Commonwealth of Massachusetts Massachusetts Department of Transportation
Title: MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP
Release date: Questions Due By: Answers Posted by: RFR Close Date:
Contact Person: William Palmer Office of Transportation Planning Massachusetts Department of Transportation 10 Park Plaza, Room 4150 Boston, MA 02116 Phone: 857-368-8868 Fax: 857-368-0639
[email protected]
Tuesday, October 22, 2013 Wednesday, October 30, 2013 at 12:00 Noon Friday, November 8, 2013 Tuesday, November 26, 2013 at 12:00 Noon
MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP
TITLE VI NOTICE The Massachusetts Department of Transportation, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4), other Nondiscrimination requirements (The Federal-Aid Highway Act of 1973, The Age Discrimination Act of 1975, Section 504 of the Rehabilitation Act of 1973, and Americans with Disabilities Act of 1990), and the Federal Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement will be awarded without discrimination on the ground of race, color, national origin, sex, age, or disability; and the Massachusetts Department of Transportation, in accordance with related state statutes and regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement will be awarded without discrimination on the ground of sexual orientation, gender identity or expression, religion, creed, ancestry, veteran’s status (including Vietnam-era veterans), or background. No individual or group shall be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity administered by MassDOT. To request additional information about this commitment, or to file a complaint under Title VI or a related nondiscrimination provision, please contact MassDOT’s Title VI Specialist by phone at (857)368-8580, TTY at (857) 368-8580, fax (857) 368-0602 or by e-mail at
[email protected].
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP INTRODUCTION: The Commonwealth of Massachusetts, acting through the Massachusetts Department of Transportation (MassDOT), requests responses from qualified consultants to conduct MassRIDES – the Statewide Travel Options Program. MassRIDES is central to supporting a number of the Massachusetts Department of Transportation’s (MassDOT’s) policy initiatives, including GreenDOT, the Commonwealth’s comprehensive sustainability initiative; the Mode Shift Goal that is intended to triple the share of travel by bicycling, transit and walking in Massachusetts by 2030; and the Healthy Transportation Compact, an inter-agency initiative established by the 2009 Transportation Reform Law that is designed to promote healthy lifestyles through transportation system design and operations that facilitate walking, bicycling, and other active transportation modes. MassRIDES is a key element of MassDOT’s efforts to create healthy communities, reduce greenhouse gas emissions, and produce a sustainable transportation system that supports job growth and economic development. The successful bidder will propose a Statewide Travel Options Program that provides the full set of services – for workplaces, schools, and general personal travel – in a manner that is customer-focused, performance-based, and closely aligned with MassDOT and Commonwealth of Massachusetts policies. The successful bidder will be a national leader in Transportation Demand Management (TDM), and will serve a dual role: 1. As an extension of MassDOT staff, with the staff resources to deliver the services listed in this procurement, as well as other special TDM-related tasks as needed. 2. As a TDM expert and thought leader, with the policy knowledge and implementation experience to help shape not only MassDOT’s TDM program delivery, but also its travel options-related policy direction. The successful bidder will have a superior knowledge of the national TDM field and the technical tools that will enable MassRIDES to be at the leading edge of TDM innovation, in terms of both the programs and measures that are offered, as well as the technology that supports those programs and measures. All elements of the MassRIDES statewide travel options program must include specific communication strategies to provide continuous and meaningful opportunities for involvement by the public throughout the contract under standards from the applicable federal Environmental Justice orders and regulations as well as Title VI of the Civil Rights Act of 1964. These strategies must provide the opportunity for the full and fair participation by all potentially affected communities, including minority and low-income populations. Likewise, these strategies must include provisions to actively engage minorities and gather their feedback, as well as mitigate against potential discrimination based on race, color, national origin, English proficiency, income, religious creed, ancestry, disability, age, gender, sexual orientation, military service, or gender identity or expression. This effort should include data gathering and analysis relating to the demographics of those potentially impacted by this project and an articulation of the relative benefits and burdens across those groups and possible related mitigation strategies. The successful bidder will be responsible for providing all translation services as required to meet these requirements. All public materials produced as part of this contract, including those posted on the website, must be in an accessible format consistent with MassDOT guidelines. Please refer to the following address for additional information on accessibility: http://www.adobe.com/accessibility/products/acrobat/pdf/A9-accessible-pdf-from-word.pdf
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP GENERAL INFORMATION: The terms of 801 CMR 21.00: Procurement of Commodities and Services (and 808 CMR 1.00: Compliance, Reporting and Auditing for Human and Social Services, if applicable) are incorporated by reference into this RFR. Words used in this RFR shall have the meanings defined in 801 CMR 21.00 (and 808 CMR 1.00, if applicable). Additional definitions may also be identified in this RFR. Unless otherwise specified in this RFR, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in U.S. currency. All responses must be submitted in accordance with the specific terms of this RFR. Supplier Diversity Program (SDP): Massachusetts Executive Order 524 established a policy to promote the award of state contracts in a manner that develops and strengthens Minority and Women Business Enterprises (M/WBEs) and Service Disabled Veteran-Owned Enterprise Programs (pursuant to Executive Order 546) that resulted in the Supplier Diversity Program in Public Contracting. M/WBEs and Service Disabled Veteran owned businesses are strongly encouraged to submit responses to this RFR, either as prime vendors, joint venture partners or other type of business partnerships. All bidders must follow the requirements set forth in the SDP section of the RFR, which will detail the specific requirements relating to the prime vendor’s inclusion of M/WBEs and Service Disabled Veteran owned businesses. Bidders are required to develop creative initiatives to help foster new business relationships with M/WBEs and Service Disabled Veteran owned businesses within the primary industries affected by this RFR. In order to satisfy the compliance of this section and encourage bidder’s participation of SDP objectives, the Supplier Diversity Program (SDP) Plan for large procurements greater than $150,000 will be evaluated at 10% or more of the total evaluation. Once an SDP Plan is submitted, negotiated and approved, the agency will then monitor the contractor’s performance, and use actual expenditures with SDO certified contractors to fulfill their own SDP expenditure benchmarks. M/WBEs and Service Disabled Veteran owned businesses and participation must be incorporated into and monitored for all types of procurements regardless of size; however, submission of an SDP Plan is mandated only for large procurements over $150,000. This RFR will contain some or all of the following components as part of the Supplier Diversity Program Plan submitted by bidders: • Sub-contracting with certified M/WBE and Service Disabled Veteran owned businesses firms as defined within the scope of the RFR, • Ancillary use of certified M/WBE firms and Service Disabled Veteran owned businesses. • Growth and Development activities to increase M/WBE and Service Disabled Veteran capacity, All certified businesses that are included in the bidder’s SDP proposal are required to submit an up to date copy of their certification letter. For further information on SDO certification, contact the Supplier Diversity Office at (617) 502-8831 or via the Internet at www.mass.gov/sdo. Other resources are available to M/WBE firms and Service Disabled Veteran owned businesses that may qualify for SDO certification at www.mass.gov/sdp. Supplier Diversity Program Subcontracting Policies: Prior approval of the agency is required for any subcontracted service of the contract. Agencies may define required deliverables including, but not limited to, documentation necessary to verify subcontractor commitments and expenditures with Minorityor Women-Owned Business Enterprises (M/WBEs) or Service Disabled Veteran owned businesses for the purpose of monitoring and enforcing compliance of subcontracting commitments made in a bidder’s Supplier Diversity Program (SDP) Plan. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors.
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP Best Value Selection and Negotiation: The Procurement Management Team (PMT) may select the response(s) which demonstrates the best value overall, including proposed alternatives that will achieve the procurement goals of the department. The PMT and a selected bidder, or a contractor, may negotiate a change in any element of contract performance or cost identified in the original RFR or the selected bidder’s or contractor’s response which results in lower costs or a more cost effective or better value than was presented in the selected bidder’s or contractor’s original response. Bidder Communication: Bidders are prohibited from communicating directly with any employee of the procuring department or any member of the PMT regarding this RFR except as specified in this RFR, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. Bidders may contact the contact person for this RFR in the event this RFR is incomplete or the bidder is having trouble obtaining any required attachments electronically through Comm-PASS. Comm-PASS: Comm-PASS is the official system of record for all procurement information which is publicly accessible at no charge at www.comm-pass.com. Information contained in this document and in each tab of the Solicitation, including file attachments, and information contained in the related Bidders’ Forum(s), are all components of the Solicitation. Bidders are solely responsible for obtaining all information distributed for this Solicitation via CommPASS, by using the free Browse and Search tools offered on each record-related tab on the main navigation bar (Solicitations and Forums). Forums support Bidder submission of written questions associated with a Solicitation and publication of official answers. All records on Comm-PASS are comprised of multiple tabs, or pages. For example, Solicitation records contain Summary, Rules, Issuer(s), Intent or Forms & Terms and Specifications, and Other Information tabs. Each tab contains data and/or file attachments provided by the Procurement Management Team. All are incorporated into the Solicitation. It is each Bidder’s responsibility to check Comm-PASS for: • Any addenda or modifications to this Solicitation, by monitoring the “Last Change” field on the Solicitation’s Summary tab, and • Any Bidders’ Forum records related to this Solicitation (see Locating a Online Bidders’ Forum for information on locating these records. The Commonwealth accepts no responsibility and will provide no accommodation to Bidders who submit a Response based on an out-of-date Solicitation or on information received from a source other than Comm-PASS. Comm-PASS SmartBid Subscription: Bidders may elect to obtain an optional SmartBid subscription which provides value-added features, including automated email notification associated with postings and modifications to Comm-PASS records. When properly configured and managed, SmartBid provides a subscriber with: • A secure desktop within Comm-PASS for efficient record management • A customizable profile reflecting the subscriber’s product/service areas of interest • A customizable listing in the publicly accessible Business Directory, an online “yellow-pages” advertisement • Full-cycle, automated email alert whenever any record of interest is posted or updated • Access to Online Response Submission, when allowed by the Issuer, to support: • paperless bid drafting and submission to an encrypted lock-box prior to close date • electronic signature of OSD forms and terms; agreement to defer wet-ink signature until Contract award, if any MassDOT – Office of Transportation Planning
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP • •
withdrawal of submitted bids prior to close date online storage of submitted bids
Every public purchasing entity within the borders of Massachusetts may post records on Comm-PASS at no charge. Comm-PASS has the potential to become the sole site for all public entities in Massachusetts. SmartBid fees are only based on and expended for costs to operate, maintain and develop the CommPASS system. Contract Expansion: If additional funds become available during the contract duration period, the department reserves the right to increase the maximum obligation to some or all contracts executed as a result of this RFR or to execute contracts with contractors not funded in the initial selection process, subject to available funding, satisfactory contract performance and service or commodity need. Costs: Costs which are not specifically identified in the bidder’s response, and accepted by a department as part of a contract, will not be compensated under any contract awarded pursuant to this RFR. The Commonwealth will not be responsible for any costs or expenses incurred by bidders responding to this RFR. Electronic Communication/Update of Bidder’s/Contractor’s Contact Information: It is the responsibility of the prospective bidder and awarded contractor to keep current the email address of the bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the PMT, including requests for clarification. The PMT and the Commonwealth assume no responsibility if a prospective bidder’s/awarded contractor’s designated email address is not current, or if technical problems, including those with the prospective bidder’s/awarded contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective bidder/awarded contractor and the PMT to be lost or rejected by any means including email or spam filtering. Electronic Funds Transfer (EFT): All bidders responding to this RFR must agree to participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments, unless the bidder can provide compelling proof that it would be unduly burdensome. EFT is a benefit to both contractors and the Commonwealth because it ensures fast, safe and reliable payment directly to contractors and saves both parties the cost of processing checks. Contractors are able to track and verify payments made electronically through the Comptroller’s Vendor Web system. A link to the EFT application can be found on the OSD Forms page (www.mass.gov/osd). Additional information about EFT is available on the VendorWeb site (www.mass.gov/osc). Click on MASSfinance. Successful bidders, upon notification of contract award, will be required to enroll in EFT as a contract requirement by completing and submitting the Authorization for Electronic Funds Payment Form to this department for review, approval and forwarding to the Office of the Comptroller. If the bidder is already enrolled in the program, it may so indicate in its response. Because the Authorization for Electronic Funds Payment Form contains banking information, this form, and all information contained on this form, shall not be considered a public record and shall not be subject to public disclosure through a public records request. The requirement to use EFT may be waived by the PMT on a case-by-case basis if participation in the program would be unduly burdensome on the bidder. If a bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in its response. The PMT will consider such requests on a case-by-case basis and communicate the findings with the bidder.
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP Environmental Response Submission Compliance: In an effort to promote greater use of recycled and environmentally preferable products and minimize waste, all responses submitted should comply with the following guidelines: • •
•
• •
•
All copies should be printed double sided. All submittals and copies should be printed on recycled paper with a minimum post-consumer content of 30% or on tree-free paper (i.e. paper made from raw materials other than trees, such as kenaf). To document the use of such paper, a photocopy of the ream cover/wrapper should be included with the response. Unless absolutely necessary, all responses and copies should minimize or eliminate use of non-recyclable or non re-usable materials such as plastic report covers, plastic dividers, vinyl sleeves and GBC binding. Three ringed binders, glued materials, paper clips and staples are acceptable. Bidders should submit materials in a format which allows for easy removal and recycling of paper materials. Bidders are encouraged to use other products which contain recycled content in their response documents. Such products may include, but are not limited to, folders, binders, paper clips, diskettes, envelopes, boxes, etc. Where appropriate, bidders should note which products in their responses are made with recycled materials. Unnecessary samples, attachments or documents not specifically asked for should not be submitted.
Executive Order 509, Establishing Nutrition Standards for Food Purchased and Served by State Agencies: Food purchased and served by state agencies must be in compliance with Executive Order 509, issued in January 2009. Under this Executive Order, all contracts resulting from procurements posted after July 1, 2009 that involve the purchase and provision of food must comply with nutrition guidelines established by the Department of Public Health (DPH). The nutrition guidelines are available at the Department’s website: Executive Order # 509 Guidance. HIPAA: Business Associate Contractual Obligations: Bidders are notified that any department meeting the definition of a Covered Entity under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) will include in the RFR and resulting contract sufficient language establishing the successful bidder’s contractual obligations, if any, that the department will require in order for the department to comply with HIPAA and the privacy and security regulations promulgated thereunder (45 CFR Parts 160, 162, and 164) (the Privacy and Security Rules). For example, if the department determines that the successful bidder is a business associate performing functions or activities involving protected health information, as such terms are used in the Privacy and Security Rules, then the department will include in the RFR and resulting contract a sufficient description of business associate’s contractual obligations regarding the privacy and security of the protected health information, as listed in 45 CFR 164.314 and 164.504 (e), including, but not limited to, the bidder's obligation to: implement administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the protected health information (in whatever form it is maintained or used, including verbal communications); provide individuals access to their records; and strictly limit use and disclosure of the protected health information for only those purposes approved by the department. Further, the department reserves the right to add any requirement during the course of the contract that it determines it must include in the contract in order for the department to comply with the Privacy and Security Rules. Please see other sections of the RFR for any further HIPAA details, if applicable. Minimum Bid Duration: Bidders responses/bids made in response to this RFR must remain in effect for at least 90 days from the date of bid submission.
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP Pricing: Price Limitation: The bidder must agree that no other state or public entity customer within the United States of similar size and with similar terms and conditions shall receive a lower price for the same commodity and service during the contract period, unless this same lower price is immediately effective for the Commonwealth. If the Commonwealth believes that it is not receiving this lower price as required by this language, the bidder must agree to provide current or historical pricing offered or negotiated with other state or public entities at any time during the contract period in the absence of proprietary information being part of such contracts. Prompt Payment Discounts (PPD): All bidders responding to this procurement must agree to offer discounts through participation in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments, unless the bidder can provide compelling proof that it would be unduly burdensome. PPD benefits both contractors and the Commonwealth. Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Participation in the Electronic Funds Transfer initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. Payments that are processed electronically can be tracked and verified through the Comptroller’s Vendor Web system. The PPD form can be found under the Forms and Terms tab of this solicitation. Bidders must submit agreeable terms for Prompt Payment Discount using the PPD form within their proposal, unless otherwise specified by the PMT. The PMT will review, negotiate or reject the offering as deemed in the best interest of the Commonwealth. The requirement to use PPD offerings may be waived by the PMT on a case-by-case basis if participation in the program would be unduly burdensome on the bidder. If a bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in or attached to the PPD form. Public Records: All responses and information submitted in response to this RFR are subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Any statements in submitted responses that are inconsistent with these statutes shall be disregarded. Reasonable Accommodation: Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of RFR information in an alternative format, must communicate such requests in writing to the contact person. Requests for accommodation will be addressed on a case by case basis. A bidder requesting accommodation must submit a written statement which describes the bidder’s disability and the requested accommodation to the contact person for the RFR. The PMT reserves the right to reject unreasonable requests. Restriction on the Use of the Commonwealth Seal: Bidders and contractors are not allowed to display the Commonwealth of Massachusetts Seal in their bid package or subsequent marketing materials if they are awarded a contract because use of the coat of arms and the Great Seal of the Commonwealth for advertising or commercial purposes is prohibited by law. Subcontracting Policies: Prior approval of the department is required for any subcontracted service of the contract. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors. Human and social service subcontractors are also required to meet the same state and federal financial and program reporting requirements and are held to the same reimbursable cost standards as contractors.
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP All Bidders are required to review, complete, execute and return the following two (2) documents as specified below: 1. All Bidders must have completed and executed the MassDOT Terms and Conditions attached to this RFR. If the Bidder has already executed and filed the MassDOT Terms and Conditions, please indicate this in your Response. If the Bidder has not previously filed the MassDOT Terms and Conditions, then the Bidder must complete, execute and return the MassDOT Terms and Conditions attached to this RFR. The MassDOT Terms and Conditions shall be incorporated by reference into any Contract for Commodities and Services executed pursuant to this RFR. A Bidder is required to execute the MassDOT Terms and Conditions only once. 2. All Bidders must also complete, execute and return the MassDOT Standard Contract Form as follows: ____ (a) as the cover sheet to their Response. Failure to return a completed and executed MassDOT Standard Contract Form will disqualify the Bidder's Response. __X_ (b) upon selection for Contract negotiation and execution. By executing the MassDOT Standard Contract Form, the Contractor certifies under the pains and penalties of perjury that it has submitted a Response to a Request for Responses (RFR) issued by MassDOT Planning and that this Response is the Contractor's offer as evidenced by the execution by the Contractor's authorized signatory, that the Contractor's Response may be subject to negotiation by MassDOT Planning, and that the terms of the RFR, the Contractor's Response and any negotiated terms shall be deemed accepted by MassDOT Planning and included as part of the Contract upon execution of the MassDOT Standard Contract Form by MassDOT Planning's authorized signatory.
REQUEST FOR RESPONSES (RFR) PURCHASING AGENCY:
Massachusetts Department of Transportation Office of Transportation Planning
ADDRESS:
10 Park Plaza, Room 4150, Boston MA 02116-3973
TELEPHONE #:
857-368-8868
FAX #:
857-368-0639
CONTACT PERSON:
William Palmer
RFR FILE NAME/TITLE:
MassRIDES Statewide Travel Options Program
RFR FILE NUMBER:
201309MSTOP
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP DESCRIPTION OF PROCUREMENT The following sections addressing the specific tasks of the Scope of Services to be undertaken by the consultant are intended to serve as a guide for Prospective Consultants in preparing their respective technical proposals. Refer to the Instructions to Respondents in Section VIII for specific instructions for responding to this solicitation. I.
SCOPE OF SERVICES
Task 1. MassRIDES Program Planning The successful bidder will submit a Response that focuses on its plan for delivering the base required tasks and services, as described in Task 2. Upon initiation of the MassRIDES contract, the MassRIDES vendor will be responsible for immediate implementation of these tasks and services, and for ensuring seamless continuity of service and customer responsiveness. The MassRIDES Program will address all of the services and measures listed under Task 2. As a national leader and expert in TDM program delivery, however, the successful bidder should also include in its Response a discussion of potential innovations to the base required tasks and additional service options for the MassRIDES program. These innovations will reflect opportunities afforded by the latest technologies, with a focus on mobile technologies that are well-suited for enhancing travel options; federal, state, and local policies and funding sources; and partnerships with other agencies and organizations. Upon initiation of the contract, the MassRIDES vendor will work closely with MassDOT Office of Transportation Planning (OTP) staff, as well as representatives of the Highway Division, Massachusetts Bay Transportation Authority (MBTA), other MassDOT units, regional transit authorities (RTAs), and other stakeholders, as appropriate, in order to develop an updated, innovative travel options program. Task 2. MassRIDES Service Delivery The MassRIDES vendor will deliver the following services. At the start of the contract, the MassRIDES vendor will deliver these services through established channels and processes while working with OTP to develop and implement the new MassRIDES Program Plan. As noted in Task 1, the successful bidder’s Response will propose innovations to these services, as well as new service offerings. A. Traveler Education, Information, and Ridematching Service The MassRIDES vendor will develop and maintain a strategic range of communications, promotional media, and web-based information for the purposes of promotional travel demand management (TDM) and enhancing travel options for residents, employees, and visitors to Massachusetts. These communications will target employers, schools, communities, the general public, Transportation Management Association (TMA) partners, and other identified groups of travelers. These communications will educate the target audiences about the services that are available to them, provide them with tools for using the services, and inform them of the economic, environmental, community and health benefits of walking; bicycling; using carpools, vanpools, transit, or other forms of high-occupancy vehicle travel; and taking advantage of telework options and alternative work schedules. Strategies and services will include: PUBLIC EDUCATION AND INFORMATION MassDOT – Office of Transportation Planning
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP
Provide a clearinghouse of information on the full range of travel options and traveler information, including public transit, ridematching, vanpooling, walking, bicycling, real time traffic/travel/construction updates. Information should be useful for regular travelers (e.g. commute trip information) as well as for one-time/event based ridematching or dynamic ridesharing trips. The information delivery model should focus on providing a platform for information and tools developed by the MassDOT vendor or others (e.g. travel information apps available through the clearinghouse).
Conduct targeted outreach initiatives, with related calls to action, disseminated through a variety of communication channels on a regular schedule in order to support the various MassRIDES programs and to maintain a consistent and high level of visibility of the MassDOT/MassRIDES brand among targeted audiences including commuters, employers, students and communities. Use a strategic mix of print, electronic, and web-based media, in addition to events and seminars, to encourage and support travel behavior change from driving alone to shared-ride and nonmotorized travel modes. Purchase and distribute promotional items (e.g. t-shirts, safety items, pens, other items) that directly support public outreach initiatives and that increase the visibility of MassDOT and the campaign. Work with MassDOT to appropriately incorporate Commonwealth of Massachusetts policy initiatives and programs, including the Healthy Transportation Compact, GreenDOT, Sustainable Development Principles, Leading by Example, and others.
Establish a framework for creating marketing messages based on the terms of the MassDOT – Massachusetts TMA cooperative agreement.
Publish and distribute electronic newsletters and email updates targeted to travelers, employers, and school stakeholders.
Offer targeted promotions to encourage and facilitate mode shift away from drive alone travel, such as an annual Bike to Work Week Challenge, Earth Month celebrations, Car-Free events, and World Car-Free Day events. These campaigns may require the development of marketing materials and the purchase of promotional items to increase visibility and participation.
Continue to employ internal outlets such as the Registry of Motor Vehicles (RMV) and Massachusetts Bay Transportation Authority (MBTA) as cost-effective means for marketing Travel Options programs and services to a general public audience. Identify opportunities for expanding these internal promotion efforts.
Continue to support and organize the annual Excellence in Commuter Options (ECO) Awards program, in coordination with TMAs, to recognize and reward individuals and organizations that implement effective and successful TDM programs. Identify opportunities for improving this event.
Ensure that all MassRIDES and travel options promotional materials, events, and program activities comply with universal accessibility requirements, which includes access for persons with disabilities; communications in multiple languages in accordance with Title VI of the Civil Rights Act; and compliance with the Acts and Regulations relative to Nondiscrimination in federallyassisted programs of the US Department of Transportation.
INFORMATION SERVICE
Provide comprehensive information clearinghouse on transportation services statewide through the website (www.commute.com), including:
Portal to Google Transit, including data updates for regional transit services, as well as direct web links to public and private transit systems serving Massachusetts travelers,
Links to traveler information services, such as 511, to provide access to real-time traffic
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP information, roadway conditions, and construction updates, as directed by MassDOT,
Access to regional TMA programs and services,
Location and amenities of Park and Ride lots statewide,
Access to municipal bicycle sharing services (e.g. Hubway),
Integration of electronic and mobile media, such as mobile apps, Twitter, Skype, RSS, Facebook, traveler bulletin boards, and blog posts, consistent with MassDOT social networking policies,
Employer-focused information on MassRIDES services, the Massachusetts Rideshare Regulation, Emergency Ride Home program, and tax-favored commuter benefits, including web-based tool kits and interactive resources to initiate and sustain the worksite program,
Safe Routes to School information, including web-based tool kits and interactive resources to initiate and sustain walking and bicycling programs in elementary and middle schools; with approval, the Safe Routes to School Website may be relocated to a new URL to support program branding efforts,
Travel matching services for carpools and vanpools and
Links and information for traveling via public transit, bicycling, and walking.
Maintain, expand, and update the Travel Options website (www.commute.com) to serve as a portal for Massachusetts traveler-oriented transportation information, including available travel options and services, trip planning, and ridematching:
Collaborate with MassDOT, engaging Healthy Transportation Compact members and other transportation partners to incorporate necessary functionality, facilitate data access, compatibility and inter-activity with mass.gov and other state online resources as well as Google Transit,
Maintain and expand the travel options website, with a proper look and feel consistent with other MassDOT websites, and
Develop and maintain a mobile-based application to provide traveler information.
RIDEMATCHING SERVICES
Procure and manage subcontracted ridematching services with statewide reach, or maintain an in-house ridematching system, as appropriate.
Implement the selected ridematching and rewards service (and subsequent service provider if different from NuRide) meeting the Travel Options Program’s needs, as well as those of collaborating TMAs, including:
Google Transit trip planning,
Web-based user interface,
Mobile-based user interface,
Comprehensive reporting, data verification, and analysis, and
Out-bound messaging and rewards to encourage and sustain mode shift.
Provide one-time ridematching and event based ridematching.
Identify expanded opportunities for travelers to register for ridematching, such as through the Registry of Motor Vehicles’ license renewal process.
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP
Develop a statewide dynamic ridesharing program through the current ridematching service provider or through partnerships with companies providing real-time electronic ridematching. This could include informal ridesharing (e.g. slugging), for hire services or a driver network option. Special emphasis should be placed on Berkshire County and other rural areas in the Commonwealth where traditional ridematching services aren’t available or are unreliable. Undertake continuous review and updates to ridematching system, including monitoring of other ridematching systems and benchmarking of Massachusetts’ system against peer systems.
B. Commuter Vanpool & Shuttle Services Vanpooling is a viable and cost-effective, travel mode that is integral to Massachusetts’ short- and longrange strategy to meet air quality and congestion goals. However, vanpool growth in Massachusetts has been flat in recent years. At the same time, vanpools offer a lower-cost means of filling gaps in the nonSOV transportation network. Shuttle and Last Mile services may provide additional opportunity to expand the Commonwealth’s transportation system and provide commuters and travelers with additional travel options. To sustain vanpools in operation, encourage new vanpool growth, and expand commuter travel choices, the MassRIDES vendor will: PROGRAM EXPANSION
Collaborate with MassDOT and vanpool vendors to launch a Commuter Vanpool Program that incorporates Capital Cost of Contracting and National Transit Database reporting elements to generate federal vanpool funding and expand vanpool commuting in the Commonwealth.
Coordinate with MassDOT to analyze past and current last mile and shuttle service efforts statewide and identify opportunities to support existing or create new services.
Develop a viable and attractive model for partnerships with major employers to promote, form, and sustain vanpools.
OPERATIONS
Continue operational support for vanpools including tasks such as insurance discount certification, parking assignment, and vanpool certification for licensing. Complete monthly and annual NTD reporting by collecting data from Commuter Vanpool Program vendors and coordinating with MassDOT’s Rail and Transit Division.
MARKETING
Actively promote development of new vanpool routes and services through partnerships with employers in the Worksite program.
Create and distribute supporting marketing and collateral materials for the Commuter Vanpool Program.
Coordinate with the TMAs to market the Commuter Vanpool Program and encourage vanpool growth within TMA service areas.
C. Worksite-Based Program
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP The MassRIDES team of Worksite Outreach Coordinators provides hands-on employer outreach assistance statewide. The MassRIDES vendor will work with current and prospective partners and with TMAs to establish new employer relationships and enhance TDM programs through activities that include the following: EMPLOYER PARTICIPATION AND SERVICE DELIVERY
Recruit employer partners statewide, including colleges, universities, and public agencies, to implement worksite/campus travel options initiatives leading to reductions in vehicle miles traveled.
Assist employers with the design, improvement, and implementation of customized Travel Demand Management (TDM) worksite plans, with recommendations on ridematching options, carpooling and vanpooling programs, transit promotions, shuttles, teleworking, variable work hours, emergency ride home options, secure bicycle storage, lockers/showers, pre-tax commuter benefits, travel subsidies, parking management, walking initiatives, and corporate relocations.
Support employer promotion of trip reduction services with partners and commuters at participating worksites, to enhance the level of employer involvement and increase use of nonSOV travel options among employees.
In coordination with MassDOT, the MBTA, TMAs, RTAs, and other stakeholders, develop strategies to address “last mile” connection issues for a range of geographic situations.
Work with employer partners to develop last mile connection solutions tailored to their workplace.
Provide assistance and guidance to employer partners to facilitate their compliance with the Massachusetts Rideshare Regulation.
Provide feedback, technical assistance, and guidance to partners through feedback tools that may include, but are not limited to, activity updates, follow-up reports, and employee origin analysis maps of commuters’ travel routes, in order to identify mode shift opportunities.
Research and report trends and best practices in worksite TDM delivery.
Track worksite commute options program elements, assigning partnership levels such as bronze, silver and gold, and employee participation levels in programs including NuRide (or the relevant ridesharing subcontractor) and Emergency Ride Home.
Recruit worksites that represent the broad spectrum of worksite types throughout the Commonwealth, ensuring that the employees are representative of Massachusetts’ demographic and socioeconomic diversity while focusing resources on worksites that are expected to provide the greatest benefit in terms of trip modification.
Develop a TDM toolkit for small and mid-sized employers to enable them to maximize their TDM results without major resource investment by neither the employer nor by MassRIDES. Develop targeted outreach plans for such employers.
Take advantage of available and emerging technologies and communications channels in order to develop tools and services to meet employers changing needs.
Get direct feedback on employer perspectives regarding business transportation challenges and opportunities, as well as feedback on MassRIDES’ service offerings and performance.
Engage national experts on worksite TDM in order to gain insights on best practices and opportunities for improvement.
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP
Assist employers in conducting employee-focused marketing campaigns and promotional events at partner and TMA worksites to increase participation and to reward commuters for their activities.
Assist employees with trip planning and program enrollment at regular worksite-based events that raise overall awareness of travel options and MassRIDES as a service of MassDOT.
Identify potential vanpool markets and work with targeted employees at partner and TMA worksites to form new vanpools and expand ridership within existing vanpools.
Work with state agencies (including MassDOT), colleges, universities, and authorities to create TDM programs that will assist in reducing emissions and environmental impacts at state worksites, in support of the Commonwealth’s “Leading by Example” program.
Get direct feedback on employee perspectives regarding MassRIDES’ service offerings and performance.
WORKSITE COMMUNICATION STRATEGIES
Communicate to employers the existence and extent of state ridesharing and TDM policies, infrastructure plans, and facilities.
Participate, where appropriate, in local committees and task forces to offer expertise in Travel Demand Management (TDM) techniques that address the needs of the business community as well as transportation services.
Communicate with local Chambers of Commerce and other business organizations to encourage increased support of business leaders in MassRIDES program development.
Participate in regional and national conferences and seminars to learn more about TDM best practices, showcase Massachusetts initiatives, and develop opportunities for information sharing with TDM organizations across the country.
Coordinate with state and local organizations and initiatives such as Mass in Motion, Active Communities, and ICLEI-Local Governments for Sustainability to incorporate TDM strategies and to support their efforts in congestion reduction.
Use the results of the MassDOT Household Travel Survey to identify opportunities to recruit additional employer partners.
EMERGENCY RIDE HOME PROGRAM (ERH)
Provide ERH services to commuters, through worksite partners that are not located in identified TMA areas.
Administer ERH services to participants in the Vanpool Program.
Cross-promote ERH services among employers, TMAs, regional transit authorities, commuter bus services, and other transportation providers.
D. Massachusetts Safe Routes to School Program The MassRIDES vendor will lead the Massachusetts Safe Routes to School (SRTS) Education and Encouragement Program. The MassRIDES vendor will provide a Safe Routes to School State Coordinator/Team Leader and School Outreach staff to implement a schools-based partnership program. Tasks and activities include: MassDOT – Office of Transportation Planning
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP
PUBLIC EDUCATION AND INFORMATION
Increase awareness among students, parents, school stakeholders, municipal officials, community residents, and organizations about the benefits of Safe Routes to School initiatives through presentations, the creation and distribution of marketing materials, newsletters, and webbased resources.
Conduct forums, net conferences, educational seminars, and web-based tools, for partner schools, municipal officials, and other stakeholders to share best practices, lessons learned, and insights to strengthen both existing and developing programs.
Participate in regional and national conferences and seminars to learn more about SRTS best practices, showcase Massachusetts initiatives, and develop opportunities for information sharing with SRTS programs across the country.
Inform school staff, municipal officials, and other community stakeholders about SRTS initiatives, particularly in municipalities with SRTS school partners and those receiving SRTS infrastructure assessments.
Conduct community events and promotional campaigns for flagship days including International Walk to School Day in October and Massachusetts Walk and Bike to School Day in May.
Ensure that all SRTS promotional materials, events, and program activities comply with universal accessibility requirements, which includes access for persons with disabilities; communications in multiple languages in accordance with Title VI of the Civil Rights Act; and compliance with the Acts and Regulations relative to Nondiscrimination in federally-assisted programs of the US Department of Transportation.
SCHOOL AND MUNICIPAL PARTNERS
Recruit elementary and middle schools statewide to be MassDOT SRTS partner schools, with a particular focus on ensuring socio-economic and geographic diversity among participating communities and student populations.
Provide technical assistance directly to schools to plan, implement, evaluate, and sustain Safe Routes to School education and encouragement programs. This assistance shall include including walking and bicycling access assessments, task force formation, student pedestrian and bicycle safety training and train-the-trainer courses.
In partnership with municipal officials, educate students and families on bicycle and pedestrian safety. Inform parents and community members about safe driving practices near students walking or riding bicycles. These campaigns may require the development of marketing materials and purchase of promotional items to increase visibility and participation.
Assist schools with student participation through the implementation of programs such as SRTS PhotoVoice, Pedestrian Mentor Training and summer engagement activities.
Provide tools and resources to schools and stakeholders to support walking and bicycling activities such as Walking School Buses, Walking Wednesdays and Bike Clubs.
Develop partnerships with local agencies and institutions outside the school in order to broaden support for SRTS, expand the range of SRTS activities, and enable greater continuity for the local SRTS program. Local partners may include municipal agencies (e.g. recreation department, police department, public health department, department of public works), YMCA/YWCA, Big Brothers/Big Sisters, Boy Scouts/Girl Scouts of America, and others.
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP
Dedicate a full-time staff member to serve as the Massachusetts Safe Routes to School State Coordinator/Team Leader, as well as other staff members to serve as Safe Routes to School Outreach specialists.
Conduct before, during and after surveys at participating schools to assess program impacts and refine service delivery.
Develop and implement a strategy to provide Safe Routes to Schools programs at 40% of elementary and middle schools in Massachusetts by the year 2020.
Identify opportunities to promote non-motorized travel options for Massachusetts high schools.
STATEWIDE INITIATIVES
Collaborate with MassDOT Planning and its designated engineering consultant on implementation of the Safe Routes infrastructure program through activities that include inviting schools to request infrastructure assessments, reviewing assessment requests and prioritizing schools, facilitating meetings with school and municipal stakeholders, and planning project ground-breaking and ribbon-cutting events as needed.
Provide staff support for the Massachusetts Safe Routes to School Task Force, including developing agendas, meeting summaries, and presentations. Assist MassDOT Planning with ongoing Task Force communication and follow-up.
Work with state agencies and other organizations that promote initiatives aimed at improving the health of children, such as Mass in Motion and Safe Kids.
Coordinate efforts with MAPC and MassDOT to create and maintain a statewide web-based tool that will generate walkshed and bikeshed potential for individual schools and will allow for a streamlined school survey process and data reports.
E. Statewide Travel Demand Management Broaden the effectiveness of the Travel Options program through statewide initiatives, including: EDUCATION & VISIBILITY
Assist developers and tenants in new developments to plan effective TDM programs targeted to project type in accordance with MassDOT’s Traffic Impact Assessment Guidelines.
Work with developers and project managers to implement TDM programs as new projects open.Assist MassDOT with the collection of TDM data from developers to ensure compliance with Section 61 requirements.
Collaborate with MassDOT and TMAs to implement TDM programs mitigating roadway and other construction project impacts.
Collaborate with MassDOT and communities to implement parking management and pricing programs to balance transportation demand.
Work with large venues to identify transportation demand management strategies for their special events.
Collaborate with MassDOT and communities to develop wayfinding signage designed for people on foot, on bike, and on transit.
Collaborate with MassDOT and the TMAs to expand the number of employer partners by 20
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP percent no later than 2015.
Report local transportation concerns from employers, business organizations, and communities to MassDOT.
Conduct educational programs for TMA staff, employee transportation coordinators, community and business stakeholders, local and regional planners, and others. Match training delivery mechanisms such as individual workshops, web conferences, and traditional conferences, to the program topic and audience.
Collaborate with TMAs, employers, agencies, and other stakeholders to promote registration in the contracted ridesharing system and consistent tracking of trip information to support MassDOT goals of reduced GHG emissions and increased use of the healthy transportation modes of walking, bicycling, and public transit.
Develop a Last Mile implementation plan, including low-cost, easily implemented pilot projects and longer term planning for more expensive measures (e.g. shuttles) where they are warranted. Work closely with TMA’s and employers to identify cost sharing plans.
PROGRAM COORDINATION WITH TRANSPORTATION MANAGEMENT ASSOCIATIONS (TMAs)
Develop and implement strategies, in coordination with TMA Directors, for providing statewide ridematching and rewards to employees of TMA-member companies through the contracted ridesharing system.
Coordinate with TMAs to conduct statewide TDM programs such as: an employer recognition event, Bay State Bike Week, World Car-free Day, or other similar initiatives.
Coordinate worksite outreach services with TMAs in order to reach employers within TMA areas that are not currently TMA members, and provide them with basic Travel Options services.
Provide support to TMAs to improve their effectiveness in accordance with jointly-developed strategic plans, as directed by MassDOT.
Task 3. Program Reporting and Assessment Establish quantifiable, outcome-based benchmarks for performance goals, in coordination with MassDOT, and provide activity and progress updates in monthly and annual reports, including: MONTHLY PROGRESS
Report monthly progress highlighting the outcome of program activities, measures of effectiveness for tracking the program outcomes, trends, and opportunities for refinement, including:
Task A: New ridematching service participants that have resulted from public outreach campaigns, media outreach, and website features. Change in travel behavior resulting from outreach and program activities. VMT reduction, GHG impact.
Task B: Number of vanpools maintained or formed through fleet sustainability marketing and other outreach activities. VMT reduction, GHG impact.
Task C: Employer program summaries that include a summary of all new employer partnerships that have resulted from worksite-based activities such as worksite meetings, events, presentations,
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP and other communication. Outcomes resulting from these events (i.e. ridesharing system registrations, travel behavior changes).
Task D: School program summaries that include a summary of all new school partners that have resulted from Safe Routes to School outreach activities including meetings with school stakeholders, presentations, and elementary and middle school events. Numbers of participants in major events (Walk to School Day, Car-Free Day) and minor events (Walking Wednesdays, Walking School Buses, etc.). Results of travel behavior monitoring, especially before and after program activities.
Task E: The outcomes and effectiveness of initiatives that support broad-based awareness, training, education, and TMA coordination services.
Refine the performance measures related to the above issues. Based on national best practices, identify and implement any additional relevant measures.
ASSESSMENT AND REPORTING
Summarize program deliverables quarterly, identifying program outcomes, trends across years, highlighting new initiatives, identifying prospective employer and school partners, and assessing future opportunities. Produce an annual report showing progress against goals and benchmarks, including estimated reductions in vehicle miles traveled, ozone, and greenhouse gases. Recommend new/improved TDM and Safe Routes to School services.
Identify, under standards from the applicable federal Environmental Justice orders and regulations as well as Title VI of the Civil Rights Act of 1964, any possible social equity impacts of the MassRIDES statewide travel options program activities and how they may adversely impact and/or benefit minority or low-income populations in the Commonwealth. Identify the location(s) and quantify the severity of adverse impacts and identify potential mitigation if it is determined that any of the activities is resulting or is likely to result in effects that are disproportionately high and adverse to these populations.
Develop an approach for tracking and implementing national trends and TDM best practices. Identify a range of national experts to provide input on strategies to enhance Transportation Demand Management services in Massachusetts with a focus on developing innovative new solutions, and a means for sharing their information and expertise.
Develop and implement a web-based tool for monitoring developer compliance with TDM program requirements imposed through MassDOT’s development review process.
Conduct an independent, third party evaluation process to establish baselines, measure program outcomes, monitor performance and effectiveness, and to identify trends and opportunities for the MassRIDES statewide travel options program’s components as directed by MassDOT.
Evaluate TDM modeling tools available through EPA and the Center for Urban Transportation Research for possible implementation as an assessment tool for Massachusetts TDM efforts including worksite programs and new developments.
II.
ACQUISITION METHOD: Fee For Service
III.
SINGLE OR MULTIPLE CONTRACTORS: Single Prime Contractor
IV.
FOR USE BY SINGLE OR MULTIPLE DEPARTMENTS: This RFR is for MassDOT only
V.
EXPECTED DURATION OF CONTRACT: 60 months from the issuance of the Notice to Proceed date.
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VI.
ANTICIPATED EXPENDITURES, FUNDING OR COMPENSATION FOR EXPECTED DURATION: This Contract has an estimated cost of $16,600,000 inclusive of direct salary, indirect costs, direct costs and fixed fee; and will be funded under the federal Congestion Mitigation and Air Quality Program (80% federal, 20% state) and the Transportation Alternatives Program (80% federal, 20% state).
VII.
CONTRACT PERFORMANCE AND BUSINESS SPECIFICATIONS: The Standard Provisions and the sample Special Provisions referred to in Section X and included as Attachments 9 and 10 of this package contain contract performance requirements and other business specifications.
VIII.
INSTRUCTIONS FOR SUBMISSION OF RESPONSES: This Request for Responses (RFR) invites qualified Prospective Consultants to submit proposals for the specific services described in Section I. Scope of Services. These instructions prescribe the general format and content of the RFR response, so that Prospective Consultants can be evaluated on a comparative basis.
A. Audited Overhead Rate Each Prospective Consultant must submit a valid, current audited overhead rate for its latest closed fiscal year. The audit shall be performed by a Certified Public Accountant in accordance with generally accepted auditing standards, including Standards of Governmental Organizations, Programs, Activities & Functions, published by the General Accounting Office, 1988 Revision (The Yellow Book). B. Preparation of RFR Response The RFR Response shall be submitted in the format specified in the instructions below and shall include all completed forms required in Section X. Each response shall show the full legal name and business address of the Prospective Consultant, including street address if different from the mailing address, and shall be signed and dated by the person or persons authorized to contractually bind the Prospective Consultant. Proposals by a partnership or joint venture shall list the full names and addresses of all partners or joint ventures. The state of incorporation shall be identified for each corporation that is a party as a Prospective Consultant. The name of each signatory shall be typed below each signature. If requested by MassDOT Planning, satisfactory evidence of the authority of a signatory on behalf of the Prospective Consultant shall be furnished. The preparation of an RFR Response shall be at the expense of the Prospective Consultant. Prospective consultants are responsible for fully examining this RFR, addenda (if any), and referenced documents. See General Information for bidders’ responsibilities in obtaining addenda through Comm-PASS.
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP Bound proposals shall be submitted in the format described in Section VIII Parts C and D. All proposals submitted shall become the property of MassDOT Planning and will be subject to applicable Public Record laws. Unless formal notification is made to the contrary, the MassDOT Planning contact person from issuance of the RFR until contract award shall be: William Palmer Office of Transportation Planning Massachusetts Department of Transportation 10 Park Plaza, Room 4150 Boston, Massachusetts 02116-3973
[email protected] Prospective consultants are not to address e-mailed questions to anyone other than the MassDOT Planning contact person, nor shall they attempt to obtain clarifications by phone or personal visit. The deadline for delivery of e-mailed questions is 12:00 p.m. on Wednesday, October 30, 2013. All emails should be sent with the RFR number (#201309MSTOP) in the subject line. A pre-proposal meeting will be conducted at 10:00 a.m. on Tuesday, November 5, 2013, in the Conference Room at the Office of Transportation Planning, Massachusetts Department of Transportation, 10 Park Plaza, Room 4150, Boston, Massachusetts. Photo identification is required to enter the building.
C. RFR Response Format and Contents Letter of Transmittal The Prospective Consultant's RFR Response shall include a letter of transmittal not to exceed three pages, signed by an individual, or individuals, authorized to bind the Prospective Consultant contractually. The letter shall, at a minimum, indicate the following:
The name of the consultant and any consultant team members; the name of the proposed project manager for the consultant; that the Prospective Consultant has already executed and filed the MassDOT Terms and Conditions or that such document has been signed and is attached to the RFR Response; that the Prospective Consultant has provided an audited overhead rate for its latest closed fiscal year (see instructions in Section VIII Part A); that the RFR Response will remain valid for a period of nine (9) calendar months from its submission date and thereafter until the Prospective Consultant withdraws it, or a contract is executed, or the procurement is terminated by MassDOT Planning, whichever occurs first; and the name, title, address, and telephone number of one or more individuals who can respond to requests for additional information, as well as the names of any individual(s) other than the signatory(s) who are authorized to negotiate and execute a contract on the Prospective Consultant's behalf.
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP Proposal Format All information pertaining to the Prospective Consultant's approach to meeting the requirements of the RFR shall be organized and presented in the Prospective Consultant's RFR Response as prescribed below. These instructions must be strictly followed. The RFR Response shall be organized as follows: PART I: Section A: Section B:
(Original and 10 full copies) Qualifications Technical Proposal clearly marked with the RFR title and number.
PART II:
(Original and 10 full copies in a clearly marked sealed envelope separate from PART I) Fee Proposal clearly marked with the RFR title and number.
Section C:
The RFR Response shall be prepared providing a straightforward, concise delineation of the Prospective Consultant's commitment to satisfy the requirements of this RFR. Accuracy and completeness are essential. Omissions and ambiguous or equivocal statements will be viewed unfavorably and will be considered in the evaluation. Since all or a portion of the successful RFR Response may be incorporated into any ensuing contract, all Prospective Consultants are further cautioned not to make claims or statements that cannot be subsequently included in a legally binding agreement. All Response requirements must be submitted for each party comprising the Prospective Consultant's organization (or joint venture) as well as all named sub-consultants and subcontractors. MassDOT Planning may reject any RFR Response that does not meet these specific requirements. D. RFR Response Contents: PART I Section A. Qualifications The Prospective Consultant's Qualifications portion of its RFR Response shall contain the following information in the sequence presented and under the headings given. Prospective consultants who do not comply with this restriction may be considered non-conforming and summarily eliminated at the discretion of the Evaluation Committee that will be responsible for the evaluation of all RFR Responses. Project Team Describe the Prospective Consultant's project team composition by indicating how it intends to perform the work, i.e., as an independent company, a partnership, a joint venture, or a combination involving a prime and sub-consultants. The role of each participating entity shall be fully described. The Prospective Consultant shall detail specifically the work that it proposes to do with its own forces and the work to be performed by others. A reasonably approximate percentage of job hour effort shall be indicated for each such participating entity. MassDOT Planning does not favor any one of the above-named combinations over any other. Qualifications of Prospective Consultant's Team and Personnel MassDOT – Office of Transportation Planning
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP Identify the key personnel to be assigned to this project. Include summary resumes of key personnel proposed to staff this project and descriptions of comparable projects performed by the personnel to be assigned to this work; limit the resume information provided to that which is timely and specifically relevant to this project. For each such key employee, indicate whether such employee is to be assigned on a full-time or a part-time basis. If an employee is to be assigned part-time, indicate what percentage of his or her time will be devoted to the work of this project. Identify the proposed project manager who will be responsible for the day-to-day execution of the project and relevant experience in leading similar efforts. List the prospective consultant team's recent projects (no more than six) having the nature, complexity and time constraint, and management issues similar to those anticipated for this project. Additional project details may be provided in clearly marked appendices to PART I. Where possible, highlight projects completed by the key personnel from the proposed project team. Descriptions should detail the work completed by proposed project staff, rather than other, non-team members of the same firm. Provide the names of at least six clients for whom the Prospective Consultant and subconsultants has performed work similar to that proposed, and who may be contacted as references. Preferably, these references should include governmental agencies similar to MassDOT and should include the recent projects cited above. Use the Business Reference Form provided in Section X. It is strongly recommended that at least three references be from entities other than Massachusetts state agencies and quasi-agencies (such as MassDOT and the MBTA). Any references from MassDOT should be from offices other than the Office of Transportation Planning. Consultant Office and Staffing Plan MassDOT Standard Contract provisions require the consultant to maintain an adequately staffed local office. Any exception to this provision shall require a waiver by MassDOT Planning. Local offices should be able to be used for project meetings (both internal and external if necessary) at the request of MassDOT. Indicate the intent of the Prospective Consultant relative to office location, functions, and work to be performed there, and the anticipated resident staff. Final details are not required at this time. Also include the following: 1) project organization chart and, 2) staffing schedule chart indicating present and future staffing commitments to the Prospective Consultant's other ongoing or upcoming projects and how this work will be staffed. Project organization charts should include an indication of which staff member from each subconsultant will be the primary contact for that entity. Staffing schedule charts should include the specific current or anticipated projects for each staff member, including the approximate enddate of those commitments. Supplier Diversity Program (SDP) Plan Requirements The following language describes the Supplier Diversity Program requirements for this Proposal and replaces any other SDP requirements contained in the Required Specifications portion of this solicitation. Affirmative Action/Equal Employment Opportunity (AA/EEO)
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP 1) Selected consultants with 50 or more employees and an estimated contract value of $50,000 or more are required to have an Affirmative Action Plan for the current year on file with MassDOT. The plan must comply with the provisions of 41 C.F.R. Part 60-2. Affirmative Action Plans can be submitted to the MassDOT Office of Civil Rights for review before submission of the fee proposal. As part of the proposal, the consultant is required to supply a copy of an approved Affirmative Action Certificate or a copy of the letter transmitting the plan to the Office of Civil Rights. 2) Selected consultants with less than 50 employees and an estimated contract value of $50,000 or more are required to submit an Affirmative Action Policy to the Office of Civil Rights. Firms with 10 or more employees must include a workforce analysis with the policy. Address questions regarding AA/EEO requirements to: Miguel Fernandes Massachusetts Department of Transportation Office of Civil Rights 10 Park Plaza, Room 6620-E Boston, MA 02116-3973 Telephone: 617-973-7139 Fax: 617-973-7311 Disadvantaged Business Enterprise (DBE) Participation The DBE participation goal for this contract is ten percent (10%) of the general fee. Identify each DBE selected to meet the DBE participation goal for this contract and provide a detailed narrative of the services to be performed by each DBE business entity and the percent of the total cost to be contractually allocated to each. DBEs must be certified by the State Office of Minority and Women Business Assistance (SOMWBA) prior to the proposal due date. No cost information is to be displayed as part of this section. Certified Disadvantaged Business Enterprises may be found at www.somwba.state.ma.us. If no DBE is qualified, available, or willing to participate, the consultant must provide detailed verifiable information documenting the good faith effort made to locate DBEs. If MassDOT finds that the percentage of DBE participation submitted by the prospective consultant will not meet the DBE participation goal of the contract and that the prospective consultant has not made good faith efforts to meet the goal, MassDOT may, at its discretion, cease all further action with the prospective consultant. Banking and Financial Data As part of its RFR Response, the Prospective Consultant shall also provide reasonable evidence of its financial stability. This may include banking and/or other references. Insurance and Risk Management Indicate methods of complying with the liability and insurance requirements of the Service Contract Standard Provisions (Article I General Provisions, Section 22). Also provide a brief statement as to the Prospective Consultant's present standard insurance coverage or selfinsurance program. MassDOT – Office of Transportation Planning
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP
Disclosure Statements and Other Forms Each Prospective Consultant must complete the forms included in this RFR package indicated as required in Section X ATTACHMENTS and include them as the final section of PART I Section A Qualifications. Prospective consultants are advised to complete these forms carefully and accurately since certain of them shall become part of the contract with the selected consultant. Each Prospective Consultant is advised that its performance of work for MassDOT Planning may, at any time, raise questions about real or perceived conflicts of interest because of Prospective Consultant's relationship to other entities or individuals, including without limitation: (1) private and public owners of companies that may be affected by the project and/or (2) other state-created entities with potentially conflicting interests and/or concerns. Accordingly, MassDOT Planning reserves the right to: (1) disqualify any Prospective Consultant or reject any proposal at any time solely on the grounds that a real or perceived legal or policy conflict of interest is presented; (2) require any Prospective Consultant to take any action or supply any information necessary to remove the conflict, including without limitation, obtaining an opinion from the State Ethics Commission; (3) terminate any contract arising out of this solicitation if, in the opinion of MassDOT Planning, any such relationship would constitute or have the potential to create a real or perceived conflict of interest that cannot be resolved to the satisfaction of MassDOT Planning. In addition, representatives and/or employees of the successful Prospective Consultant may be required to certify from time to time, in a form approved by MassDOT Planning, that in connection with work under this Contract, they are in full compliance with the provisions of Chapter 268A of the General Laws and any other applicable conflict of interest laws. The Prospective Consultant agrees to disclose in writing any facts MassDOT Planning may seek in order to resolve questions about potential conflicts of interest occurring during the period of solicitation or performance thereunder and, upon request of MassDOT Planning, supply a full and complete list of its relationships to other entities and individuals. In any such event, a Prospective Consultant shall consult with the Commonwealth's authorized representatives to learn what action must be taken to resolve such conflicts and comply with all applicable laws and policies. E. RFR Response Contents: PART I Section B. Technical Proposal The Technical Proposal shall conform to the following format: 1. 2. 3.
4.
The Technical Proposal shall be printed on white paper with dimensions of 8.5 by 11 inches with right and left margins of one inch. The Technical Proposal shall use Times New Roman font with a minimum size of eleven points. The Technical Proposal shall adhere to a maximum page limit of 60 pages (30 double sided sheets) in response to this RFR. The contents of the Qualifications Section shall not count toward the 60 page limit. Each page of the Technical Proposal shall include a page number of total pages and identification of the respondent in the page footer.
The technical portion of the RFR Response shall contain the following information in the sequence presented and under the headings given below. Prospective consultants who do not comply with this format may be considered non-conforming and downgraded at the discretion of the Evaluation Committee. MassDOT – Office of Transportation Planning
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP
MassDOT Planning encourages prospective consultant teams to exercise their creativity, innovation, and expertise in the development of their proposals. MassDOT Planning also encourages prospective consultant teams to think critically and deeply about the scope, and to ensure that the proposals submitted will allow the General Objectives of the project (see Scope of Services document) to be met. Lastly, MassDOT Planning looks forward to receiving highquality, thoughtful proposals that will allow for the successful execution of this crucially-important project. Understanding the Scope of Services Describe the Prospective Consultant's general understanding of the scope of services and the key issues associated with performing the required consulting services in the specific functional areas involved. In addition, include statements covering the Prospective Consultant's familiarity with the project and describe unusual conditions or problems the Prospective Consultant believes may be encountered. The respondent’s views on the challenges/opportunities of the tasks of this project can be included in this section. Provide a project task list and description of each task following the order presented in the Scope of Services. But, while it is important that each task outlined in the Scope of Services be touched upon in this section, a successful consultant team will focus more energy on the tasks that will require significant creativity and innovation, and comprise the majority of hours on the project. Approach and Methods Describe clearly and in detail the work plan and mechanics of how the Prospective Consultant will accomplish each of the tasks outlined in the scope of services. Special methods, techniques, or personnel required by a particular task should be covered in detail. Respondents should expand on the generalized outline of methods contained in the scope with specific details of how the tasks could be best accomplished, and, at the option of the respondent, propose additional and/or alternate methods aimed at improving the study processes and/or technical procedures. Note: Between the above two sections, Prospective Consultants should clearly demonstrate how their understanding of the issues and approach to the study make them well suited to conduct the work. This type of information can be contained in either section, or both sections. Demonstration of Capacity to Perform Work Within Schedule and Budget Clearly demonstrate how the Prospective Consultant intends to deliver the products identified in the project task list, on schedule and within budget. Describe the intended method of task budget planning and control. MassDOT expects that the selected consultant team will share MassDOT’s commitment to quality assurance and control. MassDOT also expects that, given the size of this contract, the selected consultant team will dedicate substantial resources to ensuring sufficient and appropriate project control. Consultant teams should take care to expand upon the means and methods used in this proposal. It is expected that this contract will be in effect for 60 months starting from the effective date of a notice-to-proceed issued by MassDOT Planning. F. RFR Response Contents: PART II Section C. Fee Proposal The Fee Proposal shall be based upon a detailed work plan for the required services including estimates of classified job hours for each specific work task, all direct and indirect labor costs, a net fee, and direct expenses that the selected consultant and its sub-consultants, if any, expect to encounter in the performance of the required services.
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP
Cost estimates should include the number of project hours allocated for all proposed staff, including project manager(s) and/or team leaders, and any sub-consultants or sub-contractors. Estimates for sub-consultants are required regardless of proposed payment method (direct expenditure or direct labor). Cost proposals must also include an allocation of hours to each project task (expressed in numbers and percentages of total project hours), including time allocation estimates for meetings. Detail on proposed direct costs must also be included within the Fee Proposal, with a level of detail rigorous enough for MassDOT to understand the purpose of each direct cost allocation. Fee Proposals should also include a cover letter, outline the team’s general approach to allocating funds, and call attention to any specific questions or concerns about the Fee Proposal. Overall, the submitted Fee Proposal should include as much detail as possible. There is no limit on the length of the Fee Proposal. Prospective consultants are directed to review the terms and conditions set forth in Article II of the attached Standard Provisions in the development of Fee Proposals. Payment Method II, Costs plus a Net Fee, is the payment method to be followed. Please note limitations of hourly rates for professional employees and allowable overhead rates and modifications that have been made to such rates in the Special Provisions. The initial duration of the contract is 60 months with the condition that the contract shall be terminable at the direction of MassDOT Planning if state funding is not authorized or approved. G. CLARIFICATION OF RFR RESPONSE If clarification of the contents of any RFR Response is required by MassDOT Planning or the Evaluation Committee, then MassDOT Planning will request such clarification either in writing or in person by the involved Prospective Consultant. Prospective consultants must be prepared at any reasonable time to visit the MassDOT Planning offices to clarify their Responses. H. SUBMISSION OF RFR RESPONSE A Prospective Consultant's response to the RFR consisting of the original and 10 copies of PART I Sections A and B, and the original and 10 copies of PART II (in a clearly marked sealed envelope) shall be submitted together not later than the date and time indicated below in Section IX DEADLINE FOR RESPONSES and addressed to: David Mohler, Executive Director Office of Transportation Planning Massachusetts Department of Transportation 10 Park Plaza, Room 4150 Boston, MA 02116 Responses received later than the specified date and time indicated below in Section IX. DEADLINE FOR RESPONSES will be subject to rejection. I.
REVIEW OF RESPONSES The right is reserved, as the interest of MassDOT Planning may require, to reject any or all Responses to the RFR and to waive any informality in Responses that are received. MassDOT Planning also reserves the right at any time before responses are due to cancel these RFR
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP requirements, or, after receipt and evaluation, to modify these requirements or cancel them entirely, or to initiate a new RFR. To be considered responsive to the RFR, and consequently subject to further consideration, all proposals must meet the following three minimum evaluation criteria: 1. Completeness of proposal 2. Avoidance of conflicts of interest prohibited under law 3. Compliance with the Supplier Diversity Program Requirements Proposals that meet the minimum evaluation criteria will be evaluated on the basis of the seven comparative evaluation criteria listed below. The bulleted questions are intended to help in the development of proposals. 1. Professional competence of project team Do the team members have appropriate credentials and certifications in their field? 2. Qualifications/experience of project team in performing similar work Do the team members have the right types of experience on similar types of projects to perform well on this one? 3. Demonstrated understanding of the scope of services Does that vision capture the wants and needs of MassDOT and go beyond simply the published Scope of Services? 4. Technical approach and methodology Does the technical proposal present a logical and thoughtful approach to getting the work done? Does it propose an interesting methodology for accomplishing the work? Is it technically sound and professionally polished? Does the technical proposal suggest innovative ways to expand upon our Scope of Services? 5. Capacity to perform work within schedule and budget Does the availability and allocation of staff match the technical approach laid out in the proposal? What is the management structure of the team? How experienced is the identified project manager, particularly on similar types of projects? Does the overall schedule seem reasonable and possible to accomplish, and does it meet our stated schedule? 6. Quality of the Supplier Diversity Program plan Does the proposal exceed our DBE participation goal of 10% of the overall budget of the project? Is the work assigned to the DBE firms integral to the accomplishment of the overall project? 7. Performance on previous contracts; References Has the team performed well on similar projects in the past? Does the proposed Project Manager get high marks from past clients? MassDOT – Office of Transportation Planning
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP
J. ORAL PRESENTATIONS Following an initial evaluation of RFR responses, prospective consultant teams found to be qualified and most responsive to the seven comparative evaluation criteria may (at the discretion of MassDOT Planning) be invited to make an oral presentation of their RFR Responses to an Evaluation Committee and, possibly, other interested parties invited by the committee. Presentations must be made primarily by the prospective consultant's proposed project manager, with support and input from other top-level team members expected to be assigned to this work. Such oral presentations will, as a general rule, include approximately 30 minutes for presentation plus 30 minutes for questions. The presentation may also include a short interactive activity, which would help to evaluate a prospective consultant team’s teamwork, critical thinking, responsiveness, and presentation skills. These limits and activities may be changed by the Evaluation Committee. K. CONTRACT DOCUMENTS The selected consultant shall be required to enter a contractual agreement with the Commonwealth of Massachusetts through MassDOT. The selected consultant will be required to meet the pre-award audit requirements and may also be subject to a pre-award audit by MassDOT. Prospective Consultants are encouraged to review in detail the provisions of the MassDOT Standard Contract, Terms and Conditions, the Standard Provisions and Special Provisions. Each of these documents has been included under Section X ATTACHMENTS. Any proposed alternative provisions or additional terms and conditions to the Standard Provisions must be included in the original RFR Response submitted to MassDOT Planning. Mutually agreeable terms, conditions and/or alternative provisions shall be subsequently considered and negotiated for inclusion in the contract in the Special Provisions. MassDOT Planning shall not be obliged to accept any such proposed alternative provision, term or condition and shall reserve the right to reject any subsequently proposed alternative provisions or additional terms and conditions. IX. DEADLINE FOR RESPONSES: Tuesday, November 26, 2013 by 12:00 NOON to the location specified in Section VIII Part H. X. ATTACHMENTS The following attachments are included in this package: A. Attachments to be completed by the Consultant and returned with RFR Response: 1. 2. 3. 4. 5. 6. 7.
Consultant Contractor Mandatory Submission Form Contractor Authorization Signature Verification Form Supplier Diversity Program (SDP) Plan Form Business Reference Form MA W-9 Form Tax Compliance Certification Instructions Certification Regarding Debarment, Suspension, Proposed Debarment, and other Responsibility Matters Form
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MassRIDES Statewide Travel Options Program RFR ID # 201309MSTOP 8.
MassDOT Terms and Conditions
B. Attachments to be incorporated in the final Contract when awarded: 9. 10. 11. 12.
MassDOT Standard Contract Form Standard Provisions (Sample) Special Provisions (Sample) Authorization for Electronic Funds Payment
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