Commonwealth of Massachusetts Massachusetts Department of Transportation

Transcription

1 Commonwealth of Massachusetts Massachusetts Department of Transportation Title: MassRIDES Statewide Travel Options Program RFR Release date: Tuesday, October 22, 2013 Questions Due By: Wednesday, October 30, 2013 at 12:00 Noon Answers Posted by: Friday, November 8, 2013 RFR Close Date: Tuesday, November 26, 2013 at 12:00 Noon Contact Person: William Palmer Office of Transportation Planning Massachusetts Department of Transportation 10 Park Plaza, Room 4150 Boston, MA Phone: Fax:

2 TITLE VI NOTICE The Massachusetts Department of Transportation, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. 2000d to 2000d-4), other Nondiscrimination requirements (The Federal-Aid Highway Act of 1973, The Age Discrimination Act of 1975, Section 504 of the Rehabilitation Act of 1973, and Americans with Disabilities Act of 1990), and the Federal Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement will be awarded without discrimination on the ground of race, color, national origin, sex, age, or disability; and the Massachusetts Department of Transportation, in accordance with related state statutes and regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement will be awarded without discrimination on the ground of sexual orientation, gender identity or expression, religion, creed, ancestry, veteran s status (including Vietnam-era veterans), or background. No individual or group shall be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity administered by MassDOT. To request additional information about this commitment, or to file a complaint under Title VI or a related nondiscrimination provision, please contact MassDOT s Title VI Specialist by phone at (857) , TTY at (857) , fax (857) or by at MASSDOT.CivilRights@dot.state.ma.us. MassDOT Office of Transportation Planning Page 2 of 30

3 INTRODUCTION: The Commonwealth of Massachusetts, acting through the Massachusetts Department of Transportation (MassDOT), requests responses from qualified consultants to conduct MassRIDES the Statewide Travel Options Program. MassRIDES is central to supporting a number of the Massachusetts Department of Transportation s (MassDOT s) policy initiatives, including GreenDOT, the Commonwealth s comprehensive sustainability initiative; the Mode Shift Goal that is intended to triple the share of travel by bicycling, transit and walking in Massachusetts by 2030; and the Healthy Transportation Compact, an inter-agency initiative established by the 2009 Transportation Reform Law that is designed to promote healthy lifestyles through transportation system design and operations that facilitate walking, bicycling, and other active transportation modes. MassRIDES is a key element of MassDOT s efforts to create healthy communities, reduce greenhouse gas emissions, and produce a sustainable transportation system that supports job growth and economic development. The successful bidder will propose a Statewide Travel Options Program that provides the full set of services for workplaces, schools, and general personal travel in a manner that is customer-focused, performance-based, and closely aligned with MassDOT and Commonwealth of Massachusetts policies. The successful bidder will be a national leader in Transportation Demand Management (TDM), and will serve a dual role: 1. As an extension of MassDOT staff, with the staff resources to deliver the services listed in this procurement, as well as other special TDM-related tasks as needed. 2. As a TDM expert and thought leader, with the policy knowledge and implementation experience to help shape not only MassDOT s TDM program delivery, but also its travel options-related policy direction. The successful bidder will have a superior knowledge of the national TDM field and the technical tools that will enable MassRIDES to be at the leading edge of TDM innovation, in terms of both the programs and measures that are offered, as well as the technology that supports those programs and measures. All elements of the MassRIDES statewide travel options program must include specific communication strategies to provide continuous and meaningful opportunities for involvement by the public throughout the contract under standards from the applicable federal Environmental Justice orders and regulations as well as Title VI of the Civil Rights Act of These strategies must provide the opportunity for the full and fair participation by all potentially affected communities, including minority and low-income populations. Likewise, these strategies must include provisions to actively engage minorities and gather their feedback, as well as mitigate against potential discrimination based on race, color, national origin, English proficiency, income, religious creed, ancestry, disability, age, gender, sexual orientation, military service, or gender identity or expression. This effort should include data gathering and analysis relating to the demographics of those potentially impacted by this project and an articulation of the relative benefits and burdens across those groups and possible related mitigation strategies. The successful bidder will be responsible for providing all translation services as required to meet these requirements. All public materials produced as part of this contract, including those posted on the website, must be in an accessible format consistent with MassDOT guidelines. Please refer to the following address for additional information on accessibility: MassDOT Office of Transportation Planning Page 3 of 30

4 GENERAL INFORMATION: The terms of 801 CMR 21.00: Procurement of Commodities and Services (and 808 CMR 1.00: Compliance, Reporting and Auditing for Human and Social Services, if applicable) are incorporated by reference into this RFR. Words used in this RFR shall have the meanings defined in 801 CMR (and 808 CMR 1.00, if applicable). Additional definitions may also be identified in this RFR. Unless otherwise specified in this RFR, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in U.S. currency. All responses must be submitted in accordance with the specific terms of this RFR. Supplier Diversity Program (SDP): Massachusetts Executive Order 524 established a policy to promote the award of state contracts in a manner that develops and strengthens Minority and Women Business Enterprises (M/WBEs) and Service Disabled Veteran-Owned Enterprise Programs (pursuant to Executive Order 546) that resulted in the Supplier Diversity Program in Public Contracting. M/WBEs and Service Disabled Veteran owned businesses are strongly encouraged to submit responses to this RFR, either as prime vendors, joint venture partners or other type of business partnerships. All bidders must follow the requirements set forth in the SDP section of the RFR, which will detail the specific requirements relating to the prime vendor s inclusion of M/WBEs and Service Disabled Veteran owned businesses. Bidders are required to develop creative initiatives to help foster new business relationships with M/WBEs and Service Disabled Veteran owned businesses within the primary industries affected by this RFR. In order to satisfy the compliance of this section and encourage bidder s participation of SDP objectives, the Supplier Diversity Program (SDP) Plan for large procurements greater than $150,000 will be evaluated at 10% or more of the total evaluation. Once an SDP Plan is submitted, negotiated and approved, the agency will then monitor the contractor s performance, and use actual expenditures with SDO certified contractors to fulfill their own SDP expenditure benchmarks. M/WBEs and Service Disabled Veteran owned businesses and participation must be incorporated into and monitored for all types of procurements regardless of size; however, submission of an SDP Plan is mandated only for large procurements over $150,000. This RFR will contain some or all of the following components as part of the Supplier Diversity Program Plan submitted by bidders: Sub-contracting with certified M/WBE and Service Disabled Veteran owned businesses firms as defined within the scope of the RFR, Ancillary use of certified M/WBE firms and Service Disabled Veteran owned businesses. Growth and Development activities to increase M/WBE and Service Disabled Veteran capacity, All certified businesses that are included in the bidder s SDP proposal are required to submit an up to date copy of their certification letter. For further information on SDO certification, contact the Supplier Diversity Office at (617) or via the Internet at Other resources are available to M/WBE firms and Service Disabled Veteran owned businesses that may qualify for SDO certification at Supplier Diversity Program Subcontracting Policies: Prior approval of the agency is required for any subcontracted service of the contract. Agencies may define required deliverables including, but not limited to, documentation necessary to verify subcontractor commitments and expenditures with Minorityor Women-Owned Business Enterprises (M/WBEs) or Service Disabled Veteran owned businesses for the purpose of monitoring and enforcing compliance of subcontracting commitments made in a bidder s Supplier Diversity Program (SDP) Plan. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors. MassDOT Office of Transportation Planning Page 4 of 30

5 Best Value Selection and Negotiation: The Procurement Management Team (PMT) may select the response(s) which demonstrates the best value overall, including proposed alternatives that will achieve the procurement goals of the department. The PMT and a selected bidder, or a contractor, may negotiate a change in any element of contract performance or cost identified in the original RFR or the selected bidder s or contractor s response which results in lower costs or a more cost effective or better value than was presented in the selected bidder s or contractor s original response. Bidder Communication: Bidders are prohibited from communicating directly with any employee of the procuring department or any member of the PMT regarding this RFR except as specified in this RFR, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. Bidders may contact the contact person for this RFR in the event this RFR is incomplete or the bidder is having trouble obtaining any required attachments electronically through Comm-PASS. Comm-PASS: Comm-PASS is the official system of record for all procurement information which is publicly accessible at no charge at Information contained in this document and in each tab of the Solicitation, including file attachments, and information contained in the related Bidders Forum(s), are all components of the Solicitation. Bidders are solely responsible for obtaining all information distributed for this Solicitation via Comm- PASS, by using the free Browse and Search tools offered on each record-related tab on the main navigation bar (Solicitations and Forums). Forums support Bidder submission of written questions associated with a Solicitation and publication of official answers. All records on Comm-PASS are comprised of multiple tabs, or pages. For example, Solicitation records contain Summary, Rules, Issuer(s), Intent or Forms & Terms and Specifications, and Other Information tabs. Each tab contains data and/or file attachments provided by the Procurement Management Team. All are incorporated into the Solicitation. It is each Bidder s responsibility to check Comm-PASS for: Any addenda or modifications to this Solicitation, by monitoring the Last Change field on the Solicitation s Summary tab, and Any Bidders Forum records related to this Solicitation (see Locating a Online Bidders Forum for information on locating these records. The Commonwealth accepts no responsibility and will provide no accommodation to Bidders who submit a Response based on an out-of-date Solicitation or on information received from a source other than Comm-PASS. Comm-PASS SmartBid Subscription: Bidders may elect to obtain an optional SmartBid subscription which provides value-added features, including automated notification associated with postings and modifications to Comm-PASS records. When properly configured and managed, SmartBid provides a subscriber with: A secure desktop within Comm-PASS for efficient record management A customizable profile reflecting the subscriber s product/service areas of interest A customizable listing in the publicly accessible Business Directory, an online yellow-pages advertisement Full-cycle, automated alert whenever any record of interest is posted or updated Access to Online Response Submission, when allowed by the Issuer, to support: paperless bid drafting and submission to an encrypted lock-box prior to close date electronic signature of OSD forms and terms; agreement to defer wet-ink signature until Contract award, if any MassDOT Office of Transportation Planning Page 5 of 30

6 withdrawal of submitted bids prior to close date online storage of submitted bids Every public purchasing entity within the borders of Massachusetts may post records on Comm-PASS at no charge. Comm-PASS has the potential to become the sole site for all public entities in Massachusetts. SmartBid fees are only based on and expended for costs to operate, maintain and develop the Comm- PASS system. Contract Expansion: If additional funds become available during the contract duration period, the department reserves the right to increase the maximum obligation to some or all contracts executed as a result of this RFR or to execute contracts with contractors not funded in the initial selection process, subject to available funding, satisfactory contract performance and service or commodity need. Costs: Costs which are not specifically identified in the bidder s response, and accepted by a department as part of a contract, will not be compensated under any contract awarded pursuant to this RFR. The Commonwealth will not be responsible for any costs or expenses incurred by bidders responding to this RFR. Electronic Communication/Update of Bidder s/contractor s Contact Information: It is the responsibility of the prospective bidder and awarded contractor to keep current the address of the bidder s contact person and prospective contract manager, if awarded a contract, and to monitor that inbox for communications from the PMT, including requests for clarification. The PMT and the Commonwealth assume no responsibility if a prospective bidder s/awarded contractor s designated address is not current, or if technical problems, including those with the prospective bidder s/awarded contractor s computer, network or internet service provider (ISP) cause communications sent to/from the prospective bidder/awarded contractor and the PMT to be lost or rejected by any means including or spam filtering. Electronic Funds Transfer (EFT): All bidders responding to this RFR must agree to participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments, unless the bidder can provide compelling proof that it would be unduly burdensome. EFT is a benefit to both contractors and the Commonwealth because it ensures fast, safe and reliable payment directly to contractors and saves both parties the cost of processing checks. Contractors are able to track and verify payments made electronically through the Comptroller s Vendor Web system. A link to the EFT application can be found on the OSD Forms page ( Additional information about EFT is available on the VendorWeb site ( Click on MASSfinance. Successful bidders, upon notification of contract award, will be required to enroll in EFT as a contract requirement by completing and submitting the Authorization for Electronic Funds Payment Form to this department for review, approval and forwarding to the Office of the Comptroller. If the bidder is already enrolled in the program, it may so indicate in its response. Because the Authorization for Electronic Funds Payment Form contains banking information, this form, and all information contained on this form, shall not be considered a public record and shall not be subject to public disclosure through a public records request. The requirement to use EFT may be waived by the PMT on a case-by-case basis if participation in the program would be unduly burdensome on the bidder. If a bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in its response. The PMT will consider such requests on a case-by-case basis and communicate the findings with the bidder. MassDOT Office of Transportation Planning Page 6 of 30

7 Environmental Response Submission Compliance: In an effort to promote greater use of recycled and environmentally preferable products and minimize waste, all responses submitted should comply with the following guidelines: All copies should be printed double sided. All submittals and copies should be printed on recycled paper with a minimum post-consumer content of 30% or on tree-free paper (i.e. paper made from raw materials other than trees, such as kenaf). To document the use of such paper, a photocopy of the ream cover/wrapper should be included with the response. Unless absolutely necessary, all responses and copies should minimize or eliminate use of non-recyclable or non re-usable materials such as plastic report covers, plastic dividers, vinyl sleeves and GBC binding. Three ringed binders, glued materials, paper clips and staples are acceptable. Bidders should submit materials in a format which allows for easy removal and recycling of paper materials. Bidders are encouraged to use other products which contain recycled content in their response documents. Such products may include, but are not limited to, folders, binders, paper clips, diskettes, envelopes, boxes, etc. Where appropriate, bidders should note which products in their responses are made with recycled materials. Unnecessary samples, attachments or documents not specifically asked for should not be submitted. Executive Order 509, Establishing Nutrition Standards for Food Purchased and Served by State Agencies: Food purchased and served by state agencies must be in compliance with Executive Order 509, issued in January Under this Executive Order, all contracts resulting from procurements posted after July 1, 2009 that involve the purchase and provision of food must comply with nutrition guidelines established by the Department of Public Health (DPH). The nutrition guidelines are available at the Department s website: Executive Order # 509 Guidance. HIPAA: Business Associate Contractual Obligations: Bidders are notified that any department meeting the definition of a Covered Entity under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) will include in the RFR and resulting contract sufficient language establishing the successful bidder s contractual obligations, if any, that the department will require in order for the department to comply with HIPAA and the privacy and security regulations promulgated thereunder (45 CFR Parts 160, 162, and 164) (the Privacy and Security Rules). For example, if the department determines that the successful bidder is a business associate performing functions or activities involving protected health information, as such terms are used in the Privacy and Security Rules, then the department will include in the RFR and resulting contract a sufficient description of business associate s contractual obligations regarding the privacy and security of the protected health information, as listed in 45 CFR and (e), including, but not limited to, the bidder's obligation to: implement administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the protected health information (in whatever form it is maintained or used, including verbal communications); provide individuals access to their records; and strictly limit use and disclosure of the protected health information for only those purposes approved by the department. Further, the department reserves the right to add any requirement during the course of the contract that it determines it must include in the contract in order for the department to comply with the Privacy and Security Rules. Please see other sections of the RFR for any further HIPAA details, if applicable. Minimum Bid Duration: Bidders responses/bids made in response to this RFR must remain in effect for at least 90 days from the date of bid submission. MassDOT Office of Transportation Planning Page 7 of 30

8 Pricing: Price Limitation: The bidder must agree that no other state or public entity customer within the United States of similar size and with similar terms and conditions shall receive a lower price for the same commodity and service during the contract period, unless this same lower price is immediately effective for the Commonwealth. If the Commonwealth believes that it is not receiving this lower price as required by this language, the bidder must agree to provide current or historical pricing offered or negotiated with other state or public entities at any time during the contract period in the absence of proprietary information being part of such contracts. Prompt Payment Discounts (PPD): All bidders responding to this procurement must agree to offer discounts through participation in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments, unless the bidder can provide compelling proof that it would be unduly burdensome. PPD benefits both contractors and the Commonwealth. Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Participation in the Electronic Funds Transfer initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. Payments that are processed electronically can be tracked and verified through the Comptroller s Vendor Web system. The PPD form can be found under the Forms and Terms tab of this solicitation. Bidders must submit agreeable terms for Prompt Payment Discount using the PPD form within their proposal, unless otherwise specified by the PMT. The PMT will review, negotiate or reject the offering as deemed in the best interest of the Commonwealth. The requirement to use PPD offerings may be waived by the PMT on a case-by-case basis if participation in the program would be unduly burdensome on the bidder. If a bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in or attached to the PPD form. Public Records: All responses and information submitted in response to this RFR are subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Any statements in submitted responses that are inconsistent with these statutes shall be disregarded. Reasonable Accommodation: Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of RFR information in an alternative format, must communicate such requests in writing to the contact person. Requests for accommodation will be addressed on a case by case basis. A bidder requesting accommodation must submit a written statement which describes the bidder s disability and the requested accommodation to the contact person for the RFR. The PMT reserves the right to reject unreasonable requests. Restriction on the Use of the Commonwealth Seal: Bidders and contractors are not allowed to display the Commonwealth of Massachusetts Seal in their bid package or subsequent marketing materials if they are awarded a contract because use of the coat of arms and the Great Seal of the Commonwealth for advertising or commercial purposes is prohibited by law. Subcontracting Policies: Prior approval of the department is required for any subcontracted service of the contract. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors. Human and social service subcontractors are also required to meet the same state and federal financial and program reporting requirements and are held to the same reimbursable cost standards as contractors. MassDOT Office of Transportation Planning Page 8 of 30

9 All Bidders are required to review, complete, execute and return the following two (2) documents as specified below: 1. All Bidders must have completed and executed the MassDOT Terms and Conditions attached to this RFR. If the Bidder has already executed and filed the MassDOT Terms and Conditions, please indicate this in your Response. If the Bidder has not previously filed the MassDOT Terms and Conditions, then the Bidder must complete, execute and return the MassDOT Terms and Conditions attached to this RFR. The MassDOT Terms and Conditions shall be incorporated by reference into any Contract for Commodities and Services executed pursuant to this RFR. A Bidder is required to execute the MassDOT Terms and Conditions only once. 2. All Bidders must also complete, execute and return the MassDOT Standard Contract Form as follows: (a) as the cover sheet to their Response. Failure to return a completed and executed MassDOT Standard Contract Form will disqualify the Bidder's Response. X_ (b) upon selection for Contract negotiation and execution. By executing the MassDOT Standard Contract Form, the Contractor certifies under the pains and penalties of perjury that it has submitted a Response to a Request for Responses (RFR) issued by MassDOT Planning and that this Response is the Contractor's offer as evidenced by the execution by the Contractor's authorized signatory, that the Contractor's Response may be subject to negotiation by MassDOT Planning, and that the terms of the RFR, the Contractor's Response and any negotiated terms shall be deemed accepted by MassDOT Planning and included as part of the Contract upon execution of the MassDOT Standard Contract Form by MassDOT Planning's authorized signatory. REQUEST FOR RESPONSES (RFR) PURCHASING AGENCY: Massachusetts Department of Transportation Office of Transportation Planning ADDRESS: 10 Park Plaza, Room 4150, Boston MA TELEPHONE #: FAX #: CONTACT PERSON: William Palmer RFR FILE NAME/TITLE: MassRIDES Statewide Travel Options Program RFR FILE NUMBER: MSTOP MassDOT Office of Transportation Planning Page 9 of 30

10 DESCRIPTION OF PROCUREMENT The following sections addressing the specific tasks of the Scope of Services to be undertaken by the consultant are intended to serve as a guide for Prospective Consultants in preparing their respective technical proposals. Refer to the Instructions to Respondents in Section VIII for specific instructions for responding to this solicitation. I. SCOPE OF SERVICES Task 1. MassRIDES Program Planning The successful bidder will submit a Response that focuses on its plan for delivering the base required tasks and services, as described in Task 2. Upon initiation of the MassRIDES contract, the MassRIDES vendor will be responsible for immediate implementation of these tasks and services, and for ensuring seamless continuity of service and customer responsiveness. The MassRIDES Program will address all of the services and measures listed under Task 2. As a national leader and expert in TDM program delivery, however, the successful bidder should also include in its Response a discussion of potential innovations to the base required tasks and additional service options for the MassRIDES program. These innovations will reflect opportunities afforded by the latest technologies, with a focus on mobile technologies that are well-suited for enhancing travel options; federal, state, and local policies and funding sources; and partnerships with other agencies and organizations. Upon initiation of the contract, the MassRIDES vendor will work closely with MassDOT Office of Transportation Planning (OTP) staff, as well as representatives of the Highway Division, Massachusetts Bay Transportation Authority (MBTA), other MassDOT units, regional transit authorities (RTAs), and other stakeholders, as appropriate, in order to develop an updated, innovative travel options program. Task 2. MassRIDES Service Delivery The MassRIDES vendor will deliver the following services. At the start of the contract, the MassRIDES vendor will deliver these services through established channels and processes while working with OTP to develop and implement the new MassRIDES Program Plan. As noted in Task 1, the successful bidder s Response will propose innovations to these services, as well as new service offerings. A. Traveler Education, Information, and Ridematching Service The MassRIDES vendor will develop and maintain a strategic range of communications, promotional media, and web-based information for the purposes of promotional travel demand management (TDM) and enhancing travel options for residents, employees, and visitors to Massachusetts. These communications will target employers, schools, communities, the general public, Transportation Management Association (TMA) partners, and other identified groups of travelers. These communications will educate the target audiences about the services that are available to them, provide them with tools for using the services, and inform them of the economic, environmental, community and health benefits of walking; bicycling; using carpools, vanpools, transit, or other forms of high-occupancy vehicle travel; and taking advantage of telework options and alternative work schedules. Strategies and services will include: PUBLIC EDUCATION AND INFORMATION MassDOT Office of Transportation Planning Page 10 of 30

11 Provide a clearinghouse of information on the full range of travel options and traveler information, including public transit, ridematching, vanpooling, walking, bicycling, real time traffic/travel/construction updates. Information should be useful for regular travelers (e.g. commute trip information) as well as for one-time/event based ridematching or dynamic ridesharing trips. The information delivery model should focus on providing a platform for information and tools developed by the MassDOT vendor or others (e.g. travel information apps available through the clearinghouse). Conduct targeted outreach initiatives, with related calls to action, disseminated through a variety of communication channels on a regular schedule in order to support the various MassRIDES programs and to maintain a consistent and high level of visibility of the MassDOT/MassRIDES brand among targeted audiences including commuters, employers, students and communities. Use a strategic mix of print, electronic, and web-based media, in addition to events and seminars, to encourage and support travel behavior change from driving alone to shared-ride and nonmotorized travel modes. Purchase and distribute promotional items (e.g. t-shirts, safety items, pens, other items) that directly support public outreach initiatives and that increase the visibility of MassDOT and the campaign. Work with MassDOT to appropriately incorporate Commonwealth of Massachusetts policy initiatives and programs, including the Healthy Transportation Compact, GreenDOT, Sustainable Development Principles, Leading by Example, and others. Establish a framework for creating marketing messages based on the terms of the MassDOT Massachusetts TMA cooperative agreement. Publish and distribute electronic newsletters and updates targeted to travelers, employers, and school stakeholders. Offer targeted promotions to encourage and facilitate mode shift away from drive alone travel, such as an annual Bike to Work Week Challenge, Earth Month celebrations, Car-Free events, and World Car-Free Day events. These campaigns may require the development of marketing materials and the purchase of promotional items to increase visibility and participation. Continue to employ internal outlets such as the Registry of Motor Vehicles (RMV) and Massachusetts Bay Transportation Authority (MBTA) as cost-effective means for marketing Travel Options programs and services to a general public audience. Identify opportunities for expanding these internal promotion efforts. Continue to support and organize the annual Excellence in Commuter Options (ECO) Awards program, in coordination with TMAs, to recognize and reward individuals and organizations that implement effective and successful TDM programs. Identify opportunities for improving this event. Ensure that all MassRIDES and travel options promotional materials, events, and program activities comply with universal accessibility requirements, which includes access for persons with disabilities; communications in multiple languages in accordance with Title VI of the Civil Rights Act; and compliance with the Acts and Regulations relative to Nondiscrimination in federallyassisted programs of the US Department of Transportation. INFORMATION SERVICE Provide comprehensive information clearinghouse on transportation services statewide through the website ( including: Portal to Google Transit, including data updates for regional transit services, as well as direct web links to public and private transit systems serving Massachusetts travelers, Links to traveler information services, such as 511, to provide access to real-time traffic MassDOT Office of Transportation Planning Page 11 of 30

12 information, roadway conditions, and construction updates, as directed by MassDOT, Access to regional TMA programs and services, Location and amenities of Park and Ride lots statewide, Access to municipal bicycle sharing services (e.g. Hubway), Integration of electronic and mobile media, such as mobile apps, Twitter, Skype, RSS, Facebook, traveler bulletin boards, and blog posts, consistent with MassDOT social networking policies, Employer-focused information on MassRIDES services, the Massachusetts Rideshare Regulation, Emergency Ride Home program, and tax-favored commuter benefits, including web-based tool kits and interactive resources to initiate and sustain the worksite program, Safe Routes to School information, including web-based tool kits and interactive resources to initiate and sustain walking and bicycling programs in elementary and middle schools; with approval, the Safe Routes to School Website may be relocated to a new URL to support program branding efforts, Travel matching services for carpools and vanpools and Links and information for traveling via public transit, bicycling, and walking. Maintain, expand, and update the Travel Options website ( to serve as a portal for Massachusetts traveler-oriented transportation information, including available travel options and services, trip planning, and ridematching: Collaborate with MassDOT, engaging Healthy Transportation Compact members and other transportation partners to incorporate necessary functionality, facilitate data access, compatibility and inter-activity with mass.gov and other state online resources as well as Google Transit, Maintain and expand the travel options website, with a proper look and feel consistent with other MassDOT websites, and Develop and maintain a mobile-based application to provide traveler information. RIDEMATCHING SERVICES Procure and manage subcontracted ridematching services with statewide reach, or maintain an in-house ridematching system, as appropriate. Implement the selected ridematching and rewards service (and subsequent service provider if different from NuRide) meeting the Travel Options Program s needs, as well as those of collaborating TMAs, including: Google Transit trip planning, Web-based user interface, Mobile-based user interface, Comprehensive reporting, data verification, and analysis, and Out-bound messaging and rewards to encourage and sustain mode shift. Provide one-time ridematching and event based ridematching. Identify expanded opportunities for travelers to register for ridematching, such as through the Registry of Motor Vehicles license renewal process. MassDOT Office of Transportation Planning Page 12 of 30

13 Develop a statewide dynamic ridesharing program through the current ridematching service provider or through partnerships with companies providing real-time electronic ridematching. This could include informal ridesharing (e.g. slugging), for hire services or a driver network option. Special emphasis should be placed on Berkshire County and other rural areas in the Commonwealth where traditional ridematching services aren t available or are unreliable. Undertake continuous review and updates to ridematching system, including monitoring of other ridematching systems and benchmarking of Massachusetts system against peer systems. B. Commuter Vanpool & Shuttle Services Vanpooling is a viable and cost-effective, travel mode that is integral to Massachusetts short- and longrange strategy to meet air quality and congestion goals. However, vanpool growth in Massachusetts has been flat in recent years. At the same time, vanpools offer a lower-cost means of filling gaps in the non- SOV transportation network. Shuttle and Last Mile services may provide additional opportunity to expand the Commonwealth s transportation system and provide commuters and travelers with additional travel options. To sustain vanpools in operation, encourage new vanpool growth, and expand commuter travel choices, the MassRIDES vendor will: PROGRAM EXPANSION Collaborate with MassDOT and vanpool vendors to launch a Commuter Vanpool Program that incorporates Capital Cost of Contracting and National Transit Database reporting elements to generate federal vanpool funding and expand vanpool commuting in the Commonwealth. Coordinate with MassDOT to analyze past and current last mile and shuttle service efforts statewide and identify opportunities to support existing or create new services. Develop a viable and attractive model for partnerships with major employers to promote, form, and sustain vanpools. OPERATIONS Continue operational support for vanpools including tasks such as insurance discount certification, parking assignment, and vanpool certification for licensing. Complete monthly and annual NTD reporting by collecting data from Commuter Vanpool Program vendors and coordinating with MassDOT s Rail and Transit Division. MARKETING Actively promote development of new vanpool routes and services through partnerships with employers in the Worksite program. Create and distribute supporting marketing and collateral materials for the Commuter Vanpool Program. Coordinate with the TMAs to market the Commuter Vanpool Program and encourage vanpool growth within TMA service areas. C. Worksite-Based Program MassDOT Office of Transportation Planning Page 13 of 30

14 The MassRIDES team of Worksite Outreach Coordinators provides hands-on employer outreach assistance statewide. The MassRIDES vendor will work with current and prospective partners and with TMAs to establish new employer relationships and enhance TDM programs through activities that include the following: EMPLOYER PARTICIPATION AND SERVICE DELIVERY Recruit employer partners statewide, including colleges, universities, and public agencies, to implement worksite/campus travel options initiatives leading to reductions in vehicle miles traveled. Assist employers with the design, improvement, and implementation of customized Travel Demand Management (TDM) worksite plans, with recommendations on ridematching options, carpooling and vanpooling programs, transit promotions, shuttles, teleworking, variable work hours, emergency ride home options, secure bicycle storage, lockers/showers, pre-tax commuter benefits, travel subsidies, parking management, walking initiatives, and corporate relocations. Support employer promotion of trip reduction services with partners and commuters at participating worksites, to enhance the level of employer involvement and increase use of non- SOV travel options among employees. In coordination with MassDOT, the MBTA, TMAs, RTAs, and other stakeholders, develop strategies to address last mile connection issues for a range of geographic situations. Work with employer partners to develop last mile connection solutions tailored to their workplace. Provide assistance and guidance to employer partners to facilitate their compliance with the Massachusetts Rideshare Regulation. Provide feedback, technical assistance, and guidance to partners through feedback tools that may include, but are not limited to, activity updates, follow-up reports, and employee origin analysis maps of commuters travel routes, in order to identify mode shift opportunities. Research and report trends and best practices in worksite TDM delivery. Track worksite commute options program elements, assigning partnership levels such as bronze, silver and gold, and employee participation levels in programs including NuRide (or the relevant ridesharing subcontractor) and Emergency Ride Home. Recruit worksites that represent the broad spectrum of worksite types throughout the Commonwealth, ensuring that the employees are representative of Massachusetts demographic and socioeconomic diversity while focusing resources on worksites that are expected to provide the greatest benefit in terms of trip modification. Develop a TDM toolkit for small and mid-sized employers to enable them to maximize their TDM results without major resource investment by neither the employer nor by MassRIDES. Develop targeted outreach plans for such employers. Take advantage of available and emerging technologies and communications channels in order to develop tools and services to meet employers changing needs. Get direct feedback on employer perspectives regarding business transportation challenges and opportunities, as well as feedback on MassRIDES service offerings and performance. Engage national experts on worksite TDM in order to gain insights on best practices and opportunities for improvement. EMPLOYEE PARTICIPATION MassDOT Office of Transportation Planning Page 14 of 30

15 Assist employers in conducting employee-focused marketing campaigns and promotional events at partner and TMA worksites to increase participation and to reward commuters for their activities. Assist employees with trip planning and program enrollment at regular worksite-based events that raise overall awareness of travel options and MassRIDES as a service of MassDOT. Identify potential vanpool markets and work with targeted employees at partner and TMA worksites to form new vanpools and expand ridership within existing vanpools. Work with state agencies (including MassDOT), colleges, universities, and authorities to create TDM programs that will assist in reducing emissions and environmental impacts at state worksites, in support of the Commonwealth s Leading by Example program. Get direct feedback on employee perspectives regarding MassRIDES service offerings and performance. WORKSITE COMMUNICATION STRATEGIES Communicate to employers the existence and extent of state ridesharing and TDM policies, infrastructure plans, and facilities. Participate, where appropriate, in local committees and task forces to offer expertise in Travel Demand Management (TDM) techniques that address the needs of the business community as well as transportation services. Communicate with local Chambers of Commerce and other business organizations to encourage increased support of business leaders in MassRIDES program development. Participate in regional and national conferences and seminars to learn more about TDM best practices, showcase Massachusetts initiatives, and develop opportunities for information sharing with TDM organizations across the country. Coordinate with state and local organizations and initiatives such as Mass in Motion, Active Communities, and ICLEI-Local Governments for Sustainability to incorporate TDM strategies and to support their efforts in congestion reduction. Use the results of the MassDOT Household Travel Survey to identify opportunities to recruit additional employer partners. EMERGENCY RIDE HOME PROGRAM (ERH) Provide ERH services to commuters, through worksite partners that are not located in identified TMA areas. Administer ERH services to participants in the Vanpool Program. Cross-promote ERH services among employers, TMAs, regional transit authorities, commuter bus services, and other transportation providers. D. Massachusetts Safe Routes to School Program The MassRIDES vendor will lead the Massachusetts Safe Routes to School (SRTS) Education and Encouragement Program. The MassRIDES vendor will provide a Safe Routes to School State Coordinator/Team Leader and School Outreach staff to implement a schools-based partnership program. Tasks and activities include: MassDOT Office of Transportation Planning Page 15 of 30

16 PUBLIC EDUCATION AND INFORMATION Increase awareness among students, parents, school stakeholders, municipal officials, community residents, and organizations about the benefits of Safe Routes to School initiatives through presentations, the creation and distribution of marketing materials, newsletters, and webbased resources. Conduct forums, net conferences, educational seminars, and web-based tools, for partner schools, municipal officials, and other stakeholders to share best practices, lessons learned, and insights to strengthen both existing and developing programs. Participate in regional and national conferences and seminars to learn more about SRTS best practices, showcase Massachusetts initiatives, and develop opportunities for information sharing with SRTS programs across the country. Inform school staff, municipal officials, and other community stakeholders about SRTS initiatives, particularly in municipalities with SRTS school partners and those receiving SRTS infrastructure assessments. Conduct community events and promotional campaigns for flagship days including International Walk to School Day in October and Massachusetts Walk and Bike to School Day in May. Ensure that all SRTS promotional materials, events, and program activities comply with universal accessibility requirements, which includes access for persons with disabilities; communications in multiple languages in accordance with Title VI of the Civil Rights Act; and compliance with the Acts and Regulations relative to Nondiscrimination in federally-assisted programs of the US Department of Transportation. SCHOOL AND MUNICIPAL PARTNERS Recruit elementary and middle schools statewide to be MassDOT SRTS partner schools, with a particular focus on ensuring socio-economic and geographic diversity among participating communities and student populations. Provide technical assistance directly to schools to plan, implement, evaluate, and sustain Safe Routes to School education and encouragement programs. This assistance shall include including walking and bicycling access assessments, task force formation, student pedestrian and bicycle safety training and train-the-trainer courses. In partnership with municipal officials, educate students and families on bicycle and pedestrian safety. Inform parents and community members about safe driving practices near students walking or riding bicycles. These campaigns may require the development of marketing materials and purchase of promotional items to increase visibility and participation. Assist schools with student participation through the implementation of programs such as SRTS PhotoVoice, Pedestrian Mentor Training and summer engagement activities. Provide tools and resources to schools and stakeholders to support walking and bicycling activities such as Walking School Buses, Walking Wednesdays and Bike Clubs. Develop partnerships with local agencies and institutions outside the school in order to broaden support for SRTS, expand the range of SRTS activities, and enable greater continuity for the local SRTS program. Local partners may include municipal agencies (e.g. recreation department, police department, public health department, department of public works), YMCA/YWCA, Big Brothers/Big Sisters, Boy Scouts/Girl Scouts of America, and others. MassDOT Office of Transportation Planning Page 16 of 30

17 Dedicate a full-time staff member to serve as the Massachusetts Safe Routes to School State Coordinator/Team Leader, as well as other staff members to serve as Safe Routes to School Outreach specialists. Conduct before, during and after surveys at participating schools to assess program impacts and refine service delivery. Develop and implement a strategy to provide Safe Routes to Schools programs at 40% of elementary and middle schools in Massachusetts by the year Identify opportunities to promote non-motorized travel options for Massachusetts high schools. STATEWIDE INITIATIVES Collaborate with MassDOT Planning and its designated engineering consultant on implementation of the Safe Routes infrastructure program through activities that include inviting schools to request infrastructure assessments, reviewing assessment requests and prioritizing schools, facilitating meetings with school and municipal stakeholders, and planning project ground-breaking and ribbon-cutting events as needed. Provide staff support for the Massachusetts Safe Routes to School Task Force, including developing agendas, meeting summaries, and presentations. Assist MassDOT Planning with ongoing Task Force communication and follow-up. Work with state agencies and other organizations that promote initiatives aimed at improving the health of children, such as Mass in Motion and Safe Kids. Coordinate efforts with MAPC and MassDOT to create and maintain a statewide web-based tool that will generate walkshed and bikeshed potential for individual schools and will allow for a streamlined school survey process and data reports. E. Statewide Travel Demand Management Broaden the effectiveness of the Travel Options program through statewide initiatives, including: EDUCATION & VISIBILITY Assist developers and tenants in new developments to plan effective TDM programs targeted to project type in accordance with MassDOT s Traffic Impact Assessment Guidelines. Work with developers and project managers to implement TDM programs as new projects open.assist MassDOT with the collection of TDM data from developers to ensure compliance with Section 61 requirements. Collaborate with MassDOT and TMAs to implement TDM programs mitigating roadway and other construction project impacts. Collaborate with MassDOT and communities to implement parking management and pricing programs to balance transportation demand. Work with large venues to identify transportation demand management strategies for their special events. Collaborate with MassDOT and communities to develop wayfinding signage designed for people on foot, on bike, and on transit. Collaborate with MassDOT and the TMAs to expand the number of employer partners by 20 MassDOT Office of Transportation Planning Page 17 of 30