ProfileEVALUATION

Regional Bicycle and Pedestrian Data Collection (RFP# 201920-06)

Request For Proposal (DLAE Funded)
Procurement
Project ID:  220-003-27 - Regional Bike/Ped Data Collection
All dates & times in Pacific Time

Introduction

1. Summary

The Regional Bicycle & Pedestrian Data Collection Project will collect bicycle and pedestrian volume data in the following counties: El Dorado, Placer, Sacramento, Sutter, Yolo, and Yuba.

SACOG requests proposals of equipment, software, technology, and/or procedural innovations that will accurately and efficiently count people biking and walking at on- and off-road locations.

SACOG expects to provide planning partners with proposed solution(s) and any training materials developed as a result of this RFP to launch local active transportation data collection programs on or before April 30, 2020.

2. Background

SACOG will use collected bicycle and pedestrian volume data to monitor the use of active transportation facilities within the region and measure the continued impact of investments on biking/walking modes. Cities, counties, and special districts will use the bicycle and pedestrian volume data to support local planning efforts, inform grant funding applications, and identify biking and walking operational needs and trends in communities.

This RFP gives an option to award a master contract that can be used as-needed by "participating agencies" in the Sacramento region and throughout the state of California. This solicitation also not only represents an opportunity to contract with SACOG, but the eventual agreement has the opportunity to be available to all California local government entities (cities, counties, special districts, and joint powers authorities).

Structured as a Master Agreement, SACOG would provide contract administration services on behalf of participating agencies. The Contractor would invoice the participating agency directly for services rendered and the participating agency would compensate the Contractor for these services as set forth in the agreement.

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.

3. Contact Information

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

Release Project Date:
September 4, 2019
Question Submission Deadline:
September 18, 2019, 11:59pm
Question Response Deadline:
September 24, 2019, 11:59pm
Proposal Submission Deadline:
October 10, 2019, 11:59pm
Contractor Selection Date:
November 30, 2019

Scope of Work

1. Introduction

Proposed solutions will identify how biking and walking counts will be collected and describe the approach for training and support needed to successfully launch a regional active transportation counts program. Vendors may propose ways to count active transportation users in one, two, three, or all the described facilities and monitoring periods. SACOG reserves the right to contract with multiple vendors.

Definition of location types

The following are examples of location types in the SACOG region where the proposed solution will be used.

  1. Multi-use trails not connected to the existing roadway network
    • The Sacramento region has almost 500 miles of trails with restricted motor vehicle access, only some of which are near existing roadways (e.g. trails parallel to vehicle roadways). Many existing trails extend through open space and do not have any buildings or structures facing or near the trail.
    • Examples include Sutter Bike Path (trail connecting the community of Sutter to Yuba City, parallel to Hwy 20), American River Parkway (Sacramento County), Sycamore Trail (West Sacramento)
  2. In-roadway dedicated bike facilities that restrict access to motor vehicles
    • The region has a small but growing number of Class IV separated bikeways that are located on the road yet physically separated in a way that people cannot drive vehicles on the facilities.
    • Forthcoming examples include Franklin Blvd. between 19th Ave. and Sutterville Rd. (Sacramento), Fair Oaks Blvd. near Loehmann’s Plaza (unincorporated Sacramento County), Routier Rd. and Rod Beaudry Blvd. Cycle Track (Rancho Cordova)
  3. Sidewalks
    • The region also has several hundreds of miles of sidewalk. Sidewalks are located in highly dense urban settings, but also in more suburban and rural environments around community destinations.
    • Examples include the Folsom Historic District, Downtown Marysville
  4. In-roadway bike facilities—bikeways located in the same right-of-way as vehicle traffic, with the potential for vehicles crossing into the designated bikeway (e.g. Class III bike routes, Class II bike lanes near intersections or with street-side parking)
    • The Sacramento region has over 1,500 miles of in-road bikeways on the region’s roadways. Bike lanes (Class II) are dedicated areas for people to bike, though people driving cars may cross into or over them to access curbside parking or to make a turn. Share-the-road bike routes (Class III) have people riding bikes and driving cars in the same right-of-way. Monitoring these facilities may require different treatments, technologies, or equipment to capture the same quality of data as those facilities where motor vehicle access is restricted.
    • Examples include Broadway (Placerville), Mariposa Avenue (Citrus Heights), Folsom Blvd. (Rancho Cordova)

Definition of monitoring periods

  1. Long-term monitoring is greater than six months.
  2. Short-term monitoring is a minimum of two weeks and up to six months.

Proposed solutions will discuss the following topics areas:

2. Performance of Proposed Solution

Identify the type of facility (or facilities) and monitoring period your proposed solution is well-suited for.

Explain how the equipment, technology, or procedural innovation has been used successfully in other similar efforts.

  • Provide references from those similar efforts.

Include information on accuracy and timeliness of available data collected.

Discuss the following characteristics of the proposed solution

  • Ability to collect continuous counts data
  • Ability to detect bikes made of non-ferromagnetic materials
  • Capacity for data storage
  • Ability to download data for analysis in a standard format
  • Any known shortcomings of the proposal that may impede accurate counting of people biking or walking

3. Costs of Proposed Solution

Break out estimated costs, as applicable, for equipment, data service, maintenance plan, and/or software updates for accurate data collection over a minimum of two years.

Identify all applicable methods/options and associated costs for data extraction from the collection site. Examples of applicable methods include but are not limited to site visits to physically download data, data collection subscription services, wi-fi, cellular connections.

The selected proposal(s) may also be used by participating agencies other than SACOG. Identify the costs associated with offering services and equipment to other agencies and if any different terms and conditions would apply if other agencies were to utilize the services offered to SACOG. The desire is to provide an option for other agencies to participate and obtain the equipment/services at either the same or similar costs.

4. Training and Support

Provide a training plan and associated materials.

Describe the level of support made available for successfully launching the project and during the use of the equipment or for the length of the software agreement.

5. Operating conditions

Describe how the proposed solution is vandalism-resistant and theft-resistant.

Describe how the proposed solution will function in Sacramento weather conditions, singularly and in any combination: 

  • Sunlight: None to full, direct 
  • Storage Temperature: 0°F to 150°F 
  • Operating Temperature: 0°F to 120°F 
  • Thermal Shock: Up to 30°F in 2 hours 
    Relative Humidity: 13% to 99% R.H., including condensation 
  • Heavy fog or smoke
  • Rainfall/Snowfall: Up to six (6) inches rainfall per hour 
  • Airborne Dust: Up to 180 micrograms per cubic meter, with iron and salt particles including particles that could be as small as 1 to 200 microns, with a maximum concentration of 0.248 mg/cubic centimeters 
  • Wind Speed: Up to 80 mph, any direction 

6. Additional considerations, if relevant to your proposal

Describe battery life and conditions that would impact battery life, or alternate power source needs.

Identify the installation method and describe any needed infrastructure or housing to support accurate data collection.

Discuss how equipment and/or software upgrades would be handled over a minimum two-year period and how upgrades are conducted.

7. Minimum and Preferred Requirements

As described in the "Introduction" section of the scope of work, SACOG wants to count people biking and walking on in-roadway facilities and off-road active transportation facilities for short-term or long-term periods.

Refer to the attached tables for minimum and preferred requirements of the proposed solution(s).

Vendor Questionnaire

Proposals 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.

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*Response required

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 proposal 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

A listing of the major sections in the proposal and the associated page numbers.

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*Response required
Yes
No
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No
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No
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No
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In this section, the proposer should demonstrate an adequate understanding of the role and relationships of SACOG.

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*Response required

This should include:

  1. A summary of the proposed approach
  2. An explanation of the consultant’s intended role as related to the role of SACOG
  3. A thorough explanation of the consultant’s proposed course of action. References should be made to RFP requirements and the consultant’s plans for meeting those requirements. If the consultant proposes major changes to the RFP approach, those changes should be specified clearly. The consultant should specify its technical approach, especially data elements to be sampled, staff to be interviewed, and documents to be reviewed, etc.
  4. An itemized description of the proposed project schedule (including visits, draft and final deliverables) and the deliverables to be produced
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The proposer must prepare an explanation of the project management system and practices to be used to assure that the project is completed within the scheduled time frame and that the quality of the required products will meet SACOG’s requirements.

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The proposal must describe the qualifications and experience of each professional who will participate in the project, including a resume for each member of the project team. A Project Manager must be designated, and an organizational chart showing the manager and all project staff must be included. A matrix must be presented indicating the effort, either in percentage of the total project or in person-hours, which will be contributed by each professional, during each phase or task making up the project.

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If a subcontractor will be used, the proposer must include a letter from the subcontractor committing to perform at least the work shown for subcontractor professional in the Staffing Resource Matrix.


The proposal must include the following information for the consultant and each subcontractor, as required by 49 CFR Section 26.11(c)(2).

  1. Firm name;
  2. Firm address;
  3. Firm’s status as a DBE or non-DBE;
  4. Age of the firm; and
  5. The annual gross receipts of the firm expressed in one of the following ranges: Less than $500,000; $500,000-$1 million; $1 million-$2 million; $2 million-$5 million; or Over $5 million.

The consultant may satisfy the requirements of this section by completing and submitting the Exhibit referred to as "Disadvantaged Business Enterprise Information", which is attached to the SACOG Standard Agreement (Part A). Consultant should also complete and submit the attached Exhibit “10-O1” from Chapter 10 of the Caltrans Local Assistance Procedures Manual. (see Attached)

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DBE proposal should document consultant’s proposed use of DBEs, if any, in the performance of this work, including the following:

Must Submit:

Exhibit 10-01 Local Agency Consultant DBE Commitment

Disadvantaged Business Enterprise Information (in SACOG’s Standard Agreement)

Must Submit (when DBE goal met):

Exhibit 10-01 all sections (1-24)

Form includes names, addresses, description, dollar amount of work each named DBE will perform, confirmation of proposer’s commitment to use identified DBE, and commitment to participate from DBE firm.

Must Submit (when DBE goal not met):

Exhibit 10-01 sections (1-6, 11)

Exhibit 15-H Good Faith Efforts - showing that consultant made adequate good faith efforts to meet the goal.

SOQs that do not meet the DBE contract goal or make an adequate good faith effort to meet the DBE contract goal and document adequate good faith efforts shall be considered non-responsive to this RFQ.

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*Response required

Please specify your firm's active engagements with small businesses, non-profits, community organizations, Disadvantaged Business Enterprises (DBEs) in project teams; as well as a summary of your Equal Employment Opportunity Policy.

Consultant’s affirmative action program, if required pursuant to the equal employment opportunity requirements of the U.S. Department of Labor Regulations (41 CFR Part 60, et seq.). These regulations require certain contractors to develop and maintain affirmative action programs, including service contractors (non-construction) with 50 or more employees and a federally assisted contract of $50,000 or more.

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The proposal must describe the nature and outcome of projects previously conducted by the consultant’s key personnel which are related to the work described within the RFP. 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. If a subcontractor is proposed, two to three similar qualifications and references should be provided for the subcontractor. Up to two samples of the consultant’s work on closely related projects can also be included with the proposal, if available. Additionally, the proposer must complete the Debarment Certification Form (see Attached). The proposer must also complete the Levine Act Disclosure Statement (see Attached).

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The cost proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The cost proposal detail shall describe estimated costs (only the total amount is a binding offer) for the completion of each proposed task, for travel and per-diem (if applicable), and for materials and supplies. Cost proposals must be submitted in the standard Caltrans Local Assistance Procedures Manual 10-H format included as an attachment herein.

Failure to provide adequate cost data will result in the proposal rejection as unresponsive. Each proposer shall also complete and submit with its cost proposal the attached Exhibit 10-K: Consultant Certification of Contract Costs and Financial Management System.

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Consultants and consultant firms submitting proposals in response to this RFP 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 RFP.

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

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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 proposal review panel made up of members of SACOG and partner staff will evaluate the proposals.

2. Technical Evaluation

Upon receipt of the proposals, a technical evaluation will be performed. The review panel will evaluate each proposal 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 review panel shall 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 candidates about their proposed approaches, consistent with the evaluation criteria set forth below. The panel will use each candidate’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 proposal, the optional oral interview (if conducted), and all reference checks. In determining which proposal is most advantageous, SACOG will award the contract to the proposer whose proposal offers the best value.

Evaluation Criteria

  • 1. Project Understanding and Approach

    Understanding of the requirements of the project, and the overall approach to be followed and the tasks to be performed, including detailed steps and resources required and proposed project schedule.

    Scoring Method:
    0-10 Points
    Weight (Points):
    15  15% of Total
  • 2. Performance

    Ability to successfully translate past efforts or experiences into a data collection program in the Sacramento region.

    Scoring Method:
    0-10 Points
    Weight (Points):
    20  20% of Total
  • 3. Cost

    Thoroughly defines costs for proposed solution (equipment, software, etc) as well as addresses programmatic costs (subscription services, data recovery, etc.), and identifies the ability to scale the purchase as other entities choose to participate.

    Scoring Method:
    0-10 Points
    Weight (Points):
    20  20% of Total
  • 4. Technical Ability

    Demonstrated technical ability of proposed solution to accurately and efficiently collect bicycle and pedestrian counts.

    Scoring Method:
    0-10 Points
    Weight (Points):
    20  20% of Total
  • 5. Innovation

    Capability of developing innovative or advanced techniques to meet the needs of the Scope of Work.

    Scoring Method:
    0-10 Points
    Weight (Points):
    10  10% of Total
  • 6. State and Federal Procedures

    Familiarity with state and federal procedures

    Scoring Method:
    0-5 Points
    Weight (Points):
    5  5% of Total
  • 7. Finances

    Financial responsibility

    Scoring Method:
    0-5 Points
    Weight (Points):
    5  5% of Total
  • 8. DBE Participation

    In addition, the participation of qualified Disadvantaged Business Enterprises (DBE’s) in this project is strongly encouraged.
    Scoring Method:
    Pass / Fail
    Weight (Points):
    5  5% 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. Submission Instructions and Deadlines

Proposals must be received by SACOG’s Procurement Officer via the SACOG Bidding Portal found at https://secure.procurenow.com/portal/sacog, as described further. Portal submission should be received no later than 11:59 pm (PST) on October 10, 2019.

3. Electronic Copy Delivery Instructions

Please submit in an email, clearly titled "Regional Bicycle and Pedestrian Data Collection (RFP# 201920-06)", with a consolidated full proposal containing all attachments to both Jay Mason and Maricela Salazar at the following addresses:

JMason@sacog.org;

MSalazar@sacog.org;

Terms & Conditions

1. Limitations

This request for proposal (RFP) does not commit SACOG to award a contract, to pay any costs incurred in the preparation of proposals in response to this request, or to procure or contract for services or supplies. SACOG expressly reserves the right to reject any and all proposals or to waive any irregularity or informality in any proposal or in the RFP 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 RFP at any time without prior notice. Further SACOG reserves the right to modify the RFP schedule described above.

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

2. Award

All finalists may be required to participate in negotiations and submit such price, technical, or other revisions of their proposals as may result from negotiations. However, each initial proposal 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. RFP Addendum

Any changes to the RFP requirements will be made by addenda issued by SACOG via the SACOG Bidding Portal (https://secure.procurenow.com/portal/sacog) and shall be considered part of the RFP. 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 RFP, or any contract resulting from this RFP.

5. Precontractual Expense

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

  • Preparing proposals in response to this RFP
  • Submitting proposals to SACOG
  • Negotiations with SACOG on any matter related to proposals.
  • 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 RFP. 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 RFP.

6. Signature

The proposal 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 proposal evaluation. The proposal shall be signed by an official authorized to bind the consultant or consulting firm and shall contain a statement to the effect that the proposal is a firm offer for at least a sixty (60) day period. Execution of the contract is expected by October 9th, 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 proposals, 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 proposals and contract.

9. DBE Obligation

A DBE Contract Goal of 18% 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 proposal.

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 SACOG.

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.