Lawton Metropolitan Planning Organization 212 Southwest 9 th Street Lawton, OK Phone (580) Fax (580)

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1 Lawton Metropolitan Planning Organization 212 Southwest 9 th Street Lawton, OK Phone (580) Fax (580) REQUEST FOR PROPOSALS TRAVEL DEMAND MODEL RFP LMPO Issue Date September 16, 2013 Closing Date Proposals must be received by October 7, 2013 at 4:00 PM Central Daylight Time Contact Debbie Dollarhite, Senior Planner ddollarhite@cityof.lawton.ok.us Phone:

2 RFP LMPO Travel Demand Model Page 2 Purpose The Lawton Metropolitan Planning Organization requests submission from firms interested in being selected to develop a travel demand model for the Lawton Metropolitan Area Transportation Study (LMATS) Area that is also supportive of transportation conformity air quality modeling requirements. The LMATS area consists primarily of the city limits of Lawton, Oklahoma, but does include some unincorporated areas of Comanche County, Oklahoma. The LMPO intends to select one firm to provide services as outlined below. The LMPO receives federal and state grant funding and other funding from local governmental entities. Introduction The Lawton Metropolitan Planning Organization (LMPO) is the designated metropolitan planning organization that serves as a forum for cooperative transportation decision-making by state and local governments and local transportation and planning agencies. MPO s are charged with maintaining and conducting a continuing, cooperative, and comprehensive transportation planning and project programming process for the MPO s study area. The study area is defined as the area projected to become urbanized within the next 20 years. The LMPO is responsible for developing, maintaining, and applying the travel demand model for the LMATS area. The existing model was developed in 2007 in TranPlan 9.0 software program. The new model should be able to forecast travel demand for multiple modes of transportation and meet current air quality modeling requirements. The LMPO does not have current household, workplace, or external station surveys. The LMPO is seeking a qualified consultant to collect socio-demographic and transportation network data at the traffic analysis zone (TAZ) level for the base year (2010) and the long-term (2040). The consultant is then expected to use this data to create a calibrated model of future travel demand on the LMPO street network. This model is expected to perform within the requirements for air quality modeling as a part of transportation conformity determination. The LMATS area contains approximately 64.5 square miles and approximately 95 Traffic Analysis Zones. A map of the TAZs and the LMATS Functional Classification Map can be found at: Scope The LMPO travel demand model will have multiple uses once it is complete. These include: Long Range Transportation Plan Air Quality Modeling Land Use Plan Various traffic studies

3 RFP LMPO Travel Demand Model Page 3 The LMPO is seeking multi-modal travel demand model that will fit the above purposes. The model must meet air quality modeling requirements and generate outputs appropriate for use in the EPA MOVES air quality modeling software. The LMPO does not have a preference for the software which will run the model. As part of the proposal, the consultant is expected to name the preferred modeling software and explain why it is the most appropriate fit for the LMATS Area. Consultant should also be able to demonstrate expertise and capacity with selected software. The LMPO has only the data available as listed. Any additional data needed by the consultant shall be obtained by the consultant, and any related costs are assumed to be part of the rate proposed in response to this RFP. Consultant is expected to describe the data to be used, the potential source or methodology for sourcing said data, and the associated data procurement costs. Data and Information to be Provided by the LMPO The LMPO currently has access to the following data sources for the travel demand model: Base maps for the urbanized area Base map of the 2010 traffic analysis zones for the LMATS Area Census tract and block group maps 2013 Functional Classification Maps Current land use and zoning maps List and map of special generators FFY Transportation Improvement Program 2035 Long Range Transportation Plan 2012 City of Lawton Capital Improvement Plan Traffic Counts obtained through the Oklahoma Department of Transportation Any GIS files within the City s system that may expedite the work The LMPO does not have any specialty survey data including household, worksite, or external station survey data. If this or any additional data is required for the production of the model as proposed, the costs of data procurement should be included in the proposal. Consultant will be expected to perform or procure the following: Selected consultant must possess the expertise and capacity to be able to perform any and all of the travel demand modeling tasks listed below, in addition to any other tasks necessary to complete the project to the LMPO s satisfaction: Task 1 Develop Model Parameters Establish data needs and procurement methods Establish project timeline Deliverables: o Develop a working document outlining data requirements, proposed sources, schedule for collection, and costs for data to be purchased or collected. o Timeline for model development including data acquisition.

4 RFP LMPO Travel Demand Model Page 4 Task 2 Data Collection and Analysis Develop household and workplace characteristics for base year (2010) and forecast year (2040) In consultation with LMPO, develop population and employment projections for forecast year (2040) Work with LMPO staff in developing a database of traffic counts using traffic counts obtained from the Oklahoma Department of Transportation and other network attributes Supplementary traffic data collection as necessary Deliverables: o Digital copy of all data collected and formatted for selected model software Task 3 Develop New Model Develop new model to 2010 calibration year Create network model files Code intersections Code transit routes Create mode split Create centroid connectors for existing TAZ structure Enter traffic count information Compile and enter land use/socioeconomic data Develop trip generation rates Evaluate external trip characteristics Calibration/validation Deliverables: o A calibrated model and accompanying input files o Calibration report Task 4 Traffic Forecasts Generate future trips In consultation with the LMPO, develop growth rates for the LMATS Area In consultation with the LMPO, determine scenarios for low, medium, and high growth rates Code network modifications for each scenario Run model for each scenario Provide plots showing volumes, link volume-to-capacity ratios, and other data outputs as model may produce Provide summary statistics (annual and/or daily) including but not limited to: o Total Trips o Vehicles Miles of Travel o Lane Miles o Average Volume-to-Capacity Ratio Deliverables: o Resulting model files for each scenario run o GIS ArcMap-ready files of each scenario result with all summary statistics for each link o Documentation of the improvements made and the assumptions for the forecast year adjustments

5 RFP LMPO Travel Demand Model Page 5 Task 5 Documentation Document the model and modeling process Summarize all quantification of assumptions Deliverables: o Provide documentation so a knowledgeable modeler can repeat the process and run alternative scenarios o Report summarizing the model with review by the LMPO o All model files in a digital format ready to be used by consultants for micro-simulations or specific model runs based on additional scenarios Task 6 On-Call Model Runs Include pricing to accommodate on-call model runs at the LMPO s request after completion of this project. Note: This item is not included in the budgeted amount for this RFP. Task 7 Model Update in Five Years Should the LMPO decide to exercise this request, include pricing to conduct one model update in five years time. This item is not included in the budgeted amount for this RFP. Any additional tasks integral to the modeling process not listed here. Project Schedule The LMPO s long range transportation plan update must be completed and adopted by the end of 2014; therefore, the model must be completed no later than July 31, Consultants are asked to propose a project schedule with estimated time to complete each task. Sufficient time must be allowed for agency review and for adoption of the base year and forecast year control totals by the LMPO. Ability to demonstrate prompt project completion will be considered during the proposal review process. Reporting Requirements On or before the 10 th of each month, the consultant shall submit a brief progress report describing the work accomplished and technical decisions made during the previous reporting period and highlighting the work to be completed during the next period. A percentage estimate of the work completed for each task shall be provided and an estimate of the total percentage of the project should be made. Deliverables: Documentation of work, data sources, collection procedures, modeling techniques, and calibration methodology with results and application shall be bound in a final technical model report. A colorized.pdf of the final report shall also be provided. In addition to the document and report, the LMPO will take delivery of all model files. Electronic copies of all files and a guidance manual shall be provided.

6 RFP LMPO Travel Demand Model Page 6 Additional deliverables as described under each task shall also be furnished to the LMPO as each task is completed. Budget The consultant will submit cost of completing the required work with the proposal. It is expected that the consultant will enter into a contract to perform the work for a fixed price or lump sum basis. The amount budgeted for this project is between $75,000 and $100,000. Payment for Services Invoices will be accepted and the LMPO will pay up to 50 percent of the contract amount as each task is completed and deliverables are received. The remaining 50 percent will be paid upon project completion, through Task 5. Tasks 6 and 7 will be paid upon completion of those individual work products, as requested. RFP Procedure RFP responses must include: Understanding of the Proposed Project. This section should demonstrate the consultant s understanding of the project need, the work required, and any local issues or concerns. This description should be concise, candid, and not a mere duplication of the RFP s scope of services. Proposed Work Plan. The consultant should present the work plan necessary to complete the work itemized under the scope of services. The proposed work plan should address each of the specific work elements described in the scope of services, but consultants may propose additional work beneficial to completing the work specified. Consultant is also encouraged to provide any recommendations on improving efficiencies in the process. Where appropriate, the methodology to be used to accomplish a specific task should be described. All proposed meetings and/or reviews should be included under each task. Any data or assistance anticipated to be required from the LMPO staff should be specific. All final products should be specified. Schedule. A proposed schedule for completing each proposed task should be provided. For each initial review proposed by the consultant, the schedule shall reflect the maximum allowable review time available to maintain the schedule as proposed. The schedule shall also reflect expected dates for final deliverables and the 30 days requested by the LMPO for review and approval before proceeding to the next task. Cost Estimate. A complete cost estimate for the total project, as well as individual cost estimates for each task outlined in the proposal, must be provided. Consultants are encouraged to propose alternates and relevant pricing for the completion of each task. Company Information. Proposals should include the complete legal name, address, telephone number, and of the company including the name of the person to contact for discussion of the submission.

7 RFP LMPO Travel Demand Model Page 7 Company Overview. Provide an overview of the firm, including the year founded, office locations, and the number of years in practice. Also include a description of the firm s current staffing and details as to experience and educational qualifications. Include the names of the individuals who primarily contributed to the submitted response. References. Include a list of references, with phone numbers, for similar work completed. Submission Due Date One digital copy in Adobe PDF format must be received at the LMPO office no later than 4:00 PM, CDT, Monday, October 7, Proposals may be submitted by hand delivery, mail, or . Submissions shall be addressed as follows: By Mail: Lawton Metropolitan Planning Organization 212 SW 9 th Street Lawton, OK By ddollarhite@cityof.lawton.ok.us Submissions should be marked on the envelope or in the subject line: RFP LMPO Proposals submitted by are not to be considered received until a confirmation has been sent by Debbie Dollarhite, Senior Planner. The confirmation subject line will read, Confirmation Receipt RFP LMPO It is the responsibility of all submitters to verify receipt of proposal. All proposals must be valid for a minimum period of sixty (60) days from the close of this RFP. Submissions Evaluation Process The evaluation of submissions will include the following: The LMPO s Transportation Technical Committee may confer with all responsible proposers who have been short-listed and may arrange, if necessary, for interviews/presentations by the short-listed firms. The LMPO reserves the right to conduct pre-award discussions with any or all responsive and responsible consultants who submit proposals determined to be reasonably acceptable of being selected for award. Consultants shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of submissions, and such revisions may be permitted after submission of proposals and prior to award of contract. Criteria for Award The LMPO will evaluate submissions. The objective of the evaluation will be to recommend the consultant who is most responsive to the herein described needs of the LMPO. Proposals will be evaluated based on, but not limited to, the following criteria:

8 RFP LMPO Travel Demand Model Page 8 Responsiveness to RFP (40 points) o Multi-modal o MOVES Model o Data Collection Methods o Scenarios Prior Experience (20 points) Schedule (20 points) Cost (20 points) The LMPO reserves the right to select the firm which it has determined to be in the best interest of the LMPO. Point of Contact for Inquiries and Submissions Inquiries regarding this RFP may be directed to: Debbie Dollarhite Senior Planner Lawton Metropolitan Planning Organization 212 SW 9 th Street Lawton, OK (580) ddollarhite@cityof.lawton.ok.us Inquiries must be received within 14 calendar days from the date the RFP is issued. Responses to all inquiries received by this deadline will be posted electronically and made publicly available at within 18 calendar days from the date the RFP is issued. RFP Schedule The following is the schedule of events which are anticipated by the LMPO for the implementation and completion of selecting the consultant to provide the requested services as outlined in the RFP. The LMPO, at its discretion, may revise the schedule of events at any time as may be in its best interests: Event Date Send/Post Request for Proposal September 16, 2013 Final Questions Due from Proposers September 27, 2013 LMPO s Response to Questions October 1, 2013 Submissions Due October 7, 2013 Final Selection Made October 24, 2013 Questions Regarding Specifications or Submission Process To ensure fair consideration to all proposers, the LMPO prohibits communication to or with any LMPO official or employee during the submission and evaluation process except as submitted in writing as provided below. Any additional communication between proposer and the LMPO will be initiated by

9 RFP LMPO Travel Demand Model Page 9 the appropriate LMPO official or employee in order to obtain information or clarification needed to develop a proper, accurate evaluation of submissions. Communication regarding the proposal process and associated specifications should be submitted in writing to Debbie Dollarhite, Senior Planner at ddollarhite@cityof.lawton.ok.us or 212 SW 9 th Street, Lawton, OK If communicating by , please confirm receipt of . Amendments If it becomes necessary to revise or amend any part of this RFP, the LMPO will furnish the revision by posting to the LMPO website not later than five (5) days prior to the date set for receipt of submissions. Questions regarding the RFP process and/or LMPO s modeling needs will not be considered an amendment to the RFP unless the response is determined by the LMPO staff to change the intent of the RFP. It will be the responsibility of the proposer to contact the LMPO prior to submitting a proposal to ascertain if any amendments have been issued, to obtain all such amendments, and to acknowledge amendment with the submission. Public Records All proposals submitted in response to this RFP become the property of the LMPO and public records, as such, may be submitted to public review. LMPO Policies and Procedures This RFP does not commit the LMPO to award a contract, to defray any costs incurred in the preparation of the proposal pursuant to the RFP, or to procure or contract for work. The LMPO may reject proposals without providing the reason(s) underlying the declination. Cost is only one factor in the selection process, and as such, an award of this contract to other than the lowest bidder will not result in a cause of action against the LMPO. The LMPO reserves the right to the following: To reject any and all proposals To consider alternatives To waive irregularities To re-solicit proposals To accept any proposals deemed most advantageous to the LMPO To accept or reject any or all submissions received as a result of the RFP To obtain information concerning any or all consultants from any source To request additional information and/or clarification from any or all proposers to this RFP but is under no obligation to do so To approve any substitute personnel or terminate services at the LMPO s sole discretion if the selected consultant undergoes a change of key personnel To seek new submissions when such is determined to be in the best interest of the LMPO

10 RFP LMPO Travel Demand Model Page 10 Federal Contracting Requirements The LMPO requires all contractors to adhere to all applicable Federal Contracting Requirements and such clauses will be included to all contracts. A list of required contract language can be found on the LMPO website: Equal Employment Opportunity The LMPO does not discriminate in any of its programs and activities. The consultant awarded the contract for work will be required to assure that no person shall be denied employment or fair treatment or in any way discriminated against on the basis of race, sex, religion, age, national origin, or disability. In addition to these requirements, since federal funds will be used to finance this project, the successful consultant shall comply with all civil rights requirements applicable to transportation-related projects. Additional Information Proposals submitted on time become the property of the LMPO. Proposals shall be submitted at the time, date, and place specified. The LMPO is not responsible for lateness or non-delivery of mail, carrier, etc., and the date/time stamp of the receptionist shall be the official time of receipt. The proposal shall constitute an offer to perform the services indicated. The LMPO makes no guarantees to any firm until such time the LMPO approves the negotiated contract. The LMPO will not discriminate against any firm submitted a proposal because of race, creed, color, national origin, religion, or disability. This RFP may also be found electronically at