CITY OF ROCHESTER, NEW HAMPSHIRE INVITATION TO BID

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1 CITY OF ROCHESTER, NEW HAMPSHIRE INVITATION TO BID REQUEST FOR PROPOSALS City of Rochester, New Hampshire Office of Planning and Development The City of Rochester is accepting sealed bids for Rochester NH Transportation Master Plan. Bids must be submitted in a sealed envelope plainly marked as follows: City of Rochester Transportation Master Plan RFP Office of Planning and Development Bid # City of Rochester, New Hampshire, Purchasing Office 31 Wakefield St. Rochester, NH Attn: Purchasing Agent All bids must be received no later than April 20, 2018 at 2:15 p.m. Actual bid opening will be at Rochester City Hall, 31 Wakefield St., Rochester, NH 03867, at 2:30 p.m. No late bids, faxed, e- mailed or telephone bids will be accepted. Bid proposals and specifications may be obtained by visiting ing purchasing@rochesternh.net, or by contacting the Purchasing Agent at City Hall (603) All bid questions must be submitted in writing ( preferred) to the Purchasing Agent. Bidders are to monitor the City s website for addendums and postings of all bid questions and answers. All bid proposals must be made on the bid proposal forms supplied, and the bid proposal forms must be fully completed when submitted.

2 CITY OF ROCHESTER, NEW HAMPSHIRE BID #18-24 City of Rochester Transportation Master Plan RFP BID SPECIFICATIONS The City of Rochester is requesting qualifications, pricing information and availability to create a Transportation Master Plan. This plan shall be finished and available for adoption no later than June 30, Introduction The City of Rochester (the City) is seeking proposals for the preparation of a Transportation Master Plan to analyze the City s current and future needs. The City has several road classifications including rural/scenic, local, collector, and arterial (which includes state routes and the Spaulding Turnpike/Route 16). The Spaulding Turnpike serves not only the City but also as a gateway to the lakes and mountain regions. There are multiple modes of alternative transportation within the City including pedestrian, bicycle, commercial rail, public bus, and a small state-owned airfield known as Skyhaven Airport. It is important to understand that transportation is more than just enhancing vehicle traffic flows. It also includes enhancing bicycle and pedestrian facilities and street designs that create healthy, vibrant neighborhoods and downtowns. The consultant must also agree to comply with all applicable federal, state, and local laws, statutes, codes, ordinances, and regulations, including Title VI, Section 504, and the Americans with Disability Act. 2. Goals and Objectives The goal of this project is to create a range of strategies that will enhance the City s transportation system. It is critical to improve and increase the capacity of our road network to best serve the current and projected residential and commercial growth as well as the changing demographic populations within the City. A clear and achievable Implementation Strategy shall be developed to expand and improve the transportation system within the City over the next 25 years. It is important for this project to address issues such as road capacity, downtown traffic, traffic calming, access management, bicycle traffic, pedestrians, sidewalks, crosswalks, public transit, Traffic Demand Management (TDM), truck traffic, rail service, the airport, and complete streets. Other issues may arise as the process unfolds. These goals and objectives will be achieved through a variety of strategies that will include, but are not limited to, data analysis, community surveys and forums, and meetings with City staff, the City s Planning Board, the City Council, and other committees as needed. Page 2 of 10

3 The proposal is to include a schedule with an anticipated timeline for completion, including start date, progress meetings, and draft reports in advance of a final presentation prior to the end of the Rochester Fiscal Year The final report must be presented in electronic and printed format for dissemination to the widest audience possible. 3. Work Products The final work product will be a Transportation Master Plan for the City of Rochester that has been endorsed by the City Council and approved by the Planning Board. The work product will become the property of the City of Rochester and cannot be copyrighted by the consultant. The consultant will be credited in any published form of the work product. 4. Progress Review Meetings Planning Department staff will establish a periodic meeting schedule with the consultant to review the consultant's progress, evaluate work products before formal submittal, and discuss/resolve issues arising during the completion of tasks. 5. Consultant Selection Criteria Proposals will be examined and technically evaluated based on the factors presented below. It is the responsibility of the consultant to provide information, evidence or exhibits which clearly demonstrate the ability to satisfactorily respond to the project requirements and the factors listed below. Firms, teams or individuals submitting proposals should have demonstrated experience in graphic illustration and should be familiar with principles of transportation planning, public engagement, and the integration of land use, demographic, employment, financial, and multimodal transportation system considerations in transit planning. Selection of a consultant firm, team or individual will be based on the following criteria: A. Qualifications and Experience Specialized experience is required of the company and/or the responsible individual. Professional qualifications and certifications are required (PE, PTOE, PTP etc.). Proposals must clearly demonstrate full knowledge, understanding, and experience in the methods, techniques, and guidelines required for the performance of the required work. B. Project Understanding The bidder must demonstrate a comprehension of the role and function of this contract in meeting the needs of the City and respond to all elements requested in the RFP. C. Similar Projects A description of similar projects managed by the firm in the past ten (10) years, incorporating the firm s experience in the implementation process as well as municipal references that include contact information. Page 3 of 10

4 D. Performance Record of Firm A list of references with similar projects must be provided and include company name, contact name, and telephone number. E. Project Management Demonstrated ability to effectively manage multi-faceted projects. Examples from other projects must be provided. F. Community Engagement, Outreach, and Presentations Demonstrated ability to make effective public presentations and conduct successful community engagement and outreach, including community surveys. Examples from other projects must be provided. G. Availability A statement of availability and the location of key personnel that will work on the Rochester project. H. Cost Evaluation Cost will be considered as an independent factor from the above evaluation factors. The cost proposal will be evaluated not only to determine whether it is reasonable, but also to determine the bidder's ability to complete the project. Page 4 of 10

5 I. Preparation of Bid Proposal INSTRUCTION TO BIDDERS A. Bid proposals must use the form furnished by the City (attached) as the cover page. B. Price proposals must be submitted on the forms (attached) provided by the City. The bidder shall specify, in both words and figures, a unit price for each pay item for which a quantity is given and shall show the product of the unit prices and respective quantities written in figures in the column provided for that purpose. Bidders shall also show the total amount of the proposal obtained by adding the amounts of individual items. All words and figures shall be written in ink or typed. A single copy of the bid proposal with cover sheet is required. C. If a unit price or lump sum bid entered on the proposal form by the bidder must be altered, it should be crossed out in ink and the new unit price or lump sum bid entered above or below it and initialed in ink by the bidder. If there is a discrepancy between the prices written in words and those written in figures, the prices written in words shall govern. D. The bidder s proposal must be signed in ink by the individual, by one or more members of the partnership, by one or more members or officers of each firm representing a joint venture; by one or more officers of a corporation, or by an agent of the contractor legally qualified and acceptable to the owner. If the proposal is made by an individual, that person s name and post office address must be shown; by a partnership, the name and post office address of each partnership member must be shown; as a joint venture, the name and post office address of each firm must be shown; by a corporation, the name of the corporation and its business address must be shown, along with the state in which it is incorporated and the names, titles, and business addresses of the president, secretary, and treasurer. E. Any questions regarding this proposal must be submitted in writing to the purchasing agent at the listed address at least seven days prior to the scheduled bid opening. All questions and responses will be forwarded to all potential bidders. F. No oral interpretations of the meaning of the specifications or terms and conditions of the RFP will be made to any firm, team, or individual. G. All materials submitted in response to this solicitation will become the property of the City of Rochester. Bidders shall be responsible for all expenses they incur in responding to this invitation to bid. II. Irregular Proposals Bid proposals will be considered irregular and may be rejected for any of the following reasons: Page 5 of 10

6 A. The proposal is on a form other than that furnished by the City (or otherwise specified), or the form is altered or any part of it is detached. B. There are unauthorized additions, conditional or alternated bids, or irregularities of any kind that may make the proposal incomplete, indefinite, or ambiguous as to its meaning. C. The bidder adds any provisions reserving the right to accept or reject an award or to enter into a contract pursuant to an award. D. The proposal does not provide a unit price for each pay item listed, except in the case of authorized alter pay items. III. Delivery of Bid Proposals Bid proposals must be submitted in hard copy and filed prior to the time and at the place specified in the invitation to bid. A single copy of the bid proposal with cover sheet is required. When sent by mail, the sealed proposal shall be addressed to the Purchasing Office at the address on the cover page and with the bid number clearly marked. Proposals received after the cut-off time will be returned to the bidder unopened. ed or faxed bid proposals are NOT acceptable. IV. Withdrawal of Bid Proposals A. An unopened proposal may be withdrawn after it has been filed if the Purchasing Office receives prior to the specified time for opening proposals the bidder s written request to withdraw the proposal. B. No proposal may be withdrawn for a period of sixty days after the proposals have been opened. V. Public Opening of Bid Proposals A. Proposals will be opened and read publicly at the time and place indicated in the invitation for bids. Bidders, their authorized agents, and other interested parties are invited to be present. B. Bid proposals will be made public at the time of opening and may be reviewed only after they have been properly recorded. VI. Disqualification of Bidders Any of the following reasons may be considered sufficient to disqualify a bidder and reject the bidder s proposal or proposals: A. Submission of more than one proposal for the same work from an individual, firm, or corporation under the same or a different name. Page 6 of 10

7 B. Evidence of collusion among bidders. C. Failure to supply complete information as requested in the bid specifications. VII. Obtaining Bid Results Bid results will be posted on the City of Rochester s website at 48 hours after opening and will be available upon request via sent to angie.gray@rochesternh.net. BID EVALUATION In addition to the bid amount, additional factors will be considered as an integral part of the bid evaluation process, including, but not limited to: A. the bidder s ability, capacity, and skill to perform within the specified time limits B. the bidder s experience, reputation, efficiency, judgment, and integrity C. the quality, availability and adaptability of the supplies and materials sold D. bidder s last performance E. sufficiency of bidder s financial resources to fulfill the contract F. bidder s ability to provide future maintenance and/or services G. other applicable factors as the City determines necessary or appropriate (such as compatibility with existing equipment Schedule for Bid Selection March 16, 2018 April 20, 2018: April 27, 2018: Request for Proposals Distributed Proposal Due Selected Consultant Notified Page 7 of 10

8 VIII. Consideration of Proposals AWARD AND EXECUTION OF CONTRACT A. After the proposals are opened and read, they will be compared on the basis of the selection criteria. Bid results will be available to the public. In case of a discrepancy between the prices written in words and those written figures, the prices written in words shall govern. In case of a discrepancy between the total shown in the proposal and that obtained by adding the products of the quantities of items and their respective unit bid prices, the latter shall govern. B. The City of Rochester reserves the right to reject any or all proposals, to waive technicalities, or to advertise for new proposals if, in its judgment, doing so will promote the best interests of the City. IX. Award of Contract A. Within 30 calendar days after the opening of proposals, if a contract is to be awarded, the award will be made to the lowest responsible and qualified bidder whose proposal complies with all the requirements prescribed in the specifications page(s) and evaluation section of this document and, at the sole direction of the City, demonstrates that the selection of that bidder is in the best interest of the City. The successful bidder will be notified, by a form mailed to the address on the proposal, that the bid was accepted and the bidder was awarded the contract. B. The final scope of services agreed upon may not be identical to the scope of work presented in this RFP s bid specifications. X. Cancellation of Award The City reserves the right to cancel the award of any contract at any time before the execution of such contract by all parties without any liability against the City. XI. Extras Except as otherwise provided, no charge for any extra work will be allowed unless the City of Rochester has ordered that work in writing. XII. Default and Termination of Contract A. The contract or agreement between the City and the consultant may be terminated for cause including, but not limited to, the following reasons: 1. The consultant fails to begin work under contract within the time specified in the notice to proceed. 2. The consultant fails to perform the work in a manner that would ensure its prompt completion. Page 8 of 10

9 3. The consult performs the work unsuitably or neglects or refuses to redo the work. 4. The consultant stops doing the work. 5. The consultant fails to resume work that has been discontinued in a reasonable time after receiving notice to do so. 6. The consultant becomes insolvent, declares bankruptcy, or commits any act of bankruptcy or insolvency. 7. The consultant makes an assignment for the benefit of creditors. B. If the consultant, for any other causes whatsoever, fails to carry on the work in a manner acceptable to the City of Rochester, the City will give notice, in writing, to the Consultant for such delay, neglect, and default. C. If the Consultant does not proceed in accordance with the notice, the City of Rochester will have the full power and authority without violating the contract to take the work from the consultant. The City may then enter into an agreement for the completion of the work according to the terms and conditions of the contract, or use other methods that, in the City s opinion, are required for the work to be completed in an acceptable manner. D. All extra costs and charges incurred by the City of Rochester as a result of the consultant s delay, neglect or default together with the cost of completing the work under the contract will be deducted from any monies due, or which may become due, to the consultant. If these expenses exceed the sum that would have been payable under the contract, the consultant shall be liable and shall pay to the City of Rochester the amount of the deficit. Page 9 of 10

10 CITY OF ROCHESTER, NEW HAMPSHIRE PROPOSAL FORM Rochester Transportation Master Plan Bid# (To be filled out completely and attached to qualifications packet) Legal Business Name: Address: Phone: Proposal Amount: $ (in figures) Proposal Amount: $ (in words) Print Name and Title: Authorized Signature: Date: Are you proposing to use other companies or firms in this project as a partnership? If yes, please list them below with contact names. Page 10 of 10