IOWA DEPARTMENT OF TRANSPORTATION Request for Proposal for 4-YEAR ON-CALL CONSULTANT TRAVEL DEMAND MODELING and FORECASTING SUPPORT IN IOWA
Table of Contents I.... GENERAL... 3 A. OBJECTIVE... 3 B. PROJECT BACKGROUND... 3 C. CONTRACT INFORMATION... 4 D. PROJECT MANAGER... 5 II.... DESCRIPTION OF WORK... 5 A. GENERAL OBJECTIVES... 5 B. STATUS REPORTS... 7 C. COMPATIBILITY... 7 D. OWNERSHIP... 7 E. ADMINISTRATION... 8 F. MISCELLANEOUS... 8 G. DELIVERABLES... 8 1. Detailed Project Work Plan, Budget and Schedule... 8 2. Development and Model Files... 8 III... PROPOSAL REQUIREMENTS... 9 A. REQUEST FOR PROPOSALS TIME SCHEDULE... 9 B. PROJECT COST PROPOSAL... 9 C. PROPOSAL CONTENTS... 9 D. CONSULTANT SELECTION... 10 E. PROPOSAL SUBMISSION... 10 F. PROPOSAL INQUIRIES... 11 G. NOTICE OF AWARD... 11 H. CONTRACT PERIOD... 11 I. PRE QUALIFICATION... 11 IV.... GENERAL REQUIREMENTS... 12 A. UPON SUBMISSION OF PROPOSAL... 12 1. Proposal Obligation... 12 2. Disposition of Proposals... 12 3. Disclosure of Proposal Content... 12 B. CONTRACT CONDITIONS... 12 1. Conflicts between Terms... 12 2. Security of Data... 12 3. Subcontracts... 12 4. Immunity from Liability... 13 5. Audits or Examination of Records... 13 6. Status of Consultant... 13 C. PROHIBITED INTEREST... 13 D. DISADVANTAGED BUSINESS ENTERPRISE (DBE)... 13 E. STATEMENT OF NON DISCRIMINATION... 14 Travel Demand Modeling and Forecasting Support in Iowa Page 2
I. GENERAL A. Objective The Iowa Department of Transportation s (Iowa DOT), Office of Systems Planning is seeking an On-Call Travel Demand Modeling Consultant to assist Iowa DOT staff in providing Travel Demand Modeling and Forecasting support for Iowa s nine Metropolitan Planning Organizations (MPO). The Iowa DOT is requesting qualified planning/engineering firms to submit proposals to provide Travel Demand Modeling and Forecasting on-call services. B. Project Background The Iowa DOT and MPOs are responsible for transportation investment projects located throughout the state. With the continuing situation of increasing needs and limited financial resources, the decisions concerning which projects to construct and in what priority are critical to the future economic vitality of Iowa. Federal regulations require that MPOs base any Metropolitan Transportation Plan update on the latest available estimates and assumptions for population, land use, travel, employment, congestion and economic activity and that the plan at a minimum include the projected transportation demand of persons and goods in the metropolitan planning areas. MPOs throughout the nation meet these regulations utilizing computer based travel demand models. Iowa has nine MPOs that use highly sophisticated travel demand models on a regular basis to support corridor planning studies, major investment studies, long-range transportation plan alternatives analyses, estimation of future travel patterns and flows for roadway design, interchange justification studies and much more. The U.S. Department of Transportation (US DOT) and Federal Highway Administration (FHWA) place a great deal of emphasis on the development and use of travel demand models to support transportation decision making in metropolitan areas. Over the years Iowa s MPOs have experienced challenges regarding travel demand modeling. In the 1960 s, 1970 s and early 1980 s the Iowa DOT was mostly responsible for modeling of traffic trends and flows as a mainframe computer was required to run the modeling program. Once desktop computers and software became available in the late 1980 s MPO staff took on most of the modeling responsibilities. This worked well for a period of time until the increasing demands of MPO staff, requirements for more sophisticated GIS based models and high turnover rates in modeling positions became an impediment. Travel Demand Modeling and Forecasting Support in Iowa Page 3
To remedy the increasing challenges, the Iowa DOT began providing model training and support for the MPOs. Training is accomplished both as individual requests and through the Midwest Travel Model Users Group (MTMUG). Most of the model support is accomplished through coordination between the Iowa DOT and MPO staff during model update efforts and analysis on specific projects. As time has passed, the Iowa DOT has increasingly taken more responsibility for MPO travel demand modeling. The Iowa DOT now plays a significant role in day-to-day operations for six of the MPOs and also provides some level of support for the remaining three. The Iowa DOT also has limitations at times regarding staff availability depending on work load. In an effort to be more responsive to MPO needs the Iowa DOT seeks to add consultant on-call services to support the increasing work load and continue to make state of the art improvements to the MPO models. Also, given there are nine MPOs all with somewhat dissimilar model structures there is need for a consistent model structure and guiding principles for use. The initial task for the on-call consultant will be to work with the Iowa DOT and MPOs to develop a Travel Demand Modeling and Forecasting Manual that adequately describes standard model architecture and details the policies and procedures for using model output to perform traffic analysis and complete traffic forecasts. Once the base architecture, policies and procedures are established, work will begin to update each MPO model to meet the agreed upon standards. These updates will typically take place just prior to each MPOs Long-range Transportation Plan update or at an earlier date as schedules allow. In addition to using MPO travel demand models for determining future traffic, the Iowa DOT has an in-house traffic forecasting software program called TRAFCOM that assists in the calculation of future average annual daily traffic and pavement design information. TRAFCOM is typically used outside of urban areas but is also used to supplement metropolitan forecasting projects. The TRAFCOM program is outdated and in need of a complete upgrade or redevelopment to meet the ever changing needs for traffic forecasting and analyses. An additional task for the on-call consultant will be to fully assess the TRAFCOM program and work with the Iowa DOT staff on an improvement plan and assist with the implementation of the improvements. C. Contract Information The Department anticipates that the selection process will be completed by mid to late July 2014. Negotiation with the selected consultant team will commence upon notice that the selection process has been completed. The contract will be a four-year On-call agreement. There is no specific allocated dollar amount dedicated or assigned to this contract, and expenditures will vary dependent upon the number and magnitude of projects assigned over the contract period. The Department will not guarantee a set amount of work or contract value for this contract. Travel Demand Modeling and Forecasting Support in Iowa Page 4
D. Project Manager Iowa DOT staff has assigned Phil Mescher as the Project Manager for the contract. The Project Manager will be the main contact for the Consultant and will be responsible for final project assignments and approvals. II. DESCRIPTION OF WORK A. General Objectives Services required under the contract include but may not be limited to: a. Travel Demand Modeling and Forecasting Policy and Procedure Manual Development i. The Consultant will work with the Iowa DOT and MPOs to develop consistent model architecture for MPO models and document this in a policy and procedure manual. ii. The policy and procedure manual will include but not be limited to: 1. Introduction and Purpose a. This section will provide a general overview of travel demand modeling and forecasting and set the premise for its need to support transportation planning and project development. 2. General Forecasting Protocols and Procedures a. This section will set forth general protocols, procedures and expectations for travel demand modeling and forecasting. It will highlight model standards and expected practices and how these will be coordinated between all involved parties. 3. Model Architecture a. This section will cover the specific architecture of the travel demand model that is based on the traditional 4- step modeling process. 4. Acceptable Transportation Planning Input Data a. This section will address the standard data inputs to the travel demand modeling process. Examples include but are not limited to: i. Employment Data ii. Census Data iii. Travel Survey Data iv. Traffic Count Data Travel Demand Modeling and Forecasting Support in Iowa Page 5
5. Calibration and Validation Standards a. This section will cover in detail model calibration and validation standards and will be based in part or in whole on FHWA specifications. 6. Analyst Roles and Responsibilities a. This section will cover the general roles and responsibilities of the Consultant, Iowa DOT and MPO. 7. Model Version Management Procedures a. This section will cover procedures to manage model versions between the Consultant, Iowa DOT and MPO. 8. Model Data Use Conditions a. This section will stress the importance of data users having sufficient knowledge and understanding of model data before using for analysis. The section will also outline the process to request model data from the Iowa DOT or MPO and provide a form for making the request. 9. Procedures for using Model Output in Forecast Development a. This section will outline procedures and protocols for using model output to develop traffic forecasts. Use of procedures in NCHRP 255 will be recommended. In addition the requirements for model documentation will be set. 10. Model Documentation Standards a. This section will cover the format and content to be included in the model documentation that describes the assumptions used to build the model including calibration techniques and the ultimate model validation results. 11. Additional Model Use Considerations a. This section will cover considerations for models to be developed to support use in the following areas: i. Micro-Simulation ii. Air Quality Analysis iii. Land Use Model Input iv. Economic Uses v. Regional Economics Models Inc. vi. Surface Transportation Efficiency Analysis Model Travel Demand Modeling and Forecasting Support in Iowa Page 6
b. Update of MPO Travel Demand Models i. The Consultant will work with the Iowa DOT and MPOs to implement the agreed upon model architecture for MPO models over a period of time and to maintain consistency with MPO Long-range Transportation Plan updates. c. Assessment and Improvement to TRAFCOM i. The Consultant will work with Iowa DOT staff to fully assess TRAFCOMs adequacy for traffic forecasting, make recommendations for improvement and assist in the implementation of the suggested improvements. ii. TRAFCOM improvements will be designed to fully integrate with MPO models and Iowa DOTs statewide travel demand model. d. Continued On-call Travel Demand Modeling and Forecasting Support i. The Consultant will work on an on-call basis to provide travel demand modeling and forecasting support as needed. Separate Task Orders will be initiated for each of these services. B. Status Reports Status reports must be submitted in writing via e-mail to the Iowa DOT Project Manager throughout the term of the project assignments. Status reports will include at a minimum: a. Status of Project by task breakdown and percent complete; b. Changes, and reasons for such changes, in the project s scope, schedule and/or budget; c. Description of unanticipated problems and any resolution since the immediately preceding progress report; d. Summary of work scheduled for the next progress period; and e. Updated Project schedule where applicable. C. Compatibility Caliper Corporation s TransCAD is the chosen software platform and GISDK is the supporting programming language. All products, programs, code or scripts, graphic user interfaces (GUI s) or other model components must use the most recent version and be compatible with future major versions and builds of TransCAD. Compatibility with the Windows operating system is also required. Use of any additional software or program languages will be at the discretion of the Project Manager. Any costs for the project must comply with Buy America provisions set forth in 49 U.S.C 24405(a). D. Ownership All delivered proposals, documents, reports, model files, data, programs/scripts and GUI s will become property of the Iowa DOT and pertinent MPO. Travel Demand Modeling and Forecasting Support in Iowa Page 7
E. Administration The Consultant s performance will be monitored by the Iowa DOT Project Manager. Failure of a Consultant to adhere to the deliverable schedule shall render the Consultant in default. The Iowa DOT Project Manager has the right to terminate the contract should such a default occur. The Iowa DOT Project Manager has the right to approve all changes in key staff listed in the original Proposal. The Iowa DOT Project Manager has the right to terminate the contract if suitable replacements of key staff are not found in a timely manner. The Consultant shall disclose any of its work for other clients that may be affected by work on the proposed contracts, to avoid a potential conflict of interest. The Consultant shall identify the project manager and all key staff that will be working on the contracts and provide their individual contact information. The address location where the majority of the work will be performed shall also be identified. F. Miscellaneous It is anticipated that the Consultant will consider state-of-the-art techniques wherever possible. These are outlined in NCHRP Reports 255, 365, and 716. G. Deliverables 1. Detailed Project Work Plan, Budget and Schedule The Consultant will prepare a detailed Project Work Plan for each project assignment. Project assignments are defined as each new on-call task order contracted between the consultant and the Iowa DOT. This Project Work Plan will describe in detail the activities and steps necessary to complete each task and shall address the project management approach, including team organization, team decision-making, and roles and responsibilities. In addition, the Project Work Plan will include the project schedule and a detailed project budget. Work on the project will not commence until the detailed Project Work Plan, Budget and Schedule has been completed, and Consultant has received written approval. 2. Development and Model Files Upon completion, the Consultant will submit to the Iowa DOT and pertinent MPO all digital files (including but not limited to model files, GIS files, databases, etc.). Travel Demand Modeling and Forecasting Support in Iowa Page 8
III. PROPOSAL REQUIREMENTS A. Request for Proposals Time Schedule The following is a list of the activities relevant to the RFP process. June 12, 2014 June 19, 2014 Early July, 2014 Deadline for Questions Deadline for Proposals to be submitted Proposal evaluations completed Week of July 14, 2014 In person Interviews, if needed Late July, 2014 Early August, 2014 Early August, 2014 Interview evaluations completed Contract awarded Notice to Proceed/Begin of Project B. Project Cost Proposal The Iowa DOT will not consider cost as a part of the evaluation criteria. If costs are submitted they will not be considered as part of the proposal. C. Proposal Contents Proposals must include complete and accurate information. The proposal should include, but not limited to: 1. Include the firm s history and approach to addressing the tasks similar to those outlined in the tasks described in the Description of Work Section of this Request for Proposal. Briefly discuss similar projects the members on your team have completed in the past five years. Include names and responsibilities. 2. Identify the principal or manager who will serve as the project manager and their office address. 3. Provide a list of sub consultants and the work they will perform. The Iowa DOT reserves the right to approve sub-consultants employed by the principal consultant. 4. Include a detailed resume and a time commitment for each professional or technical person to be assigned to the project. Travel Demand Modeling and Forecasting Support in Iowa Page 9
D. Consultant Selection Emphasis should be placed upon providing information concerning your proposed project approach and methodology, similar projects your firm has recently performed and the availability and qualifications of your key staff. The proposal may include additional information, as deemed appropriate, subject to the overall length restriction established in Proposal Requirements. The selection committee will review and evaluate the proposals submitted based on the following criteria and the weighted value assigned to each. Include a detailed statement for each evaluation criteria. Consultant proposed statement of work. (35%) Emphasis will be on the Consultant s grasp of the project, the soundness of the approach, and the ability to complete the work in a timely fashion. Background and previous experience of personnel (35%), including consultant and subconsultants, to be assigned to the project and their demonstrated competence in the type of work each is to perform, including the quality of previous projects. Proposed work plan and schedule (30%) broken down by the appropriate personnel and timetable to complete each task. Consideration will be given to management and project control, ability to commit staff within time requirements and relevant performance record. As part of its final evaluation process, the Iowa DOT may request in-person oral presentations from the highest ranked Consultants if there is no clear choice. Those selected will be provided with no less than seventy-two (72) hours notice. Presenters must include the proposed project manager and other key members of the proposed team. There shall be no cost to the Iowa DOT or MPOs for oral presentations or related travel. E. Proposal Submission The proposal must be submitted as a single electronic PDF and be formatted to print on 8.5 x 11 pages. The proposal must be limited to 25 single-sided pages. All pages will be counted including: proposal covers, cover letter, dividers, etc. The maximum size limit of a proposal is 7 megabytes. On the cover page of the proposal, please include title of the RFP for which the proposal is submitted and the email address of the person who should receive the results of the selection. Inclusion of promotional literature of a general nature will not be considered in the selection process. For a firm to be considered, their proposal must be received by 3:00 pm on June 19, 2014 (CST). Travel Demand Modeling and Forecasting Support in Iowa Page 10
The electronic proposal must be submitted via email to phil.mescher@dot.iowa.gov. An email will be sent confirming receipt of the proposal within 30 minutes or by 1:00 p.m. on the submittal deadline date, whichever is later. Iowa DOT is not responsible for any costs incurred in the preparation of proposals. Late proposals will not be accepted. F. Proposal Inquiries Any technical questions or questions regarding this RFP shall be submitted via email to phil.mescher@dot.iowa.gov. Contacting individual selection team members (other than the project manager) is considered inappropriate. Any questions about this RFP must be received by noon on June 12, 2014 (CST). Questions and answers regarding this RFP will be posted with the RFP on the Consultant Utilization website, http://www.prof-techconsultant.dot.state.ia. us. G. Notice of Award Notice of the Award is anticipated on or before August 8, 2014. H. Contract Period Consultant Team shall begin work on date of agreement with the Iowa DOT, with completion of the project no later than August 8, 2018. I. Pre-Qualification The consultants and their sub consultants are required to be prequalified as defined in the Iowa DOT s Policy and Procedure Manual, Policy No. 300.04, for the duration of the contract. Pre-qualification information can be obtained at the Iowa DOT Consultant Utilization website http://www.prof-tech-consultant.dot.state.ia.us Selected pre-qualified categories for this project include: 112 Urban Area Transportation Planning Travel Demand Modeling and Forecasting Support in Iowa Page 11
IV. GENERAL REQUIREMENTS A. Upon Submission of Proposal 1. Proposal Obligation The contents of the proposal and any clarifications to the contents submitted by the successful Consultant shall become part of the contractual obligation and incorporated by reference into the ensuing contracts. 2. Disposition of Proposals All timely proposals become the property of the Iowa DOT and will not be returned to the Consultant. 3. Disclosure of Proposal Content The laws of Iowa require that at the conclusion of the selection process the contents of all proposals be placed in the public domain and be open to inspections by interested parties. The Iowa DOT s release of records is governed by Iowa Code Chapter 22 and 761 IAC Chapter 4. Consultants are encouraged to familiarize themselves with these laws before submitting a proposal. B. Contract Conditions 1. Conflicts between Terms The Iowa DOT reserves the right to accept or reject any exception taken by the contractors to the terms and conditions of this Request for Proposal. 2. Security of Data Some data files of the Iowa DOT may be of confidential nature. The contractor s employees shall be allowed access to these files only as needed for their duties related to the contract and in accordance with the rules established by the Iowa DOT. The contractors shall maintain positive policies and procedures for safeguarding the confidentiality of such data and may be liable civilly or criminally under privacy legislation for negligent release of such information. 3. Subcontracts The Iowa DOT reserves the right to approve any subcontracts entered into by the Consultant who are awarded the contracts for the purpose of completing the provisions of the contracts. The Iowa DOT shall not assume any liability for any contract entered into between the principal contractors and any subcontractors. All restrictions that apply to the principal contractors will also apply to the subcontractors. Travel Demand Modeling and Forecasting Support in Iowa Page 12
All records relating to subcontractors shall be available for audit or examination as required under the Audit or Examination of Records section of this Request for Proposal. 4. Immunity from Liability Every party to the contracts resulting from this Request for Proposal is notified and agrees the Iowa DOT is immune from liability and suit for or from contractor s activities involving third parties and arising from a contract. 5. Audits or Examination of Records The Consultant who is awarded the contract agree to undertake the audits required by 49 C.F.R. 18.26 and OMB Circular A-133 and that the auditor of the Iowa DOT or an authorized representative of the state, shall have access to, and the right to examine, audit, excerpt, and transcribe any directly pertinent books, documents, papers, and records of the contractors relating to orders, invoices, or payments of the contract. All records relating to the awarded contract shall be retained for three years after the date of final payment or completion of any required audit. Compliance with this clause does not relieve the contractors from retaining any records required by other laws or regulations of federal, state, or local governmental units. 6. Status of Consultant The Consultant shall at all times be deemed as independent contractors and not as employees of the Iowa DOT. The Consultant shall also be responsible for all its withholding taxes, social security, unemployment, workers compensation, and other taxes and shall hold the Iowa DOT harmless for any claims for the same. C. Prohibited Interest No member of, or delegate to the Iowa State Legislature or the Congress of the United States shall be admitted to any share or part of the contract or to any benefit arising there from. No member, officer, or employee of the Iowa DOT, during his/her tenure or for one year thereafter shall have any interest, direct or indirect, in a contract or proceeds resulting from this solicitation. D. Disadvantaged Business Enterprise (DBE) It is the policy of the Iowa DOT that Disadvantaged Businesses Enterprises (DBE), as defined in 49 CFR Part 26 shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with federal funds. When a DBE goal is not established, the Iowa DOT still encourages the spirit of the program to be incorporated in the proposed contracts whenever possible. A list of Travel Demand Modeling and Forecasting Support in Iowa Page 13
certified DBE firms may be found at: http://www.dot.state.ia.us/contracts_eeoaa.htm. A list of TSB firms may be found at https://dia.iowa.gov/tsb/. E. Statement of Non-Discrimination The selection and contracts are subject to the provisions of Executive Order 11246 (Affirmative Action to Insure Equal Employment Opportunity). Federal and state laws prohibit employment and/or public accommodation discrimination on the basis of age, color, creed, disability, gender identity, national origin, pregnancy, race, religion, sex, sexual orientation or veteran s status. If you believe you have been discriminated against, please contact the Iowa Civil Rights Commission at 800-457-4416 or Iowa Department of Transportation's affirmative action officer at 515-239-1693. If you need accommodations because of a disability to access the Iowa Department of Transportation s services, contact the agency's affirmative action officer at 800-262-0003. Travel Demand Modeling and Forecasting Support in Iowa Page 14