REQUEST FOR PROPOSAL FOR CONSULTANT SERVICES FOR ACTIVE TRANSPORTATION PLAN (ATP) March 2018
REQUEST FOR PROPOSAL FOR CONSULTANT SERVICES FOR ACTIVE TRANSPORTATION PLAN (ATP) Please submit complete proposal quoting City of Brockville ATP, and forward before 4:00 p.m. local time, April 27, 2018 to: Contact: Mr. Conal Cosgrove, P. Eng. Director of Operations City of Brockville 251 North Augusta Road P.O. Box 5000 Brockville, ON K6V 7A5 613-342-8772 ext. 3205 ccosgrove@brockville.com Submissions must be received in accordance with the attached Instructions and Standard Terms and Conditions.
PROJECT OVERVIEW 1. INTRODUCTION The City of Brockville (City) is requesting proposals from qualified consulting firms to develop an Active Transportation Plan (ATP). The ATP is intended to address the active transportation needs of the community for all non-motorized forms of transportation. The ATP is also to assess the need for integration between active transportation and the City s existing modes of transportation, including public transit. The ATP will be consistent with the City of Brockville s Official Plan, published in 2012, and will consider the existing cycling network plan created by the Brockville Cycling Advisory Committee. The ATP will assess the City s existing Active Transportation infrastructure, and propose new AT infrastructure to create a comprehensive network. The ATP will identify opportunities for improvement and provide short and long-term prioritization and plans for the City s Active Transportation network over a 20 year period, up to the year 2038. The request for proposal (RFP) is being issued to provide guidance in preparing a detailed proposal to complete this project. The requirements for this proposal are outlined in this document. The City reserves the right to accept or reject any proposal considered in its best interest. 2. BACKGROUND The City requires the services of a consultant to develop an Active Transportation Plan including recommendations for making connections to existing Brock Trail segments, cycling network and green assets as well as creating a design standard and expansion plan that prioritizes active transportation development opportunities, including those already proposed in City plans. The Active Transportation Plan will help give direction to create and improve opportunities to connect schools, parks, sports and recreation facilities and neighborhoods in Brockville for active forms of transportation such as walking, running, hiking, cycling, skateboarding, use of wheelchairs as well as create cycling linkages both on and off roadway throughout the City. The Active Transportation Plan will also consider linkages to Active Transportation infrastructure extending beyond the municipal boundary including the Great Lakes Waterfront Trail. A key consideration in the development of the Brockville Active Transportation Plan will be the integration with the City s existing and proposed active transportation features, namely the Railway Tunnel, the Brock Trail and the City s cycling network. The City of Brockville is intent on further developing these assets, and creating greater linkages and connectivity through modes of active transportation. Section A Project Overview Page 1 of 9
a. Objective: Through the development of the Active Transportation Plan, the following objectives will be accomplished: Inventory existing and propose additional active transportation assets and facilities that ensure cohesive connectivity and amenities. Prioritize a list of recommendations for active transportation facilities and supports with cost and benefit analysis. Propose an active transportation network that provides accessible and safe active transportation systems for all ages. b. Scope: Inventory existing and proposed additional active transportation assets and facilities to ensure cohesive connectivity and amenities. o Review the City s inventory of existing transportation assets and facilities and identify gaps/missing links in the existing infrastructure and amenities. o In partnership with project partners, consult to identify: current use/capacity of existing active transportation assets and facilities, barriers to active transportation in the community, and facilities/supports that would contribute to increased active transportation. o The ATP must specifically address the north end cycling network, taking into account the current Phase 2 & 3 Cycling Network prepared by the Brockville Cycling Advisory Committee as well as the concerns and alternate proposal brought forward by residents in opposition to the proposed network. o Review of pedestrian crosswalks and crossovers, including a review of the PXO recommendations made by the Brock Trail committee. Provide recommendations for improvements to crosswalks, courtesy crosswalks and pedestrian crossovers, particularly along active transportation routes. o Review of existing City of Brockville Parking By-Law and Traffic By- Law. Provide recommendation for necessary updates and changes, including wording that may be out of date with current provincial regulation or best practices. Provide recommendation for addition of bicycle and pedestrian facilities language to the existing by-laws. o Provide recommendation for the signing of bike routes, including along neighborhood greenways. Provide recommendation for sections of the Brock Trail to be designated as walk your wheels, with a recommendation for a supporting by-law update. Develop a prioritized list of recommended active transportation facilities and amenities based on the foregoing findings and on a general outline of need, potential for generating the greatest leverage for increased use, cost, maintenance, and long term management requirements. Propose best practices for the ATP design including materials and signage. Section A Project Overview Page 2 of 9
c. Evaluation: The Active Transportation Plan will be evaluated on: The provision of an inventory of existing infrastructure and facilities; Identification of gaps/missing links; Determination of current use and capacity of existing infrastructure Identification of barriers to active transportation; Proposed facilities and supports to improve active transportation; Prioritized potential active transportation projects; Proposed trail planning standard and design; and Partnership and potential funding sources. Maps and design plans created to support the Active Transportation Plan will become the intellectual property of the City of Brockville and be used to support the realization, communication and/or marketing/promotion of the plan and associated facilities. d. Meetings: The consultant/consulting firm must be willing to coordinate and facilitate the following meetings; these meetings are the minimum required to ensure a successful project; the consultant may propose additional meetings as they deem necessary: Initial meeting with the Director of Operations and City Staff to confirm the direction of the Active Transportation Plan Initial meetings with project stakeholders, including a meeting with representatives of the North end residents in opposition to the Laurier Boulevard bike lanes A minimum of one (1) focus group/public meeting/workshop to collect information to complete the active transportation needs assessment; consideration should be given to splitting meeting into parts, or hosting multiple meetings, geared toward different modes of active transportation Meeting with the North End residents group to discuss recommendations of the active transportation plan, specifically the recommended north end bicycle routes One meeting to present the draft Active Transportation Plan to the Director of Operations and selected Project Stakeholders; Final presentation to the City Council of Brockville Section A Project Overview Page 3 of 9
3. BACKGROUND DOCUMENTS The following documents are appended to the Request for Proposal: City of Brockville Official Plan section 5.2.5 Active Transportation Systems Active Transportation Network (Schedule 5 of Official Plan) Brock Trail Maps 4. PROJECT TERM AND DELIVERABLES The term of the contract begins upon execution of the contract. The project will begin immediately following the execution of the contract, which is scheduled to begin May 2018. The project is to be completed within 12 months of the execution of the contract. Details of the project schedule will be determined in consultation with the successful proponent. The project deliverables required by the City are as follows: A complete Active Transportation Plan for the City of Brockville Completed review and assessment of existing and proposed active transportation network components and prioritization of all proposed elements of network. Completed review and assessment of all existing and proposed cycling network elements. Design of north end cycling network, taking into account existing cycling network design and community considerations 5. RFP SCHEDULE The RFP process will be governed according to the following schedule. Although every attempt will be made to meet all dates, the City reserves the right to modify any or all dates at its sole discretion: Release of RFP: March 19, 2018 Deadline for Submitting Questions: April 5 2018 Deadline for Responding to Questions: April 19, 2018 RFP Proposal Submission deadline April 27, 2018 Final Selection and Notification: May 22, 2018 Section A Project Overview Page 4 of 9
6. PROJECT AUTHORITY The Project Authority for issuance of the RFP is the Director of Operations for the City of Brockville, reporting to the City Manager. The awarding of the contract may be subject to the approval of City Council. All inquiries shall be directed in writing via email to the person identified in Part 8 - Inquiries. 7. PROJECT PARTNERS AND STAKEHOLDERS The decision making authority rests with the City of Brockville and will include consultation with the public, other government bodies and interested community groups. The following parties are stakeholders in this request for proposal: Residents of the City of Brockville City of Brockville Mayor and Council City of Brockville City Manager City of Brockville Director of Operations and Operations Staff City of Brockville Planning Department Brockville Cycling Advisory Committee (BCAC) Brockville Municipal Accessibility Advisory Committee (BMAAC) The Brock Trail Committee Cataraqui Region Conservation Authority Ontario Ministry of Transportation United Counties of Leeds and Grenville 8. INQUIRIES Any clarification of this document or request for additional information must be received by April 5, 2018 at 4:00 p.m. local time, in writing, by email to the following: Mr. Matthew Locke Supervisor of Transportation Services City of Brockville 613-342-8772 ext. 3225 mlocke@brockville.com Section A Project Overview Page 5 of 9
9. PROPOSAL CONTENT Each Proposal submitted must include a demonstrated understanding of the scope of work and services required by this RFP and any subsequent addenda as well as a clear statement as to the actual total price as shown in Schedule A - Cost Proposal. Each Proposal submitted should include the following: Title page, covering letter and table of contents Body of Proposal in the format shown in Part 10 Evaluation of Proposal The successful Proponent must provide proof of insurance coverage and current WSIB Clearance Certificates throughout the life of the contract to the Project Authority A copy of the Proponent s Health and Safety Statement (2 pages maximum) The body of the Proposal shall be composed in the format shown in Part 10 Evaluation of Proposal and shall not exceed ten (10) single-sided, letter-sized pages (8 ½ by 11 ) with eleven (11) point or larger font. All other items submitted in support of the Proposal not considered in Part 10 Evaluation of Proposal (such as signed Form of Irrevocable Offer, resumes, company profile, promotional material, insurance and WSIB info, project schedules and cost estimates) are not included in the 10 page limit and may be included as appendices to the Proposal. Project schedules, cost estimates and any other items in spreadsheet format shall be submitted on single-sided, ledger sized pages (11 x 17 ). Failure to provide all components may result in rejection of your submission 10. EVALUATION OF PROPOSAL An evaluation team comprised of staff members from the City of Brockville will review all Proposals received and score them in relation to the evaluation criteria and points identified in this section. As part of the evaluation, one or more Proponents may be invited to attend a formal interview with the evaluation team to provide clarification on their Proposal. The Project Authority intends to select a Proponent on the basis of demonstrated experience with active transportation plans, excellent customer service, proven public engagement plans and best overall value to the City as demonstrated by the Proposal which attains the highest score out of the maximum one hundred (100) points available based on the evaluation criteria in this section. Selection of the successful Proponent may be subject to review and approval by City Council. Section A Project Overview Page 6 of 9
The contents of the Proposal shall be composed in the format shown in Part 9 Proposal Content and address the evaluation criteria listed as follows, which will be scored in relation to the points as stipulated: a) Cost Proposal (40 points) Prices quoted in Canadian Dollars, excluding taxes as per Schedule A of this RFP, the Proponent is to provide a total upset limit price, to include all fees (including disbursements) for completion of the objectives detailed in all parts of the RFP and as further detailed in the Proponent s submission. Evaluation points for the purchase price criteria will be awarded using a pro-rated methodology whereby the lowest price submission will receive the maximum available points (40) for purchase price. Higher price submissions will receive a pro-rated reduction in points in relation to the variance to the lowest priced submission: Cost Proposal Score = Lowest Qualified Cost Proposal x 40 points Cost Proposal The City will not be required to pay beyond the total upset limit price unless additional work has been authorized. b) Experience and Qualifications of the Company and Project Team (20 points) Discuss the experience and qualifications of the company and project team and detail how this experience will contribute to the success of this Project. Discuss how each project member will contribute to the success of this Project. Experience should be related to relevant experience of comparable scope and magnitude, including work with municipal government in Ontario and completed within the last five (5) years. Company experience must demonstrate knowledge of active transportation plans, Transportation Demand Management, municipal transportation network operations, road design, public consultation, superior customer service and any other experience deemed to be relevant to the success of this project. Company information should include the legal name and form of the firm, a company profile, the parent company (if applicable), including years in business and an indication of financial stability. References must be included. c) Work Plan, Methodology, Schedule and Level of Effort (20 points) Describe the approach and methodology to be followed in completing all aspects of the work plan in order to achieve the stated Project objectives. Section A Project Overview Page 7 of 9
Provide a work plan and schedule of activities, including a breakdown of the major tasks/deadlines and the level of effort of the identified team members in sufficient detail to allow a complete understanding as to how and by whom the work is to be carried out. Schedule must include a timeline that includes a project start date, milestone completion dates, and a date for final report to Council. Tasks should include an estimate of how long each task is expected to take. An identification of deliverables should also be included. Use of a Project schedule in an appropriate format including working hours by each team member dedicated to the Project is required. The proposed work plan shall identify any constraints or issues that may influence the completion schedule or milestones. d) Creativity, Innovation and Public Engagement (17 points) Describe the vision for the ATP that demonstrates creativity and innovation to work towards the goal of increasing the percentage of trips being made by nonmotorized modes of travel in the City of Brockville and supporting a vision of integrating cycling and active transportation in the City s transportation network, recreational opportunities, tourism initiatives and everyday living. Describe the development of a creative and innovative public consultation and engagement plan as a critical component of the ATP. e) Accessibility for Ontarians with Disabilities Act (3 points) Describe the approach and methodology within the context of the Project for the City to achieve compliance with the following: Accessibility for Ontarians with Disabilities Act, 2005 Ontario Regulation 429/07 Accessibility Standards for Customer Service Ontario Regulation 191/11 Integrated Accessibility Standards Proponents are encouraged to review the requirements of the above noted Act and regulations and their applicability to municipal (public) service delivery. Specific discussion should include consideration of the above noted regulations on the delivery of this project and its objectives, such as public consultation, project deliverables, roadway design elements and any other aspects of this project influenced by the above noted Act and regulations. Further information and useful links regarding the City and accessibility can be found online at https://www.brockville.com/accessibility. Section A Project Overview Page 8 of 9
11. SUBMISSION OF PROPOSAL Provide one (1) signed original hard copy marked ORIGINAL, four (4) paper copies marked COPY and one (1) CD/DVD/or USB Drive of your Proposal in a sealed package, clearly identified as to the contents and addressed as follows: Consultant Services for the completion of the City of Brockville Active Transportation Plan (ATP) Mr. Conal Cosgrove, P. Eng. Director of Operations City of Brockville 251 North August Road P.O. Box 5000 Brockville, ON K6V 7A5 613-342-8772 ext. 3205 ccosgrove@brockville.com Proposals received after April 27, 2018 at 4pm local time will not be considered. Proposals that do not fully comply with the requirements of this RFP will not be considered. Section A Project Overview Page 9 of 9