INTRODUCTION

This project will create a Safe Routes to Schools Plan that will identify barriers to safe, sustainable transportation and guide future transportation improvements around 11 schools in North Monterey County, located in the unincorporated communities of Castroville, Pajaro, Las Lomas, Prunedale, Royal Oaks, Oak Hills and Elkhorn. Students, parents, and school staff will participate in meetings and walking audits at each school site with the planning team. Community input will be crucial to create a plan for each school with the goal of decreasing congestion, improving safety, and increasing active transportation options.

The North Monterey County Safe Routes to Schools Plan is a partnership between the Transportation Agency for Monterey County, the County of Monterey Public Works Department, the Monterey County Health Department, Ecology Action, and two school districts (Pajaro Valley Unified School District and the North Monterey County Unified School District). The plan will provide a systematic assessment of the greatest barriers to increased school-based active transportation and a list of infrastructure and program recommendations for each school site.

This project is funded through a Caltrans Sustainable Communities Transportation Planning Grant. The selected consultant will be required to track and document their activities in accordance with Caltrans requirements.

SCOPE OF SERVICES

The consultant's primary responsibilities are to attend school walking audits and to develop planning-level infrastructure recommendations to improve traffic flow, reduce collisions, and eliminate barriers to walking and bicycling at 11 schools. The consultant will develop planning-level cost estimates for each recommendation and develop plans for two pop-up infrastructure demonstrations. The consultant will also create graphic representations of infrastructure improvements and attend meetings, as specified below.

1. Attend School Audits for at Least 8 of the 11 Schools

Attend at least eight walking audits of areas surrounding schools. Survey drop-off/pick-up areas when students are arriving on campus or being picked up. Survey bike parking facilities. Consultant's main contribution is to provide traffic engineering insights and observations on conditions related to driving, bicycling, and walking.

Deliverable: In-person attendance at eight school audits.

2. Create List of Infrastructure Recommendations for 11 Schools

Review data from parent meetings and school audits to create list of planning-level infrastructure recommendations. Recommendations should include improvements around each school site as well as recommendations for Safe Routes to Schools Corridors that connect schools with residential neighborhoods and other key destinations. Recommendations will be the result of participation in audits, site visits with planning team staff, and review of crash data and comments for each school site, to be collected by Ecology Action. Infrastructure recommendations must be reviewed and vetted by a licensed Professional Civil or Traffic Engineer or a certified Road Safety Professional.

Deliverable: List of infrastructure recommendations for 11 schools.

3. Create Graphic Representations of Select Infrastructure Recommendations

Recognizing the importance of clear and compelling visual aids to communicate effectively, the consultant will create graphics representing a select number of infrastructure recommendations. Steering Committee members, in coordination with Ecology Action, will identify which recommendations and project locations they would like represented graphically. These graphics may include mock-ups of recommended enhancements on roadways, such as redesigned intersections, bicycle lanes, or improved signage. Alternatively, more simplified aerial images pinpointing the locations of these recommended improvements could also aid in conveying infrastructure recommendations to Steering Committee members, stakeholders, and the public. With translation assistance from Ecology Action, if necessary, the consultant shall ensure that all text included in graphics is provided in English and Spanish. The consultant shall specify the approximate number and level of detail/type of graphics proposed.

Deliverable: Graphic representations of infrastructure recommendations.

4. Develop Planning-Level Cost Estimates

Develop planning-level cost estimates for each infrastructure recommendation. County staff will have input on per-unit costs prior to developing estimates.

Deliverable: Planning-level cost estimates for all infrastructure recommendations.

5. Design of Pop-Up Infrastructure Demonstrations

Develop design drawings for two temporary pop-up infrastructure demonstrations, including proposed locations of temporary striping, hardscape items such as planter boxes, and signage. Includes two rounds of review and edits based on feedback from County staff and Ecology Action Planning team.

Deliverable: Design drawings for two temporary infrastructure demonstrations.

6. Attendance at Meetings and Presentation of Infrastructure Recommendations

Virtually attend up to 12 hours of meetings (comprised of 4-6 separate meetings) to present infrastructure recommendations to County of Monterey Public Works staff and provide technical oversight and expertise. Attend in-person up to two (2), 3-hour Participatory Budgeting meetings to present infrastructure recommendations to Steering Committee members. Ecology Action will coordinate/schedule meetings with County of Monterey Public Works staff and Steering Committee members.

Deliverable: Virtual attendance at up to 12 hours of meetings with County of Monterey Public Works staff. In-person attendance at up to two (2), 3-hour Participatory Budgeting Meetings.

Tasks 1 through 6 should be completed by December 30th, 2025.

PROJECT TIMETABLE (subject to delay)

Consultant Selection Process

Release RFP — April 9th, 2024

Deadline for questions — April 23rd, 2024

Responses due — May 7th, 2024

Select consultant — May 14th, 2024

Conclude contract negotiations — May 24th, 2024

Project Timeline

School Audits at Eight Schools: May 2024 (1-2 audits) and Spring 2025 (6-7 audits)

List of Infrastructure Recommendations for 11 Schools: May 2024 — June 2025

Create Graphic Representations of Select Infrastructure Recommendations: Summer 2024 — Summer 2025

Design of Infrastructure Demonstrations: Summer 2024 — Summer 2025

Attendance at Meetings: June 2024 — December 2025 (as needed)

Contract End Date: December 30th, 2025

PROPOSAL CONTENT AND ORGANIZATION

Project Team: Discuss overall qualifications of the firm and/or project team (key staff and sub-consultants, as applicable), including:

• Firm — Briefly describe the respondent's firm including the year the firm was established, type of organization (partnership, corporation, etc.), and any variation in size over the last five years. State the firm's qualifications for performing the consulting services requested in this RFP. Briefly describe the firm's experience with similar organizations and experience in projects related to K-12 school transportation master planning and Safe Routes to School and/or Complete Streets initiatives.
• Key Personnel — Describe the qualifications and experience of each professional who will participate in the project. Include a résumé for each key member of the project team. Designate a project manager. The project team should include at least one person who is a certified Road Safety Professional, licensed civil engineer, or licensed traffic engineer.
• References — Provide a list of at least three references. Include references from clients of similar agencies and projects, as applicable. References must include client name, phone number, and e-mail address. For each reference, describe the nature of the work you performed, approximate dates your firm performed the work, and your firm's professional staff who performed the work.

Project Approach: Please indicate the approach which your firm will use to provide a quality product according to the agreed schedule and stated budget.

Budget: The budget for above Scope of Services is $45,000. Please provide costs for tasks 1-6 including hours per task.

CONSIDERATIONS

The successful consultant will be required to enter into a standard agreement with Ecology Action that specifies the scope of service, completion schedule, and an agreed-upon schedule of payment. The consultant shall also meet the requirements of the agreement between Ecology Action and the Transportation Agency for Monterey County (see Attachment 1).

Consultant must retain all documents, books, and records connected with the funds received from the Transportation Agency for Monterey County, and performance requirements related to the funds. The retention period is a minimum of three years from the date of the final payment or until audit resolution is scheduled. For as long as they are retained, records shall be available for inspection by state and or federal representatives and requested copies shall be provided to them without cost.

Disadvantage business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, sex, national origin, religion, age, or disability in consideration for an award.

The consultant will submit monthly invoices by the fifth day of the month. Invoices will be paid upon receipt.

The proposal should be kept to 6 double-sided pages, or 12 page-sides of content. Cover page, cover letter, dividers, tables of content, staff resumes, and budget do not count towards the 6-page total. Proposals must be received by, not postmarked by, the closing date and time. Proposals may be submitted via email, in person, or by postal service. Digital submissions are preferred, but if a hard copy proposal is submitted, please include five copies.

Ecology Action will accept questions via email regarding the RFP prior to 5:00 p.m. on April 23rd, 2024.

Please submit proposal by 5:00 p.m. (PST) on Wednesday May 7th, 2024 to:

Attn: Shelby Cramton
Ecology Action
877 Cedar Suite 240
Santa Cruz CA, 95060
shelby.cramton@ecoact.org

PROPOSAL EVALUATION AND SELECTION

Each proposal will be reviewed to determine if it meets the minimum proposal requirements. Ecology Action may reject any proposal if it is conditional, incomplete, fails to meet the requirements of the RFP, or contains irregularities. A selection committee will review all proposals and will make final recommendations based on the proposal and references check.

RFP Response Evaluation

Responses will be evaluated on the following criteria:

Criteria Points

Firm's demonstrated experience in similar project work — 20

Key staff experience with similar projects — 20

References — 10

Proposed project approach — 20

Budget — 30

Total — 100

Final Selection and Protests

The RFP process is considered concluded when a letter is sent to all participating consultants indicating which consultant has been selected.

Protestants shall submit a detailed written statement of protest to:

Attn: Shelby Cramton
Ecology Action
877 Cedar Suite 240
Santa Cruz CA, 95060
shelby.cramton@ecoact.org

Statements of protest must be submitted no later than five (5) business days after receipt of the award notice described above.

Thank you for your consideration of this RFP. Ecology Action looks forward to receiving your proposal. If you have any questions, please contact Shelby Cramton via email at shelby.cramton@ecoact.org by Wednesday, April 23rd, 2024 at 5:00 p.m. (PST).