REQUEST FOR PROPOSALS for the Development of Sidewalk Inventory for the DVRPC Region To assist with planning efforts to help communities in the region become more pedestrianfriendly and accessible, and to improve regional asset management, DVRPC is seeking proposals from qualified consultants for the development of a regional sidewalk inventory in geospatial format. This inventory will serve as the framework for future pedestrian facility inventories throughout the region. DVRPC TIMELINE FOR RFP PROCESS AND COMPLETION OF PROJECT: SUBMISSION INFORMATION: All parties interested in submitting a proposal must notify Kim Korejko via email ( kkorejko@dvrpc.org ) of their intention by October 24, 2017. They will then be given instructions for and must attend a mandatory pre-bid teleconference scheduled for October 27, 2017 at 2:00 p.m. (EST). Sub-consultants may participate, but are not required to do so. Please submit your proposal, without cost estimates, via email to John Griffies, Contracts Manager jgriffies@dvrpc.org by 11:59 PM (EST), November 3, 2017 Please note that file sizes must be under 25 MB. File types accepted are.pdf,.doc, and.docx Proposals submitted after submission deadline or proposals that are nonresponsive to the requirements of this RFP will not be considered.
I. Project Background Serving the Greater Philadelphia area since 1965, DVRPC works to foster regional collaboration in creating and maintaining a livable, sustainable, and economically competitive region covering our nine counties: Bucks, Chester, Delaware, Montgomery, and Philadelphia counties in Pennsylvania, and Burlington, Camden, Gloucester, and Mercer counties in New Jersey. These nine counties together comprise over 3,800 square miles with land use that varies from the dense urban core of Center City Philadelphia to the open rural areas of the New Jersey Pinelands. DVRPC staff works with municipal, city, county, and state representatives and many other partners to improve transportation, promote smart growth, protect the environment, and build the economy. To assist with planning efforts to help communities in the region become more pedestrianfriendly and accessible, and to improve regional asset management, DVRPC is seeking proposals from qualified consultants for the development of a regional sidewalk inventory in geospatial format. A regional sidewalk inventory will allow DVRPC and partners to do things like map and measure the mileage, connectivity, and quality of sidewalks in the region or a local area, identify gaps in sidewalk infrastructure, set grounded targets for sidewalk network buildout, and can serve as a starting point for the development of priorities to address sidewalk gaps in the most appropriate places. The creation of a sidewalk inventory will also allow DVRPC to better address walkability in regional performance measures, support regional asset management efforts, and will be beneficial for other planning activities. DVRPC s vision is to create a regional pedestrian GIS dataset, using the sidewalk inventory as its base, that our member governments can contribute to and edit as needed. The resulting changes to the dataset will be shared with DVRPC, who will maintain the master (regional) dataset. Once the GIS framework is generated, we anticipate enhancing the dataset by adding attribute information and other pedestrian facility features that will be maintained and updated as needed. The first step in launching this ambitious effort is to create a standardized regional sidewalk inventory. Sidewalk inventories do exist for some, but not all, counties in the region, though the level of completeness, the data collection methods, and attributes vary for each dataset. This project will standardize, edge match, and fill the gaps in coverage to create a cohesive, comprehensive, regional sidewalk network. II. Scope of Services Due to the large size of this project and the various reference datasets available, DVRPC has phased this project to cover two fiscal years (DVRPC s fiscal year goes from July 1 to June 30). Phase I for FY 2018 will involve standardizing, edge-matching, and completing gaps for the Southeast Pennsylvania portion of the DVRPC region (Bucks, Chester, Delaware, Montgomery, and Philadelphia counties) using existing inventories and an impervious surface dataset as reference. Since very little sidewalk data exists for the New Jersey portion of the DVRPC region (Burlington, Camden, Gloucester, and Mercer counties), Phase II for FY 2019 will mainly involve 1
creating the inventory for this area from scratch, using the same database structure as the dataset created in Phase I. Additionally, an ideal sidewalk inventory would include information about other features, such as crosswalks, sidewalk condition, non-paved surfaces, curb ramps, etc. Applicants are encouraged to suggest methods to provide these features and any other features that the applicant may deem necessary to create an enhanced inventory. A. Phase I - Sidewalk Inventory for Five Pennsylvania Counties and Optional Pedestrian Facilities Inventories (completed by June 30, 2018) The successful respondent will create a linear sidewalk network for the Pennsylvania portion of the DVRPC region. Using DVRPC s 2015 orthoimagery as its source (unless the Consultant can offer a more current source of orthoimagery, or proposes a different technical approach entirely), referencing existing sidewalk inventories and other relevant datasets provided by DVRPC (listed in Materials Provided by DVRPC ), delineate centerlines of sidewalks for the five counties. Tasks for Phase I: Review existing sidewalk inventories and evaluate how the data will be used to assist with creating the regional sidewalk inventory. Working with DVRPC s project manager, create schema for sidewalk network. Develop methodology for how sidewalk network will be generated for Pennsylvania counties. Create sidewalk inventory for Pennsylvania counties. Meet with DVRPC s project manager on a regular basis (frequency to be mutually determined). Document methodology. Create metadata for the product. Required Products a. GIS datasets of sidewalks (a linear feature class) for Bucks, Chester, Delaware, Montgomery, and Philadelphia counties in Pennsylvania, with snapped sidewalk endpoints b. Documentation of methodology c. ArcGIS-compliant metadata for the sidewalk dataset In an effort to create a sidewalk dataset with additional features and attributes beneficial to pedestrian planning and creating a routable pedestrian network, applicants are encouraged to provide costs for the following optional enhancements. Optional Tasks for Phase I: Working with DVRPC s project manager, create schema for additional pedestrian facility features. Develop methodology for how features will be generated for Pennsylvania counties. Create pedestrian features for Pennsylvania counties. Optional Products (in addition to the sidewalk dataset described above) d. Crosswalks (needed to generate a pedestrian network) for DVRPC s five Pennsylvania counties, snapped to sidewalk network 2
e. Multipurpose trails and other non-sidewalk pedestrian facilities for DVRPC s five Pennsylvania counties f. Sidewalk condition attributes for DVRPC s five Pennsylvania counties g. Point feature class of curb ramps/ada pedestrian facilities for DVRPC s five Pennsylvania counties, snapped to sidewalk network B. Phase II - Sidewalk Inventory for Four New Jersey Counties (If DVRPC and our planning partners are satisfied with the consultant s performance in Phase I, we reserve the right to negotiate a consultant amendment with the selected consultant, to contract for a scope and budget to produce products listed in Phase II, to be completed by June 30, 2019.) Building from the network created by the consultant in Phase I, the successful respondent will create a linear sidewalk network for the New Jersey portion of the DVRPC region. Using DVRPC s 2015 orthoimagery as its source (unless the Consultant can offer a more current source of orthoimagery), referencing existing sidewalk inventories and other relevant datasets provided by DVRPC, delineate centerlines of sidewalks for the four counties. Tasks for Phase II: Review existing sidewalk inventories and evaluate how the data will be used to assist with creating the regional sidewalk inventory for the New Jersey counties. Develop methodology for how sidewalk network will be generated for New Jersey counties Create sidewalk inventory for the New Jersey counties, using standards developed during development of the sidewalk inventory for the Pennsylvania counties. Meet with DVRPC s project manager on a regular basis (frequency to be mutually determined). Document methodology. Create metadata for the product. Required Products a. Sidewalk network (a linear feature class) for Burlington, Camden, Gloucester, and Mercer counties in New Jersey, with snapped sidewalk endpoints. b. Documentation of methodology c. ArcGIS-compliant metadata for the sidewalk dataset As requested in Phase I, applicants are encouraged to provide costs for the following optional enhancements. Optional Tasks for Phase II: Working with DVRPC s project manager, create schema for additional pedestrian facility features. Develop methodology for how features will be generated for New Jersey counties. Create pedestrian features for New Jersey counties. 3
Optional Products (in addition to the sidewalk dataset described above) d. Crosswalks (needed to generate a pedestrian network) for DVRPC s four New Jersey counties, snapped to sidewalk network e. Multipurpose trails and other non-sidewalk pedestrian facilities for DVRPC s four New Jersey counties f. Sidewalk condition attributes for DVRPC s four New Jersey counties g. Point feature class of curb ramps/ada pedestrian facilities for DVRPC s four New Jersey counties, snapped to sidewalk network C. Materials Provided by DVRPC Once a contract for this procurement is executed, DVRPC will provide any of the following digital material that the Consultant deems useful in successfully completing this project. (Additional datasets may be requested if needed): DVRPC s 2015 digital orthoimagery provided as GeoTIFF or MrSID tiles or MrSID county mosaics for the nine-county region Bucks, Chester, Delaware, Montgomery, and Philadelphia s existing sidewalk inventories, NJDOT s county road sidewalk inventory, Camden City s sidewalk and curb ramp dataset (for downtown area only), and any other GIS inventories DVRPC discovers (see Attachment A for details about these inventories) Impervious surface dataset for DVRPC s five Pennsylvania counties DVRPC s regional 2015 LiDAR dataset (QL2, average of 5 ppsm) - includes classified LAS files; 1 meter, hydro-flattened, bare earth DEMs; and intensity images DVRPC s regional road centerline network DVRPC s regional county boundaries DVRPC s regional trail network D. Project Management The DVRPC Project Manager will oversee all work performed by the Consultant as described in the Scope of Services. The Consultant will meet with the DVRPC Project Manager prior to starting work and must communicate frequently (bi-weekly or monthly, as mutually agreed by DVRPC project manager and the consultant) to demonstrate progress, review issues, and discuss any other details of the planned activities. As work progresses, the Consultant shall provide digital results to the DVRPC Project Manager for quality assurance testing. The scope and general timing of the submissions of the digital results should be presented in the proposal, and will be agreed upon jointly by the Consultant and the DVRPC Project Manager and written into the contract. III. Consultant Deliverables DVRPC and the Consultant shall negotiate the final deliverables based upon cost and time requirements. All GIS datasets must be compatible with Esri s ArcGIS version 10.3, and be projected as UTM Zone 18 North Feet. Deliverable 1 One GIS dataset of sidewalks (a linear feature class) for Bucks, Chester, Delaware, Montgomery, and Philadelphia counties in Pennsylvania, with metadata. Optional products (with metadata) for the DVRPC s five counties in Pennsylvania, if contracted, would be part of this deliverable. 4
Deliverable 2 documentation of methodology. Deliverable 3 (if consultant is selected to continue the work) One GIS dataset of sidewalks (a linear feature class) for DVRPC s four counties in New Jersey, with metadata. Optional products (with metadata) for the DVRPC s four counties in New Jersey, if contracted, would be part of this deliverable. Deliverable 4 documentation of methodology. IV. Technical Proposal Requirements The proposal, transmitted as a PDF file entitled Technical Proposal, must contain the following elements in order: 1. Cover letter from a principal of the consulting firm, providing summary and proposed solution of the project, along with primary contact information (phone number and email address). (1 page maximum) 2. Project team description including qualifications, relevant experience, and contact information for each team member. Please identify the project manager, key personnel, and any sub-consultants, and include an organizational chart of the project team, if available. If team of consultants, explain how team may have previously worked together. (5 page maximum) 3. Experience including a description of company s previous experience in creating linear network datasets. Possible elements can include methodology, approximate geographic size, project s beginning and end dates, explanations of significant delays, and lessons learned. (5 page maximum) 4. Proposal Narrative providing sufficiently detailed technical specifications and discussion of their approach so that the respondent s competence and ability to provide the required deliverable is clearly demonstrated. The narrative should specify which tasks will be done by the lead consultant and which tasks will be done by sub-consultants, if applicable. Consultants are invited to present alternative methodologies that would enhance the deliverables or shorten the time required to complete the deliverables. (6 page maximum) 5. Schedule for all major tasks. V. Administrative Proposal Requirements The proposal should also contain elements one (1) through five (5): 1. Certification of Eligibility A certificate is to be included in the proposal for each firm stating that: "The firm is not ineligible to receive award of a contract due to the firm's inclusion on any Federal, Pennsylvania, or New Jersey state lists of debarred contractors, or otherwise ineligible to be awarded a contract using Federal or state funds." This statement should be written on your firm s letterhead and should be signed by an officer of the firm. 5
2. DBE/SBE Letters The consultant or any sub-consultants must submit letters, if applicable, demonstrating that they are certified as a DBE/SBE firm by the Commonwealth of Pennsylvania. For Phase I of this project, the DBE participation goal shall be at minimum 10%. 3. Profit Statement Title 41 Code of Federal Regulations limits the amount of profit or fee to 10 percent of the direct labor and indirect costs. 4. Resumes Resumes of project personnel (two-page limit per resume) 5. Experience and References A description of company s previous experience in creating linear network datasets, with associated references (including name, address, and phone number of a person familiar with the project and available to respond to a phone call). Possible elements can include methodology, approximate geographic size, project s beginning and end dates, explanations of significant delays, and lessons learned. (6 page maximum) ONLY REQUIRED IF YOUR FIRM IS SELECTED TO NEGOTIATE THE CONTRACT: 6. Cost Estimates a. Project Budget. The selected consultant will be asked to provide a detailed project budget estimate utilizing the schedule attached to this RFP (Attachment B). During negotiations, the Consultants or DVRPC may suggest that deliverables or tasks be modified or deleted. b. Detailed Budget. A separate detailed budget is to be prepared by the prime and each subconsultant. A template for the final summary budget for the total contract, the Contract Pricing Proposal, can be found in Sample Forms located at: https://www.dvrpc.org/consultant VI. Evaluation Criteria A Consultant Selection Committee, made up of representatives from DVRPC and our planning partners with expertise in the subject matter, will evaluate each proposal submitted and, at its discretion, recommend a firm to the DVRPC Board. Negotiations for award of the contract will be to the firm that best meets the evaluation criteria. DVRPC reserves the right to reject all proposals. DVRPC reserves the right to request that several of the consultants form teams. DVRPC reserves the right to negotiate cost and scope elements with the leading firm. Criteria have been established to guide the evaluation of each consultant proposal. The following weighted criteria will be used to evaluate and rank proposals: Technical approach and product understanding ( weight 50% ): Consultants are encouraged to: (1) develop alternative approaches; (2) offer suggestions for enhancing specific tasks or the overall work; or (3) propose innovative techniques to improve the results and reduce costs. 6
Professional qualifications and experience in similar work ( weight 30% ): Consultants should demonstrate their qualifications and experience as it relates to carrying out the project. Ability to perform within schedule ( weight 20% ): Consultants should demonstrate an ability to perform the tasks proposed within the time proposed and provide a clear explanation of how consultant will be coordinating with DVRPC s project manager. VII. Contract The contract will be between DVRPC and the selected firm who will be technically and administratively responsible to DVRPC. DVRPC will authorize all payments to the selected firm. The contract will be cost reimbursable with a fixed fee, not to exceed type. Length of contract and availability of funds will be provided in the contract details. Should additional funding become available for related work DVRPC may negotiate with the selected consultant to perform the work for up to three additional years. If DVRPC and our planning partners are satisfied with the consultant s performance in Product 1, we reserve the right to negotiate a consultant amendment with the selected consultant, to contract for a scope and budget to produce Product 2. VIII. Inquiries Regarding this Solicitation Inquiries related to the Scope of Services of the RFP should be submitted by October 26, 2017 in writing via email to Kimberly Korejko ( kkorejko@dvrpc.org ). Inquiries related to contract provisions or other requirements should be submitted in writing via email to John Griffies, Contracts Manager ( jgriffies@dvrpc.org ). All inquiries and responses will be posted on a rolling basis on the DVRPC website at the location of the posting of the original RFP at http://www.dvrpc.org/consultant/. IX. Disadvantaged Business Enterprises The Delaware Valley Regional Planning Commission is committed to providing opportunities for Disadvantaged Business Enterprises (DBE) to compete for work. DBEs are certified by the Pennsylvania Unified Certification Program (PAUCP) and the New Jersey Unified Certification Program (NJUCP) in accordance with 49 CFR Part 26. Any party that enters into an agreement with DVRPC is encouraged to involve Disadvantaged Business Enterprises in the required work and to submit documentation of any such involvement in the proposal narrative and budget. Any party that enters into an agreement with DVRPC shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of any agreement or in the administration of its DBE program or the requirements of 49 CFR part 26. All parties to DVRPC agreements shall take all necessary and reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award and administration of any subagreements and 7
in addition each prime contractor or subrecipient must include the following assurance in any subcontracts entered into: The contractor, subrecipient or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The contractor shall carry out applicable requirements of 49 CFR part 26 in the award and administration of this agreement. DVRPC Disadvantaged Business Enterprise Policy DVRPC encourages all prospective consultants to use the following links to the PA and NJ Unified Certification Program to locate DBE firms to utilize as sub-consultants. PA - Unified Certification Program NJ - Unified Certification Program For Phase I of this project, the DBE participation goal shall be at minimum 10%. Submission Requirements: The Proposer, using the attached DBE Participation Schedule (Attachment C), is required to furnish the following documentation as part of its technical proposal: 1. The names and addresses of DBE firms that will participate in the Contract; 2. A description of the work that each DBE will perform; and 3. The percentage of participation of each DBE firm participating. The successful Proposer, will be required to submit the schedule with their proposal. X. Small Business Enterprise and Emerging Small Business Enterprise Programs In addition to DBEs, DVRPC encourages the use of small businesses under the following programs: Small Business Enterprise (SBE) in Pennsylvania, and Emerging Small Business Enterprise (ESBE) in New Jersey. Small business concerns are those entities seeking to participate in contracts that meet the definition of a small business concern set forth in Section 3 of the Small Business Act and Small Business Administration regulations as per 13 CFR Part 121. These programs are designed to facilitate greater participation of small businesses in transportation related procurements. Any party that enters into an agreement with DVRPC is encouraged to involve SBE/ESBEs in the required work and to submit documentation of any such involvement in the proposal narrative and budget. Contractors looking for certified SBEs can search these online databases: Pennsylvania Small Business Enterprise Program New Jersey Emerging Small Business Enterprise (ESBE) Program 8
Contractors must maintain records to ensure compliance with 49 C.F.R Part 26 obligations by indicating the number of DBE, SBE/ESBE, and non-dbe/sbe/esbe subcontractors, the type of work performed on the project, documentation of efforts to secure DBE/SBE/ESBE firms for available subcontracting opportunities and the means of communication used to obtain the services of DBE/SBE/ESBEs, and dollar amounts paid to DBE/SBE/ESBEs. 9
10 ATTACHMENT A DETAILS ABOUT EXISTING SIDEWALK INVENTORIES Area Covered Who created the inventory? How was the data collected? For what year is your dataset relevant? At what scale was the dataset created? How complete is your dataset? Bucks County County staff (in-house) Heads-up digitized using orthoimagery (sidewalk centerline), Subdivision Plans 2017 1 : 1,200 Complete county-wide coverage Philadelphia Consultant with intern help and update from current staff Heads-up digitized using orthoimagery (sidewalk centerline), Field surveys, Globespotter 2015/2016 not sure almost complete county-wide coverage Montgomery County County staff (in-house) offset from Street Centerline 2015 Complete county-wide coverage Chester County Delaware County County staff (in-house) County staff (in-house, interns) Heads-up digitized using orthoimagery (sidewalk centerline), Tagging street centerlines 2014 1:1,000 and lower Complete county-wide coverage Heads-up digitized using orthoimagery (sidewalk centerline), 2015 1 : 1,200 Complete county-wide coverage NJ Counties NJDOT Through an image-based feature inventory, NJDOT has collected data for 13,200 miles of 500, 600, 700 and 2-digit series county roads 2007 ground-level imagery 4 NJ counties, 500, 600, 700 and 2-digit series county roads Camden City (downtown portion only) DVRPC Heads-up digitizing and field work 2016 1:1,200 and ground-level Downtown portion of the city only
ATTACHMENT B PLEASE SUBMIT ONLY IF YOUR FIRM IS SELECTED TO NEGOTIATE THE CONTRACT Sidewalk Inventory for Pennsylvania Counties Project Budget a. Sidewalk Network $ for Bucks, Chester, Delaware, Montgomery and Philadelphia counties in Pennsylvania Optional Products b. Crosswalks $ c. Trails $ d. Sidewalk Condition $ e. Curb Ramps/ADA Facilities $ 11
ATTACHMENT C REQUEST FOR PROPOSAL DISADVANTAGED BUSINESS ENTERPRISE (DBE) PARTICIPATION SCHEDULE As specified in the DBE Participation Section included in the Request for Proposal Documents, the Proposer shall furnish to DVRPC s satisfaction the details of disadvantaged business enterprise participation. TABLE I. ALL WORK TO BE PERFORMED BY DBE S 1 2 3 4 NAME OF DBE FIRM CONTACT PERSON (Business Address & Telephone Number) DESCRIPTION OF WORK TO BE PERFORMED TOTAL DBE AGREED PERCENTAGE TO BE CREDITED TO DBE GOAL % % % % Project Name: Name (Type or Print) : Title: Signature: Date: Firm or Corporation: Telephone No: Proposers are hereby notified that the information contained herein will be verified with the designated DBE firm. Additionally, if and when the award of a contract is made, all DBE firms listed herein will be simultaneously notified of the award. DVRPC reserves the right to waive informalities herein in its sole reasonable discretion. All percentages must be expressed as a percentage of the Proposer s total maximum price to DVRPC 12