TASK ORDER PROPOSAL REQUEST. MASTER CONSULTING AGREEMENT FOR Surface Transportation Planning Studies Category 3: Bicycle and Pedestrian Planning

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1 TASK ORDER PROPOSAL REQUEST MASTER CONSULTING AGREEMENT FOR Surface Transportation Planning Studies Category 3: Bicycle and Pedestrian Planning TO: FROM: Pre-qualified Firms CITY OF CHICAGO Department of Transportation DATE: September 18, 2011 A. SCOPE The City of Chicago, Department of Transportation seeks Task Order Proposals for the scope of services described herein for bike station siting and outreach all in accordance with the compensation schedules, terms and conditions of the original Master Consulting Agreement. Establishing a bike sharing program is a key strategy in Mayor Rahm Emanuel s plan for Chicago to become the most bicycle-friendly city in the United States. Bike sharing programs allow people to rent bicycles at one location and return them to another, with no cost for trips less than 30 minutes. Chicago plans to establish one of the largest bike sharing programs in the United States with 3,000 bikes in 2012 and an additional 2,000 bikes in 2013 or Professional services are required to identify the stations where the bikes will be docked and for outreach to cyclists and the general public. It is anticipated that one firm will be selected to complete this work. B. PROJECT INFORMATION All communications regarding this Task Order Proposal should reference the following project number and be sent as follows: PROJECT NO.: B PROJECT NAME: Bike Sharing Locations and Outreach Chicago Department of Transportation Division of Project Development 30 N. LaSalle Street, Suite 500 Chicago, IL Attn: Ben Gomberg, Bicycle Program Coordinator bgomberg@cityofchicago.org C. PROJECT TIME SCHEDULE Work is expected to begin in the fall of 2011 and continue for 24 months. Aspects of the project are outlined in the Project Timeline. Project Timeline

2 Task Order Proposal Request Issued: September 18, 2011 Questions to City, if any: September 29, 2011 Answers from City Due: September 30, 2011 Task Order Proposal Due: October 3, 2011 Proposal Review Completed: TBD Task Order Approval Request to Chief TBD Procurement Officer (CPO): Notice to Proceed Issued: TBD Project Start Date: TBD upon Notice to Proceed Full Project Completion: 24 months from date of Notice to Proceed Questions should be sent via to Questions asked via a phone call will not be answered. s should have the following subject line: Questions Bike Station Locations and Pubic Outreach TOPR. Questions can be sent to the City any time between September 18, 2011 and September 29, 2011 at 4:30 p.m. Central Standard Time. All answers will be sent via . D. TASK ORDER PROPOSAL SUBMITTAL - REQUIRED CONTENT The Task Order Proposal ( Proposal ) submittal shall be prepared on 8½ x 11" letter size paper, double sided. Expensive papers are discouraged. The City encourages the use of materials containing recycled content. A table of contents or tabs with the same sections and numbering scheme as listed below should be utilized to organize the response. The submittal shall contain the information requested in this section, at a minimum. Proposals not containing this information may be deemed incomplete. 1. Cover Letter A letter of commitment signed by an authorized representative of the company committing to provide Services in accordance with all terms and conditions of their Master Consulting Agreement for Surface Transportation Planning Studies. The cover letter should be directed to: Commissioner Gabe Klein, Attn: Ben Gomberg, Chicago Department of Transportation, 30 N. LaSalle Street, Suite 500, Chicago, IL Statement of Work The Chicago Department of Transportation (CDOT) seeks Task Order Proposals for professional services for bike station siting and outreach. Services include, but are not limited to: Identifying bike station locations. Tasks include developing methodologies to determine the best locations, soliciting public input, conducting site visits, preparing plans for each location, and obtaining approvals/permits to place the stations on public and private properties. Outreach to cyclists and the general public. Tasks include promotion to existing cyclists through existing groups and social media, Bike Sharing Ambassadors, and presentations to businesses, public agencies and community groups. 3.Executive Summary a.project Approach and Methodology Include a summary or brief narrative of project objectives, understanding of the project and the approach proposed to complete the project. Each phase of

3 the project should be described, with an emphasis on providing the required deliverables within the proposed schedule for the project. 4.Project Staffing Plan/Facilities - Provide professional qualifications of the key personnel committed to this project, include a dedicated project manager and the percentage of time he/she is dedicated to this project, resumes or profile information. Prime and subcontractor personnel must have direct expertise in the service area proposed. Any consultants or subcontractors who will be performing work on this project must be listed in Attachment I Proposed Staffing. An organizational chart is strongly recommended. a. Indicate any requirements for space, equipment, access and other logistics at City locations. It is expected that the Consultant will observe the City s normal business hours of operation: Monday to Friday between 8:30 am and 4:30 pm. If this will not be the case, please provide an explanation. 5.Compliance Plan a. DBE Plan Nondiscrimination. Consultant or its Subcontractors must not discriminate on the basis of race, color, national origin or sex in the performance of any Task Order under the Master Consulting Agreement. Consultant must carry out applicable requirements of 49 CFR part 26 in the award and administration of DOT assisted contracts. Failure by Consultant to carry out these requirements is a material breach of the Master Consulting Agreement, which may result in the termination of the Master Consulting Agreement or such other remedy as the recipient deems appropriate. Consultant must include the provision set forth in this paragraph in all of its subcontracts. DBE Financial Institutions. Consultant is encouraged to utilize financial institutions owned and controlled by socially and economically disadvantaged individuals. Use of such institutions may be considered by the City as evidence of Consultant s willingness to do business with DBEs. Information about such institutions is available in the City of Chicago s DBE Program document, which is available on-line at a hard copy of the DBE Program document is available at the City of Chicago, Department of Procurement Services, City Hall, 121 N. LaSalle Street, Room 403, Chicago, IL In the performance of any Task Order under the Master Consulting Agreement, including the procurement and lease of materials or equipment, Consultant must abide by the requirements of 49 C.F.R., Part 26, the Disadvantaged Business Enterprise Commitment requirements of the City of Chicago Municipal Code, Ch-2-92, Section et seq. (1990), except to the extent waived by the Chief Procurement Officer, Consultant must comply with the Special Conditions Regarding Disadvantaged Business Enterprise Commitment, as set forth in the Master Consulting Agreement, and incorporated by reference here. Subconsultant s completed Schedule C-3 and Consultant s completed Schedule D-3 evidencing compliance will become binding upon Consultant upon acceptance by the Chief Procurement Officer. Proposal may be rejected if it does not have full compliance. Questions regarding DBE compliance can be directed to the Department of Procurement Services. E. PROPOSAL SUBMITTAL This Task Order Request is being issued by the City of Chicago, Department of Transportation to firms pre-qualified for Surface Transportation Planning Studies, Category 3: Bicycle and Pedestrian Planning.

4 Submit 1 original, 3 copies and a CD-ROM of the Task Order Proposal to: Commissioner Gabe Klein Chicago Department of Transportation 30 N. LaSalle Street, Suite 500 Chicago, IL Attn: Ben Gomberg F. PROPOSAL SUBMISSION DUE DATE, TIME AND PLACE Proposals are due no later than 4:00 p.m. Central Standard Time on Monday, October 3, Proposals must be delivered to the Chicago Department of Transportation, Division of Project Development, 30 N. LaSalle Street, Suite 500, Chicago, IL Fax or ed submittals are not acceptable. G. EVALUATION AND SELECTION The Task Order Proposal will be reviewed by representatives from the Chicago Department of Transportation. The City may choose to conduct interviews, oral presentations and/or seek clarification from the Consultant. The Chicago Department of Transportation will evaluate each Proposal based on information provided in Section D and determine if it satisfactorily meets all requirements. If approved, the Commissioner of the Chicago Department of Transportation will request concurrence and Task Order approval from the Chief Procurement Officer. This Task Order Proposal Request does not commit the City to proceed with the project or to pay any costs incurred in preparation of a response to this request, or to procure or contract for further services. The City reserves the right to accept or reject any response received as a result of this solicitation or to cancel this solicitation in part or in its entirety. Notwithstanding any provision in this solicitation, all provisions of existing Master Consulting for Surface Transportation Planning Studies shall be in full force and effect during the performance of the contemplated services and are incorporated herein by reference.

5 H. METHOD OF COMPENSATION AND PAYMENT Payments will be made based on invoices received for actual work completed and deliverables accepted by the Chicago Department of Transportation in accordance with the method of compensation of the approved task order. The source of funds for payments is from Fund No. [FMPS Funding Strip TBD]. Invoices must be submitted to the: Chicago Department of Transportation Division of Administration 30 N. LaSalle Street, Suite 600 Chicago, IL Attn: Mohammed Pakshir The Consultant is responsible for timely payments to all subcontractors.

6 ATTACHMENT I - PROPOSED STAFFING BIKE SHARING LOCATIONS AND OUTREACH PROJECT Use this form to list all key personnel and staff, including Subcontractors, proposed for this project. PRIME CONSULTANT STAFF: Name DBE CONSULTANT STAFF: Name OTHER CONSULTANT STAFF: Name

7 Name