REQUEST FOR PROPOSALS TRAVEL DEMAND MODEL BRISTOL TENNESSEE-VIRGINIA METROPOLITAN PLANNING ORGANIZATION JULY 2014 I.

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1 REQUEST FOR PROPOSALS TRAVEL DEMAND MODEL BRISTOL TENNESSEE-VIRGINIA METROPOLITAN PLANNING ORGANIZATION JULY 2014 I. INTRODUCTION The City of Bristol Tennessee, representing the Bristol Metropolitan Planning Organization (MPO), is requesting proposals from qualified firms to assist in the preparation of the MPO Travel Demand Model. The project will include an update of the current model network in TransCAD format, model validation for the base year 2010, traffic forecasts for interim years 2020 and 2030, and horizon year The project will also include demographic forecasting for population and employment data. This information will be utilized to update the regional long-range transportation plan for the MPO. This project is funded under an agreement with the Tennessee Department of Transportation, Virginia Department of Transportation, and Federal Highway Administration. II. BRISTOL METROPOLITAN PLANNING ORGANIZATION The Bristol Metropolitan Planning Organization (MPO), in cooperation with the Tennessee Department of Transportation and Virginia Department of Transportation, is responsible for transportation planning for the urbanized area under the directives and policies of the U.S. Department of Transportation. The Bristol Urban Area Long-Range Transportation Plan 2035 was adopted in 2011, which provides an overview of the existing transportation system and evaluates future transportation improvements for the urbanized area. The MPO is initiating a major update to the long-range transportation plan with this RFP for the Travel Demand Model. The Census 2010 designation of the Bristol Tennessee/Virginia Urbanized Area resulted in two significant issues impacting the Bristol MPO. The 2010 Bristol UZA has been expanded to the north to include additional territory in Washington County, Virginia as well as the town of Abingdon, Virginia. In Tennessee, the Bluff City/Piney Flats area [previously part of the Census 2000 Bristol UZA] has been designated as part of the Johnson City, Tennessee Urbanized Area. Both of these changes have resulted in major adjustments of the Bristol Metropolitan Planning Area, which will affect the geography of the traffic model network [the existing TransCAD model for the MPO was based on the Census 2000 urbanized area boundary]. Figure 1 provides a comparison of the Census 2000 and Census 2010 Bristol UZAs. The current Metropolitan Planning Area for the Bristol MPO includes the includes the City of Bristol Tennessee, the City of Bristol Virginia, the Town of Abingdon, Virginia, and a portion of Sullivan County, Tennessee and Washington County, Virginia (Figure 2).

2 Figure 1 Figure 2 2

3 III. Study Area The Study Area for the Travel Demand Model has been expanded beyond the MPO s planning boundary to account for topographic features and peripheral travel patterns which impact the regional model network and traffic volumes. In addition, the modeled network was extended to encompass additional area for potential regional air quality modeling at a future date. The Study Area for the Bristol MPO Travel Demand Model is represented by Figure 3, and includes 150 Traffic Analysis Zones. Figure 3 IV. SCOPE OF SERVICES At a minimum, the selected consultant will follow all policies and procedures contained in the latest Travel Demand Model Calibration and Validation Guidelines and the TDOT MPO Model Approval Procedures for the Tennessee Department of Transportation as well as requirements established by the Federal Highway Administration. The model will be reviewed in stages by TDOT personnel and must be certified as acceptable by the TDOT Long-Range Planning Division for use in the Bristol MPO transportation plan. As applicable, the consultant will utilize the TDOT checklists for each stage of the model development and submittal for review. 3

4 Although air quality modeling is not included in this scope of services, outputs from the model may be used as input to the Environmental Protection Agency s (EPA) Motor Vehicle Emission Simulator (MOVES) air quality model at a future date. The Consultant will be responsible for assuring the TransCAD model is developed to accommodate requirements for air quality modeling including time-ofday modeling for AM peak, PM peak, and off-peak forecasted traffic volumes per link. However, air quality modeling is not included in this scope of services. Professional services provided will consist of the following: Conduct a study design phase to determine methodologies and modeling procedures; Develop, calibrate, and validate the model to a 2010 base year; Develop future year forecasting models for interim years of 2020, 2030, and horizon year 2040; Develop a model interface and provide an instructional manual for use. Task 1 Data Collection and Study Design: The Consultant will begin the data collection process upon receipt of the Notice to Proceed. The MPO will provide available existing data including: Existing Travel Demand Model with year 2007 highway network and 2010 E+C network; Aerial photography to the nearest year available; Base year 2010 highway network data and roadway attributes; Existing plus committed (E+C) network data; Traffic Analysis Zone boundaries; Year 2010 population and employment data by TAZ; Base year 2010 traffic counts keyed to the model network; Speed and vehicle classification data, where available; Screen-line and cut-line locations; Truck route restrictions; ATRI (Truck) data and Transearch (Global Insight) commodity flow data [provided by TDOT]; and TDOT s model development and approval guidelines. Prior to the kick-off meeting, the Consultant will develop a project work plan identifying the project tasks, deliverables, and milestones. The work plan will identify the steps necessary for completion and adoption of the new travel demand model. In conjunction with the data collection, the Consultant will initiate development of a study design for the model structures and forecasting methodologies. Task 2 Kick-Off Meeting The Consultant will review the data provided by the MPO and develop an agenda of topics and/or issues to be addressed at the kick-off meeting. At a minimum, the kick-off meeting between the Consultant and MPO should address the following: Project schedule; Administrative/accounting procedures; Available data and additional data needs; 4

5 Model performance standards; Documentation and deliverable formats; Review and approval protocols among the project team, MPO, TDOT, and VDOT; Any additional elements required to finalize the model study design. Deliverable: The Consultant will prepare a technical memorandum to document the decisions made during the kick-off meeting and study design phase. This will include the proposed model structure of each model component, the methodologies to be used developing the model, and procedures and data to be used for the calibration and validation of the model. The technical memorandum will be provided in electronic file (PDF) format to the MPO, TDOT, and VDOT for review. Task 3 Base Year Model Development, Calibration, and Validation Based on the data collection and model study design criteria established in Task 1, the Consultant will develop the base year 2010 model utilizing the link and node attributes provided by the MPO. Standard travel modeling procedures will include: Demographic and employment data preparation; Highway network development for the new base year 2010; Development of trip generation models; Development of trip distribution models; Incorporation of a freight model generation and distribution of truck trips; Development and distribution of External-External and External-Internal trips; Traffic assignment; and Calibration and validation for each model component [utilizing the Minimum Travel Demand Model Calibration and Validation Guidelines for the State of Tennessee]. Deliverable: The Consultant will prepare a technical memorandum to document the final model structure, initial and adjusted model parameters, and the validation results based on the TDOT calibration and validation guidelines. The deliverable will include the assignment file for the base-year model. The technical memorandum will be provided in electronic file (PDF) format to the MPO, TDOT, and VDOT for review Task 4 Future Year Model Development The Consultant will develop the horizon year model for 2040, and interim year models for year 2020 and Activities associated with the future year model development process will include: Demographic and employment data forecasting for the model years 2020, 2030 and 2040 (In addition, demographic projections will also include the outlying years 2045 and 2050 for the MPO s future use); o Develop population and employment projections based on historical rates of growth (or decline) in super-districts comprising TAZs; and o Distribution of population and employment growth (or decline) to each TAZ based on the consensus of local planning staffs; 5

6 Highway network development based on the E+C project list; Future year external trip forecasts based on the growth rate at each external station. Deliverable: The Consultant will provide a technical memorandum documenting the forecasting methodologies for the future year models, finalized growth rates at external stations, and the model results for the horizon year based on the E+C network scenario. The deliverable will include the associated assignment files. The technical memorandum will be provided in electronic file (PDF) format to the MPO, TDOT, and VDOT for review. Task 5 Model Review and Approval The Consultant will coordinate with TDOT and VDOT during the model development process in accordance with the communication protocols established at the kick-off meeting. In accordance with TDOT s MPO Model Approval Procedures, the existing plus committed highway network, interim and horizon year model files, and the model results for year 2040 on the E+C network will be submitted electronically to TDOT for review and approval. Comments from the review agencies will be addressed and model adjustments will be made as needed. Deliverable: TDOT certification of the Model for use in the MPO Long-Range Transportation Plan. Task 6 Future Year Scenario Model Runs The MPO will define the future year network scenarios for various stages of the LRTP update. For each future year scenario, the MPO will provide the Consultant a list of projects identifying the project termini, capacity improvements, and anticipated completion dates. The Consultant will modify the master highway network to include the identified projects in the future year models. The Consultant will conduct up to five (5) future year scenario model runs for the MPO. Deliverable: The Consultant will provide the MPO loaded highway network and associated link performance measures and assignment files for each model run in native TransCAD database format. Task 7 Model Interface Development The Consultant will develop an interface for model usability (or update the existing model interface accordingly). The MPO interface should provide the following functions: Ability to conduct model runs step-by-step or all-at-once; Ability to save and retrieve analysis year, network alternative, and input and output files; Ability to search, add, delete, and modify future year projects in the master network; and Ability to generate text reports. The Consultant will include a model user s manual to document instructions for: Installing the model; Using the model interface; 6

7 Managing scenarios; Structuring of input and output files, including export of output files to Excel; Using model reports and maps; and Provide a tool to automatically aggregate the model results and calculate performance measures which can be imported into the EPA s MOVES air quality modeling software. Deliverable: Bristol Travel Demand Model User s Manual in electronic (PDF) file format. Task 8 Training Conduct a one-day training on-site or remotely by live meeting and voice conference call. At a minimum, the training should address the following items: Model installation procedures; Model interface; Conducting model runs; Scenario management; Procedures for adding additional model scenarios; and Extracting useful data from the model. Final Deliverable: Final base-year and future-year travel demand models on DVD. Two bound copies and one electronic copy (PDF format) of the following final model documentation. Technical Memorandums Bristol Travel Demand Model User s Manual An electronic version of the final documentation will be provided to both TDOT and VDOT. V. COMPENSATION The method of payment for the base contract will be lump-sum. Any additional work performed by the Contractor, at the request of the MPO beyond the tasks identified, will be compensated to the Contractor at standard hourly rate(s) for time and materials and will require prior written approval. VI. PROPOSAL CONTENT Firms wishing consideration should provide the following information:. A. Firm name, business address, and telephone number including a point of contact for additional information. B. Type of organization (individual, partnership or corporation). If applicable, identify if the firm is certified with the Tennessee Department of Transportation as a Disadvantaged Business Enterprise. 7

8 C. Profile of the firms experience, qualifications, and technical capabilities in conducting similar projects. D. Names of personnel who will be assigned to the project team and their qualifications and experience in traffic demand modeling. E. Any services anticipated to be provided by subcontractors. F. Brief description of project understanding, general approach and methodologies to complete each task, and generalized time table to complete the project. (This section can include alternatives and/or additional items not specifically identified in the Scope of Services). G. The Proposals shall be signed by an authorized representative of the firm. H. Voluntary Title VI disclosure to provide statistical information in reference to Title VI of the Civil Rights Act of VII. Submittal Information and technical questions on the RFP or Scope of Services may be directed to Mr. David Metzger, Bristol MPO Traffic Engineer, at or via at A. All submittals must be mailed or delivered to Rex Montgomery, Transportation Planning Manager, City of Bristol Tennessee, Ewell L. Easley Municipal Annex, th Street, Bristol, TN B. All submittals must be received by the City prior to 2:00 P.M. local time on Tuesday, August 19, One (1) original and four (4) copies of the proposal shall be enclosed in a sealed opaque envelope clearly marked Bristol MPO Travel Demand Model. C. The proposals will not be publicly opened. All proposals will be treated as confidential throughout the evaluation process to the fullest extent permitted by law. After completion of the evaluation of proposals, all submitted materials will constitute public records which are subject to public inspection and copying under Tennessee law. D. The City reserves the right to reject any or all proposals, to waive technicalities or informalities and to accept any proposal deemed to be in the best interest of the City. E. This Request for Proposals does not commit the City of Bristol Tennessee to execute an agreement, to pay any costs incurred in the preparation of a proposal, or to contract for services. 8

9 VIII. SELECTION PROCEDURES A. Evaluation of Proposals Initial review and screening of firms submitting Proposals will be performed by a Consultant Selection Committee. Selection criteria will be based on the following items: Experience and qualifications of the firm in providing similar services, including past experience in the required disciplines with TDOT, VDOT, and/or other clients. Project Team and Technical staff assigned to accomplish the project and their experience specific to travel demand modeling. The firm s approach, methodology, and schedule to complete the project tasks. At the discretion of the Consultant Selection Committee, firms selected from the initial review and evaluation of proposals may be invited to participate in oral interview(s). B. Contract Negotiation Based on the recommendation of the Consultant Evaluation Committee, the highest qualified firm will be invited to submit a cost proposal. The prospective consultant and the City must come to a mutual agreement on the project scope, technical requirements, and the proposed compensation. Thereafter, the Consultant Evaluation Committee will make its recommendation regarding contract award to the Bristol Tennessee City Council who will make the final decision. If negotiations for proposed compensation are unsuccessful, negotiations shall cease and commence with the second most qualified firm. The City may, at any time, in lieu of continuing negotiations, elect to redefine the scope of the project and invite additional proposals from consultants. Attachment A Title VI Disclosure Attachment B Required Contract Provisions 9

10 ATTACHMENT A Title VI Compliance It is the policy of the City of Bristol Tennessee to ensure equal opportunity in all aspects of its programs and services without regard to race, color, sex, or national origin under Title VI of the Civil Rights Act of This policy applies to the administration of programs, facilities, benefits, or services that receive assistance from the Federal government. During the performance of this contract, the successful vendor agrees as follows: 1. To comply with the regulations relative to nondiscrimination in Federally assisted programs of the Department of Transportation, Title 49, Code of Federal Regulations, Part 21, (hereafter referred to as Regulations ) as they may be amended. 2. To ensure nondiscrimination on the grounds of race, color, sex, or national origin in the selection and retention of subcontractors, including procurement of materials and lease of equipment. The vendor shall not participate either directly or indirectly in discrimination prohibited by Section 21.5 of the Regulations, including employment practices. 3. That during solicitations either by competitive bidding or negotiation made by the vendor for work to be performed under a subcontract, including procurement of materials or lease of equipment, all potential subcontractors be notified by the vendor of their obligations under this contract and Regulations relative to nondiscrimination on the grounds of race, color, sex, or national origin. 4. That all information and reports required by the Regulations be readily accessible by the City of Bristol Tennessee or the Tennessee Department of Transportation as may be pertinent to ascertain compliance with the Regulations. 5. That in the event of noncompliance with the nondiscrimination provisions of the contract, the City shall impose contract sanctions as it or the Tennessee Department of Transportation may determine to be appropriate, including but not limited to: a. Withholding payments until compliance is made, and/or b. Cancellation, termination, or suspension of the contract, in whole or in part. 6. That the vendor includes these provisions in all subcontracts, including procurement of materials and leases of equipment. Page 1 of 2

11 ATTACHMENT A Title VI Voluntary Disclosure by Vendors/Contractors The purpose of this request is to provide statistical information related to Title VI regulations. This is a VOLUNTARY disclosure. The information requested pertains to the company owner. Race: White/Caucasian Black/African American Hispanic Asian American Indian and Alaskan native Native Hawaiian or other Pacific Islander Other Gender: Male Female This form will be maintained on file in the Purchasing Department for review by the City of Bristol Tennessee and the Tennessee Department of Transportation Title VI Compliance Office. Page 2 of 2

12 ATTACHMENT B REQUIRED PROVISIONS THAT MUST BE INCLUDED IN ALL GRANTEE AND SUBGRANTEE CONTRACTS Copyrights (49 CFR 18.34) Lobbying (49 CFR 20) Non-Discrimination (49 CFR 200 and 230, 49 CFR 21) Recordkeeping and Retention Requirements (49 CFR 18.42) Suspension and Debarment (49 CFR 18.35) Conflict of Interest Public Accountability Environmental Tobacco Smoke Notations and Statements Licensure Termination for Cause Termination for Convenience 1. Copyrights The Tennessee Department of Transportation may copyright any books, publications, or other copyrightable materials developed in the course of this FHWA funded project. The FHWA reserves a royalty-free, nonexclusive and irrevocable license to reproduce, publish, or otherwise use, and to authorize others to use, the work for Government purposes. 2. Lobbying [Contractor] certifies, to the best of its knowledge and belief, that: a. No federally appropriated funds have been paid or will be paid, by or on behalf of the MPO, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, and entering into any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement. b. If any funds other than federally appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with is grant, loan, or cooperative agreement, the [Contractor] shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. c. [Contractor] shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including sub-grants, subcontracts, and contracts under grants, loans, and cooperative agreements) and that all subrecipients of federally appropriated funds shall certify and disclose accordingly. Page 1 of 4

13 ATTACHMENT B 3. Non-discrimination [Contractor] hereby agrees, warrants, and assures that no person shall be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of this Contract or in the employment practices of [Contractor] on the grounds of handicap and/or disability, age, race, color, religion, sex, national origin, or any other classification protected by Federal, Tennessee State constitutional, or statutory law. [Contractor] shall, upon request, show proof of such nondiscrimination and shall post in conspicuous places, available to all employees and applicants, notices of discrimination. 4. Maintenance of Records [Contractor] shall maintain documentation for all charges against the MPO. The books, records and documents of [contractor], insofar as they relate to work performed or money received under the contract, shall be maintained for a period of three (3) full years from the date of final payment and shall be subject to audit at [Contractor s] offices, at any reasonable time and upon reasonable notice by the MPO or its duly appointed representatives. The financial records shall be maintained in accordance with generally accepted accounting principles. 5. Suspension and Debarment [Contractor] warrants that no part of the total Contract Amount shall be paid directly or indirectly to entities who are debarred or suspended, or otherwise excluded from or ineligible for participation in Federal assistance programs under Executive Order of February 18, 1986 (3 CFR, 1986 Comp., p. 189). 6. Conflicts of Interest [Contractor] warrants that no part of the total Contract Amount shall be paid directly or indirectly to an employee or officials of the State of Tennessee as wages, compensation, or gifts in exchange for acting as an officer, agent employee, subcontractor, or consultant to the MPO in connection with any work contemplated or performed relative to this Contract. 7. Environmental Tobacco Smoke Pursuant to the provisions of the federal Pro-Children Act of 1994 and the Tennessee Children s Act for Clean Indoor Air of 1995, [Contractor] shall prohibit smoking of tobacco products within any indoor premises in which services are provided to individuals under the age of eighteen (18) years. [Contractor] shall post no smoking signs in appropriate, permanent sites within such premises. This prohibition shall be applicable during all hours, not just the hours in which children are present. Violators of the prohibition may be subject to civil penalties and fines. This prohibition shall apply to and be made part of any subcontract related to this agreement. Page 2 of 4

14 ATTACHMENT B 8. Licensure The [Contractor] and its employees and all sub-grantees shall be licensed pursuant to all applicable federal, state, and local laws, ordinances, rules, and regulations and shall upon request provide proof of all licenses. 9. Notations and Statements All reports, maps, and other documents prepared as a part of this agreement, exclusive of documents for internal use only by parties hereto, and financed with FHWA "PL" funds shall carry the following notation on the front cover or title page: This report was prepared in cooperation with the U. S. Department of Transportation, Federal Highway Administration, and the Tennessee Department of Transportation. All notices, informational pamphlets, press releases, research reports, signs and similar notices prepared and released by the [Contractor] shall include the statement, "This project is funded (in part) under an agreement with the State of Tennessee, Department of Transportation. 10. Public Accountability If [Contractor] is subject to Tennessee Code Annotated, Title 8, Chapter 4, Part 4 or if this agreement involves the provision of services to citizens by [Contractor] on behalf of the Tennessee Department of Transportation, [Contractor] agrees to establish a system through which recipients of services may present grievances about the operation of the service program, and [Contractor] shall display in a prominent place, located near the passageway through which the public enters in order to receive these supported services, a sign at least twelve inches (12") in height and eighteen inches (18") in width stating: NOTICE: THIS AGENCY IS A RECIPIENT OF TAXPAYER FUNDING. IF YOU OBSERVE AN AGENCY DIRECTOR OR EMPLOYEE ENGAGING IN ANY ACTIVITY WHICH YOU CONSIDER TO BE ILLEGAL, IMPROPER, OR WASTEFUL, PLEASE CALL THE STATE COMPTROLLER S TOLL-FREE HOTLINE: Termination for Cause If the [Contractor] fails to properly perform its obligations under this agreement in a timely or proper manner, or if the [Contractor] violates any terms of this agreement, the MPO shall have the right to immediately terminate the agreement and withhold payments in excess of fair compensation for completed services. Notwithstanding the above, the [Contractor] shall not be relieved of liability to the MPO for damages sustained by virtue of any breach of this agreement by the [Contractor]. Page 3 of 4

15 ATTACHMENT B 12. Termination for Convenience The agreement may be terminated by either party by giving written notice to the other, at least seven (7) days before the effective date of termination. Should either party exercise this provision, [Contractor] shall be entitled to reimbursement for authorized expenditures and satisfactory services completed as of the termination date, but in no event shall the MPO be liable to [Contractor] for any service which has not been rendered. The final decision as to the amount, for which the MPO is liable, shall be determined by the MPO. In the event of disagreement, the matter shall be resolved in accordance with the Dispute Resolution clause of the Agreement. Page 4 of 4