REQUEST FOR PROPOSALS Issue Date: December 10, 2014
RFP#: 208-2014-04
Title: A/E Service to Develop a Virginia Tech Parking and Transportation Master Plan Commodity Code: PROFESSIONAL SERVICES NOTE: The offeror must have registered in eVA prior to the deadline for submission of responses to this RFP to be eligible for the award of this contract. Issuing Agency & Address:
Virginia Polytechnic Institute and State University Jim McCoy, VCCO Contracts Manager University Design and Construction (0129) 90 Sterrett Facilities Complex 230 Sterrett Drive Blacksburg, VA 24061
Location of Work:
Virginia Polytechnic Institute and State University
Period Of Contract:
Single project services
All inquiries for information should be directed to: Steve Mouras Project Manager
Office of University Planning
[email protected] Phone #: (540) 231-7912 IF PROPOSALS ARE MAILED OR HAND DELIVERED, DELIVER TO: John Mason, VCCO Assistant Contracts Officer 90 Sterrett Facilities Complex (0129) 230 Sterrett Drive Blacksburg, VA 24061 Sealed written proposals for furnishing the services described herein will be received until 5:00 p.m. EST on January 27, 2015. Proposals must reach the above address by the deadline stated. Firms submitting proposals must be properly registered and licensed with the Virginia Department of Professional & Occupational Regulation (DPOR) as per Section 3.1.1.2 of the A/E Manual. For firms with multiple offices, the specific office submitting the proposal must be properly registered and licensed with DPOR. Proposals submitted by firms (or specific offices of firms) who are not properly registered and licensed shall not be considered.
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In compliance with this Request For Proposals, which includes the attached Table of Contents and all provisions and appendices attached and referenced therein, and subject to all the terms and conditions set forth herein, the undersigned offers and agrees to furnish the services described in the RFP cited above and submit this signed proposal which includes this completed and signed page, the completed and signed Forms AE-1, AE-2, AE-3, AE-4, AE-5 and AE-6 and other data as required by the RFP. It is understood that this proposal and the scope of services may be modified, by mutual agreement in subsequent negotiations.
Name and Address of Proposer: _________________________________
Date:____________________________
_________________________________
By_______________________________ (Signature in Ink)
_________________________________
Typed Name:_______________________
_______________________Zip:
Title:____________________________ Email:___________________________
FEIN/SSN # _______________________
Telephone No.(
) _______________
DPOR/APELSCIDLA License # for Proposing Office Listed Above: __________________ Acknowledge receipt of Addendums: _________, ________, ________, _________. PRE-PROPOSAL CONFERENCE: A single non-mandatory pre-proposal conference will be held at 10:00 am on January 7, 2015 in the Sterrett Facilities Classroom on the Virginia Tech campus. Potential offerors are encouraged to attend. University representatives will be in attendance to answer questions.
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TABLE OF CONTENTS Section No.
Description
Page No.
I
Applicability of the CPSM – (A/E Manual)
3
II
Purpose
4
III
Project Background
4
IV
Tentative Project Schedule
4
V
Scope of Services
4
VI
Policy on Small Businesses and Businesses Owned by Women and Minorities
9
VII
Proposal Requirements
10
VIII
Evaluation and Award of Contract
11
IX
Fees
12
X
Attachments
12
eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION: The eVA Internet electronic procurement solution, web site portal www.eva.state.va.us, streamlines and automates government purchasing activities in the Commonwealth. The portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-procurement solution either through the eVA Basic Vendor Registration Service or eVA Premium Vendor Registration Service. The offeror must have registered in eVA prior to the deadline for submission of responses to this RFP to be eligible for the award of this contract for architectural/engineering services.
I.
APPLICABILITY OF THE A/E MANUAL The A/E Manual, as defined in Section 1.0 of the 2014 edition of the Commonwealth of Virginia Construction and Professional Services Manual shall apply to the contract awarded pursuant to this RFP and is incorporated by reference herein in its entirety. Proposer's attention is directed to Chapter 2, Definitions, for definitions of terms used in this RFP. The terms "Agency", "Owner" and “university” are used interchangeably in the material referenced in this RFP and mean the public body issuing this solicitation for services and with whom the successful A/E Proposer will enter into an agreement. For purposes of clarity and uniformity in this RFP, only the term "university" will be used herein.
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II. PURPOSE The purpose of this RFP is to solicit proposals for the ultimate purposes of entering into a contract through competitive negotiations for the professional services of an Architectural/Engineering firm, authorized to do business in the Commonwealth of Virginia, with experience in the parking and transportation planning for a university campus. Virginia Tech is ultimately seeking an Architectural/Engineering firm to Parking and Transportation Master Plan. The A/E shall provide professional services for the project as described in Section V of this RFP consistent with the A/E Manual, including all applicable DEB Notices issued by the Division of Engineering and Buildings.
III. PROJECT BACKGROUND The primary purpose of this master plan is to replace the now outdated 2002 parking and transportation master plan. In addition to updating applicable portions of the previous plan, the new plan needs to identify the potential impact of several major projects to include the construction of the Rte. 460 Interchange and the Multi-Modal Transit Facility, and the future built out of the North Precinct. The university proposes to take a “Complete Street” approach to planning so that each mode of transportation (car, bike, pedestrian, etc) receives a balance assessment. Parking operations has used the same successful approach to permit management for the last 20 + years. The university wants to determine if this approach remain viable in the future. Transit planning is being managed by the Town of Blacksburg (and Blacksburg Transit, the public transit company). The university anticipates full cooperation with the town regarding their transit plans and the integration of their transit plan into the university’s master plan. The university further anticipates active participation of faculty, staff, and students during the master planning process.
IV.
TENTATIVE PROJECT SCHEDULE The tentative project schedule is as follows: A/E Proposals due Develop A/E Shortlist Award A/E Contract Phase I Complete Phase II Complete Phase III Complete Phase IV Complete
V.
January 2015 February 2015 March 2015 July 2015 October 2015 January 2016 February 2016
SCOPE OF SERVICES: The selected A/E shall furnish all expertise, labor and resources for complete development of the Parking and Transportation Master Plan. The following generally identifies the services that the A/E firm may be required to perform:
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Phase I – Start-up consensus building, goals/objectives and data collection Task 1- Start-up and Determination of Data Collection Needs a. Meet with representatives of VT Office of University Planning and other key VT stakeholders to further clarify study objectives, define study(s) areas and review and update work plan and schedule. b. Review existing policies and procedures, reports, and studies prepared for and/or by VT, Town of Blacksburg, and VDOT pertaining to traffic and pedestrian circulation, parking, and transit usage in and adjacent to the campus. c. Meet with the Town of Blacksburg to discuss the overall goals and objectives for the Campus Parking and Traffic Plan study. Determine their traffic and parking concerns and recommendations. Discuss future roadway improvements and their potential impact on VT. Discuss Town of Blacksburg transit planning and recommended changes and their potential impact on VT. d. Meet with VDOT to discuss the overall goals and objectives for the Campus Parking and Traffic Plan study. Determine their traffic and parking concerns and recommendations. Task 2- Public Input a. Meet with each of the major parking customer groups (students, faculty/staff, departmentally owned vehicles, and service vehicles) to solicit their traffic and parking concerns and recommendations. b. Meet with a representative group(s) of students and faculty & staff to solicit their bicycle, transit, and pedestrian concerns and recommendations.
Task 3 – Inventory/Data Collection – Traffic a. Examine existing vehicular, pedestrian, and bicycle access and circulation patterns, including the location of major generators and traffic configuration. b. Obtain available traffic data (turning movement counts and accident data, street classification maps and other base maps) from VT, Town of Blacksburg, and VDOT. c. Conduct turning movement traffic counts at up to fifteen locations. Traffic counts will be summarized and included in the final report. d. Conduct bicycle and pedestrian counts at up to fifteen locations; include locations to track pedestrian and bicycle travel within the interior campus. Bicycle and pedestrian counts will be summarized and included in the final report. e. Collect additional data required for the traffic, bicycle and pedestrian circulation analysis. Included in this data collection will be the following: i.
Street characteristics of all internal campus streets, and adjoining external roadways. This inventory will include roadway classifications, street width, roadway condition, and
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ii.
f.
number of lanes, on-street parking restrictions and directions of traffic flow, bike lanes, sharrows, turn lanes, intersection traffic control method, transit stops. Determine major bicycle and pedestrian routes, both on-campus and leading into campus. Their usage will be quantified by counting the number of bicyclists and pedestrians during peak times.
Prepare an existing Traffic Service Plan that depicts the present demand for vehicle, pedestrian, and bicycle traffic by location.
Task 4 - Inventory/Data Collection – Parking a. Meet with primary VT contacts to obtain relevant existing parking data and information, identify appropriate representatives to contact for further information or activities, and discuss parking data collection procedures. Collect the following historical data from Parking & Transportation: Parking inventory, including the number and location of spaces, user restrictions and rates. Task 5- Summarize and Report Phase I a. Summarize the phase I findings in a task report and discuss with VT contacts.
Phase II – assess existing traffic and parking conditions Task 1 – Existing Traffic Conditions a. Analyze existing traffic conditions by determining present level of service (LOS) of the appropriate intersections within the study area. b. Determine appropriate roadway and traffic control solutions to resolve existing deficiencies and problems. c. Summarize the results in a task report and discuss those results with VT contacts. Task 2 – Existing Parking Conditions a. Determine the existing parking demand and adequacy, by user groups (students, faculty/staff and visitors), by zones (parking study areas) as well as departmentally owned vehicles, service vehicles, ADA, government vehicles, research projects, and vendor/business/contractor (VBC) vehicles. b. Conduct an occupancy and duration study, by major user groups (students, faculty/staff and daily visitors and long term visitors; departmentally owned vehicles, service vehicles, government vehicles, research projects, and VBC), by zones (parking study areas) during 5 time periods (8, 10, 12 noon, 2 and 4) on two selected days. c. Determine existing parking surplus or deficit for each user group by zone within the study area. Map these requirements by sub-area, as appropriate, for review. d. Review results of peer parking review as well as university parking and transportation survey. Conduct focus groups by major user groups to further assess parking preferences for various groups. Summary findings, by constituent group
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Task 3 - Summarize and Report Phase II a. Summarize the phase II findings in a task report and discuss with VT contacts. Include map of existing parking surplus or deficit for each user group by zone within the study area. b. Conduct a mid-project meeting with major stakeholder to discuss the goals and objectives for the future traffic and pedestrian master plan.
Phase III – comprehensive future traffic and parking plan Task 1 – Future Traffic Projections & Solutions a. Review the university master plan to assist in projecting future traffic conditions (vehicular, pedestrian, and bicycle) for 10 years. Project future traffic volumes with the estimated future campus population, parking facilities, and planned new campus access. b. Determine future roadway and intersection requirements by determining future Level of Service of the critical intersections and roadway segments for 10 years, as appropriate. c. Prepare a phased traffic circulation master plan (vehicular, pedestrian, and bicycle) for 10 years, utilizing the goals and objectives established above. Included in that plan will be the following: i.
ii. iii. iv. v.
Recommended roadway improvements including, but not limited to, changing lane widths, adding lanes, realigning or relocating roadways, modifying directions flow, constructing new roadways and vacating roadways. Recommended intersection traffic controls and other traffic and pedestrian regulatory devices will be noted. This would include signs, traffic signals and pavement markings. Enhancements of existing bikeway & pedestrian system with the objective of separating the bicyclists from pedestrians and vehicular traffic. Estimated costs to implement each improvement/change in current dollars. Typical cross-section graphics showing the organization of the various levels of roadways.
Task 2 – Future Parking Supply and Demand a. Review the university master plan to assist in projecting future parking conditions for 10 years. Review campus construction underway or planned for the next 10 year period, including the nature, magnitude and uses for the facilities. b. Determine the overall parking requirements over the next 10 years by user groups, utilizing the parking model developed under existing conditions. Indicate the developments and/or changes that will significantly impact (increase or decrease) parking demand during this period. c. Determine future parking surplus or deficit by zone within the study area. Determine the future parking supply and demand for parking at VT, stratified by building and by each category of user. d. Identify positive elements of the parking system, including those that can be further enhanced.
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Task 3 – Future Parking Solutions - Facilities a. Review existing vehicular, pedestrian, and bicycle access and circulation patterns for their relationship to existing and proposed parking facilities. b. Recommend modifications to the parking system to resolve parking deficiencies. These recommendations may include increasing the number of spaces through restriping, efficiency improvements in existing facilities, and parking assignment modifications. Determine whether any existing facilities can be expanded to meet area-parking needs and where new parking facilities need to be located. c. Based on recommended peripheral lot locations, recommend transit circulation routes from peripheral lots to central campus, to include preferred transit infrastructure and amenities at these lots, such as bus pull-offs, lighting, etc… d. Identify and analyze opportunities to create dedicated visitor parking. Review peer institutions for ways to manage visitor spaces separately from routine campus parking customers (faculty, staff & students). Provide recommendations based upon findings. e. Identify and analyze opportunities to manage departmentally owned vehicles, service vehicles, ADA, government vehicles, research projects, and VBC vehicle parking. Review how peer institutions manage these vehicles separately from routine campus parking customers. Provide recommendations based upon findings. f.
Recommend options to enhance the effective delivery of goods on campus. Look for opportunities to reduce the presence of delivery vehicles in the core campus area during peak traffic periods and the viability of centralize delivery hubs.
g. Develop a recommended 5 and 10-year plan for improvements, including phasing of components corresponding to projected needs. Task 4 – Future Parking Solutions – Management and Finance a. Review current parking management strategies and provide recommended options to enhance both efficiency and revenues. b. Review current rate structure, benchmark rates with peer institutions, and then provide recommended strategies for managing parking rates based upon projected financial needs and existing financial capacity. c. Analyze current Alternative Transportation Programs to determine their effectiveness. Develop potential incentive-based strategies to enhance current Alternative Transportation Programs. d. Review the University’s Bike Parking Master Plan and provide recommendations.
Task 5- Summarize and Report Phase III a.
Summarize the phase III findings in a task report and conduct an on-site meeting with key stakeholders to review draft recommendations.
b.
Provide concept-type graphics to complement the various recommendations.
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c.
Circulate written final draft for review and comments to VT contacts.
Phase IV – Deliverables Task 1 – On-site Meetings a. Initial Kick-off Meeting with all major stakeholders to include Town of Blacksburg and VDOT. b. Major parking customer group meetings. c. Bicycle, transit, and pedestrian representative group meetings. d. Mid-project meeting with major stakeholder to discuss the goals and objectives for the future traffic and pedestrian master plan. e. Final presentation to an audience selected by our primary VT contacts.
Task 2 – Final Product a. All work shall be completed within six months after receipt of authorization to proceed exclusive of the time required for University review. b. Issue 20 copies (3-ring binders) of the final master plan including executive summary. Provide one electronic version of the final master plan. c. Provide a PowerPoint presentation, which briefly summarizes the process and is focused on findings and recommendations.
VI.
POLICY ON SMALL BUSINESSES AND BUSINESSES OWNED BY WOMEN AND MINORITIES: It is the policy of Virginia Tech to contribute to the establishment, preservation and strengthening of small businesses and businesses owned by women and minorities and to encourage their participation in state procurement activities. The university encourages contractors to provide for the participation of small businesses and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, or other contractual opportunities. The university’s aspirational goals for SWAM participation are: Small – 30%, Women – 5% and Minority – 5%. Submission of a report of past efforts to utilize the goods and services of such businesses is required with any proposal for A/E services where the total A/E contract amount may exceed $100,000. Proposer must provide information on its past utilization of Small, Women, and Minority Owned disadvantaged businesses, and must also state any plans to utilize such businesses and the manner in which they may be utilized under this Contract. Electronic copies of the "Small Businesses and Businesses Owned by Women & Minorities" Data Forms are available for download at the www.dgs.state.va.us website. Virginia Tech is committed to increasing SWAM participation on capital projects. Failure to provide information on its past utilization of Small, Women, and Minority Owned disadvantaged businesses, and failure to state and quantify (by listing percentages) any plans to utilize such businesses and the
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manner in which they may be utilized under this Contract may result in a proposal being deemed nonresponsive.
As a means to track SWAM participation/payments, the successful proposer will be required to use GC Pay for submitting their invoices to Virginia Tech. Go to www.gcpay.com to see the fee schedule and the instructions on how to process pay applications. VII.
PROPOSAL REQUIREMENTS: A. Proposals shall be signed by an authorized representative of the A/E. By submitting a proposal, the proposer certifies that all information provided in response to this RFP is true and accurate. Failure to provide information required by this RFP will ultimately result in rejection of the proposal. B. Proposals should be prepared simply and economically, providing a straightforward, concise description of the A/E's capabilities for satisfying the requirements of the RFP. Emphasis should be on completeness and clarity of content. C. To reduce the effort and expense of responding to RFP's, provide uniformity in the type information requested, and enhance the review and evaluation process, the standard Forms AE-1 thru AE-6, ARCHITECTURAL/ENGINEERING FIRM DATA, shall be used by A/E's responding to the RFP. The Respondent’s proposal shall include: the completed and signed RFP cover page 1; the completed and signed Forms AE-1, AE-2, AE-3, AE-4, AE-5 and AE-6; and the completed "Small Businesses and Businesses Owned by Women & Minorities" Data. Use AE-6 form to identify plan for providing anticipated services within allotted timeframe. One (1) manually signed original and seven (7) copies of the proposal shall be submitted to the Agency. Each copy of the proposal shall be bound in a single volume where practical. D. All documentation submitted with the proposal shall be included in that single bound volume. Elaborate brochures and other representations beyond those sufficient for presenting a complete and effective proposal are neither required nor desired. E. Any information thought to be relevant, but not specifically applicable to the enumerated scope of Work, may be provided as an appendix to the proposal. If publications are supplied by the proposer to respond to a requirement, the response should include reference to the document number and page number. Publications provided without such reference will not be considered relevant to the RFP.
NOTE: Electronic copies of Forms AE-1, AE-2, AE-3, AE-4, AE-5 and AE-6 and of the "Small Businesses and Businesses Owned by Women & Minorities" Data Forms are available for download at the following website: http://www.dgs.virginia.gov/tabid/823/Default.aspx?udt_1673_param_detail=159
and http://www.dgs.virginia.gov/tabid/823/Default.aspx?udt_1673_param_detail=271
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VIII.
EVALUATION AND AWARD OF CONTRACT: A.
Evaluation Criteria: The following criteria will be considered by the university when evaluating proposals: 1. Expertise, experience, and qualifications of the proposed A/E team for providing the services described in Section V (45 points). 2. Demonstrated ability of the A/E’s Project Manager and proposed team members to work as a cohesive unit to successfully develop a Parking and Transportation Master Plan for a large university campus (25 points). 3. Proposed plan of the A/E team to provide the project deliverables described in Section V in accordance with the schedule identified in Section IV (25 points). 4. Use of small businesses and businesses owned by women and minorities as the prime A/E firm, consultants, or support services (5 points).
Generally, the selection committee will consider the A/E Firm's overall suitability to provide the required services within the project's time, budget and operational constraints. The committee may consider the comments and/or recommendations of the A/E team’s previous clients, as well as other references. B.
AWARD OF CONTRACT: After evaluation of the Proposals received in response to the RFP, the university shall engage in individual discussions and interviews with three or more proposers deemed fully qualified, responsible and suitable on the basis of initial responses, and with professional competence to provide the required services. Repetitive informal interviews are permitted. Proposers shall be encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed contract. Proposers may also propose alternate concepts or methodology. Proprietary information from competing proposers (including any data on estimated man hours or rates and the plan for accomplishing the scope of work) will not be disclosed to the public or to competitors, provided such information is duly marked as "Proprietary Information" by the Proposer and the designation is justified as required by Section 2.2-4342, Code of Virginia, as revised. At the conclusion of the informal interviews and on the basis of evaluation factors set forth in Section VIII and the information provided and developed in the selection process to this point, the university shall rank, in the order of preference, the interviewed proposers whose professional qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted with the Proposer ranked first. If a contract satisfactory and advantageous to the university can be negotiated at a fee considered fair and reasonable, the award shall be made to that Proposer. Otherwise, negotiations with the Proposer ranked first shall be formally terminated and negotiations conducted with the Proposer ranked second, and so on, until such a contract can be negotiated at a fair and reasonable fee. Should the university determine in writing and in its sole discretion that only one Proposer is fully qualified, or that one offer is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Proposer. The assigned Office of University Planning Project Manager will be the primary contact for contract negotiations. All activities will be managed by the Project Manager. The A/E shall work with the Project Manager for coordination with all university stakeholders.
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IX.
FEES: The fee for services shall be negotiated on a lump sum basis considering the Scope of Services required, the estimated manhours required for each level/discipline and the typical labor rates for the various skill levels required for the work. The Memorandum of Understanding prepared by the university will document the negotiated acceptable labor rates for the various levels/disciplines and these rates will be used for any hourly rate work of the A/E that is authorized by the university.
X.
ATTACHMENTS Attachment A: "Small Businesses and Businesses Owned by Women & Minorities" Data Forms Attached by reference. See web address on page 10 of 12.
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