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Technical Assistance for Rural Main Street Revitalization (RFQ# 201920-05)

Request For Qualification (non-DLAE Funded)
Procurement
Project ID:  200-003-34 - Rural Downtown/Main Street Planning in the Sacramento Region
All dates & times in Pacific Time

Introduction

The Sacramento Area Council of Governments (SACOG) is a voluntary association of governments. Member jurisdictions include: the County of Sacramento (including the cities of Citrus Heights, Elk Grove, Folsom, Galt, Isleton, Rancho Cordova and Sacramento); the County of Yolo (including the cities of Davis, West Sacramento, Winters, and Woodland); the County of Sutter (including the cities of Live Oak and Yuba City); the County of Yuba (including the cities of Marysville and Wheatland); Placer County (including the cities of Auburn, Colfax, Lincoln, Rocklin, Roseville and Town of Loomis) and El Dorado County (including the City of Placerville).

SACOG is the federally designated Metropolitan Planning Organization (MPO) for the Sacramento, Davis and Marysville/Yuba City urbanized areas. SACOG is also the State designated Regional Transportation Planning Agency (RTPA) for the counties of Sacramento, Yolo, Sutter and Yuba.

1. Summary

The Sacramento Area Council of Governments (SACOG) is seeking a consultant or consultants to provide micro-scale technical assistance to individual local governments in rural communities in the six-county SACOG region. The purpose of this project is provide technical assistance to jurisdictions seeking to revitalize their main street corridors. The result of technical assistance should be a set of specific strategies and recommendations that will contribute to creating more vibrant and economically sustainable rural main street corridors.

The technical assistance sought in this procurement includes working directly with jurisdictions identified by SACOG for a limited period, normally one to three months, on a specific task, such as a public workshop, outreach to local business and property owners, or addressing a specific obstacle to economic development along a rural corridor. Qualified consultants should demonstrate capacity for providing economic revitalization and community development guidance, specifically pertaining to:

  • What can property and business owners do to help create more viable main streets?
  • How local policies, regulations, and plans can change to foster more viable and vibrant main streets?

In addition, all technical assistance must have some transportation element considered - such as streetscape design, transit stops, pedestrian amenities, bike routes, etc.

SACOG will select one to three consultants to be available on an "on-call" list for providing technical assistance with this contract. The Local Government Commission (LGC) is already on the on-call list from a prior arrangement with SACOG. SACOG will assign from the on-call list, whichever firm offers the best fit for a specific rural community's request. The assigned consultant will then have a preliminary visit with rural agency and SACOG and write the scope of work.

An estimated budget or "not to exceed" amount has not been declared for this project. Proposals will be evaluated based upon best value, per our Evaluation Criteria. The budget for each assignment will be negotiated with SACOG, and SACOG will offer assistance to up to 12 rural communities with this program.

2. Background

SACOG is focused on providing its member cities and counties ways to implement the planning principles found in SACOG's Regional Blueprint plan. The Sacramento Blueprint is a smart growth vision for the region that was adopted by the SACOG Board of Directors in 2004. The spirit of the Blueprint is to integrate land use and transportation planning to curb sprawl, cut down on vehicle emission and congestion in order to improve the quality of life for residents of the region. It accomplishes this by implementing smart growth principles that encourage a variety of housing options closer to employment, shopping, and entertainment hubs, which gives options for people to walk, bike, or take public transportation to work and play.

The consultant services for this project are funded with from a Caltrans Planning Grant awarded to and administered by SACOG. The emphasis of this Caltrans Planning Grant is for SACOG to focus on rural commercial corridors. The services that the grant will pay for are a continuation of services many jurisdictions in the region have received from SACOG and its consultants utilizing prior grant funds. Per the request of the local jurisdictions, services required focus on activities that economically develop local communities, such as unifying business and property owners towards a common focus, reviewing zoning and regulatory practices affecting a business district, and developing conceptual design of streetscape improvements.

3. Contact Information

All questions concerning this RFQ must be submitted in writing via email to the Primary Contact by the deadline set forth in the "SOQ Submission Date" section and may not be considered if not received by then.

Sacramento Area Council of Governments (SACOG) will respond to questions it considers appropriate and of interest to all Applicants, but reserves the right, in its discretion, not to respond to any question. Responses will be posted on the SACOG website at https://www.sacog.org/do-business-us. Responses posted on the SACOG website become part of the RFQ upon posting. SACOG reserves the right, in its discretion, to revise responses to questions after posting, by posting the modified response.

No oral response to any Applicant question by any SACOG employee or agent shall be binding on SACOG or in any way considered to be a commitment by SACOG.

The name, address, and contact information for the RFQ Primary Contact are as follows:

Jay Mason
Procurement Officer
1415 L Street
Suite 300
Sacramento, CA 95814
Email: jmason@sacog.org
Phone: (916) 340-6223

Department:
Procurement

Department Head:
Jay Mason
Procurement Officer

4. Timeline

These dates are estimates only and SACOG reserves the right, in its sole discretion, to change this schedule. Notice of changes in any meeting date/time or location, the due date for Applicant questions, and the date for SOQ submission will be posted and updated on SACOG's website at https://www.sacog.org/do-business-us. The other dates/times listed may be changed without notice to prospective Applicants.

Release Project Date:
July 10, 2019
Pre-Proposal Meeting (Non-Mandatory):
July 30, 2019, 2:00pm
Location: Conference call only - 1 877 568 4106 Access Code: 732-591-877
Question Submission Deadline:
August 5, 2019, 4:00pm
Question Response Deadline:
August 12, 2019, 4:00pm
Proposal Submission Deadline:
August 16, 2019, 11:59pm
Contractor Selection Date:
September 18, 2019

Scope of Work

The scope of work is described below. The selected consultant or consulting team will be expected to perform all technical and other analyses necessary to complete the scope of work. The consultant will receive general direction from the SACOG Project Manager. Tasks and deliverables will include the following:

1. Customized Scope for Each Community

The overall project will assist up to 12 rural communities in the six-county SACOG region. The one to three selected consultant(s) and the Local Government Commission (LGC) will be on an on-call list and assigned on an as-needed basis by SACOG.

As a consultant on the on-call list is assigned to a particular community, they will be asked to participate in a phone call and/or up to one meeting with that community to hear their issues and requested services. The consultant will write up a 1-2 page proposed scope and if all three parties agree (SACOG, local agency, and assigned consultant), that will serve as the scope of work for that community.

The scopes of work will likely fall into these general categories:

  • Working with business and property owners on making their properties/businesses more viable in the context of commercial corridor plans and efforts;
  • Working with the community and stakeholders on a publicly facilitated meeting or workshop to work through ideas, formulate conceptual plans, or work though an existing community design issue on a high level.
  • Inventory existing assets and challengers, and helping the community develop a longer range vision and "roadmap" on how to get there.
  • Review existing streetscape designs for a limited segment of a commercial corridor (such as an intersection or a key block or two) and make conceptual recommendations for improvements that further vitality through improving the pedestrian experience.

Each scope of work will identify the overall objective of the technical assistance, and include roles and responsibilities for each party. The consultant role will include tasks tied to deliverables and a projected completion date within a negotiated budget.

The ultimate goal for many communities seeking technical assistance is to leverage the assistance in this program to craft grant applications, such as SACOG's Community Design Funding Program, that require some upfront planning, engagement, and analysis before applying for a larger sum of funding for streetscape improvements or other activities.

Vendor Questionnaire

The SOQ should be limited to specific discussion of the elements outlined in this RFQ. The intent of this RFQ is to encourage responses which meet the stated requirements, and which propose the best methods to accomplish the work within the stated budget, if one is stated.

The organization of the SOQ should follow the general outline below. The SOQ should consist of a technical proposal and a cost proposal.

Detailed guidance on the content and organization of the SOQs can be found in this section. Electronic and hardcopy versions must provide responses to all sections of the RFQ.

SOQs should include an itemized list of all electronic documents being provided to SACOG and maintain links to any documents provided on-line through the time of contract award. If you choose to provide examples of projects, please limit to six (6) weblinks of past relevant projects (see Relevant Project Experience section). SACOG does not guarantee that those weblinks will be reviewed, or reviewed in depth, so please highlight the essential information in key parts in the written information.

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The transmittal letter should include the name, title, address, phone number, and original signature of an individual with authority to negotiate on behalf of and to contractually bind the consultant or consulting firm, and who may be contacted during the period of SOQ evaluation. The letter must also include a statement acknowledging that the consultant or consulting firm has reviewed and accepted SACOG’s Standard Agreement (see attached) with or without qualifications. Only one transmittal letter need be prepared to accompany all copies of the technical and cost proposals.

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*Response required

Describe the subject areas that you believe are your strongest areas based on the background examples provided above (eg. working with business and property owners, streetscape design, etc). For those subject areas, describe your understanding of this project, and how you would working with a community. You may give anecdotes or examples of approaches that you have done in the past that may be applicable to future assistance.

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*Response required

Please narratively describe your relevant experience in providing assistance to rural corridors. As this is a small project, please limit this to only the individual(s) who will be working on the project, not the experience of your entire organization. In this section, you may describe the skills you offer, your approach to providing assistance of this nature, your philosphy of providing assistance, any short anecdotes, or any thing else that helps differieniate your experience.

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*Response required

Please describe the nature and outcome of projects previously conducted by the consultant’s key personnel which are related to the work described within the RFQ. Descriptions should include client contact names, address, phone numbers, descriptions of the type of work performed, approximate dates on which the work was completed, and professional staff who performed the work. You may include up to six project weblinks as part of your descriptions, but there is no gaurantee that the review panel will view any or all of them.

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*Response required

Provide the hourly billing rates for the individual(s) who will most likely work on project. Please be sure to describe the role of each person would have for this project.

Failure to provide adequate cost data will result in the SOQ rejection as unresponsive.

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*Response required

Consultants and consultant firms submitting SOQs in response to this RFQ must disclose to SACOG any actual, apparent, or potential conflicts of interest that may exist relative to the services to be provided under Agreement for consultant services to be awarded pursuant to this RFQ.

If the consultant or firm has no conflict of interest, a statement to that effect shall be included in the SOQ and attached below.

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*Response required

If SACOG issues any Addenda for this solicitation, please submit your forms and responses here.

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Evaluation Process

1. Review Panel

A SOQ review panel made up of members of SACOG and local government staff will evaluate the SOQs.

2. Technical Evaluation

Upon receipt of the SOQ, a technical evaluation will be performed. The review panel will evaluate each SOQ in accordance with the criteria listed in the "Evaluation Criteria" section. Proposers may be telephoned and asked for further information, if necessary. Previous clients may also be called.

3. Oral Interviews

The SOQ review panel may request oral interviews from the top candidates to provide additional input in the evaluation process. In the oral interview, the candidates will be requested to provide an oral presentation, which will be followed by a question and answer period. The panel may question the prospective consultants about their proposed approaches, consistent with the evaluation criteria set forth in this RFQ. In the event oral interviews are held, the panel will use the proposer's interview performance to inform its final scores on the criteria set forth below.

4. Recommendation of Award

The panel will make recommendations to the SACOG Executive Director on the basis of the Statement of Qualifications, oral interview, if any, and reference checks. SACOG reserves the right to select consultant(s) based on its evaluation of the written SOQ and not convene oral interviews.

Evaluation Criteria

  • 1. Project Understanding/Approach

    Scoring Method:
    0-100 Points
    Weight (Points):
    10  10% of Total
  • 2. Individual Qualifications

    Scoring Method:
    0-100 Points
    Weight (Points):
    30  30% of Total
  • 3. Relevant Project Experience

    Scoring Method:
    0-100 Points
    Weight (Points):
    50  50% of Total
  • 4. Hourly billing rates

    Scoring Method:
    0-100 Points
    Weight (Points):
    10  10% of Total

Submission Instructions

1. Required Online Registration

Interested parties must register with SACOG’s procurement portal, https://secure.procurenow.com/portal/sacog, and click the "Follow" button on the specific solicitation to receive notifications of any addendums or updates.

2. Electronic Copy Delivery Instructions

Please submit in an email, clearly titled "Technical Assistance for Rural Main Street Revitalization", addressed to both Jay Mason and Greg Chew at the following addresses:

JMason@sacog.org

gchew@sacog.org

3. Delivery Instructions and Deadlines

Statement of Qualifications (SOQs) must be received by SACOG’s Procurement Officer via electronic copy AND the SACOG Bid Sourcing Portal found at https://www.sacog.org/do-business-us, as described further. Both electronic copy and portal submission should be received no later than 4:00 pm (PST) on August 16, 2019, via email to Jay Mason at jmason@sacog.org.

Terms & Conditions

1. Limitations

This Request for Qualifications (RFQ) does not commit SACOG to award a contract, to pay any costs incurred in the preparation of an SOQ in response to this request, or to procure or contract for services or supplies. SACOG expressly reserves the right to reject any and all SOQs or to waive any irregularity or informality in any SOQ or in the RFQ procedure and to be the sole judge of the responsibility of any proposer and of the suitability of the materials and/or services to be rendered. SACOG reserves the right to withdraw this RFQ at any time without prior notice. Further SACOG reserves the right to modify the RFQ schedule described above.

Until award of a contract, the SOQ shall be held in confidence and shall not be available for public review. No SOQ shall be returned after the date and time set for the opening thereof. All SOQs become the property of SACOG. Upon award of a contract to the successful bidder, all SOQs shall be public records.

2. Award

SACOG may ask RFQ finalists to present oral briefings of their SOQ. All finalists may be required to participate in negotiations and submit such price, technical, or other revisions of their SOQ as may result from negotiations. However, each initial SOQ should be submitted on the most favorable terms from a price and a technical viewpoint.

The SACOG Board of Directors will award the contract.

3. RFQ Addendum

Any changes to the RFQ requirements will be made by written addenda issued by SACOG and shall be considered part of the RFQ. Upon issuance, such addenda shall be incorporated in the agreement documents, and shall prevail over inconsistent provisions of earlier issued documentation.

4. Verbal Agreement of Conversation

No prior, current, or post award verbal conversations or agreement(s) with any officer, agent, or employee of SACOG shall affect or modify any terms or obligations of the RFQ, or any contract resulting from this RFQ.

5. Precontractual Expense

Precontractual expenses include any expenses incurred by proposers and selected contractor in:

  • Preparing SOQs in response to this RFQ
  • Submitting SOQs to SACOG
  • Negotiations with SACOG on any matter related to SOQs.
  • Other expenses incurred by a contractor or proposer prior to the date of award of any agreement.

In any event, SACOG shall not be liable for any precontractual expenses incurred by any proposer or selected contractor. Proposers shall not include any such expenses as part of the price proposed in response to this RFQ. SACOG shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFQ.

6. Signature

The SOQ will also provide the following information: name, title, address and telephone number of individual with authority to bind the consultant or consultant firm and also who may be contacted during the period of SOQ evaluation. The SOQ shall be signed by an official authorized to bind the consultant or consulting firm and shall contain a statement to the effect that the SOQ is a firm offer for at least a sixty (60) day period. Execution of the contract is expected by early September, 2019.

7. Contract Arrangements

The successful consultant is expected to execute a contract similar to SACOG’s Standard Agreement, which meets all State and/or Federal requirements. A copy of SACOG’s Standard Agreement is attached as an Exhibit.

The contract will be an agreement between SACOG and the consultant. SACOG will provide contract administration services.

8. Disadvantaged Business Enterprise (DBE) Policy

It is the policy of SACOG, the California Department of Transportation (“Caltrans”), and the U.S. Department of Transportation that Disadvantaged Business Enterprises (“DBE’s”) shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with Federal funds. DBE’s are for-profit small business concerns as defined in Title 49, Part 26.5, Code of Federal Regulations (“CFR”). It is also the policy of SACOG to practice non-discrimination based on race, color, national origin, or sex in the award or performance of this contract. All consulting firms qualifying under this solicitation are encouraged to submit SOQs, including those who qualify as a DBE. The requirements of 49 CFR Part 26, Regulations of the U.S. Department of Transportation, apply to this Request for Qualifications and contract.

9. DBE Obligation

A DBE Contract Goal of 0% has been established for this contract. The proposing consultant must make good faith efforts, as defined in Appendix A, 49 CFR Part 26, to meet the Contract Goal for DBE participation in this contract.

The proposing consultant and its subcontractor(s) must agree to ensure that DBEs have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with Federal funds. In this regard, the consultant and its subcontractor(s) shall take all necessary and reasonable steps in accordance with 49 CFR Part 26 to ensure that DBEs have the maximum opportunity to compete for and perform contracts. The consultant and its subcontractor(s) shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of the contract. See the "How to Respond" section for a listing of DBE information which must be included in each SOQ.

10. Title VI of the Civil Rights Act of 1964

The consultant must agree to comply with all the requirements imposed by Title VI of the Civil Rights Act of 1964 (49 USC 2000d) and the regulations of the U.S. Department of Transportation issued thereunder in 49 CFR Part 21.

11. Equal Employment Opportunity

In connection with the performance of the contract, the consultant shall not discriminate against any employee or applicant for employment because of race, color, age, creed, sex or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.

12. Notification of Results

All proposers will be notified of the results of the technical evaluation and which proposers, if any, appeared for oral interviews.

13. Bid Protesting

Any bid protests are subject to SACOG’s adopted bid protest procedure. To obtain a copy of SACOG’s bid protest procedure please contact the Contracts Coordinator.

14. Project Funding Source

Funding for the consultant services will be provided by a Caltrans Planning Grant administered by SACOG. The consultant will invoice SACOG for services rendered, and SACOG will be responsbility for paying the consultant.

15. Payment Schedule

The consultant will invoice SACOG for services rendered and SACOG will compensate the consultant for these services as set forth in the agreement.

The consultant will be paid in arrears, based upon the payment schedule agreed to in the contract. The consultant should forward a copy of all invoices for payment for work performed and associated expenses by the 15th day of the following month. At SACOG’s discretion, SACOG may withhold ten percent (10%) of the payments until the successful completion of the project and the delivery and acceptance of all final products.

Attachments

DocumentDate Added
  H - Sample ContractJul 10, 2019 11:35 PM