches identified by the City as belonging to a particular business association area, that are currently maintained by the City, to come under the service and maintenance program of the street furniture contractor.

· benches that a particular business association has purchased and has agreed to maintain, will not be included in the new contract service and maintenance umbrella. These benches will remain the responsibility of the appropriate business association.

· the location and number of benches installed in a business association area would be in consultation with the appropriate business association.

[iii]. Litter receptacles

· existing City litter receptacles identified by the City needing replacement will be removed and replaced with contractor receptacles. The appropriate design line selected by the City to be installed [see section 4.0]

· the City may choose to retain certain litter receptacles [e.g. in business association precincts and along the Greenway routes], rather than replace them. However, the maintenance of these litter receptacles [but not the emptying of litter from the containers] will be turned over to the street furniture contractor.

· the City currently has a program whereby litter receptacles are provided to the business community with an agreement that the retailer will service that receptacle. This program will continue with the provision that these litter receptacles provided by the street furniture contractor are differentiated by colour or some other suitable means to aid City staff distinguish whichreceptacles need not be serviced.

· litter receptacles that a particular business association has purchased and has agreed to maintain, will not be included in the new contract maintenance umbrella. These litter receptacles will remain the responsibility of the appropriate business association.

· at locations identified by the street furniture survey, integration of litter receptacles with other amenities would be required.

- Service [ litter pick-up ]

· litter pick up will not be a requirement in the RFP for street furniture and amenity provision

· the issue of litter pick-up needs to be resolved before the commencement of street furniture placement. The options being :

· the City to continue service with increased budget and personnel
· contract out to the private sector

[iv]. Recycling receptacles

· an initial pilot project comprising of 20 recycling receptacles in two distinct neighbourhoods will be undertaken by the City to ascertain the viability of this program. Subject to the outcome of this program, the quantity of units required annually from the street furniture contractor will be determined.

· the units would ideally be located in high traffic corridors and business association areas that request these units.

· the design of the recycling receptacles to have three [3] sections; for miscellaneous paper; newspaper and for glass and plastics. The sections to be designed such that they could be locked or unlocked to accommodate safe removal of recyclables by members of the public.

· to be located near litter receptacles to avoid the recycling receptacles being used for garbage and to prevent people from emptying the litter receptacleslooking for recyclables. Integration of litter with recycling receptacles wherever practical to reduce clutter on the sidewalks.

[v]. Multiple publication newsracks

· to replace the present groupings of 3 newspaper boxes and free publications in high traffic corridors and business association areas that request them [subject to negotiations with the publishers about occupancy].

· phasing-in of these amenities needs to be discussed with the publishers.

· street name or intersection to be incorporated as an aid to way-finding.

· this particular amenity drew the most amount of public support. Everyone endorsed the idea that these units should replace some of the newspaper box locations.

· implementation details to be subject to further Council consideration.

[vi]. Modular pay telephone booths

· incorporated with bus shelters primarily in the downtown core area.

· the potential of locating these units along sections of high pedestrian traffic corridors such as Broadway, Granville Mall, sections of 4^th; Cambie; Kingsway; etc.

· where appropriate to incorporate the latest technology within the units such as wireless connectivity to facilitate location of units in areas presently inaccessible by traditional methods

· the removal of existing pedestal and telephone booths within a designated radius of bus shelter locations with modular telephone booths to reduce street clutter

· have a separate RFP for one service provider for the above service. This will give the City a stronger position in terms of contract administration and enforcement of the contract conditions as well as a higher revenue stream

[vii]. Modular information kiosks

· the City would conduct a pilot project to test the viability of this amenity. Subject to the outcome of this program, the quantity of units required annually from the street furniture contractor will be determined.

· located in high pedestrian and tourist corridors and also in locations jointly determined with the various business associations.

· have a separate RFP for a local software information provider to connect the various neighbourhood and arts groups and or other entities with existing web-pages into a user- friendly format for public use.

[viii]. Modular bike lockers

· incorporated with bus shelters or near Skytrain stations. These lockers to occupy as small a footprint as possible by storing the bicycles upright.

· fee for the lockers to be paid by means of cash, debit/visa or smart cards.

· implementation details to be subject to further Council consideration.

[ix]. Bike racks

· to be installed on an as required basis where :

- when an owner of a bike rack is incapable of maintaining or replacing an aging and unsafe rack

- when requested by a business association or neighborhood group

- required by a City initiative

· to have racks that hold 2, 4 or 6 bikes

[x]. Attended vending kiosks

· due to the lack of interest and no imminent demand, this RFP requests that the vendors provide production drawings only for this tender. If a demand does develop in the future, the contractor could then proceed with working models at that time.

[xii]. Automated public toilets

· only a few business associations have expressed a desire to have these units so far.

· location of these units to be determined with the appropriate business associations during the implementation phase.

· installation of this amenity would be phased in, with approximately 2 units per annum.

· implementation details to be subject to further Council consideration.

[xiii]. Pedestrian-oriented map stands [POMS]

· general acceptance by all business associations to collect the data required for the production of the maps. The City would contract with a graphics company to produce the translucent maps, thereby assuring uniformity in the presentation of the data.

· the contractor would be responsible for the placement and maintenance of the maps.

· wherever possible, these maps are to be incorporated into street furniture that are in close proximity to the locations indicated by the City for the POMS.

9.0 Quantities of street furniture

· Bus shelters - There has been an annual growth of approximately 35 new shelters. This number roughly translates to 20 produced by the advertising contractor and the balance by the City. This annual growth has been incorporated in the RFP with an incremental decrease as the City reaches saturation around 1000 units.

· Other Amenities - Initial quantities required in the RFP will maintain existing service levels. An annual percentage increase will be incorporated in the RFP for each amenity. If the City exceeds or does not require this quota for that year, then there would be a corresponding correction in therevenues received. The contract will sufficiently flexible to accommodate changes in Council Policy related to service levels.

10.0 Contract mid-point upgrade

· At or around the mid-point of the contract the successful proponent may be required to modernize and refit street furniture. Proponents would be required to price an option for a contract mid-point upgrade, refit or modernization program for street furniture if required by the City.

11.0 Tender award procedure

· Issue draft Request For Proposals [RFP] to proponents to elicit comments regarding whether the requirements as stated are deliverable or if certain requirements need to be amended.

· Issue final RFP for the provision, service and maintenance of street furniture.

· Tender closes approximately 60 days after the issue of the final RFP.

· Evaluation of the tender would be undertaken in four stages :

· Completeness of submission.

- responses reviewed to determine whether they are comprehensive and responsive to the requirements stated in the RFP

· Assessment of each proponent's capacity to provide the required services.

- business integrity and financial soundness

- experience in the design, manufacture, installation and maintenance of street furniture in an urban context
- experience and capacity in the marketing and sales of outdoor advertising

- etc.

· Assessment of design, technical, service and maintenance aspects of the proposal.

- production of prototypes for evaluation

- ability to modify or alter design to suite either site specific issues or business association requirements

- maintenance management and information reporting systems
- etc.

· Financial assessment of tender submission

- value for money and relative financial merit of proponents will be assessed

· Tender award

12.0 Evaluation report

· At the end of the tender procedure, staff would document the results of the 4 stage evaluation process. An executive summary would be prepared outlining each proponent's response to:

· recommendations B[i] and B [ii]
· proponent's particulars
· term of contract[s] addressed
· street furniture design lines
· types of amenities to be provided
· proposed advertising strategies
· community advertising program
· contract mid-point upgrade
· use of sustainable technology and materials
· proposed service and maintenance levels
· implementation schedule
· financial offers

· Prior to contract award, Council would need to make decisions on:

· recommendations B[i] or B [ii] as stated in the Policy Report
· proponent
· option for the provision of community advertising
· term of contract

13.0 Schedule

Request for Proposals

July 26th, 2001 · CS & B Committee

August 14th, 2001 · Issue draft RFP to proponents for their comments - 1 week

September 17th, 2001 · Issue Request for Proposal for a Coordinated Street Furniture contractor - 60 days

November 19th, 2001 · Tender closes [12 month evaluation period - November2003]

December 21^st, 2001 · Pre-qualification evaluation complete. Proponents who qualify to proceed to stage 3 of the RFP will be notified to commence prototype construction [August 2002]

January, 2002 · 6 month period for meetings with :
to June, 2002 1] Business Associations

2] Business Improvement Associations
3] Stakeholder groups

- to finalize placement issues related to the types, quantity and location of the new Street Furniture

August, 2002 · Display of prototypes by Vendors [for a 4 week period]

Focus groups [x2] comprising of residents and business community to evaluate the proposed designs

Technical committee evaluation

September, 2002 · Complete business plan evaluation

October, 2002 · Completion of tender evaluation.

· Prepare report for Council

November, 2002 · Report to Council

· Tender awarded [6 months fabrication period - June 2003]

December, 2002 · Finalise design line options with BIA's before implementation begins

Implementation

January, 2002 · Complete Streetscape Design Standards

· Staff to determine locations of new concrete pads for bench and bus shelter placement

June, 2003 · Commence street furniture placement / replacement of items identified by the City, such as the City's bus shelters, contractor supplied transit benches, litter receptacles, etc.

January, 2004 · Commence street furniture replacement of contractor supplied bus shelters.
June, 2004 · 90% Completion of coordinated street furniture placement /replacement

14.0 Ongoing liaison and public involvement

· the street furniture inventory survey completed in April 2001 would provide the data for:

- the existing street furniture that would have to be replaced

- existing street furniture that could remain and be serviced and maintained by the street furniture contractor

- existing street furniture that would need to be disposed off

- possible grouping or integration of identified amenities

- location of new amenities such as the multiple publication newsracks, telephone and information kiosk booths, bike lockers, recycling receptacles, automated public toilets and pedestrian-oriented map stands

- locations that require concrete pads for bus shelters, benches etc., would be identified and a construction program would be drawn up for completion prior to placement of new street furniture

· the streetscape design standard would provide the blue print for the placement of the new amenities

· through consultation with the various business associations, interested neighborhood groups and stakeholders, a series of maps would be generated to identify what amenities are required for each neighborhood and where they should be located

15.0 Contract administration

· during the course of the Street Amenity Program, the desirability of having one branch administer and provide street furniture has been consistent. Currently, 23 different elements of street furniture and amenity programs are provided by 14 City branches. The Streets Administrations Branch which currently deals with many street use issues, would be the ideal branch to manage the provision of all these street amenities.

· under the Street Administration Branch, a separate section should be established to administer the new street furniture contract; facilitate the implementation, provision and coordination of placement of street furniturewhen required for projects initiated by City Plans, Current Planning and Engineering Services such as Greenways, Projects, Solid Waste Management, etc.

· the new section would bring together existing staff members as well as require some new positions such as:

- a project manager / administrator
- an EA II or EA III position for field work and follow up
- part-time IT personal for updating data into Vanmap and other electronic databases

· details of this section will be worked out during the implementation phase of the Street Amenity Program in respect to job descriptions of each position required.
· funding for this section could likely be from the revenues saved by the City not having to manufacture and maintain amenities such as bus shelters, benches and litter receptacles.

· technically this section should become a functioning unit before the Street Furniture placement begins

· any new permanent staff positions must be considered and approved separately by City Council

Current contacts :

Rowan Birch Streets Administration Branch 873-7292
Reno Viswasam Streets Administration Branch 873-7885

(c) 1998 City of Vancouver