REQUEST FOR PROPOSALS GENERAL PLANNING CONSULTANT SERVICES RFP #16-01

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1 REQUEST FOR PROPOSALS GENERAL PLANNING CONSULTANT SERVICES RFP # Purpose The Pinellas Planning Council (PPC) and Pinellas County Metropolitan Planning Organization (MPO), collectively referred to as PPC/MPO, request that qualified consultants submit proposals for consideration in the competitive selection of professional planning services for the PPC, MPO and local government jurisdictions. Professional planning services are being sought for five general planning services, set forth below. The MPO receives grant funding from the Federal Highway Administration, the Federal Transit Administration, the Florida Department of Transportation and the Florida Commission for the Transportation Disadvantaged. The Unified Planning Work Program (UPWP) details the work the MPO performs with this grant funding and is the basis for work conducted under MPO tasks. The PPC has an established budget that may be used to develop work assignments or augment those performed for the MPO to address land use and transportation together. In addition to the mandated land use and transportation planning functions, the PPC/MPO is focused on the integration of land use and transportation planning. The unified organization has identified three Pinellas Strategic Planning and Operations and Topics (SPOTlight) for : US 19 Corridor, Beach Access and the Gateway/Mid- County area. The next section outlines services that may be assigned to Consultant(s) under one or more general planning consultant contracts for the PPC/MPO or participating local governments. The length of the contract is two years with the option of two renewal extensions for up to two years each. Work will be performed for the PPC/MPO on a work assignment basis. A work assignment number and scope will be generated for each task performed under the contract. No minimum amount of work resulting from this solicitation is guaranteed under any contracts. Contract work may be directly with the PPC or MPO, or through the PPC/MPO for one or more participating local governments. The PPC/MPO intends to enable use of consultants selected under this procurement by local governments in Pinellas County as part of technical assistance or to conduct special planning studies that meet the needs of a local government. The PPC/MPO will act as the fiscal agent and provide administrative support for the local government, which will provide a project manager and a scope of work that it negotiates separately with the consultant. 2. Services The PPC/MPO is seeking proposals for five general planning sub areas, including Transportation Planning and Traffic Analysis, Economic Analysis, Communications and Public Involvement, Urban Design, and Land Use and Redevelopment. The general planning services support the PPC/MPO s land use and transportation planning functions. These functions include, but are not necessarily limited to: SPOTlight area planning Financial resources and legislation Program development monitoring Public participation Systems planning Land use and socioeconomic data Congestion management, safety and Transportation system monitoring and operations database management Public transportation planning Transportation disadvantaged planning Page 1 of 7

2 Bicycle and pedestrian planning Local government technical assistance Corridor planning The Transportation Improvement Program (TIP) The Long Range Transportation Plan (LRTP) Scenario planning Environmental planning, including air quality Regional planning Growth management and comprehensive planning Redevelopment planning and regulation Countywide Land Use Plan support Research, best practices and case studies Descriptions of the sub areas are provided below. Proposals must indicate consultant qualifications related to the sub area for which they desire to be assigned work. Consultants may apply for one or more of the sub areas. Qualifications for the sub area the consultant is applying for must be included in the proposal. A. Multimodal Transportation Planning and Analysis The following lists anticipated planning efforts related to multimodal transportation planning and analysis. This includes, but is not limited to: Modeling and Simulation Bicycle and Pedestrian Activities Transit Service and Operations Transit Capital Facilities Transportation Disadvantaged Data Collection, Development and Management Access Management Mobility and Demand Management Parking and Circulation Intelligent Transportation Systems Waterborne Transportation Feasibility Studies Complete Streets Resilience and Sustainability Safety Assessments Freight Analysis Corridor Studies B. Economic Analysis The following lists anticipated economic analysis efforts, which includes, but are not limited to: Market Studies or Analysis Property or Facility Valuation Fiscal Impact Analysis Public-Private Partnerships Development Finance and Joint Development Economic Modeling Cost-Benefit Analysis Financial Analysis Financial/Scenario Planning Page 2 of 7

3 C. Communications and Public Involvement Communication and public involvement support may include, but is not limited to: Community Outreach, Engagement and Facilitation Graphic Design and Visualization Writing, Editing and Digital Publication Digital and Thematic Storytelling Website Design and Maintenance Market and Survey Research Public and Media Relations D. Urban Design Urban Design efforts may include, but are not limited to: Site and Area Master Plans Corridor and Streetscape Design Visualization/Illustrations Wayfinding and Signage Parking Open Space and Public Realm E. Land Use and Redevelopment Land Use and Redevelopment efforts may include, but are not limited to: Comprehensive, Activity Center & Multimodal Corridor Plans Land Development Codes Station Area Plans/Transit Oriented Development Interlocal Agreements Land Use Analysis Growth Management and Comprehensive Planning 3. Proposal Requirements Each proposal must contain the name and address of the submitting firm, as well as a Certificate of Insurance. In addition, the following requirements must be addressed for each sub area in which the consultant applies. Consultants may apply for multiple sub areas. Sub areas will be reviewed and evaluated independently of one another. Respondents are encouraged to be creative in their proposals. Key personnel, project manager for sub areas, titles and/or classifications and team information/qualifications; A written narrative describing demonstrated understanding of the sub area, project approach, technical strengths, and unique concepts; Examples of project experience relevant to the sub area; Minimum of three references for whom you have performed similar work; and Disadvantaged Business Enterprise (DBE) certification status (prime or sub-consultants). No more than four (4) pages may be submitted per sub area. Resumes will not count towards the sub area page limit and should be included as part of an appendix. Page 3 of 7

4 Proposals may include a team with sub-consultants when sub-consultants provide complementary services to the prime consultant. Services assigned to sub-consultants must be approved in advance in writing by the PPC/MPO. Proposals shall include a rate sheet of consultant s loaded rates per personnel classification. The rate sheet should indicate the personnel classifications utilized for each sub area. The submitted rate structure is for illustrative purposes and WILL NOT be utilized in the evaluation process. 4. Response Evaluation Respondents must be licensed by the State to do business in Florida and qualified to perform the advertised work requirements. All proposals must address the evaluation criteria listed below. Each planning sub area will be evaluated independently from the other planning sub areas. Demonstrated understanding of the sub area Proposed approach to potential planning task activities, technical strength, unique concepts related to the sub area Experience of consulting team Ability of professional personnel DBE certification (prime and/or sub-consultants) Firms may be shortlisted from the submitted proposals and rankings will be posted on the website. Shortlisted firms will be required to conduct presentations for the selection committee. Presentations will be evaluated based on the following criteria: Experience, understanding and approach to the planning sub area; Project/team management; and Presentation quality and clarity. Firms submitting proposals for multiple sub areas will be required to present separately on each sub area submitted. Scoring will be utilized for the purposes of evaluation only. The ranking of firms will not be used in the work authorization process. 5. Submittals Questions concerning the RFP must be submitted to Alicia Parinello by 4:30 p.m. on January 14, Responses to all questions received will be posted at one time by 4:30 p.m. on January 19, 2016 on the DemandStar, PPC and MPO websites. Interested firms must mail completed proposals to arrive no later than 4:30 p.m. on February 3, All proposals shall be signed in ink by authorized principals of the firm. Proposals are to be mailed in a sealed envelope to the address listed below. Each proposal shall be submitted in EIGHT (8) paper documents and ONE (1) electronic media copy CDs/DVD or Travel Drive in PDF format. The preferred method is PDF conversion from the Proposer s source files (to minimize file size and maximize quality and accessibility), rather than scanning so that the PPC/MPO can open, print, read and save the PDF file you have created. The consultant may place multiple proposals onto one CD/DVD or Travel Drive. To Page 4 of 7

5 ensure consistency, the electronic copy should be ONE file document and in the same order as the paper original. Failure to include all information in the electronic media copy and paper copies may have an impact on your evaluation score. Attention: Alicia Parinello Pinellas County Metropolitan Planning Organization/Pinellas Planning Council 310 Court Street Clearwater, Florida Phone: (727) Selection Process and Schedule A selection committee composed of the MPO, PPC and Pinellas Suncoast Transit Authority (PSTA) staff shall review and rank the proposals. Proposals are to remain in effect for 120 calendar days from the date of submission. The PPC/MPO reserves the right to reject any or all proposals, or negotiate changes to the proposals whenever such rejection, waiver or negotiation is in the best interest of the PPC/MPO. The PPC/MPO shall ask for oral presentations from the shortlisted firms. The PPC/MPO reserves the right to change the schedule below as necessary. Any changes will be posted on the MPO and PPC websites. RFP issued January 6, 2016 Questions/Clarifications received by 4:30 p.m. January 14, 2016 Response to questions posted January 19, 2016 Proposals due to PPC/MPO by 4:30 p.m. February 3, 2016 Selection Committee meets to shortlist RFPs February 9, 2016 (tentative) Shortlisted firms notified by February 10, 2016 (tentative) Oral presentations of shortlisted firms February 22 and 23, 2016 (tentative) Selection Committee meeting February 25, 2016 (tentative) Recommendation submitted to PPC/MPO Board with draft contracts March 9, Additional Requirements NOTIFICATION OF CRIME CONVICTION: Each applicant shall notify the PPC/MPO within 30 days after a conviction of a contract crime applicable to it or any officers, directors, executive, shareholders active in management, employees, or agents of its affiliates. Under Section , F.S., the privilege of conducting business with the PPC/MPO shall be denied to applicants so convicted until such applicant is properly reinstated pursuant to Section , F.S., and Rule 14-75, F.A.C. FEDERAL DEBARMENT: By signing and submitting a Proposal, the consultant certifies that no principal (which includes officers, directors, or executives) is presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation on this transaction by any federal department or agency. Page 5 of 7

6 EQUAL OPPORTUNITY AND DISADVANTAGED BUSINESS ENTERPRISE PROGRAM STATEMENT: The MPO does not discriminate on any basis, as required by 49 USC 5332 (which prohibits discrimination on the basis of race, color, creed, national origin, sex or age in employment or business opportunity), Title VI of the Civil Rights Act of 1964, as amended 42 USC 2000d to 2000d-4, and Title 49 CFR, Part 21. The MPO ensures, in accordance with 49 CFR Part 26, that certified FDOT Disadvantaged Business Enterprise Program (DBE) participants have an equal opportunity to receive and participate in FDOT assisted contracts. More information on the MPO s DBE Program may be found at LOBBYING: Lobbying of PPC/MPO employees and elected officials regarding this RFP by any member of a proposer s staff, or those people who are members of, or employed by, any legal entity affiliated with an organization that is responding to the RFP is strictly prohibited. The purpose of this prohibition is to protect the integrity of the procurement process by shielding it from undue influences prior to the contract award, or the competitive selection process is otherwise concluded. Such actions shall cause your proposal, or the proposal you are supporting, to be rejected. PROTEST PROCEDURE: (a) Bid/proposal protests. Any actual or prospective bidder, proposer, who is allegedly aggrieved in connection with the issuance of a bid/proposal package or pending award of a contract may protest to the Executive Director of the PPC/MPO. (b) Posting. The PPC/MPO shall post the selection committee s contract award recommendation on the DemandStar, PPC and MPO websites. The contract award recommendation shall be publicly posted on the above websites no less than three full business days after the recommendation or decision is made. (c) Requirements to protest. (1) If the protest relates to the content of the bid/proposal package, a formal written protest must be filed no later than 5:00 p.m. on the fifth full business day after issuance of the bid/proposal package. (2) If the protest relates to the award of a contract, a formal written protest must be filed no later than 5:00 p.m., on the fifth full business day after posting of either the contract award recommendation or the contract award itself. The formal written protest shall identify the protesting party and the solicitation involved; include a clear statement of the grounds on which the protest is based; refer to the statutes, laws, ordinances or other legal authorities which the protesting party deems applicable to such grounds; and specifically request the relief to which the protesting party deems itself entitled by application of such authorities to such grounds. (3) A formal written protest is considered filed with the PPC/MPO when the Executive Director of the PPC/MPO receives it at the address of 310 Court Street, 2 nd Floor, Clearwater, Florida Accordingly, a protest is not timely filed unless it is received within the time specified above. Failure to file a formal written protest within the time period specified shall constitute a waiver of the right to protest and result in relinquishment of all rights to protest by the bidder/proposer. Page 6 of 7

7 (d) Rights of interested parties. Bidders or protesters, other than the protester, which would be directly affected by the favorable resolution of a protest relating to a recommended award, shall have the right to provide written documentation related to the protested solicitation. Said interested parties shall be solely responsible for determining whether a protest has been filed. Any documentation submitted by an intereste party must be filed with the Executive Director no later than the 5:00 p.m. on the fifth full business day after the PPC/MPO posts notification that a protest has been filed. Any interested party submitting documentation shall bear all costs, including legal representation, relating to the submission. (e) Sole remedy. These procedures shall be the sole remedy for challenging an award. Bidder/proposers are prohibited from attempts to influence, persuade, or promote a bid protest through any other channels or means. Such attempts shall be cause for suspension or disqualification of a bid/proposal package or pending or actual award of a contract. (f) Time limits. The time limits in which protests must be filed as specified herein may be altered by specific provisions in the bid/request for proposal. (g) Authority to resolve. The Executive Director of the PPC/MPO shall resolve the protest in a fair and equitable manner and shall render a written decision stating the reason for the action with a copy furnished to the protesting party and all substantially affected persons no later than 5:00 p.m. on the fifth full business day after the filing thereof. (1) If it is determined that the solicitation or award is in violation of law or the regulations and procedures of the bid/proposal package, the Executive Director of the PPC/MPO shall immediately cancel or revise the solicitation or award as deemed appropriate. (2) If it is determined that the solicitation or award should be upheld, the Executive Director of the PPC/MPO shall issue a decision in writing pursuant to the requirements above. The decision shall be final and conclusive as to the PPC/MPO unless any further action is taken or a party commences an action in court. (h) protests. Stay of procurement during protests. There shall be no stay of procurement during TRUTH IN NEGOTIATIONS: The Consultant certifies to the truth-in-negotiation and that wage rates and other factual unit costs supporting the compensation are accurate, complete and current at the time of contracting. Further, the original contract amount and any additions thereto shall be adjusted to exclude any significant sums where the PPC/MPO determines that costs were increased due to inaccurate, incomplete or non-current wage rates and other factual unit costs. Page 7 of 7

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