Request for Proposal for Strategic Plan for Transportation Services

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1 Brooklyn Navy Yard Development Corporation Request for Proposal for Strategic Plan for Transportation Services Brooklyn Navy Yard Development Corporation 63 Flushing Avenue, Unit #300 Building 292, 3 rd Floor Brooklyn, NY

2 Contents I. Introduction... 3 A. General Information... 3 B. Proposal Timeline... 3 C. Submittal Instructions... 3 D. Requests for Clarification... 4 E. Evaluation Criteria... 4 F. Proposal Submission... 5 G. Awarding of Business... 5 H. Contract Term... 6 II. Brooklyn Navy Yard Overview... 6 A. Brooklyn Navy Yard Development Corporation... 6 B. Transportation System Overview... 6 C. Parking... 6 D. Shuttle Service to Subways... 7 E. On-Call Shuttle Service Within The Yard... 7 F. Public Transportation... 7 III. Proposal Requirements... 7 A. Scope of Services Requested... 7 B. Proposal Specifications... 8 IV. General Terms and Conditions... 9 A. Modification of Proposals... 9 B. Withdrawal of Proposals C. Reserved Rights D. Exceptions E. Other Terms F. Notice to Vendors V. DECLARATION OF UNDERSTANDING VI. CONFIRMATION OF VENDEX COMPLIANCE

3 I. Introduction A. General Information The purpose of this Request for Proposals (RFP) is to obtain the services of a qualified firm to provide a Strategic Plan for Transportation Services at the Brooklyn Navy Yard in order to efficiently serve a growing tenancy and population. The Brooklyn Navy Yard Development Corporation (BNYDC) is the not-for-profit corporation that manages the Brooklyn Navy Yard on behalf of its owner, the City of New York. BNYDC's mission is to promote local economic development and job creation, develop underutilized areas and oversee modernization of the Yard s infrastructure and assets while maintaining its historical integrity. The 300-acre industrial park on the Brooklyn waterfront, once the site of one of the nation s most storied naval shipbuilding facilities, is now home to over 330 industrial tenants. Currently there are 7,000 people that work in the Yard. They commute via car, bus, subway, bike and walking. BNYDC must develop a strategy to meet the transportation demand of its tenants, with the goal of minimizing vehicle commutes, and making public transport commutes attractive. We expect that the Strategic Plan will focus on the efficiency of Yard workers commute to and from their jobs, given the constraints of the Yard s limited parking facilities and opportunities for increased mass transit/shuttle service. B. Proposal Timeline The following is a list of key dates up to and including the date proposals are due to be submitted: RFP Milestones Date Request for proposal issued 11/24/14 Proposals due (before 5:00 P.M.) 12/19/14 Short list firms notified Soon thereafter Oral presentations Week of 1/5/15 Contract date TBD C. Submittal Instructions Proposals must be in writing. Proposers shall submit one (1) original and six (6) copies and one (1) copy in electronic format (PDF preferred) of its proposal. Proposals sent via telecopy, fax, telegraph, or ed will be rejected. Each proposal shall be submitted in a sealed envelope with the outside of the envelope stating the name of the proposer, its mailing address, its telephone number, and the following identification: 3

4 Proposal for Transportation Strategic Plan If a proposal is delivered by mail or by a parcel service, it shall be enclosed in an inner envelope/package labeled as required in the previous statement, and the inner envelope/package shall be enclosed in a mailing envelope or package. The Certificate of Understanding and Affidavit of VENDEX Compliance attached to this RFP must be signed by an authorized officer in order to be considered. If the proposer is a corporation, limited liability company, or other business organization, the proposal must be submitted in the name of the corporation or business, not simply the corporation s or business s trade name. The proposer must state the corporate or other title of the individual signing the proposal, and shall state that such individual is authorized to act on behalf of the proposer. D. Requests for Clarification A proposer who requests clarification or interpretation of or improvements to this RFP s general terms, conditions, specifications or requirements shall make a written request via which must be received by Shani Leibowitz, Vice President Development and Planning The deadline for submitting clarification questions is December 3, 2014, 12:00 PM. All questions should be sent via only. These questions and responses will be compiled and may be shared with all proposers who are participating in the RFP process by December 8, 2014, 5:00 pm. If Shani Leibowitz determines clarification or further information is necessary, she will issue an addendum to this RFP. The addendum will be issued no later than five calendar days prior to the date set for the receipt of proposals. An addendum extending the date for the receipt of proposals or withdrawing this RFP may be issued at any time prior to the date set for the receipt of proposals. Addenda will be issued via . It is the responsibility of each proposer to provide BNYDC with the name, address, telephone number, address and fax number of the person to whom addenda should be sent. E. Evaluation Criteria An Evaluation Team will independently read, review and evaluate each proposal both quantitatively and qualitatively according to the following criteria: The proposer s concept and proposed solutions, including responsiveness of the proposer to the specifications for services and fit of the methodology and approach to BNYDC s requirements. Demonstrated knowledge of transportation and parking management in campus settings with emphasis on relevant previous work provided to organizations similar in nature and size to BNYDC. 4

5 Strength of references provided verifying the required skills and solutions needed by BNYDC, as well as the supplier s competency, experience, responsiveness, honesty and commitment to the highest ethical standards. Completeness and clarity and overall quality of the written proposal, and the impact of any/all exceptions taken. Competitiveness of the pricing for services. Once each member of the committee has independently read and rated each proposal, based on the criteria listed above, a preliminary evaluation rating will be developed which indicates the group s collective ranking of the highest rated proposals in a descending order. At this point, the committee may conduct interviews with the top ranked firms if deemed necessary. During the interview process, non-binding price proposals and costing data may be discussed. Once these interviews and discussions are completed, including the non-binding estimates of cost, the committee will finalize the rankings, including consideration of costs of services. Final negotiations for a binding estimate of cost will begin with the top ranked firm. If a contract acceptable to BNYDC cannot be negotiated at a price considered fair and reasonable, negotiations shall be terminated with the top ranked firm and negotiations will then proceed with the next highest ranked firm until an agreement is reached. The Evaluation Team will conduct all subsequent negotiations. F. Proposal Submission To be considered, Proposer will provide one (1) original and six (6) copies and one (1) copy in electronic format (PDF preferred) of a proposal on or before 5:00 P.M., Friday, December 19, The proposals shall be delivered to: Shani Leibowitz, Vice President, Development and Planning Brooklyn Navy Yard Development Corporation 63 Flushing Avenue, Unit #300 Building 292, 3 rd Floor Brooklyn, NY BNYDC reserves the right to reject any or all proposals submitted. G. Awarding of Business Upon conclusion of this process, all proposers that participate in the RFP process will be notified of any decisions made by BNYDC. BNYDC reserves the right to withhold all information used in evaluating proposals. BNYDC reserves the right to award none, all or any part of this business to a single supplier or to multiple proposers, as it deems necessary. BNYDC reserves the right not 5

6 II. to award a contract to any of the participating proposers. H. Contract Term BNYDC intends to award the proposal to one firm. It is anticipated that this contract will commence the end of January, Brooklyn Navy Yard Overview A. Brooklyn Navy Yard Development Corporation BNYDC is a not-for-profit corporation whose mission is to improve the economic potential of Brooklyn by developing and maintaining the Brooklyn Navy Yard (BNY), a former naval shipbuilding facility that is now an industrial and commercial park that serves as a center for small and medium-sized business development on behalf of its owner, the City of New York. Approximately 7,000 people work at the Yard each business day. Based on current in-process development, we project that there will be between 12,000 and 14,000 people working in the Yard within five years. The Yard is open for business 24 hours a day, 7 days a week. B. Transportation System Overview Currently, BNY tenants, workers and visitors travel to the yard via their own cars, bicycles, pedestrian walkways, public transportation and a shuttle service from nearby public transportation stops. Multiple access points across the Yard allow tenants and visitors to enter/exit the Yard through security check-points. Low-cost parking is available throughout the Yard at any open location, though the supply of available spaces is insufficient to meet expected demand when the population doubles. BNYDC currently operates a shuttle service which will serve as the cornerstone of the Strategic Plan. While the current state of transportation services sufficiently supports the existing tenant population, system limitations need to be addressed in order to provide the best long-term solution. Going forward, BNY will need a scalable commuter and intra- Yard transportation system to meet the changing needs of the growing tenant population. BNYDC believes that with robust, reliable shuttle service, Yard workers will be more likely to use mass transit rather than drive. C. Parking The Yard has just over 2,000 parking spaces today to accommodate the roughly one third of people that drive. As the Yard s worker population grows to 14,000 people over the next three to five years, the demand for parking will increase far beyond the current supply. BNYDC has already determined that while parking facilities should be maximized to the extent practical, a majority of currently undeveloped land inside the Yard is better suited for new industrial space that helps BNYDC meet its mission of job creation. Therefore, BNYDC intends to increase and improve its existing shuttle service so that the demand for parking spaces in the Yard does not exceed the supply. 6

7 D. Shuttle Service to Subways The Navy Yard is currently served by a BNYDC-operated shuttle to the subways during peak hours. In the morning there are seven scheduled shuttle runs that transport riders to the Yard from various subway stations: Jay St./Boro Hall; Court Street; York Street; and Broadway Hayward. Certain shuttles make additional pickups at other locations outside the Yard (York Avenue subway; Sands Street; Heyward and Lee Streets, Shafer Landing Ferry Stop) and then all of the shuttles drop riders off at various locations inside the Yard. The service is similar, in reverse, in the evenings. Current ridership statistics are available. E. On-Call Shuttle Service Within The Yard Shuttle service within the Yard is offered between 6 AM and midnight on weekdays. A shuttle can be summoned by requesting one at any of the gates, or by calling the BNYDC Security Desk. The shuttle will pick up at any Yard building, and drop off anywhere else within the Yard or at any of our gates. Current ridership statistics are available. BNYDC currently maintains a fleet of three buses and five vans in order to provide the above transportation services, and employs seven full- and part-time drivers. F. Public Transportation The MTA s B67 bus now runs through the Yard on weekdays between 5 AM and 7 PM, approximately every 20 minutes. The B67 runs from downtown Brooklyn through DUMBO and into the Yard at the Sands Street Gate. It runs through the Yard and out the Clymer Avenue Gate, and then loops around on Wythe Avenue (connecting to the B62) and back through the Yard to downtown Brooklyn and beyond. There are three stops in the Yard, only one of which is within BNY's secured perimeter. There is access security at the one bus stop within the Yard. The nearest subway stops to the Yard are York Street Station stop (F Train), High Street Station stop (A/C Train), and the Clinton/Washington Avenue (G Train), though none is within 0.5 miles of the Yard. III. Proposal Requirements A. Scope of Services Requested The purpose of the Strategic Plan is to enable BNYDC to best meet the commuting needs of its expected population up to 14,000 workers. We expect that the final work product will include an analysis of both key issues and of several possible solutions, a detailed recommended solution and a plan for executing the solution. The Strategic Plan should also include an analysis of investment of capital in transportation infrastructure (facilities; installation of state-of-the-art and industry-standard software solutions) and an analysis of in-sourcing vs. outsourcing transportation solutions. 7

8 B. Proposal Specifications The Proposal shall provide all information necessary for BNYDC to evaluate the suitability of the proposing firm to formulate the Transportation Services Strategic Plan for BNYDC described herein. The proposal shall demonstrate the experience, resources, and capabilities of the Proposer to perform these services. Each Proposer submitting a proposal shall include a statement that they are willing and able to provide and formulate a Strategic Plan as required by BNYDC. The proposal evaluation criteria are set forth in greater detail in Section 1.E. above. The proposal shall contain a CONCISE summary of the subject items described in the proposal evaluation criteria and should include the sections below. Generic boilerplate responses, elaborate brochures, sales literature, and other presentations beyond that which is sufficient to present a complete and effective proposal are not desired. Proposer shall provide the following information and documentation with their proposal documents: I. Supplier Overview a. Briefly describe your company s organization, philosophy, and management, as well as providing a brief history of your company b. Briefly describe what makes your organization unique from other organizations that may submit proposals for BNYDC s consideration c. Provide a summary of your experience working with public sector and nonprofit clients, as well as clients in a campus type setting d. Provide an overview of Transportation Planning and Parking Management credentials e. Provide an overview of your company s experience working with public transportation systems f. Provide an overview of your experience with outsourced transportation models g. Provide any additional information regarding your organization or services that you feel would be beneficial in helping BNYDC to select a firm with Strategic Planning credentials II. Approach & Methodology a. Please describe in detail your proposed approach including any studies that would be performed as part of the engagement b. Provide a detailed description of your company s philosophy and methodology for Transportation Demand Management and Parking Demand Management c. Provide a detailed timeline for activities d. Provide a detailed description of key deliverables, including your process for 8

9 III. IV. providing final recommendations to your clients e. Indicate whether time and materials or fixed fee pricing is proposed for each area of scope f. If time and materials, please provide by level the proposed number of resources, number of hours, hourly rate g. Provide an estimate of the total costs to BNYDC h. Indicate if there are any additional costs outside of fees and travel expenses that are likely to be incurred by BNYDC relating to each piece of work Account Management a. Describe your proposed account management structure b. Specify the individual(s) who would be assigned to the contract, the level of their experience including credentials, related experience, training, and education of the personnel c. Provide the total number of clients that your organization presently has in your New York office, as well as how many clients each of your proposed staff team is currently assigned to d. Provide the location of the office that will have the responsibility for providing services, and any other factors related to the Strategic Plan e. Describe the average response time to questions posed from your clients and how you handle follow up to any outstanding items Qualifications a. Provide a list of four verifiable client references of similar scope and industry, all of who are able to comment on your organization s relevant experience. This list should include at least three active client references that are similar in nature and size to BNYDC and one reference from a former client. Please include company name, contact name, address and telephone number. It is the proposer s responsibility to provide valid reference information and BNYDC reserves the right to use reference checks in its evaluation of proposals IV. General Terms and Conditions A. Modification of Proposals A proposal may be modified or corrected until the date and time those proposals must be received. A modified or corrected proposal received after the date and time that the proposals must be received shall be rejected. A proposer who intends to modify or correct its proposal shall immediately notify Shani Leibowitz in writing of its intentions. A modified or corrected proposal shall be submitted as required and the wording Supersedes all previous submissions shall be noted on the outside of the sealed envelope. 9

10 B. Withdrawal of Proposals A proposal may be withdrawn any time prior to the date and time that proposals must be received. A proposer who intends to withdraw its proposal shall immediately notify the Deputy General Counsel in writing of its intentions. A proposal may not be withdrawn after the date and time that the proposals must be received. C. Reserved Rights All proposal material submitted becomes the property of BNYDC and BNYDC reserves the right at its sole discretion to: a. Reject any and all proposals received in response to this RFP; b. Award a contract to other than the lowest fee proposer; c. Waive, modify or correct any irregularities in proposals received, after notification to the respondent; d. Change the structure of the proposed fee, if such is in the interest of BNYDC; e. Revise the fee as BNYDC may require subsequent to receipt of a competitively bid proposal for the work of construction; f. Extend the time for submission of all proposals after notification to all prospective proposers; g. Terminate negotiations with a selected respondent and select the next most responsive respondent, or take such other action as deemed appropriate if negotiations fail to result in a signed contract within a reasonable amount of time from the commencement of negotiations; h. Terminate or modify the RFP process at any time and reissue the RFP; i. Approve or reject any sub-consultants proposed by the consultant; j. Request a change of any sub-consultant at any time in the contract process; and k. Retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. D. Exceptions All exceptions shall be stated, no matter how seemingly minor. Any exceptions not taken shall be assumed by the proposer to be included in the proposal, regardless of the cost to the proposer. 10

11 E. Other Terms Any costs incurred by any proposer during the competitive sealed proposal process, including but not limited to the costs incurred in preparing or submitting a proposal, shall be the Proposers sole responsibility. BNYDC will not reimburse a proposer for any such costs. F. Notice to Vendors Pursuant to Local Law 34 of 2007, amending the City's Campaign Finance Law, the City is required to establish a computerized database containing the names of any "person" that has "business dealings with the city" as such terms are defined in the Local Law. In order for the City to obtain necessary information to establish the required database, vendors responding to this solicitation are required to complete the attached Doing Business Data Form and return it with this proposal. (If the responding vendor is a proposed joint venture, the entities that comprise the proposed joint venture must each complete a Data Form.) If the City determines that a vendor has failed to submit a Data Form or has submitted a Data Form that is not complete, the vendor will be notified by the agency and will be given four (4) calendar days from receipt of notification to cure the specified deficiencies and return a complete Data Form to the agency. Failure to do so will result in a determination that the proposal is non-responsive. Receipt of notification is defined as the day notice is ed or faxed (if the vendor has provided an address or fax number), or no later than five (5) days from the date of mailing or upon delivery, if delivered. Required form attached hereto as Appendix B. 11

12 V. DECLARATION OF UNDERSTANDING By signing in the space provided below, the undersigned certifies that the respondent (i) has read and understands the scope and requirements of this project, as described in the RFP and all attachments; (ii) has the capacity to execute this project, (iii) agrees to accept payment in accordance with the requirements of this RFP and the standard Contract, attached hereto, and (iv) will, if its proposal is accepted, enter into the attached Contract with the Brooklyn Navy Yard Development Corporation. The undersigned further stipulates that the information in his Proposal is, to the best of his/her knowledge, true and accurate. Authorized Signature, Title Date Consultant Firm Business Address City State Zip Telephone Number Fax Number Federal Tax Identification Number [ ] Corporation [ ] Partnership [ ] Individual [ ] Other (State) (Seal, if a Corporation) 12

13 VI. CONFIRMATION OF VENDEX COMPLIANCE The Proposer shall submit this Confirmation of Vendex Compliance Name of Proposer: Proposer s Address: Proposer s Telephone Number: Proposer s Fax Number: Date of Proposal Submission: Project ID: VENDEX Compliance: To demonstrate compliance with VENDEX requirements, the Proposer shall complete either Section (1) or Section (2) below, whichever applies. (1) Submission of Questionnaires to MOCS: By signing in the space provided below, the Proposer certifies that as of the date specified below, the Proposer has submitted VENDEX Questionnaires to the Mayor s Office of Contract Services, Attn: VENDEX, 253 Broadway, 9th Floor, New York, New York Date of Submission: By: (Signature of Partner or corporate officer) Print Name: (2) Submission of Certification of No Change to BNYDC: By signing in the space provided below, the Proposer certifies that they have read the instructions in a Vendor s Guide to VENDEX and that such instructions do not require the Proposer to submit VENDEX Questionnaires. The Proposer has completed TWO ORIGINALS of the Certification of No Change. By: (Signature of Partner or corporate officer) Print Name: 13

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