REQUEST FOR QUALIFICATIONS FOR CONSULTING SERVICES PLACER COUNTY TRANSPORTATION PLANNING AGENCY STRATEGIC OUTREACH ON TRANSPORTATION NEEDS AND FUNDING The Placer County Transportation Planning Agency is seeking proposals from qualified consultants to develop and implement a strategic outreach program to increase public awareness and understanding of transportation needs and funding challenges. Proposals using the enclosed format should be delivered to: Placer County Transportation Planning Agency, 299 Nevada Street, Auburn, CA 95603 no later than 4:00 pm on Friday, November 1, 2013. Prospective consultants should provide three copies of their proposal. It is expected that a contract will be awarded in early December. PCTPA reserves the right to award all or portions of this contract as described in the Request for Qualifications. PCTPA is an equal opportunity employer, and women and minority owned businesses (DBEs) are encouraged to apply. Questions about this RFQ should be addressed to Celia McAdam at (530) 823-4030. PLACER COUNTY TRANSPORTATION PLANNING AGENCY 299 Nevada Street Auburn, CA 95603 (530) 823-4030 FAX 823-4036 www.pctpa.net
REQUEST FOR QUALIFICATIONS FOR STRATEGIC OUTREACH ON TRANSPORTATION NEEDS AND FUNDING PLACER COUNTY TRANSPORTATION PLANNING AGENCY I. PURPOSE OF RFQ The Placer County Transportation Planning Agency (PCTPA) is the designated Regional Transportation Planning Agency (RTPA) for the western slope of Placer County, located in the Sierra Nevada foothills between Sacramento and the Lake Tahoe area. The Agency is also the designated Congestion Management Agency (CMA) for all of Placer County, the Airport Land Use Commission (ALUC), and the designated Transportation Sales Tax Authority. PCTPA also staffs the South Placer Regional Transportation Authority (SPRTA) and the Western Placer Consolidated Transportation Services Agency (WPCTSA). The Sacramento Area Council of Governments (SACOG) is the Metropolitan Planning Organization (MPO) for the area. PCTPA has worked for many years to develop the funding sources needed to address Placer s transportation infrastructure needs. In 2000, PCTPA identified 20 year transportation needs of $1.7 billion, versus about $267 million expected from conventional funding sources over the same period. In 2002, a regional transportation impact fee, known as SPRTA, was adopted, which will generate approximately $191 million through buildout to help generate some of the needed dollars. Between 2004 and 2006, PCTPA put together a transportation sales tax ordinance and expenditure plan for the November 2006 ballot which at one point, polled at more than 70% support. For a number of reasons, the item was deferred, and by 2007 polling numbers had slipped to 57%, and it was not placed on the 2008 ballot. Work then began on an overlay to the existing SPRTA fee to generate funds specifically for the Placer Parkway; this $485 million effort is being implemented via a Memorandum of Agreement amongst the four SPRTA jurisdictions adopted in 2010. Most recently, the PCTPA Board of Directors has been taking a fresh look at our long-range transportation needs and a strategy to fund them. A 47-member Funding Strategy Steering Committee to represent various stakeholder groups and interests. This group has met several times over the past year and has identified a long list of project needs, identifying preferences for funding sources. However, PCTPA s polling work, done by Fairbank Maslin, indicates the need for greater awareness about transportation, its connection with economic vitality and quality of life, and the funding issues. Based on this information, the Board has directed that a strategic outreach plan be developed and implemented to increase the public awareness, to be measured in future polling. 1
II. SERVICES REQUESTED PCTPA seeks an individual or firm to assist PCTPA by developing and implementing a strategic outreach effort to increase public awareness of transportation infrastructure needs and funding challenges. The success of this effort would be measured by polling to be done by Fairbank Maslin under a separate contract with PCTPA. This next round of polling for FY 2013/14 is expected to occur around May 2014. Typical duties might include devising message content and delivery approaches that target various demographics, geographic areas, and interests; identifying and obtaining the participation of the most effective messengers for the outreach effort; developing scripts, PowerPoint presentations, collateral materials, and other outreach materials; arranging, facilitating, and supporting outreach events and meetings with key groups or officials; developing mechanisms to document and respond to feedback on the outreach effort; incorporating the ongoing feedback from the messaging to refine and improve the outreach effort; and advising PCTPA on next steps Attendance at Board meetings may be required on an as needed basis. Individuals or firms responding to this RFQ should have a demonstrated expertise in strategic outreach campaigns, particularly for transportation issues, and knowledge of Placer County. The contract term will be for FY 2013/14, with option for renewal for FY 2014/15 and FY 2015/16. PCTPA acknowledges the short time frame for responding to this RFQ, as it is dictated by the time needed to assess the proposals and provide recommendation for Board action at their December meeting, currently set for December 4. Work on the consultant contract would be expected to begin immediately thereafter. III. PROPOSAL FORMAT A qualifying proposal must address all of the following points, in the order shown below: A. A brief description of the consultant's firm, including the year the firm was established, type of organization of firm (partnership, corporation, etc.), and any variation in size over the last five years, along with a statement of the firm's qualification for performing the subject consulting services. B. A brief summary of the firm's experience with similar outreach/public information campaigns. C. An organizational chart depicting the individual or team proposed by the firm. A brief summary of the qualifications and experience of each member proposed to provide communications services. 2
D. The proposed method of compensation, the hourly rate for principal and employees to be assigned to this Agency and a summary of any other related costs that are to be billed directly, with a total not to exceed cost proposal to complete the contract. E. A list of references for similar clients, including contact person and phone number. IV. PROPOSAL SUBMITTAL Three (3) copies of the proposal shall be received no later than 4:00 pm on Friday, November 1, 2013 at the Placer County Transportation Planning Agency, 299 Nevada Street, Auburn, California 95603. All proposals shall be submitted in a sealed envelope which is clearly marked "RFQ". Late proposals shall not be accepted. All proposals, whether selected or rejected, shall become the property of Placer County Transportation Planning Agency. V. SELECTION PROCEDURE An evaluation committee will review each proposal for completeness and the responding individuals or firms may be invited for personal or phone interviews prior to final selection, to further elaborate on their proposals. The Agency reserves the right to award a contract to the firm or individual that presents the proposal which, in the sole judgement of the Agency, best accomplishes the desired results. The Agency reserves the right to reject any or all proposals, or to waive minor irregularities in said proposal. The Agency reserves the right to negotiate minor deviations to the proposal(s) with the successful individual or firm. VI. AWARD CRITERIA After the evaluation committee has reviewed the proposals and/or interviewed proposing firms, each firm will be rated using the following criteria and rating schedule: 3
Evaluation Criteria Rating Points Specialized experience and demonstrated effectiveness in 50 developing strategic outreach/information campaigns for similar public agencies Specific knowledge and understanding of Placer County and key 30 centers of influence Cost proposal 20 Total 100 The top qualified firm will then be recommended to the Placer County Transportation Planning Agency. The Agency reserves the right to award the contract to the best qualified firm. VII. CONFLICT OF INTEREST Bidder warrants and covenants that no official or employee of the Agency, nor any business entity in which an official of the Agency has interest, has been employed or retained to solicit or aid in the procuring of the resulting contract, nor that any such person will be employed in the performance of such contract without immediate divulgence of such fact to the Agency. Bidder also warrants and covenants to disclose to the Agency any actual or potential conflict of interest of the bidder in representing the Agency versus the interests of the bidder s other clients. VIII. FISCAL OUT CLAUSE The Agreement may be terminated at the end of any fiscal year, June 30th, without further liability other than payment incurred during such fiscal year, should funds not be appropriated by its governing body to continue services for which the agreement was intended. IX. INDEMNIFICATION Contractor agrees to hold harmless and to indemnify the Agency from every claim or demand which may be made for any injury or death or damage to property caused by Contractor in the performance of this contract. Such duty shall be irrespective of the date upon which the claim or demand is asserted. If any judgement is rendered against the Agency for any injury, death or damage caused by the contractor in the performance of this contract, the Contractor shall, at 4
his own expense, satisfy and discharge any judgement. None of the foregoing paragraphs shall be applicable if the injury, death or damage is caused solely by the Agency s negligence. Contractor agrees that it shall immediately notify Agency and Contractor's insurance carriers of any incident occurring during performance of this contract which may result in a claim of liability. As used above, the term "Agency" means the Placer County Transportation Planning Agency and its officers, agents or employees. As used above, the term "Contractor" includes Contractor and Contractor's officers, agents or employees. X. INSURANCE The successful firm shall provide evidence of the following insurance requirements: 1. General liability insurance in an amount not less than $300,000 naming the Placer County Transportation Planning Agency as an additional insured; and 2. Professional liability will be negotiated with the successful consultant prior to execution of this agreement. XI. INQUIRIES 1. Direct all inquiries to: Celia McAdam Placer County Transportation Planning Agency 299 Nevada Street Auburn, California 95603 Phone #: (530) 823-4030 cmcadam@pctpa.net 5