Iowa s Bicycle and Pedestrian Long-Range Plan Request for Proposal Iowa Department of Transportation Introduction The Iowa Department of Transportation s (Iowa DOT) Office of Systems Planning is interested in bicycle and pedestrian transportation planning consultants to provide policy and implementation level direction, guidance and performance measures to help guide future investment decisions for work on Iowa s Bicycle and Pedestrian Long-Range Plan. If your firm is interested in providing the described services, please submit a proposal stating your ability and availability to complete this work. Project Background Bicycling and walking are important in the daily lives of Iowans. Bicycle and pedestrian facilities range from urban sidewalks and street crosswalks to specialized multiuse trails and bicycle lanes designed for both transportation and recreation. As bicycle and pedestrian travel increases in Iowa, the continuing need to educate all users on proper usage and safety is important. The Iowa transportation Policy says the state s transportation goal is to provide and preserve adequate, safe and efficient transportation services. As such, the Iowa DOT is to encourage and assist in the development, preservation, maintenance, improvement and efficient use of all transportation systems, including bicycle and pedestrian systems. By providing and preserving adequate, safe and efficient bicycle and pedestrian transportation systems, more Iowans will have more transportation opportunities to safely walk and bicycle as part of their everyday lives. This Plan will: Affirm the Iowa DOT s commitment to bicycle and pedestrian transportation systems and services; and Provide policy guidance on managing the Iowa DOT s programs that impact bicycle and pedestrian systems; and Assist in promoting bicycling and walking as transportation alternatives by outlining future actions and initiatives to encourage these modes; and Expand and improve a statewide network of safe and convenient routes for bicycle transportation and tourism, including safe and convenient access to and through the state s urban areas; and Provide planning and design guidelines that would serve as recommendations for agencies, local communities and trail organizations to locate, design and maintain bicycle and pedestrian facilities that are safe, user-friendly and accessible to all users. 1
Project Scope The Iowa DOT would like to have the Plan include the following elements. However, the Consultant s proposed project scope of work should be based, but not limited to, the tasks described below. Define the purpose (Vision), goals and objectives of the Plan. Review existing bicycle and pedestrian plans to document current and on-going programs and projects such as: Iowa Trails 2000, Iowa in Motion Planning Ahead 2040, Metropolitan Planning Organizations and Regional Planning Affiliations plans, Iowa Department of Natural Resources Statewide Comprehensive Outdoor Recreation Plan, County Conservation Plans, Blue Zones Project and Governor s Healthiest State Initiative, among others. Present an overview of the current Iowa DOT s Bicycle & Pedestrian Program. Briefly present state and federal laws, regulations, rules or guidance that affects the function and direction of the bicycle and pedestrian program such as: Moving Ahead for Progress in the 21 st Century (MAP-21), Public Right of Way Accessibility Guidelines (PROWAG), Department of Justice ruling on Other Power-Driven Mobility Devices, Iowa DOT s Paved Shoulder Policy and Rumble Strips Policy and the Iowa DOT s Bicycle and Pedestrian Accommodation Guidance. Develop a public participation plan that includes a website and handout materials. Identify existing bikeway, trail & sidewalk facilities. Present a description of the overall network including: infrastructure, operational conditions and connectivity. This is not intended to be a comprehensive inventory of every bicycle, trail and pedestrian facility, but rather a description and general assessment of the overall network. Evaluation of the entire system: connectivity, identify gaps and opportunities at state, regional, and local levels in Iowa. o Present recommendations as to what the vision of the future bicycle and pedestrian system should be, what is takes to meet that vision, potential impacts that such vision may have, and costs associated to meet that vision. o Development of a Complete Streets Policy, a Bicycle Accommodation Policy, and Pedestrian Accommodation Policy. o o Discussions regarding the U.S. Bicycle System. Present the Five Bicycle Trails of Statewide Significance (Level 1 Trails) and examine the possibility of adding other trails to the system with input from the Iowa DOT, Metropolitan Planning Organizations, and Regional Planning Affiliations. Identify Level 1 Trail gaps and provide estimated costs to complete those gaps. Develop performance measures and target and propose actions and strategies to achieve the stated performance goals and standards. Develop implementation strategies on how to fulfill the Complete Streets Policy, Bicycle Accommodation Policy, Pedestrian Accommodation Policy and performance measures and targets. Identify laws in the Iowa Code and local ordinances related to bicycling and walking. Review Iowa s League of American Bicyclists Bicycle Friendly rating. Develop strategies to improve Iowa s level of bike-friendliness. Consultant Expectations: Within 30 days of contract execution date, meet with Iowa DOT staff to discuss plan requirements, Consultant proposal and schedule deliverables. 2
After the initial meeting, the Consultant shall work and provide information to the Iowa DOT staff to develop a website to solicit and disseminate information to the public as well as provide a forum for collection of public comments. The website shall be published on the Iowa DOT s home website and social media outlets. Monthly progress reports must be submitted in writing via hard copy or e-mail to the Iowa DOT Project Manager to provide information concerning the project status and progress. The Consultant shall provide an executive summary at the conclusion of the project. The Consultant shall provide ten (10) copies of the final report to the Iowa DOT, plus one electronic version in portable document format (pdf). The Consultant shall deliver the final report and formally present their findings. The deliverables of the final report and presentation shall occur no later than May 30, 2014, unless specifically agreed to in writing by the Iowa DOT Project Manager. Contract Information The following is a list of the activities relevant to the RFP process. The Iowa DOT reserves the right to change these dates and will notify applicants in such a case. It is expected the duration for the Plan will be a maximum of eighteen months. Activity Date Time (CST) Post RFP to Targeted Small Business Post RFP to Consultant Utilization Website Consultant Deadline for Written Questions Consultant Deadline for proposals to be submitted Selection Team meeting. Selection of short list of consultant teams for formal presentations. (if needed) Presentations conducted in Ames (if needed) Completion of Consultant selection Work with selected Consultant to develop scope of project, work tasks, pre-audit, cost, etc. December 6, 2012 December 10, 2012 January 2, 2013 January 9, 2013 January 23, 2013 Week of January 28, 2013 February 11, 2013 February 11, 2013 to March 25, 2013 3:00 PM 3:00 PM Contract sign and begin project March 25, 2013 Draft of Iowa s Bicycle and Pedestrian Long-Range Plan Due for Review Public input period Project Completion and Deliverable of Final Iowa s Bicycle and Pedestrian Long-Range Plan April 2014 April 2014 May 2014 August 2014 3
General Requirements The consultant and their subconsultants are required to be prequalified as defined in the Iowa DOT s Policy and Procedure Manual, Policy No. 300.04, for the duration of the contract. Work under this contract will require prequalification in work category 161- Bicycle and Pedestrian Transportation Planning. Failure to remain prequalified during the contract will result in cancellation of any remaining portion of the contract. Details regarding prequalification are available at the Consultant Utilization webpage, http://www.prof-tech-consultant.dot.state.ia.us/. It is the policy of the Iowa DOT that Disadvantaged Business Enterprises (DBEs) and Targeted Small Businesses (TSBs) shall have the maximum practicable opportunity to participate in the performance of Iowa DOT contracts. Funding of the work under this contract is expected to involve federal-aid highway funds. The Iowa DOT s DBE goal for this contract is 0%. When a DBE goal is not established, the Iowa DOT still encourages the spirit of the program to be incorporated in the proposed contract whenever possible. A list of certified DBE firms may be found at http://www.dot.state.ia.us/contracts/contracts_eeoaa.htm. A list of TSB firms may be found at https://dia.iowa.gov/tsb/. Selection Information Emphasis should be placed upon providing information concerning your proposed project approach, similar projects your firm has recently performed and the availability and qualifications of your key staff. The proposal may include additional information, as deemed appropriate, subject to the overall length restriction established in Proposal Requirements. The selection committee will review and evaluate the proposals submitted based on the following criteria and the weighted value assigned to each. Include a detailed statement for each evaluation criteria. Consultant Team s proposed statement of work (35%). Emphasis will be on the Consultant Team s grasp of the project, the soundness of the approach, the ability to complete the work in a timely fashion, and the quality of the recommendations for modification (if any) in the tasks to be performed. Background and previous experience of personnel (35%), including consultant and subconsultants, to be assigned to the project and their demonstrated competence in the type of work each is to perform, including the quality of previous reports and work products. Proposed work plan and schedule (30%) broken down by the appropriate personnel and timetable to complete each task. Consideration will be given to management and project control, ability to commit staff within time requirements and relevant performance record. The selection committee does not anticipate the need for oral interviews. However, if it is determined that interviews are required, they would be conducted the week of January 28, 2013. Contacting any selection team member other than the RFP contact person is inappropriate. 4
Proposal Requirements Please provide the following information in the order listed: Include your firm s approach to addressing the identified tasks, your understanding of the project s scope, key issues and relevancy to Iowa s transportation system. Briefly discuss similar projects the members on your team have completed in the past five years. This listing should be limited to the three most applicable projects. 1. Include the name, qualifications, experience, office address and availability of the contract manager as well as the manager in charge of each major work task. This information should include the identification of similar projects managed or participated in by this individual. The selection of a contract manager and work task managers by a firm will constitute a commitment by that firm and NO substitute managers will be allowed without prior written approval by the Iowa DOT. 2. Include experience and qualifications for any sub-consultants to be used and work they will perform. 3. Include a detailed resume, summary of current workload and a time commitment for each professional or technical person to be assigned to the project. Identify the principal or manager who will serve as the project manager. 4. A project schedule outlining the timeline and estimated completion date of each major task identified in your scope of work. This should include a schedule with a description of all deliverable products throughout the period. A graphical representation of the proposed schedule should be included. 5. The location of the office where the majority of work will be performed. 6. A disclosure of all work for other clients that may be affected by work on the proposed contract to avoid a potential conflict of interest. 7. Include a statement that the consultant will meet the DBE goal. If the consultant can not meet the minimum goal, include a commitment statement for the percentage of participation that they can meet. The proposal may include additional information, as deemed appropriate, subject to the overall length restriction established in Proposal Requirements. Cost information should not be submitted as part of the proposal. The proposal must be submitted as a single electronic PDF and be formatted to print on 8.5 x 11 pages. The proposal must be limited to 25 single-sided pages. All pages will be counted including: proposal covers, cover letter, dividers, etc. The maximum size limit of a proposal is 7 megabytes. On the cover page of the proposal, please include title of the RFP for which the proposal is submitted and the email address of the person who should receive the results of the selection. Inclusion of promotional literature of a general nature will not be considered in the selection process. The electronic proposal must be submitted via email to Milly.Ortiz@DOT.iowa.gov. An email will be sent confirming receipt of the proposal within 30 minutes or by 1:00 p.m. on the submittal deadline date, whichever is later. For a firm to be considered, their proposal must be received by 3:00 pm on January 9, 2012. 5
Any technical questions or questions regarding this RFP shall be submitted via email to Milly.Ortiz@DOT.iowa.gov. Any questions about this RFP must be received by noon on January 2, 2012. Questions and answers regarding this RFP will be posted with the RFP on the Consultant Utilization website, http://www.prof-tech-consultant.dot.state.ia. us. Any proposal not complying with all requirements stated in the RFP may not be accepted. Public Records Law The Iowa DOT will treat all information submitted by a consultant as open records following the conclusion of the selection process. Open records are public records that are open for public examination and copying. The Iowa DOT's release of records is governed by Iowa Code Chapter 22 and 761 IAC Chapter 4. Consultants are encouraged to familiarize themselves with these laws before submitting a proposal. Statement of Non-Discrimination The selection and contract are subject to the provisions of Executive Order 11246 (Affirmative Action to Insure Equal Employment Opportunity). Federal and state laws prohibit employment and/or public accommodation discrimination on the basis of age, color, creed, disability, gender identity, national origin, pregnancy, race, religion, sex, sexual orientation or veteran s status. If you believe you have been discriminated against, please contact the Iowa Civil Rights Commission at 800-457-4416 or Iowa Department of Transportation's affirmative action officer at 800-262-0003. If you need accommodations because of a disability to access the Iowa Department of Transportation s services, contact the agency's affirmative action officer at 800-262-0003. 6