BICYCLE & PEDESTRIAN FACILITIES PLAN

Transcription

1 City of Leawood REQUEST FOR QUALIFICATIONS BICYCLE & PEDESTRIAN FACILITIES PLAN RFP Release Date: March 20, 2013 Proposal Due Date: April 8, GENERAL INFORMATION 1.1 Purpose of this Request for Proposal The City of Leawood, Kansas seeks a qualified professional firm to prepare a detailed Bicycle and Pedestrian Facilities Plan for the City, which is compatible with goals and objectives set forth in the current City of Leawood Comprehensive Plan and Capital Improvement Plan (CIP) and any other relevant plans and reports deemed appropriate by the City. The plan will be used as to develop a definitive policy document and conceptual plan for the development of safe, functional, convenient, and attractive bicycle and pedestrian facilities throughout the City of Leawood, and serve as a resource for planning purposes. 2. SCOPE OF SERVICES 2.1 Project Overview The City of Leawood is approximately 14 square miles in area, with a population of approximately 32,000 people. The City and vicinity features various existing bicycle and pedestrian facilities available to residents, including the Indian Creek Trail, Tomahawk Creek Trail, and an extensive sidewalk system in certain areas. Leawood is connected to the cities of Prairie Village, Overland Park, and Kansas City, Missouri. There is a high level of community interest and support for enhancing the walk-ability and bike-ability of the City as expressed by various citizen committees and the city council during the Complete Street Policy Resolution process. The proposed bicycle and pedestrian system must be strategically planned (10-15 years and beyond) to provide key linkages between existing residential neighborhoods, parks and open spaces, schools, employment centers and community destinations (i.e. Town Center, Park Place, 135 th Street Corridor, etc.). The plan must facilitate and include stakeholder input (citizen, community organizations, neighboring municipalities, businesses, etc.) and input from multiple City Departments. Focus on linkages to facilitate multimodal transportation opportunities is necessary, along with connections to neighboring communities. The plan shall identify opportunities for well signed and delineated on-road and off-road opportunities and improvements, with typical section details of on-street and separated facilities, and promote a high level of route connectivity. The plan shall identify bike parking. Also, all trail and bicycle-pedestrian facilities should comply with ADA design guidelines and AASHTO guidelines. 1

2 2.2 Plan Contents The successful consultant is expected to create a plan that includes, but is not limited to, the following elements: Introduction & Background Leawood s Bicycling & Pedestrian Environment Examine existing conditions in the city pertinent to bicycling and walking, including determinants of a future bike/ped system such as destinations, existing facilities and opportunities. The Market for Bicycling estimate current pedestrian and bicycle demand and the potential future market. The Bikeway Network; principles and structure establish overall principles that guide the proposed network. Present a complete conceptual bikeway network and its various routes. Route Details & Implementation Provide a detailed, route-by-route facility program, showing proposed design solutions for each segment of the system. Provide criteria for determining the sequence of development and present a phased implementation program, along with probable costs for different infrastructure types. Identify Support Facilities for the Bike Network - Identify standardized bike parking equipment and guidelines for use in commercial parking lot planning. Develop a unified bikeway graphic system to increase user comfort and ease of navigating the street system. Identify Support Programs for Educating and Encouraging Bicycling and Walking Identify methods or opportunities to educate motorists and cyclists proper driving within the bike network. Identify ways to encourage people to try biking for health and transportation. Trails, Routes & Facilities Maps/Diagrams - (including formats that are compatible with the City s AutoCAD and GIS) 2.3 Public Participation At minimum, the successful consultant is responsible for undertaking the following public participation activities: Two public input sessions/workshops to help identify and determine what, why and where facilities should be developed. Attend and present at stakeholder, Committee and Council meetings, as deemed necessary by the Superintendent of Parks during the project timeframe, including a minimum of three (3) meetings for final plan approval Work closely with all stakeholders and meet with city staff/departments on a monthly basis Provide the plan to pertinent regulatory and government agencies for review 2

3 2.4 Deliverables A draft plan shall be provided to the City for review and comment prior to completing the final report and plan. The City shall receive twenty (20) full color (8-1/2 x 11 ), bound final approved plan documents at the conclusion of the project. Report maps to be color 11 x 17 in size. The City shall receive all original electronic documents in Microsoft Word, Excel and PDF formats. Maps and plans shall be delivered electronically, be compatible with the City AutoCAD standards and GIS software, and include a printable PDF version of the entire plan for City use. 3. RFP REQUIREMENTS 3.1 General Expectations Consultants are asked to submit a concise proposal describing their capacity to manage the project and their experience with similar projects. The proposals should include a clear, dated outline of how the consultant would complete all tasks involved with this project. The successful consultant should be familiar with all local conditions that may affect the requirement for personnel, equipment, materials, and other resources necessary to perform the scope of work. 3.2 Bidder Representations The Bidder by submitting a Bid Proposal represents that: a. The Bidder has read and understands the Bidding Documents, acknowledges that the documents are of sufficient detail and scope to understand the terms and conditions for performance, and their Bid is made in accordance therewith. b. The Bidder has familiarized itself with Federal, State and local laws, ordinances, rules, regulations and standards which may in any manner affect cost, progress and the complete and timely performance of all work required by these instructions, documents and specifications. c. The Bidder has visited with the owner and assessed their needs, has familiarized themself with the these instructions, documents and specifications under which the work is to be performed, has reviewed all public reports, inspections and other documents relating to the project and has correlated the Bidder's personal observations with the requirements of the proposed Contract Documents. d. The Bidder s Bid Proposal is based upon materials, equipment and systems required to perform the above services without exception. e. The Bidder expressly warrants and certifies that neither the Bidder nor its employees or associates has directly or indirectly entered into any contract, participated in any collusion or otherwise taken any action in restraint of free competitive bidding in conjunction with this proposal. 3

4 3.3 Proposal Elements Although the City requires no specific proposal format, the following guidelines highlight features that the City will expect to be included within the proposal. Each consultant should submit a written proposal signed by its authorized agent and should include the following information: Provide consultant s name, address phone number, and fax number, along with the name of a contact person if different than the firm s name or signature on the proposal. A clear and concise statement, with examples, indicating the consultant s past performance and familiarity with the type of work sought under this RFP. A list of client references for which the consultant has provided similar services should be provided, including the name, address and phone number of a contact person for each reference. Indicate the type, scope and duration of the work done for each client. A demonstrated ability to complete the proposed scope of work on a project this size. A statement indicating the qualifications of the key person(s) who will be assigned to the project by the consultant and their responsibilities within the scope of services resumes shall be limited to one page per person. A proposed budget with responsibilities for each member of the team and fee schedule for personnel involved with the project. A proposed project schedule that offers a general timeline of task duration and completion. 3.4 General Process The City of Leawood s Bicycle Friendly Committee, and selected staff from city departments involved with the process, will review the proposals with the following criteria in mind: cost, expertise, and the ability to provide comprehensive services. The City of Leawood reserves the right to reject any or all proposals or to accept a proposal on any basis it deems appropriate. 3.5 Terms and Conditions The process of selecting a consultant requires the accumulation of comprehensive and accurate information to ensure that a knowledgeable, objective decision can be made. The City of Leawood reserves the right to accept or reject all proposals or portions thereof without stated cause. The City of Leawood reserves the right to re-issue any Request for Proposals. Upon selection of a finalist, the City by its proper officials shall attempt to negotiate and reach a final agreement. If the City, for any reason, is unable to reach a final agreement with this finalist, the City then reserves the right to attempt to reject such finalist and negotiate a final agreement with another finalist who has the next most viable proposal or bid. The City may also elect to reject all proposals and re-issue a new RFP. Clarification of proposals: The City reserves the right to obtain clarification of any point in a Proposer s proposal or obtain additional information. The City of Leawood is not bound to accept the proposal with the lowest cost, but may accept the proposal that demonstrates the best ability to meet the needs of the City. 4

5 The City reserves the right to waive any formalities, defects, or irregularities, in any proposal, response, and/or submittal where the acceptance, rejection, or waiving of such is in the best interests of the City. The City reserves the right to disqualify any proposal, before or after opening, upon evidence of collusion, intent to defraud, or any other illegal practice on the part of the Proposer. 3.6 Selection Interview The City of Leawood may select a short list of proposers to make an oral presentation, if needed. The presentation, limited to 45 minutes, shall serve to confirm proposal representations, answer City questions, provide supplemental information and provide the City the opportunity to meet and assess the project consultants. 3.7 Budget / Type of Contract The City will enter into a contract for professional consulting services based on a fixed-price (or lump sum) to the contractor for the specified scope of services. Incremental payments to the consultant will be made at the completion of major tasks with a not to exceed contract amount. Ten (10) percent of the contract price will be held as final payment upon delivery of the final products. The exact payment schedule will be negotiated and determined as part of the contract and shall be based on the budget provided with the proposal. The City of Leawood shall not be liable for any costs incurred by a consultant in responding to this request for proposals or for any costs associated with discussions required for clarification of items related to this proposal. 3.8 Public Information Once received, the proposals shall become the property of the City of Leawood. Information supplied by the proposer and chosen consultant to the City of Leawood in subject to the Kansas Public Records Law. Such information shall become public unless it falls within one of the exceptions in the statute, such as security information, trade secret information, or labor relations information. If the Proposer believes any information which is not public will be supplied in response to this RFP, the vendor shall take reasonable steps to identify for the City with data, if any, it believes falls within the exceptions. If the proposal data is not marked in such a way as to identify non-public data, the City will treat the information as public and release it upon request. In addition, the City reserves the right to make the final determination of whether data identified by the proposer as not public falls within the exceptions within the statute. The same laws apply to the final plan documents and all information obtained to complete the final plan and the City retains ownership of all documents. 3.9 Proposal Time Schedule Listed below are estimated dates and times of actions related to this RFP: - March 27, 2013: Submission deadline for written questions - April 8, 2013: Deadline to submit proposals - April 15, 2013: Selection interviews, if needed - May 6, 2013: Contract Inception Date 5

6 3.10 Notification of Award The City of Leawood plans to select a consultant by approximately April 22, Should either party fail to execute a contract within 30 days of notification of award, the City reserves the right to rescind the award and select services from another interested firm Number of Proposals to Submit; Deadline, Mail, and Hand Delivery Addresses 3.12 Late Proposals One (1) original and ten (10) copies of the proposal must be submitted by: 2:00 p.m. CST on April 8 th, The mailing and hand delivery address is: City of Leawood ATTN: Brian Anderson, Superintendent of Parks 4800 Town Center Drive Leawood, Kansas Proposals received after the deadline will not be considered Issuing Agency and Contact Person: This request for proposal (RFP) is being issued by the Parks & Recreation Department of the City of Leawood, Kansas. The City is inviting a proposal from your firm for these professional services. The consulting firm selected to do the work will contract with the City, and be responsible directly to the Superintendent of Parks for the completion of work described in this RFP. The City will provide available existing documentation, in hard copy and electronic format when available, to the selected consultant and will act as primary contact when obtaining documentation. Staff will assist the consultant with scheduling and coordinating meetings conducted by the consultant during the course of the project Questions All questions must be in writing and mailed, faxed, or ed to the contact person by not later than March 27, When deemed relevant by the Superintendent, responses to questions will be ed to all consultants listed on the distribution list to ensure uniformity. Consultants are not permitted to contact individual City Council members or other Proposal Review Team members for clarification of the RFP. Any such contact may disqualify the consultant from evaluation. All inquiries and questions for clarification concerning this RFP should be directed to the following contact person: Brian Anderson Parks & Recreation Department 4800 Town Center Drive, Leawood, Kansas Phone: x 190 Fax: briana@leawood.org 6

7 END OF INSTRUCTIONS TO BIDDERS 7