REQUEST FOR QUALIFICATIONS (RFQ) FOR TRANSPORTATION PLANNING CONSULTING SERVICES The Northwest Pennsylvania Regional Planning and Development Commission (Northwest Commission) is soliciting Statements of Qualifications to provide consulting services on an oncall basis for delivery of services related to transportation planning utilizing this contract to establish an open-end agreement for the period of July 1, 2016 June 30, 2019. Proposals should be submitted electronically by email to Sue Smith, Regional Planning Manager, at sues@northwestpa.org or by hard copy to the Northwest Commission, 395 Seneca Street, Oil City, PA 16301 by the deadline of 11:00 AM on Monday, August 22, 2016. Please direct questions to Sue Smith via email at sues@northwestpa.org. Submission qualifications, including specific requirements, procedure and timing, content, proposal organization and evaluation criteria is attached.
Section I Data Summary A. Purpose This Request for Qualifications (RFQ) contract is to provide consulting services related to transportation planning on an on-call" basis for a period of three years. The Northwest Commission desires to engage up to two firms or teams of firms in separate Consultant Services contracts to assist in transportation planning on an on-call basis for the Northwest Rural Planning Organization (Northwest RPO). B. Issuing Agency The Northwest Commission, an Oil City based, nonprofit corporation, serves as the Northwest RPO Planning Partner for the Pennsylvania Department of Transportation and will serve as the issuing agency. All records are retained at 395 Seneca Street, Oil City, PA 16301. C. Proposal Submission Proposals may be submitted in electronic format to the attention of Sue Smith at sues@northwestpa.org or by hard copy to Sue Smith, Regional Planning Manager, Northwest Commission, 395 Seneca Street, Oil City, PA 16301. D. Inquiries Inquiries concerning this RFQ should be directed by email to Sue Smith, at sues@northwestpa.org. The Northwest Commission will make every effort to provide a written response in a timely fashion, but failure to do so will not affect the sole authority of the Northwest Commission to complete the RFQ process. E. Response Due Date All proposals must be received no later than 11:00 AM on August 22, 2016. It is the responsibility of the contractor to ensure that the proposal is received by the Northwest Commission by the date and time specified. Late proposals will not be considered. F. Conditions of Proposal Submittal The Statement of Qualifications proposal must follow the format outlined in Section III: Proposal Format. Any and all costs incurred in the preparation of a proposal responding to this RFQ will be the responsibility of the contractor and will not be reimbursed by the Northwest Commission. G. Form of Contract The Northwest Commission anticipates that this procurement of services may result in separate cost reimbursement contracts. A more specific and project-related Scope of Work will be outlined for each individual Work Order developed under this Open End Agreement. Consulting fees shall be paid upon satisfactory completion of work tasks within each individual work order. H. Consultant Selection Process After the deadline for submission, a Proposal Review Committee will review and rank all Statement of Qualifications proposals received as per Section IV Consultant/Proposal Evaluation Criteria. One or more of the top-ranked consultants Northwest Open End Agreement Page 1
may be required to make a presentation to the Proposal Review Committee. The Proposal Review Committee will then recommend for approval up to two firms or teams of firms to the Northwest Transportation Advisory Committee (TAC) from among those consultants. I. Project Administration and Management The Northwest Commission will work in cooperation with the consultants assigned lead project manager and the PennDOT project manager for project administration functions for individual work tasks under this contract to ensure that all parties involved comply with the requirements of the PennDOT Supplemental Planning Program. J. Right to Reject/Accept The Northwest Commission reserves the right to reject any and all proposals received in response to this RFQ. A contract for the accepted proposal will be based upon the factors described in this RFQ. If only one proposal is received the Northwest Commission may accept it if: the proposal is complete the contractor is capable of performing the required work the contractor meets minimum RFQ qualifications The Northwest Commission will not guarantee that all assignments will go to the selected firms and may choose to go through their selection process for specific projects if necessary. K. Disadvantaged Business Enterprise (DBE), Small Business Enterprise (SBE), and Small Business Concern Involvement The Northwest Commission is committed to providing opportunities for Disadvantaged Business Enterprises (DBEs), Small Business Enterprises (SBEs), and small business concerns to compete for work. To support this commitment, there is a project goal of 5% of the total contract dollar amount set for this RFQ. Firms or teams of firms must make a good faith effort to achieve the DBE goal in accordance with 49CFR Part 26, Section 26.53 and to submit documentation of any such involvement in the proposal. DBEs are certified by the Pennsylvania Unified Certification Program (PA UCP) in accordance with 49 CFR Part 26. SBEs are certified by the Pennsylvania Department of Transportation. Small business concerns are those entities seeking to participate in Commonwealth contracts that meet the definition of a small business concern set forth in Section 3 of the Small Business Act and Small Business Administration regulations implementing it at 13 CFR Part 121. Only those organizations certified by Pennsylvania DBE Unified Certification Program (PA UCP) before the response date of this RFQ qualify as Disadvantaged Business Enterprises. The contractor must comply with all terms of Exhibit G: Northwest Commission DBE/SBE Requirements. Physical certification letters and/or expiration dates shall not be requested from DBE/SBE certified firms. DBE/SBE certification does not expire. Northwest Open End Agreement Page 2
The only source to be used for verification of current eligibility of a DBE is the PA UCP website: www.paucp.com The only source to be used for verification of current eligibility of a SBE is the SBE website: www.dotsbe.pa.gov/ Contractors must maintain records to ensure compliance with 49 C.F.R. Part 26 obligations by indicating the number of DBE, SBE, and non-dbe/sbe subcontractors, the type of work performed on the project, documentation of efforts to secure DBE/SBE firms for available subcontracting opportunities and the means of communication used to obtain the services of DBEs/SBEs, and dollars amounts paid to DBEs/SBEs. L. Contract Award It is expected that the selection of a consultant(s) will be made within a maximum of six weeks of the closing date for the receipt of proposals. Upon selection, all consultants submitting proposals in response to this RFQ will be notified of the selection decision. M. Contract Duration The Consultant Services contract(s) is anticipated to be in place after July 1, 2016 at the execution of the formal contact and will cover a three-year period through June 30, 2019. Completion requirements for individual work tasks to be conducted under this contract(s) will vary depending upon the scope of the particular services requested. Specific details of those requirements will be included under each individual work order. Assignment of individual work tasks to the contracted firms will be done at the Northwest Commission s discretion. Northwest Open End Agreement Page 3
SECTION II SCOPE OF WORK The Northwest Commission is soliciting Statement of Qualifications proposals to provide consulting services on an on-call basis for delivery of services related to transportation planning consistent with the varying responsibilities of a Rural Planning Organization (RPO). Firms are invited to submit a Statement of Qualifications package in response to this RFQ. Individual firms are encouraged to collaborate with other firms to form proposed On-Call Consultant Services teams. Firms or teams of firms must demonstrate that they are fully capable of performing the wide range of potential work task as described below. Consultant tasks assigned through this contract(s) will be completed under individual work orders. Such work orders could include assistance in preparation of special reports, studies, data collection and analysis involved with transportation planning. Examples of potential priority projects may include a Freight Facilities Inventory and Corridor Study, a Ride Share Car/Van Pool Feasibility Study, and an update to the Coordinated Public Transit Human Services Transportation Plan. Other potential projects that may be considered include: inventory lists for Bicycle/Pedestrian facilities, Signage, Transit fleets/facilities/routes, Intelligent Transportation System Infrastructure; assistance with long range transportation plan updates; assistance with local municipal comprehensive plan development; assistance with the preparation and review of Linking Planning & NEPA (LPN) forms prior to submission; or other needs determined by the Northwest Transportation Advisory Committee. Northwest Open End Agreement Page 4
SECTION III PROPOSAL FORMAT The following is the recommended format for consultant proposals. A. Letter of Commitment A letter of commitment, addressed to Ms. Sue Smith, Regional Planning Manager, Northwest PA Regional Planning and Development Commission, 395 Seneca Street, Oil City, PA 16301, must identify the lead firm and/or team of firms and all other subcontracting firms (if any) to be included on the proposed On-Call Consultant Services team. All participating DBE firms must be noted as such in the letter if applicable. The letter must identify the lead project manager and other key staff on the team, and commit them to the contract if the team is selected. The letter must affirm that the Statement of Qualifications package shall remain in effect and will not be withdrawn for 90 days from the due date of the proposal. Appropriate Exhibits C, H, I, J and L must be enclosed for the proposal to be considered. B. Scope of Services The Scope of Services must summarize the team s understanding of the services to be provided with specific reference to the potential work tasks noted in Section II Scope of Work. The Scope of Services section of the Statement of Qualifications must also demonstrate that each member of the team has a clear understanding of the work they may be asked to perform on an on-call basis. C. Statement of Approach Individual work orders initiated under the On-Call Consultant Services contract(s) will require a wide range of specialization. The Statement of Approach must describe the team s plan to meet the varying needs of the Northwest Commission on an on-call basis. The Statement of Approach must include at a minimum the team s approach to the following items: project management and team building; staff assignment to areas of specialized need; and quality control and assurance measures, and public engagement. D. Qualifications and Experience Record The Qualifications and Experience Record must describe in detail the technical expertise and specialized qualification of the lead firm and any subcontracting firms with respect to potential work tasks listed in Section II: Scope of Work, as well as summarize experience on similar projects and on-call contracts. E. Key Staff The Key Staff section must include an organizational chart for the proposed On-Call Consultant Services team that illustrates how individual work tasks will be assigned according to the specialties of each key staff member. Resumes for the lead project manager and all other key staff members shown on the team organizational chart must be included in the Statement of Qualifications. The resumes must highlight qualifications and experience relative to similar on-call contracts and work tasks similar to those listed in the Section II: Scope of Work. Northwest Open End Agreement Page 5
The lead project manager serves as the most important member of the On-Call Consultant Services team. This person will be the single point of contact for the team for the entire duration of the contract, if selected, and will be responsible for quick response to, and full coordination of, all individual work order initiated under the contract. It is strongly recommended that the lead project manager be the person that will have actual hands on responsibility for producing work products and directly managing day-to-day activity on assigned work tasks. Full contact information for the lead project manager must be included in the Statement of Qualifications proposal. Coordination will be maintained with the Northwest Commission and the assigned lead project manager. F. DBE Compliance Statements of Qualifications must clearly identify all of the Disadvantaged Business Enterprise (DBE) firm(s) included on the proposed Consultant Services team, and must adequately describe how the DBE firm(s) will be utilized in a meaningful way to achieve the project goal of 5% of the total contract dollar amount. This shall be accomplished by completing and submitting: Exhibit H: DBE Commitment Form, Exhibit I: DBE Participation for Federally Funded Service Agreements, or Exhibit J: DBE Good Faith Effort Form. G. Required Attachments The following Exhibits included with this RFQ must be completed, signed, and submitted in the Statement of Qualifications package. Statement of Qualifications packages that are missing any of the following required component forms will be deemed as incomplete and may be subject to rejection. o Exhibit C: Contractor Responsibility Provisions o Exhibit H: DBE Commitment Form o Exhibit I: DBE Participation for Federally Funded Service Agreements o Exhibit J: DBE Good Faith Effort Form o Exhibit L: Lobbying Certification Form Northwest Open End Agreement Page 6
Section IV Consultant/Proposal Evaluation Criteria It is the intent of the Northwest Commission to select a consultant who best demonstrates an ability to meet the specifications of this Request for Qualifications. The Proposal Review Committee will review and evaluate consultant proposals based upon the following general criteria. Consultant ratings will not be released. POSSIBLE SCORE POINTS AWARDED A. The Consultant s technical qualifications and overall past experience with potential work tasks demonstrates a thorough understanding of the work that may be required. 25 B. Related experience and qualifications of the firm and key project personnel including any sub-contractors 25 C. Firm or Team of Firms meet the DBE assigned goal 25 D. Evidences organizational structures and material resources necessary to commit to an on-call contract. 25 TOTAL: 100 Comments: Reviewed By: Northwest Open End Agreement Page 7
Section V Proposal, Contract and Consultant Provisions The following information is meant to address potential questions regarding the project proposal, consultant requirements, and contract provisions should your firm be selected to complete the project. A. Proposal 1. Proposal Submittal and Acceptance - The Northwest Commission is not liable for nonreceipt of a proposal. In addition, the Northwest Commission will not be responsible for any costs incurred by the consultants in responding to this Request for Qualifications. Each proposal will be submitted with the understanding that the acceptance in writing by Northwest Commission of the offer to furnish the services described therein, shall constitute a contract between the Consultant and the Northwest Commission which shall bind the Consultant on his/her part to furnish and deliver in accordance with conditions of said accepted proposal and specifications. A formal Contract Agreement between the Northwest Commission and the Consultant shall be executed within thirty (30) days of selection. 2. Proposal Ownership: All proposals, including attachments, supplementary materials, addenda, etc. shall become the property of the Northwest Commission and will not be returned to the sender. 3. Proposal Award: The Northwest Commission reserves the right to accept any proposal, or to reject any or all proposals, or to award the contract for the purchase of the services on such basis as the Northwest Commission deems to be in its best interests. B. Contract Provisions 1. Type of Contact a. Funds awarded for work tasks assigned under this RFQ include federal, state and local. The successful contractor will be required to comply with all terms and conditions prescribed for third-party contracts by the U.S. Department of Transportation s Federal Highway Administration. b. The Northwest Commission will prepare a written agreement for execution between the consultant and the Northwest Commission. The general provisions of this agreement shall be made a part of this agreement. 2. Period of Performance The overall period of performance for this project will be from contract execution to June 30, 2019. 3. Options At the discretion of the Northwest Commission, this contract can be terminated at any time. This contract may not be extended beyond the specified contract period unless agreed to by both parties. 4. Confidentiality The contractor agrees to keep the information related to all contracts in confidence. Northwest Open End Agreement Page 8
C. Consultant Requirements 1. The following assurances are highlighted as specific requirements and do not limit the contractor s responsibilities in any way. The contractor is required to ensure that all state and federal laws, regulations, and policies are adhered to. The contractor assures that it will follow and agree to all policies and regulations detailed in the attached Exhibits of the RFQ and will designate a Lead Project Manager to be responsible for the overall implementation of any work tasks assigned. If awarded the contract, the Consultant agrees to comply with the following provisions: 1.1 Non-Discrimination / Sexual Harassment Compliance (Exhibit A) 1.2 Contractor Integrity Provisions (Exhibit B) 1.3 Contractor Responsibility Provisions (Exhibit C)* 1.4 Americans with Disabilities Act Provisions (Exhibit D) 1.5 Federal Nondiscrimination & Equal Employment Opportunity Clause (Exhibit E) 1.6 Northwest Commission DBE Policy Statement (Exhibit F) 1.7 Northwest Commission DBE/SBE Requirements (Exhibit G) 1.8 DBE Commitment Form (Exhibit H)* 1.9 DBE Participation for Federally Funded Service Agreements (Exhibit I)* 2.0 DBE Good Faith Effort Form (Exhibit J)* 2.1 Lobbying Certification & Disclosure of Lobbying Activities (Exhibit K) 2.1 Lobbying Certification Form (Exhibit L)* 2.2 Contract Audit & Closeout Requirements (Exhibit M) *Exhibits to be completed and returned with proposal submission. Northwest Open End Agreement Page 9
Exhibit A NONDISCRIMINATION/SEXUAL HARASSMENT CLAUSE During the term of the contract, Contractor agrees as follows: 1. In the hiring of any employee(s) for the manufacture of supplies, performance of work, or any other activity required under the contract or any subcontract, the Contractor, subcontractor, or any person acting on behalf of the Contractor or subcontractor shall not, by reason of gender, race, creed, or color, discriminate against any citizen of this Commonwealth who is qualified and available to perform the work to which the employment relates. 2. Neither the Contractor nor any subcontractor nor any person on their behalf shall in any manner discriminate against or intimidate any employee involved in the manufacture of supplies, the performance of work, or any other activity required under the contract on account of gender, race, creed, or color. 3. Contractors and subcontractors shall establish and maintain a written sexual harassment policy and shall inform their employees of the policy. The policy must contain a notice that sexual harassment will not be tolerated and employees who practice it will be disciplined. 4. Contractors shall not discriminate by reason of gender, race, creed, or color against any subcontractor or supplier who is qualified to perform the work to which the contracts relates. 5. The Contractor and each subcontractor shall furnish all necessary employment documents and records to and permit access to their books, records, and accounts by the contracting agency and the [Bureau of Contract Administration and Business Development], for purposes of investigation, to ascertain compliance with provisions of this Nondiscrimination/Sexual Harassment Clause. If the Contractor or any subcontractor does not possess documents or records reflecting the necessary information requested, the Contractor or subcontractor shall furnish such information on reporting forms supplied by the contracting agency or the [Bureau of Contract Administration and Business Development]. 6. The Contractor shall include the provisions of this Nondiscrimination/Sexual Harassment Clause in every subcontract so that such provisions will be binding upon each subcontractor. 7. The Northwest Commission may cancel or terminate the contract and all money due or to become due under the contract may be forfeited for a violation of the terms and conditions of this Nondiscrimination/Sexual Harassment Clause. In addition, the agency may proceed with debarment or suspension and may place the Contractor in the Contractor Responsibility File. Northwest Open End Agreement Page 10
Exhibit A NONDISCRIMINATION/SEXUAL HARASSMENT CLAUSE During the term of the contract, Contractor agrees as follows: 1. In the hiring of any employee(s) for the manufacture of supplies, performance of work, or any other activity required under the contract or any subcontract, the Contractor, subcontractor, or any person acting on behalf of the Contractor or subcontractor shall not, by reason of gender, race, creed, or color, discriminate against any citizen of this Commonwealth who is qualified and available to perform the work to which the employment relates. 2. Neither the Contractor nor any subcontractor nor any person on their behalf shall in any manner discriminate against or intimidate any employee involved in the manufacture of supplies, the performance of work, or any other activity required under the contract on account of gender, race, creed, or color. 3. Contractors and subcontractors shall establish and maintain a written sexual harassment policy and shall inform their employees of the policy. The policy must contain a notice that sexual harassment will not be tolerated and employees who practice it will be disciplined. 4. Contractors shall not discriminate by reason of gender, race, creed, or color against any subcontractor or supplier who is qualified to perform the work to which the contracts relates. 5. The Contractor and each subcontractor shall furnish all necessary employment documents and records to and permit access to their books, records, and accounts by the contracting agency and the [Bureau of Contract Administration and Business Development], for purposes of investigation, to ascertain compliance with provisions of this Nondiscrimination/Sexual Harassment Clause. If the Contractor or any subcontractor does not possess documents or records reflecting the necessary information requested, the Contractor or subcontractor shall furnish such information on reporting forms supplied by the contracting agency or the [Bureau of Contract Administration and Business Development]. 6. The Contractor shall include the provisions of this Nondiscrimination/Sexual Harassment Clause in every subcontract so that such provisions will be binding upon each subcontractor. 7. The Northwest Commission may cancel or terminate the contract and all money due or to become due under the contract may be forfeited for a violation of the terms and conditions of this Nondiscrimination/Sexual Harassment Clause. In addition, the agency may proceed with debarment or suspension and may place the Contractor in the Contractor Responsibility File. Northwest Open End Agreement Page 11
Exhibit C CONTRACTOR RESPONSIBILITY PROVISIONS For the purpose of these provisions, the term Contractor is defined as any person, including, but not limited to, a bidder, offeror, loan recipient, grantee, or sub-grantee, who has furnished or seeks to furnish goods, supplies, services, or leased space, or who has performed or seeks to perform construction activity under contract, subcontract, grant, or sub-grant with the Commonwealth, or with a person under contract, subcontract, grant, or sub-grant with the Commonwealth or its state-affiliated entities, and state-related institutions. The term Contractor may include a permittee, licensee, or any agency, political subdivision, instrumentality, public authority, or other entity of the Commonwealth. 1. The Contractor must certify, in writing, for itself and all its subcontractors, that as of the date of its execution of any Commonwealth contract, that neither the Contractor, nor any subcontractors, nor any suppliers are under suspension or debarment by the Commonwealth or any governmental entity, instrumentality, or authority and, if the Contractor cannot so certify, then it agrees to submit, along with the bid/proposal, a written explanation of why such certification cannot be made. 2. The Contractor must also certify, in writing, that as of the date of its execution, of any Commonwealth contract it has no tax liabilities or other Commonwealth obligations. 3. The Contractor's obligations pursuant to these provisions are ongoing from and after the effective date of the contract through the termination date thereof. Accordingly, the Contractor shall have an obligation to inform the contracting agency if, at any time during the term of the Contract, it becomes delinquent in the payment of taxes, or other Commonwealth obligations, or if it or any of its subcontractors are suspended or debarred by the Commonwealth, the federal government, or any other state or governmental entity. Such notification shall be made within 15 days of the date of suspension or debarment. 4. The failure of the Contractor to notify the contracting agency of its suspension or debarment by the Commonwealth, any other state, or the federal government shall constitute an event of default of the Contract with the Commonwealth. 5. The Contractor agrees to reimburse the Commonwealth for the reasonable costs of investigation incurred by the Office of State Inspector General for investigations of the Contractor's compliance with the terms of this or any other agreement between the Contractor and the Commonwealth, which results in the suspension or debarment of the Contractor. Such costs shall include, but shall not be limited to, salaries of investigators, including overtime; travel and lodging expenses; and expert witness and documentary fees. The Contractor shall not be responsible for investigative costs for investigations that do not result in the Contractor's suspension or debarment. 6. The Contractor may obtain a current list of suspended and debarred Commonwealth Contractors by either searching the internet at: http://www.dgs.state.pa.us/debarment.htm or contacting the: Northwest Open End Agreement Page 12
Department of General Services Office of Chief Counsel 603 North Office Building Harrisburg, PA 17125 Telephone No: (717) 783-6472 FAX No: (717) 787-9138 Northwest Open End Agreement Page 13
Exhibit D AMERICANS WITH DlSABlLlTlES ACT PROVISIONS During the term of this contract, the Contractor agrees as follows: 1. Pursuant to federal regulations promulgated under the authority of The Americans With Disabilities Act, 28 C.F.R. 35.101 et seq., the Contractor understands and agrees that no individual with a disability shall, on the basis of the disability, be excluded from participation in this contract or from activities provided for under this contract. As a condition of accepting and executing this contract, the Contractor agrees to comply with the "General Prohibitions Against Discrimination, " 28 C.F.R. 35.130, and all other regulations promulgated under Title II of The Americans With Disabilities Act which are applicable to the benefits, services, programs, and activities provided by the Northwest Commission and the Commonwealth of Pennsylvania through contracts with outside contractors. 2. The Contractor shall be responsible for and agrees to indemnify and hold harmless the Northwest Commission and the Commonwealth of Pennsylvania from all losses, damages, expenses, claims, demands, suits, and actions brought by any party against the Northwest Commission and the Commonwealth of Pennsylvania as a result of the Contractor s failure to comply with the provisions of paragraph 1 above. Northwest Open End Agreement Page 14