Community Development Department Planning & Zoning Division REQUEST FOR PROPOSALS COMBINED ACTIVE TRANSPORTATION/ SAFE ROUTES TO SCHOOL PLAN State Project No. ATPL-5169 (048) RELEASE DATE: SEPTEMBER 23, 2016 Contact Information: City of El Centro Community Development Department Planning & Zoning Division 1275 W. Main Street El Centro, CA 92243 Phone: (760) 337-4545 Fax: (760) 337-4564 www.cityofelcentro.org DUE DATE: OCTOBER 14, 2016
TABLE OF CONTENTS SECTION I. Introduction 1 II. Background 1 III. Project Description 2 IV. Scope of Services 2 V. Deliverables 4 VI. Proposal Submission Requirements 4 VII. Tentative Schedule 5 VIII. Proposal Submission Requirements 5 IX. Selection Criteria 7 X. Selection Process 7 XI. California Environmental Quality Act (CEQA) Exclusion 8 XII. Online References 8 PAGE NO. Request for Proposals - City of El Centro Active Transportation Plan/Safe Routes to School Plan Page 1
CITY OF EL CENTRO REQUEST FOR PROPOSALS COMBINED ACTIVE TRANSPORTATION/SAFE ROUTES TO SCHOOL PLAN I. INTRODUCTION The Planning and Zoning Division of the City of El Centro Community Development Department is requesting proposals from qualified consultants to prepare a combined Active Transportation and Safe Routes to School Plan for the City of El Centro ("City" or "the City"). Grant funding was awarded to the City from California Department of Transportation s 2014 Active Transportation Program to improve non-motorized transportation in El Centro. The subject of this request for proposals is the preparation of a plan to assess existing active transportation conditions and recommend policies and infrastructure to improve active transportation throughout the community. Recognizing that students rely heavily on non-motorized transportation in the community, the plan shall include a Safe Routes to School (SR2S) element. The overarching goal of the plan is to guide the future of non-motorized infrastructure in the City of El Centro. II. BACKGROUND El Centro serves as the seat of Imperial County and is its largest city with an estimated population of 45,170 residents. Several county, state and federal offices are located within the City and provide a significant share of the employment within the region. Additionally, El Centro is the regional shopping destination as it contains a regional mall and several large retail developments. These two factors result in a temporary, but significant increase of weekday vehicle traffic from persons living outside of the City. Roadways in the City are oriented in a traditional grid configuration with four-lane arterials distributing traffic to large developments and to subsequently smaller local roadways. State Route 86 which consists of portions of Imperial Avenue, Adams Avenue, and 4th Street serves as the City s major roadway. Typical of many of the City s major thoroughfares, State Route 86 was constructed and designed to have automobiles travel quickly. This has resulted in many roadways being unconducive for active modes of transportation and seen as impediment for pedestrians and bicyclists wishing to cross them. The City contains a total of fifteen (15) schools serving a total of 10,351 K-12 students. Most elementary schools located within residential neighborhoods and benefit from being within walking distances their students. However, there is a perception amongst parents and students that walking and biking to school is unsafe due to motor vehicle traffic and a lack of active transportation facilities. Request for Proposals - City of El Centro Active Transportation Plan/Safe Routes to School Plan Page 2
III. PROJECT DESCRIPTION The combined Active Transportation/Safe Routes to School Plan (ATP/SR2S Plan) shall assess the existing conditions of active modes of transportation and provide recommendations for infrastructure improvements and policies that address existing barriers and promote an increase of biking and walking throughout the community. The ATP/SR2S Plan shall be used to guide future infrastructure investments and to support requests for future grant funding. Particular focus shall be paid to identifying preferred routes for students to use to walk or bike to school. The ATP/SR2S Plan shall be in compliance with the 2014 Active Transportation Program Guidelines. The Plan shall also include an inventory of public sidewalks, identifying gaps in sidewalks and a plan for sidewalk repair or replacement. This will be the City s first ATP/SR2S Plan and significant community engagement and public participation shall be required in the developing the Plan. IV. SCOPE OF SERVICES The selected consultant shall be required to provide a detailed scope of services for the preparation of the ATP/SR2S Plan. Successful proposals shall address all pertinent requirements for the 2014 Active Transportation Program Guidelines. The following elements are anticipated to be critical components of the required scope of work and should provide prospective candidates with a starting point for developing a detailed scope of work: Review adopted City planning documents pertinent to the project such as the Bicycle Master Plan, General Plan, Project SHAPE, etc. Review other agencies plans for consistency such as the County of Imperial Bicycle Master Plan, Imperial County Safe Routes to School Regional Master Plan, and the Southern California Association of Government s Sustainable Communities Strategy and Regional Transportation Plan. Identify deficiencies in the existing pedestrian network deterring safe and convenient access to key destinations (e.g. schools, parks, community centers, transit, and non-motorized transportation facilities). Include an evaluation of the sidewalk network within the City of El Centro and identify and record any gaps in connectivity, hazards, obstructions, missing curb ramps, and general noncompliance with ADA regulations. Sidewalk improvement prioritization shall also be included. Maps displaying the findings of the sidewalk evaluation shall be prepared and a GIS shapefile shall be provided to the City. Coordinate and manage three (3) public outreach activities with at least one targeting local students. Request for Proposals - City of El Centro Active Transportation Plan/Safe Routes to School Plan Page 3
Gather data measuring existing bicycle trips and pedestrian trips represented in absolute terms and as a share of all trips. Also, provide the estimated increase in bicycle trips and pedestrian trips resulting from the implementation of the plan. Gather data measuring the number and location of collisions, serious injuries, and fatalities suffered by bicyclists and pedestrians, both in absolute numbers and as a percentage of all collisions and injuries; establish a goal for lowering collisions, serious injuries, and fatalities after implementation of the Plan. A map and description of existing and proposed land use and settlement patterns which must include, but not be limited to, locations of residential neighborhoods, schools, shopping centers, public buildings, major employment centers, and other destinations. A map and description of existing and proposed bicycle transportation facilities. Describe existing and new policies related to bicycle parking in public locations, private parking areas and in new commercial and residential developments. A map and description of existing and proposed bicycle transport and parking facilities for connections with and use of other transportation modes. These must include, but not be limited to, parking facilities at transit stops, park and ride lots, and provisions for transporting bicyclists and bicycles on transit. A description of proposed signage providing wayfinding along bicycle and pedestrian networks to designated destinations. A description of the policies and procedures for maintaining existing and proposed bicycle and pedestrian facilities, including, but not limited to, the maintenance of smooth pavement, freedom from encroaching vegetation, maintenance of traffic control devices including striping and other pavement markings, and lighting. A description of bicycle and pedestrian safety, education, and encouragement programs conducted within El Centro by the El Centro Police Department and California Highway Patrol and the resulting effect on accidents involving bicyclists and pedestrians. A description of the extent of community involvement in the development of the plan, including how individuals from disadvantaged and underserved communities participated. A description of how the ATP/SR2S Plan has been coordinated with neighboring jurisdictions, including school districts, and is consistent with other local and regional transportation plans. Request for Proposals - City of El Centro Active Transportation Plan/Safe Routes to School Plan Page 4
A description of the projects and programs proposed in the plan and a listing of their priorities for implementation, including the methodology for project prioritization and a proposed timeline for implementation. A description of past expenditures for bicycle and pedestrian facilities and programs, and future financial needs for projects and programs that improve safety and convenience for bicyclists and pedestrians in the plan area. Include anticipated revenue sources and potential grant funding for bicycle and pedestrian uses. A description of steps necessary to implement the plan and the reporting process that will be used to keep the adopting agency and community informed of the progress being made in implementing the plan. Presentation of ATP/SR2S Plan to the Planning Commission and City Council for recommendation and adoption. V. DELIVERABLES The selected Consultant will be required to submit the following documents to the City for review: Fifteen (15) hard copies of the Draft ATP/SR2S Plan inclusive of a minimum of fifteen (15) exhibits; Five (5) compact discs (CDs) of the Draft ATP/SR2S Plan in PDF format; Ten (10) hard copies of the Final ATP/SR2S Plan; Five (5) CD s of the Final ATP/SR2S Plan. The CD shall include a 2010 Microsoft Word copy of the ATP/SR2S Plan and all exhibits included in the ATP/SR2S Plan shall be provided in ArcGIS, AutoCad, or other format that can be edited. VI. PROPOSAL SUBMISSION REQUIREMENTS The City must receive three (3) bound copies and one (1) unbound, reproducible copy of the proposal, along with one (1) electronic copy in Adobe Portable Document format (.pdf) on a CD, DVD, or USB drive. The proposal must be received by the Community Development Department, Planning & Zoning Division by 5:00 p.m. on October 14, 2016. The City reserves the right to issue written notice to all participating firms with any changes in the submission schedule, scope of work, or work-related products, should it be determined that such changes are necessary. Request for Proposals - City of El Centro Active Transportation Plan/Safe Routes to School Plan Page 5
All proposals must be delivered by the deadline date to: City of El Centro Attention: Planning & Zoning Division 1275 West Main Street El Centro, CA 92243 RE: Combined Active Transportation Plan/Safe Routes to School Plan **All submitted documents will become part of the City's official files and will not be returned.** VII. TENTATIVE SCHEDULE TASK TENTATIVE DATE 1. Request for Proposals Release Date September 23, 2016 2. Proposals Due October 14, 2016 3. Interview with Selected Candidates Week of October 31, 2016 3. City Council Selection and Award December 6, 2016 4. Notice to Proceed December 12, 2016 5. Draft ATP/SR2S Plan Complete for Review June 30, 2017 6. Final ATP/SR2S Plan Complete July 31, 2017 7. Planning Commission Presentation September 12 2017 8. City Council approval of Final ATP/SR2S Plan October 17, 2017 VIII. PROPOSAL REQUIREMENTS Proposal responses must adhere to the requirements set forth in this section, both for content and sequence. Failure to adhere to these requirements or the inclusion of conditions, limitations or misrepresentations may be cause for rejection of the submittal. Use 8 ½ x 11 sheets (foldouts are acceptable for maps, charts, etc.) and font size large enough to be easily legible, but not smaller than 10 point. The original proposal and each subsequent copy must be submitted on paper, properly bound, and appropriately labeled in the following order: A. Cover Letter: Provide a cover letter and introduction, including the name and address of Request for Proposals - City of El Centro Active Transportation Plan/Safe Routes to School Plan Page 6
the organization and individual submitting the proposal, together with the name, address, telephone number, fax number, e-mail address of the contact person who will be authorized to represent the organization. The introduction shall express the consultant s ability and desire to meet the requirements of this Request for Proposals. The letter must be signed by an individual authorized to bind the firm contractually. B. Table of Contents: This section shall include a detailed table of contents and an outline of the submittal, identified by sequential page number and by section reference number, and section title as described herein. C. Consultant Qualifications: Describe the firm s resources, experience, and capabilities as it relates to the Scope of Services described under Section IV. Submit in the order identified below: 1. Executive Summary: An executive summary should briefly describe the consultant s qualifications, including experience in the preparation of nonmotorized transportation plans. The summary should include a description of active transportation plan projects completed for communities similar to El Centro. 2. Project Approach: Provide a description of the project approach for executing all the tasks in the Scope of Services, including a detailed description of how the public outreach and the sidewalk network evaluation will be conducted. Describe any social media or web-based platforms for obtaining public input, as well as your firm s approach to conducting public meetings. Provide a preliminary scope of work and schedule aligned with key tasks as described in the RFP, with any additions or modifications recommended in the proposal. 3. Work Schedule: Review the preliminary scope of work and provide comments, including changes to schedule, sequencing, specific work items, and/or recommendations for additional work items or optional tasks. Include a proposed schedule or timeline, which includes phased milestones for the completion of the scope of work, based on an initial start date of December 12, 2016. The schedule should demonstrate how and what point the consultant will complete the ATP/SR2S Plan, incorporate all public outreach meetings and review period, and complete any necessary revisions to the ATP/SR2S Plan, pursuant to the direction of the Planning Commission and the City Council. The City desires that the ATP/SR2S Plan be completed in an expeditious manner and will assist the selected Consultant by providing them with background information necessary to complete the document. 4. Qualifications and Experience: Provide the firm s background and qualifications to perform the requested services. Identify all project personnel and/or sub consultants and their role in completing the ATP/SR2S Plan project, and summarize relevant qualifications and experience of each of the identified personnel. Also, provide a list of ATP or SR2S Plans previously prepared and/or Request for Proposals - City of El Centro Active Transportation Plan/Safe Routes to School Plan Page 7
similar projects completed for the past five (5) years. 5. Fee Schedule & Cost Estimate: Provide a fee schedule with hourly rates for each person who will be involved in the preparation of the plan. In a separate sealed envelope submit a not to exceed fee proposal tied to a fee estimate by key task or project phase. List any travel costs and any other direct or indirect costs associated with performing the required services. Provide a detailed cost breakdown including the cost and hours for each task necessary for the proposed scope of work. Costs should include hours and staff assignments for each task. The cost estimates should include cost for all administrative and material costs and shall be a not-to-exceed total budget amount. 6. References: The consultant shall provide a minimum of four (4) client references, preferably city or county governments for whom the consultant has previously had contracts with for the provision of services of equal type and scope within the last five (5) years. Do not include references from the City of El Centro. IX. SELECTION CRITERIA Proposals will be ranked using the following weighted criteria: CRITERIA POINTS a. b. c. d. e. Proposal demonstrates experience in completing similar projects for comparable communities Project schedule demonstrates ability to perform work within the time specified Proposal demonstrates commitment and ability of consultant staff to complete the project. Familiarity with planning and transportation issues in communities similar to El Centro. Quality of content and format of similar projects completed by consultant staff f. Quality of content and format of proposal 5 X. SELECTION PROCESS 25 15 20 10 15 TOTAL 100 Based on relevant work experience, the completeness of the responses and the overall project approach identified in the proposals received, the most qualified firms will be invited, at their Request for Proposals - City of El Centro Active Transportation Plan/Safe Routes to School Plan Page 8
expense, for an interview with the selection committee. Interviews are tentatively scheduled for the week of October 31, 2016. The City reserves the right to reject any or all proposals for any reason. The services to be provided shall be in accordance with the City s Standard Consultant Services Agreement which will be approved by the City Council. Any questions concerning this Request for Proposal should be addressed to Norma Villicaña, Community Development Department Director, Planning & Zoning Division, 1275 Main Street, CA 92243. All questions shall be submitted in writing no later than TBD. Questions can be mailed to the aforementioned address or emailed to nvillicana@cityofelcentro.org. The City is an equal opportunity employer and minorities, females, and handicapped are encouraged to participate. XI. CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) EXCLUSION The City of El Centro will be completing the CEQA documentation required for the proposed ATP/SR2S Plan. As such, please do not include CEQA compliance as part of the Scope of Services. XII. ONLINE REFERENCES Consultants are advised to refer to the City's website at www.cityofelcentro.org for a copy of our current Bicycle Master Plan, General Plan and other relevant City documents. Please refer to the following links: Bicycle Master Plan: http://www.cityofelcentro.org/userfiles/file/planning/final%20adopted%20bicycle%20 Master%20Plan%202010(compressed).pdf El Centro General Plan: http://www.cityofelcentro.org/communitydevelopment/index.asp?m=1&page=55 Request for Proposals - City of El Centro Active Transportation Plan/Safe Routes to School Plan Page 9