REQUEST FOR PROPOSALS. Transportation Systems Plan (TSP)

REQUEST FOR PROPOSALS Transportation Systems Plan (TSP) RFP Published: January 10, 2011 Proposals Due: January 31, 2011 Issued by: Cowlitz-Wahkiakum Council of Governments (CWCOG) Administrative Annex 207 North 4 th Ave. Kelso, WA 98626 (360) 577-3041

TABLE OF CONTENTS 1.0 GENERAL INFORMATION...1 1.1 BACKGROUND...1 1.2 STUDY NEED, PURPOSE AND GOALS...1 1.3 DOCUMENT PURPOSE...2 1.4 AGENCY BACKGROUND...2 1.5 FUNDING...2 1.6 LOCAL AGENCY ROLES...2 2.0 SCOPE OF WORK...3 2.1 CONSULTANT ACTIVITIES...3 2.2 CONSULTANT ASSISTANCE OVERVIEW...3 2.3 CWCOG RESPONSIBILITY...3 2.4 PROJECT SCHEDULE...4 2.5 REPORTS BY CONSULTANT...4 2.6 CONSULTANT S ROLE...4 2.7 SUBCONTRACTING...4 3.0 GENERAL REQUIREMENTS...4 3.1 RESPONSE DOCUMENTS...4 3.2 ADDENDA TO RFP...5 3.3 SUBMITTAL OF RESPONSES...5 3.4 INQUIRIES ON RFP...5 3.5 VALIDITY PERIOD...5 3.6 NONDISCRIMINATION...5 4.0 TERMS OF PAYMENT...6 5.0 REQUEST FOR PROPOSALS...6 5.1 RESPONSE REQUIREMENTS...6 5.2 UNDERSTANDING OF PROJECT BY CONSULTANT...6 5.3 QUALIFICATIONS OF CONSULTANT...6 5.4 REFERENCES OF CONSULTANT...7 5.5 PROJECT TEAM...7 5.6 AVAILABILITY...7 5.7 OTHER INFORMATION...7 6.0 CONSULTANT SELECTION...7 6.1 EVALUATION TEAM...7 6.2 EVALUATION CRITERIA...7 6.3 PROTEST PROCEDURES...8

1.0 GENERAL INFORMATION 1.1 BACKGROUND A Transportation Systems Planning (TSP) study will make possible a comprehensive evaluation of the detailed operations for all aspects of the transportation system in the Kelso-Longview study area, including street, parking, transit, pedestrian, bicycle and freight mobility (trucking and rail). This study was recently funded through the Cowlitz County Metropolitan Planning Organization (MPO), for the Kelso-Longview metropolitan area. The Kelso-Longview metropolitan area is distinguished as a unique place for several reasons: It has two urban centers: Kelso and Longview; The western edge of Longview has urban development, yet remains unincorporated; The majority of jobs are in the manufacturing sector, which relies heavily on transportation for commerce; It has access to recreational opportunities is valued by the citizens; It has a deep water port, serving imports and exports with Asia; and It has quick access to I-5. The region s transportation facilities serve more than 50,000 residents as well as many visitors and regional travelers. Preserving and developing the region s transportation facilities will involve multi-disciplinary staff teams, multiple jurisdictions, private entities and developers, and the community. This TSP will provide a clear vision for the future of the transportation network. A cohesive plan ensures integrated and consistent transportation system development across jurisdictions and over time. 1.2 STUDY NEED, PURPOSE AND GOALS The TSP is expected to guide the development of a sustainable transportation system that supports the land use vision, provides transportation choices, promotes active living by design, guides development impact resolution, outlines arterial design standards, and integrates with the natural and built environment. There are various transportation options that, when integrated, can help connect people with places, contribute to a livable community, support economic growth and, in some cases, contribute to a greener environment (e.g. walking, bicycling, and using mass-transit). To safely accommodate the future movements of all users and modes within the study area, the TSP will focus on identifying existing transportation systems and needs associated with the current transportation network. Specifically, these needs are to: Identify existing transportation and land use conditions; Identify existing conditions and gaps in Public Transportation, Freight, Bicycle and Pedestrian facilities; Identify transportation system strategies and transportation demand management strategies; Identify multi-modal transportation choices; 1

Identify and improve access control where needed; Develop a final TSP prioritized project list, by mode; and Develop a financial strategy, by mode. 1.3 DOCUMENT PURPOSE The Kelso-Longview-Rainier Metropolitan Planning Organization (MPO), in coordination with partner agencies, is seeking response to this Request for Proposals from firms interested in providing professional consultant services for the Transportation Systems Plan (TSP). The contract for consultant services is expected to take up to 18 months to complete. This Request for Proposals outlines a description of the consulting services sought as well as the required documents to be submitted by interested firms. All responses shall be submitted by January 31, 2011. Any responses received after the deadline will not be considered. The responses received by the due date will be used to determine which firms, in the Management Team's sole opinion, best meet the requirements to support the services needed for this project. An evaluation team will review responses, interview firms (if needed), rank qualified firms, and select the firm. Based on proposal review and potential interview, we will select a team with which to negotiate a scope and fee starting the week of January 31, 2011. The contract is expected to be effective by March 2011. For its own best interests, CWCOG reserves the right to accept any response or to reject any and all responses. The successful contractor will be required to comply with Equal Employment Opportunity laws, as well as other applicable federal, state, and local laws and requirements. 1.4 AGENCY BACKGROUND The Cowlitz-Wahkiakum Council of Governments (CWCOG) serves as the Kelso-Longview- Rainier Metropolitan Planning Organization. As the MPO, CWCOG conducts numerous regional transportation planning activities for the region. CWCOG is responsible for the development of Metropolitan and Regional Transportation Plans, Transportation Improvement Programs, the Unified Planning Work Program (UPWP), transit studies, development of the regional travel forecasting model, and other regional transportation studies. CWCOG is responsible for administration and management of the consultant contract. 1.5 FUNDING Funding for this project will be provided through the Surface Transportation Program (STP) funds. 1.6 LOCAL AGENCY ROLES Although CWCOG has lead responsibility in conducting and managing the Transportation Systems Plan, this Work Program will be closely coordinated with Washington State Department of Transportation (WSDOT), Cowlitz County, City of Kelso, City of Longview, Port of 2

Longview, and the Cowlitz Transit Authority (CTA). A qualified consultant must be able to understand current transportation-related activities of the local jurisdictions and the interrelationships between them. The Cowlitz Area Technical Advisory Committee is comprised of the participating jurisdictions and will monitor technical activities of the study process. 2.0 SCOPE OF WORK 2.1 CONSULTANT ACTIVITIES The TSP aims at developing a mechanism for prioritizing transportation projects that leads to a complete multi-modal system. This would involve automobiles, walking, biking, transit and freight. The study will include public involvement throughout the study process. The consultant will make presentations to community groups during open houses/technical meetings. The public involvement process will include multiple technical advisory committee and council meetings, workshops, listening posts, and project newsletters. Innovative techniques for capturing new participants and ideas are encouraged. 2.2 CONSULTANT ASSISTANCE OVERVIEW Consultant assistance is specifically required with all aspects of the Transportation Systems Plan work scope, to provide technical expertise to CWCOG and partner agencies, and to develop measurable outcomes for project delivery. To that end, the consultant will prepare and write reports, technical memoranda and other documentation as needed. The consultant will provide a Project Manager for the Transportation Systems Plan who will act as the principal contact with CWCOG. The Project Manager for the consultant will be responsible for ensuring that the appropriate consultant staff and resources are utilized to provide expertise in conducting the Transportation Systems Plan. 2.3 CWCOG RESPONSIBILITY CWCOG will have overall responsibility for managing the Transportation Systems Plan and the consultant assistance contract. CWCOG will provide direction to the consultant who will provide technical activities to support the Work Program as described in Section 2.1 above. CWCOG staff will carry out project management and coordination. CWCOG and partner agencies will assist with the development of the Transportation Systems Plan Work Program and provide review and input on all of the tasks contained in the scope of work. CWCOG staff will also be responsible for travel demand modeling requests and analysis. This will involve updating and maintaining the model with base year and future year projections. CWCOG staff will coordinate with the chosen consultant on model analysis and technical details. The CWCOG travel demand model is operated on the VISUM platform. Unless otherwise directed, formal and informal communication following contract award shall be directed to Matt Hermen, Project Manager. 3

2.4 PROJECT SCHEDULE The following schedule provides a timeline for the Transportation Systems Plan. The selected consultant will begin participation in these activities upon execution of a contract and preparation of a detailed Work Plan. Contract Begins March 2011 Ongoing Consultant Assistance March 2011 June 2012 Contract Ends June 1, 2012 2.5 REPORTS BY CONSULTANT The Consultant and the Project Manager shall work together to develop a schedule for the Consultant to provide written progress reports to CWCOG. The Consultant shall provide any draft report sections for review by CWCOG and submit final report(s) to CWCOG. 2.6 CONSULTANT S ROLE The Consultant and CWCOG will work together to develop a work scope that identifies detailed activities, timelines, and budget. The Project Manager s written approval is required before commencing work and/or any changes in the work program. The Consultant will carry out activities specified in the work program. Coordination and communication will be required between the Consultant and CWCOG. 2.7 SUBCONTRACTING The selected Consultant shall submit names of potential subcontractors to the Project Manager for review and approval prior to entering into proposed subcontracts. The Project Manager shall have the right to approve or reject subcontractors prior to execution of a contract with the lead consultant. 3.0 GENERAL REQUIREMENTS 3.1 RESPONSE DOCUMENTS Response documents shall include, in fact or by reference, the following: Request for Proposals (Part 5) Addenda to RFP (If Applicable) Statement of Proposals Scope of Work Responses should be prepared simply and economically providing straightforward, concise descriptions of qualifications and work scope to satisfy the requirements of the RFP. CWCOG shall not be liable for any expense incurred in the preparation of responses. All responses and submissions will become the property of CWCOG and will not be returned to the respondent. 4

3.2 ADDENDA TO RFP CWCOG reserves the right to make any changes in the RFP as deemed appropriate. Any and all changes shall be made by written Addendum, which shall be issued by CWCOG to all interested firms who have been issued copies of the RFP from CWCOG. 3.3 SUBMITTAL OF RESPONSES Proposals will be received by CWCOG until 5:00 p.m. (local time), Monday, January 31, 2011. Any response received after the prescribed deadline will not be considered. Proposals may be mailed or hand delivered, and shall be addressed as follows: Mail/Hand Delivery: Cowlitz-Wahkiakum Council of Governments ATTN: Matt Hermen Administrative Annex 207 North 4 th Ave. Kelso, Washington 98626 The proposal shall be sealed in an envelope, box, or other suitable package. To ensure proper identification and handling, mark in the lower left-hand corner of the envelope: Transportation Systems Plan. Six (6) copies of the proposal must be furnished to CWCOG at the time and place specified above. Responses will not be accepted via facsimile or e-mail transmission. 3.4 INQUIRIES ON RFP Questions on this RFP should be addressed to Matt Hermen, Project Manager, at the above address; phone: (360) 577-3041. The Project Manager or designee shall be the single point of contact relating to this Work Program during the response period. 3.5 VALIDITY PERIOD The proposal shall be considered current and a valid offer to undertake the work, subject to successful negotiation of a contract, for a period of at least ninety (90) days and shall contain a statement to that effect. 3.6 NONDISCRIMINATION CWCOG, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-Assisted Programs of the Department of Transportation issued pursuant to such Act, hereby notifies all proposers that it will affirmatively ensure that in regard to any contract entered into pursuant to this Request for Proposals, minority business enterprises will be afforded full opportunity to respond to this request and will not be discriminated against on the grounds of race, color, sex or national origin in consideration for an award. Persons with disabilities may request this information be prepared in alternate forms by calling CWCOG at (360) 577-3041. 5

4.0 TERMS OF PAYMENT The contractor will be paid on a monthly basis for authorized and satisfactorily completed work and services as rendered under this contract. Such payment shall be full compensation for work performed and services rendered; for all supplies, materials, equipment or use thereof; for all travel expenses, including mileage, lodging and meals; and for all other necessary incidentals. All expenses shall be detailed on invoices submitted by the contractor to CWCOG. Fees for services shall be detailed by date, type of service provided, hours per type of service, hours per day, hourly rate, and total per day. Reimbursable expenses shall be itemized and shall be detailed by copies of all invoices for all non-travel reimbursable expenses. An original invoice must be received by the fifth of the month to be paid by the last working day of the month. Invoices must be addressed to Matt Hermen, CWCOG, Administrative Annex, 407 North 4 th Ave., Kelso, WA 98626. 5.0 REQUEST FOR PROPOSALS 5.1 RESPONSE REQUIREMENTS Each Response shall contain the following items: 1. A Letter of Transmittal containing a statement addressing the required validity period (see Part 3.5 above) and a statement that the consultant has received, read, and understands this Request for Proposals. 2. Response documentation as outlined in Part 3.1 (above) 3. Table of Contents. 4. Summary. 5. A written response addressing the items listed in Parts 5.2 through 5.7 (below). 5.2 UNDERSTANDING OF PROJECT BY CONSULTANT Provide a narrative demonstrating the Consultant's understanding of the Transportation Systems Plan and the needed Consultant assistance. Address how the Consultant will provide guidance and assistance in conducting the following tasks: 1) Goals, Policies and Implementation Strategies; 2) Existing Conditions; 3) Planning Elements; 6) Deliverables from Study Effort; 7) How the Consultant Will Coordinate with CWCOG and Its Partnering Agencies; and 8) Budget and Timeline. 5.3 QUALIFICATIONS OF CONSULTANT Describe the depth of your team's relevant experience and skills and relate that experience to your understanding of the project. Emphasize the direct and related experience of your team's project personnel (not the reputation or experiences of the firms with which they are associated). Describe your team's approach in communicating with CWCOG and the project committee and the partnering agencies. 6

5.4 REFERENCES OF CONSULTANT Include a minimum of five (5) relevant client references. Provide the name and phone number of the individual to be contacted for each reference. References should include a written description of the work performed. 5.5 PROJECT TEAM The proposal shall include a description of the project team, including the project manager, and an organizational chart showing responsibilities and decision-making authority. Project team members are to be identified by name, fields of expertise, specific responsibilities on the project, as well as estimated percentage of participation in the project. The project manager named in the proposal and present during evaluation interviews shall remain the same throughout the length of the project. Résumés for project personnel are also to be included. 5.6 AVAILABILITY Include a statement of other work currently underway or anticipated to be in progress during the time frame of this project and show how the consultant intends to schedule projects so this project is accomplished as well. 5.7 OTHER INFORMATION Consultants are free to provide other information that may assist CWCOG in determining the Consultant's qualifications to undertake the work described. 6.0 CONSULTANT SELECTION 6.1 EVALUATION TEAM The evaluation team is expected to consist of representatives from CWCOG, WSDOT, and local partners. 6.2 EVALUATION CRITERIA The evaluation team shall review the qualifications and proposed work scope in accordance with the following criteria: Capabilities of Consultant Project Team o Knowledge of transportation planning and engineering o Experience in regional transportation analysis and implementation o Experience in developing roadway classification standards o Application of visual renderings to promote implementation o Project understanding, familiarity with area and approach o Technical skills and strategic knowledge Proposed project approach o Project management expertise and philosophy o Understanding of study need and purpose 7

o Proposed study process and work program o Relationship of study objectives to proposed work program o Identification of key issues (technical and policy) to be addressed o Commitment of Project Manager and team to project, and expertise of team working together o Proposed deliverables Quality of proposal and references o Readability and presentation o Clarity o Communication of team strengths and overall approach o Previous client references 6.3 PROTEST PROCEDURES Every effort will be made by CWCOG to resolve disputes relating to consultant selection. The option of informal mediation may be used for resolution. Any firm may file a written complaint with the CWCOG s Director. Upon receiving the written complaint, CWCOG will determine the most reasonable way to resolve the dispute. 8