California SRTS Technical Assistance Resource Center (TARC) Request for Qualifications (RFQ) Released: September 20, 2011

Transcription

1 California SRTS Technical Assistance Resource Center (TARC) Request for Qualifications (RFQ) Released: September 20, 2011 DESCRIPTION OF PROJECT Background The Federal Safe Routes to School (SRTS) Program was established in August 2005 as part of Section 1404 of the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU). This program provides funding to states to improve the ability of students to walk and bicycle to school safely. The program has three goals: 1. To enable and encourage children, including those with disabilities, to walk and bicycle to school; 2. To make walking and bicycling to school a safer and more appealing transportation option, thereby encouraging a healthy and active lifestyle from an early age; and 3. To facilitate the planning, development, and implementation of projects and activities that will improve safety and reduce traffic, fuel consumption and air pollution in the vicinity (within 2 miles) of elementary and middle schools (Grades K 8). 1 California s Department of Transportation (Caltrans) receives approximately $23 million each year in SAFETEA-LU SRTS monies that fund both Infrastructure (I) and Non- Infrastructure (NI) projects. As of August 2011, three funding cycles have been issued for California s Federal SRTS Program. Separate from the Federal SRTS program, California also has a complementary legislatively-mandated State Program (SR2S) that provides approximately $24.25 million in annual funding. For more information on these programs in California, visit the Caltrans SRTS webpage. The California SRTS Technical Assistance Resource Center (TARC) is a program of California Active Communities within the University of California, San Francisco (UCSF) in partnership with the California Department of Public Health. TARC is funded by Caltrans through a Federal SRTS grant to assist local communities in creating successful SRTS NI programs through trainings, technical assistance, and resources to implement effective SRTS NI strategies throughout California. Purpose of RFQ TARC is seeking Consultants to submit Qualifications for the following seven (7) proposed Projects. Interested parties may submit Qualifications for one or more of the Projects below or for individual parts of a Project based on their expertise. TARC reserves the right to not fund any of the Projects identified below or to alter the Scope or Schedule of Work for any project. 1. SRTS Program EvaluatioFn: The purpose of this project is to develop and implement an evaluation of California s Federal SRTS, in consultation with TARC. The overall evaluation plan may include both I and NI programs, however the 1 Federal Safe Routes to School Program Evaluation Plan, August Prepared by the National Center for SRTS.

2 evaluation conducted by the Consultant will assess only the NI programs. The proposed approach to accomplish this includes: 1) working with TARC to establish and facilitate an Evaluation Advisory Committee; 2) developing an Evaluation Plan to determine the effectiveness of SRTS I and NI programs in California; 3) conducting an evaluation of the SRTS NI program in California based on the Evaluation Plan and in consultation with TARC staff; and 4) preparing report(s) highlighting the evaluation results. The Evaluation Plan should consider the National Center for SRTS Evaluation Plan (2011) and any current and past California Safe Routes to School evaluations. 2. SRTS Educational Resource Materials: The purpose of this project is to develop/adapt educational resource materials related to the promotion of SRTS and safe walking and bicycling among California s diverse cohort of children and youth. 3. SRTS Education and Training: The purpose of this project is to develop and conduct in-person presentations/trainings for local California SRTS programs to advance SRTS efforts. It also includes conducting webinars on a variety of SRTS topics. This may include topics such as SRTS education, encouragement, enforcement, evaluation, or other relevant topics. 4. Rural Resource Toolkit: Part I of this project will develop content for a resource guide that California s rural communities and small towns can use to develop and implement successful SRTS programs given local constraints. Part II of the project includes developing resources to enable effective collaboration between grassroots community members and local stakeholders to promote and encourage SRTS projects in underserved areas. 5. Low-Income/Underserved Community Needs Assessment: The purpose of this project is to research, assess, and evaluate the unique challenges and opportunities for SRTS NI programs in California s diverse low-income and underserved communities. The Consultant will develop a report of findings and potential solutions to address identified needs. 6. Youth Engagement in SRTS: The purpose of this project is to create a training program for use by California middle schools and non-profit organizations that will develop youth leaders for SRTS programs in California communities, with a particular focus on middle-school aged youth in underserved communities. 7. Educational Resource Materials for Tribal Communities: The purpose of this project is to create educational resources to promote SRTS and address concerns related to SRTS in California s federally-recognized Native American Tribal communities. SCOPE AND SCHEDULE OF WORK A proposed Scope and Schedule of Work (SOW) for each Project is outlined below. TARC reserves the right to alter any Scope and Schedule of Work. 1. SRTS Program Evaluation: Anticipated Schedule of Work is January 31, 2012 May 31, The SOW for this project may include: Page 2 of 11

3 a. Work with TARC to convene a SRTS Evaluation Advisory Committee to provide input into the evaluation and guide potential evaluation goals. Committee will convene at least quarterly in person in Sacramento or by phone. b. In collaboration with TARC/UCSF evaluation team and based on input from the SRTS Evaluation Advisory Committee, the Consultant will develop an Evaluation Plan for California s Federal SRTS Program. Plan should consider the National Center for SRTS Evaluation Plan (2011) as well as any current or past California Safe Routes to School evaluations in development, research, and completion. c. Conduct evaluation based on the Evaluation Plan, in consultation with TARC. d. Prepare report(s) highlighting results of the evaluation for web-based distribution. 2. SRTS Educational Resource Materials: This Project will involve multiple Consultants and multiple awards occurring at various times based on the needs of the project. The SOW for this project may include: a. Work with TARC to identify resource gaps. b. Research and develop educational materials based on specific topics or target audiences relevant to SRTS in California. c. Conduct webinar presentations highlighting the educational materials developed and how they may be used to enhance local program activities. 3. SRTS Education and Training: This Project will involve multiple Consultants and multiple awards occurring at various times based on the need of the project. The SOW for this project may include: a. Conduct research to develop or adapt effective presentations/trainings and collateral materials requested by relevant stakeholders. b. Conduct local trainings or workshops, including logistics and in-state travel to be approved by TARC. c. Develop and deliver webinar presentations on SRTS topics. d. Provide PDF copies of all presentation and collateral materials to be archived by TARC. 4. Rural Resource Toolkit: Anticipated Schedule of Work is January 31, 2012 December 31, This Project is likely to require multiple Consultants. Applicants are encouraged to submit Qualifications for the parts of this Project that align with their expertise. The SOW for this Project may include: a. Part I: Conduct needs assessment to identify challenges to implementing Page 3 of 11

4 active transportation to school projects faced by California s rural communities. b. Part I: Provide content for TARC to utilize in a how-to guide to developing and implementing successful SRTS projects in rural areas/small towns where children have the capacity to walk or bicycle to school. c. Part I/II: Develop a series of practical case studies on successful SRTS programs or program elements in various types of rural communities. d. Part II: Develop a resource guide to educate community members about working effectively with local stakeholders to promote SRTS projects in underserved areas. 5. Low-Income/Underserved Community Needs Assessment: Anticipated Schedule of Work is January 31, 2012 December 31, The SOW for this project may include: a. Conduct online and/or community-based research to assess and evaluate the unique challenges and opportunities in California s diverse low-income and underserved communities. b. Analyze findings and develop a report of findings and potential solutions to address identified needs. 6. Youth Engagement in SRTS: Anticipated Schedule of Work is January 31, 2012 June 30, This project may require multiple Consultants. The SOW for this project may include: a. Develop an inventory of existing youth engagement training materials being used in California and best practices nationwide that lend themselves to be adapted for SRTS. b. Develop a training manual for California teachers and non-profit organizations to work with students on youth engagement, including resource materials and exercises to be used inside and outside of the classroom. c. Pilot test new materials in underserved California communities. d. Develop electronic tools/presentations for school administrators to help expand the program throughout California. e. Conduct trainings on the program throughout California. f. Provide PDF copies of all presentation and collateral materials to be archived by TARC. 7. Educational Resource Materials for Tribal Communities: Anticipated Schedule of Work is January 31, 2012 December 31, The SOW for this project may Page 4 of 11

5 include: a. Conduct a needs assessment to identify challenges that California s federally-recognized Native American Tribal communities face in implementing active transportation to school projects. b. Develop educational resources, possibly including case studies, on implementing SRTS in California s federally-recognized Native American Tribal communities. APPLICATION FORMAT AND REQUIREMENTS Applicants must submit a separate Application Package for each Project they are interested in. Applicants can submit an Application Package for a whole Project or parts of a Project, based on expertise (must be specified on Application Cover Page). Items 1 5 outlined below must be included in all Application Packages. Application Package Contents 1. COVER PAGE (See page 9 of RFQ) 2. MINIMUM QUALIFICATIONS CHECKLIST (See pages of RFQ) 3. STATEMENT OF QUALIFICATIONS (SOQ) Prepare a narrative SOQ relaying the qualifications of the Consultant to conduct the work outlined in the aforementioned Scope and Schedule of Work. Narrative SOQ shall not exceed five (5) pages, singlespaced, with a minimum font size of 12. Each SOQ should include the following items: Names, titles, and qualifications of key personnel proposed for the contract Related projects that key personnel have worked on Qualifications and experience of the Consultant organization/firm Organizational chart (if applicable) References (minimum of three) 4. CURRICULUM VITAE (CV)/RESUME Required for key personnel proposed for the contract. 5. SAMPLE MATERIALS (optional) METHOD AND CRITERIA FOR CONSULTANT SELECTION TARC will review all responses to the RFQ and select the most qualified Consultants for further evaluation, including negotiation of final scope and cost proposal. The following selection process will rank applications by assigning points and then the top three applicants for each Project will be interviewed. A maximum total of 100 points is possible. The following criteria shall be used in the evaluation of Consultant SOQ: Page 5 of 11

6 Criteria Consultant s understanding of the work to be done and of Californiaspecific needs. All qualifications and performance data submitted by the Consultant relevant to the project team, including a verification of data and references. Amount and level of demonstrated experience with work similar to the identified project area. Consultant s demonstrated capability to be innovative and familiar with the best strategies/practices for the project area. Quality of Consultant s demonstrated performance (including quality of materials developed, ability to meet timelines, and effectively accomplish deliverables) in similar projects. Maximum Points Possible 10 points 25 points 20 points 20 points 25 points After the applications are evaluated, a minimum of three of the most qualified applicants for each Project may be invited for an oral interview. Final Consultant ranking will be based on SOQ application score, interview results, and check of references. After the interviews, TARC will negotiate contracts with the selected applicants, including negotiating a final scope of work and a cost proposal that includes a budget narrative. An applicant may be considered for and awarded more than one Project. Anticipated Timeline for Consultant Selection Process Issue RFQ September 20, 2011 Application Packages due October 20, 2011 Review of submitted Application Packages October 21, 2011 November 5, 2011 Notify Consultants of Short List By November 5, 2011 Interviews of Top-Ranked November 5, 2011 November 30, 2011 Consultants Develop Final Ranking By December 5, 2011 Conduct Scoping Meeting Request Cost Proposals from each Selected Consultant Perform Negotiations with selected Consultants Exact dates to be determined based on Program need. Estimated to occur between December 5, January 10, Page 6 of 11

7 UNDERUTILIZED DISADVANTAGED BUSINESS ENTERPRISE (UDBE) CONTRACT GOAL TARC has not established an Underutilized DBE (UDBE) goal for the projects identified in this RFQ. However, applicants are encouraged to obtain DBE participation for each Project. Additional information on DBE participation can be found in Chapter 9 of the Caltrans Local Assistance Procedures Manual ( GENERAL INFORMATION 1. TARC reserves the right to request additional information from any and all applicants. 2. TARC reserves the right to reject any and all applications. All late or incomplete application packages will not be considered. TARC shall have sole discretion in determining the completeness of each application. 3. Unless specifically prohibited in the application, TARC may contact past clients for references. 4. The terms and scope of the contract will be determined on the basis of professional negotiations between TARC and the prospective Consultant. If TARC and the prospective Consultant fail to reach a contractual agreement, TARC may negotiate with any other top selected Consultant. 5. After the selection of the Consultant, all applicants will be notified of TARC s decision. 6. This RFQ is being distributed with the understanding that the Consultant is fully responsible for any costs associated with the preparation of a response to this RFQ. 7. TARC reserves the right to request and obtain, from one or more of the Consultants submitting proposals, supplementary information as may be necessary for TARC staff to analyze the SOQ applications pursuant to the Consultant selection criteria. 8. Deliverables resulting from Projects will be property of TARC, and the Consultant will provide all information which TARC may reasonably request for the purpose of allowing TARC to fully exercise its proprietary rights. Additionally, all materials developed will be reviewed and edited to meet state document standards. 9. TARC reserves the right to not fund one or more projects or portions thereof listed in this RFQ. Page 7 of 11

8 TO SUBMIT YOUR APPLICATION The deadline for Consultant submittals is 5:00 PM PDT, October 20, One electronic ( ) copy of the Application Package in Word or PDF format shall be submitted to: Maria Altamero California SRTS Technical Assistance Resource Center California Active Communities QUESTIONS For questions about this RFQ, please contact: Patti Horsley, MPH California SRTS Technical Assistance Resource Center California Active Communities Phone: Thank you for your consideration of this RFQ. TARC looks forward to receiving your submission. Page 8 of 11

9 APPLICATION COVER PAGE This page must be included in your Application Package. Consultant Contact: Title: Organization (write N/A if not applicable): Address: Phone Number: Address: Please mark the Project included in this Application Package (Submit a separate Application Package for each Project you are applying for.) SRTS Program Evaluation SRTS Educational Resource Materials SRTS Education and Training Rural Resource Toolkit Low-Income / Underserved Community Needs Assessment Youth Engagement in SRTS Educational Resource Materials for Tribal Communities If you are submitting Qualifications for one part of a project (and not the whole), please indicate that part here. Application Package Checklist Application Cover Page Minimum Qualifications Checklist Statement of Qualifications CV/Resume(s) Sample Materials (optional) Page 9 of 11

10 MINIMUM QUALIFICATIONS CHECKLIST This checklist must be included in your Application Package. Unless marked Preferred, the items below should be considered minimum qualifications for the Project. Applicants must meet these minimum qualifications to be considered. Directions: Answer each of the following questions with either a YES or NO for only the project areas you are submitting Qualifications for. Any multiple or confusing responses to any item will be read as a No. General YES NO Does your organization have at least 3 years experience managing contracts and budgets? Does your organization have the ability to implement the project (e.g., pilot test or conduct training) in the State of California? SRTS Program Evaluation Does your organization have experience conducting evaluation of SRTS, public health, or similar programs? Does your organization have experience evaluating complex, statewide programs? SRTS Educational Resource Materials in SRTS education, encouragement, enforcement, policy, or program development? developing health education materials related to SRTS? SRTS Education and Training developing and conducting in-person trainings on SRTS? developing and conducting educational webinars? (preferred) Has your staff completed the National SRTS Training through the National Center for SRTS? (preferred) Page 10 of 11

11 Rural Resource Toolkit YES NO Part I Requirement: Does your organization have a minimum of 2 years experience implementing SRTS programs in California s rural communities? Part I Requirement: Does your organization have a minimum of 2 years experience developing and implementing SRTS or active transportation-related policies, programs, and tools in California s rural communities? Part II Requirement: Does your organization have a minimum of 2 years experience educating community members on working effectively with local stakeholders to promote SRTS projects in underserved areas? Low-Income / Underserved Community Needs Assessment Does your organization have a minimum of 3 years experience conducting needs assessments in low-income communities? Does your organization have experience with SRTS? (preferred) Does your organization have experience working in communities where at least 50% of the population lives in households at or below 185% of the Federal Poverty Level? (preferred) Youth Engagement in SRTS working on SRTS and civic engagement? developing youth-oriented SRTS materials? Does your organization have experience working on SRTS in underserved or low-income California communities? Educational Resource Materials for Tribal Communities working on SRTS, public health, or active transportation projects in Native American Tribal communities? Page 11 of 11