Request for Proposals

Travel Demand Model Development

Flint Hills Metropolitan Policy Organization

Fort Riley, KS

Posted: 07/29/2013
Submittal Deadline: 08/23/2013


The Flint Hills Metropolitan Planning Organization (FHMPO) invites qualified firms to submit proposals for professional services to assist the FHMPO in developing its first travel demand model. This solicitation and resulting contract are subject to any related federal laws, regulations and guidelines.

I. Agency Overview

The Flint Hills Metropolitan Planning Organization (FHMPO) was designated as the Metropolitan Planning Organization (MPO) for the Manhattan, Kansas Urbanized Area in February of 2013. The FHMPO serves a much larger area than just the City of Manhattan; consisting of four cities (the City of Manhattan, the City of Junction City, the City of Ogden, and the City of Grandview Plaza), portions of three counties (Riley County, Pottawatomie County, and Geary County), and the southern portion of the Fort Riley Military Base.

The FHMPO is responsible, in cooperation with the Kansas Department of Transportation (KDOT) and the United States Department of Transportation (USDOT), for carrying out the metropolitan transportation planning process for the region.

As the designated MPO for the Flint Hills area, the FHMPO is responsible for developing and maintaining the regional travel demand model (TDM). The TDM is a tool used during the development of the Metropolitan Transportation Plan (MTP) to inform decision makers during the project selection process. The FHMPO will begin preparing its first MTP in 2014.

As part of the MTP update, the FHMPO will be creating a TDM to assess the impacts of future project scenarios and aid in the selection of a preferred scenario. KDOT has been instrumental in helping the FHMPO develop a base network for the TDM during the spring and summer of 2013.

The list below highlights some important characteristics of the FHMPO model currently being developed:
• Approximately 185 square miles;
• Over 500 Traffic Analysis Zones;
• 700 centerline miles of roadway on the roadway network layer
• 25 External Stations
• Four Area Types (CBD, Urban, Suburban and Rural)
• TransCAD version 6

II. Scope of Services and Project Schedule

The FHMPO is soliciting proposals from qualified consultants to complete the development of the first TDM for the FHMPO. As mentioned previously, KDOT has been assisting the MPO with the development of the Base Year model network defined with socioeconomic data for each Traffic Analysis Zone prior to the FHMPO hiring a consultant, including:
• Road network with attributes;
• Traffic Analysis Zones (TAZ) with centroids/connectors;
• Population and Income data per TAZ;
• Employment type and Households per TAZs;
• Daily traffic counts; and
• An external trip table.

A consultant will be hired to build upon this foundation by developing a TDM using the 4-step process or some other method including:
• Calibrate and validate the base to 2012 conditions;
• Develop a future year model that will coincide with the Metropolitan Transportation Plan horizon year;
• Develop, run, and evaluate future year scenarios as part of the MTP project selection process; and
• Develop, run, and evaluate the final preferred scenario of projects for the MTP.

The FHMPO will review all proposals to ensure they meet the requirements identified in the RFP.

The TDM project is anticipated to begin in November of 2013 and be completed during late spring/early summer of 2015. Tasks, costs, timeline, and milestones for the development of the TDM and individual tasks should be submitted with the proposal.

Use of Disadvantaged Business Enterprise (DBE) Firms
The FHMPO encourages the use of DBE firms even though a DBE participation goal was not placed on this project.

Proposal Content:
The following information should be included in the proposal:
• A detailed list of tasks and subtasks to be completed, including a description of how they will be completed;
• A timeline for completion of the requested services;
• A list of projects with similar size, scope, type, and complexity that the proposed project team has successfully completed in the past;
• Resumes for the proposed principal who will be responsible for the work, the proposed project manager, and project team members;
• A list of any sub-consultants, the tasks they will be assigned, the percent of work to be performed by each, a cost estimate for the work and the staff that will be assigned;
• A list of client references for similar projects that the project team has worked with in the past;
• Required Disadvantaged Business Enterprise (DBE) Firms participation documentation;
• Documentation of project understanding;
• Proposed methodology for updating the TDM and using the TDM for MTP modeling;
• Documentation of technical knowledge, including expertise in TransCAD software;
• Documentation of ability to accomplish the requirements of the contract responsibilities within the desired timeframe;
• A cost structure for services, including: actual cost,including a breakdown by specific task and subtask; cost breakout for added options: mode split (transit), AM/PM peak hour vs. daily traffic model, and modeling truck trip purposes to differentiate from all vehicles; man hours, itemized to include category (project manager, modeler, etc.), estimated hours, rate per hour, and total costs; supplies and materials; travel; overhead; and sub-consultant(s), if necessary. (Please note that the same detailed information for cost and price information must be shown for sub-consultants.)
• Review, complete, and submit the completed versions of the following RFP Attachments with the proposal.

III. Proposal Evaluation and Selection Process

Consultant proposals will be evaluated by a Selection Committee. The FHMPO reserves the right to receive formal presentations and interview only those consultants whose proposals best match the project scope and requested content. The FHMPO Selection Committee may reject any and all proposals. Each consultant chosen to give a presentation will be required to be available for the interview. Consultants should be prepared to make a presentation on one week’s notice.

Evaluation Criteria:
The proposal submitted by each consultant or consultant team will be evaluated using a score sheet during the shortlisting and interview phases. The following criteria will used (total of 27 points possible):
• Experience of project team with similar projects and scopes (max 5 pts.)
• Project approach (including timing of project) (max 5 pts)
• Proposed Scope of Work in meeting the needs identified (max 5 pts)
• Project Cost (max 5 pts)
• Interview/Presentation (during interview phase) (max 5 pts)
• DBE Participation (consultants using a DBE will be given an additional 2 points)

Tentative Schedule:
Note: The following schedule is tentative and subject to change.
Proposal Deadline: August 23, 2013 Shortlisting: September 3, 2013
Consultant Interviews: September 16, 2013
Consultant Contract Approval: October 2013
Project Start Date: November 2013

The FHMPO reserves the right to reject all proposals. Receipt of the RFP by a consultant or submission of a proposal by a consultant confers no rights upon the consultant nor obligates the FHMPO in any manner. The FHMPO reserves the right to make an award based on the greatest benefit to the FHMPO and not necessarily the lowest cost. If the FHMPO and the first choice consultant fail to reach a contract, the FHMPO may elect to negotiate a contract with the Selection Committee’s second choice consultant. The FHMPO will not be liable for any costs incurred by consultants in the preparation and delivery of their responses to the RFP, nor for any subsequent discussions and/or product demonstrations. The FHMPO will not be liable for any costs incurred by consultants while becoming familiar with the particulars stated in this RFP. All proposals, including supporting documentation, shall become the property of the FHMPO.

The services will be procured through a contract between the FHMPO and the selected consultant if and when the desired services become necessary. The estimated date for entering into the contract is October of 2013. The contracts is to span over three years (Fall 2013 through late Spring/early Summer 2015) and have maximum expenditures for each of the project. These details will be worked out during the contract negotiation. During the contract negotiation process, the consultant may be required to provide the following:
1) Detailed break out of its payroll charges and general overhead rate items; and
2) Documentation that the proposed rates have been approved by a federal government agency or a cognizant state agency for use in a federally funded project.

The selected consultant will submit invoices for work completed to the FHMPO. Upon the FHMPO review and approval of the invoice, the FHMPO’s fiscal agent (the Flint Hills Regional Council) on a monthly basis shall make payments to the consultant after required services have been completed to the satisfaction of the FHMPO. Invoices shall include a summary of services provided, a description of work completed, a list of deliverables, number of hours per task and subtask, and other required documentation.

Federal Funds:
The services requested within this RFP will be funded with Federal Highway Administration (FHWA) and Federal Transit Administration (FTA) funds. As such, the services requested by this RFP will be subject to federal requirements and regulations. The services performed under any resulting agreement shall comply with all applicable federal, state, and local laws and regulations. In addition, this contract will be subject to the requirements of 49 CFR 18. Cost eligibility/requirement will be subject to 48 CFR 31.2.

Questions regarding the RFP should be submitted in writing or by electronic mail. Questions and answers will be included as amendments to the RFP if deemed relevant and/or important. Questions should be addressed to Stephanie Watts at the address below.

Proposal Submission Deadline and Format:
One (1) electronic copy of the proposal should be emailed to Stephanie Watts, at the email address below, no later than 4:00 pm, August 23, 2013. Seven (7) hard copies of the proposal should be postmarked no later than August 23, 2013 and mailed to the address below:

Stephanie Watts, Transportation Planner
Flint Hills Metropolitan Planning Organization
500 Huebner Road, Room 108D
Fort Riley, KS 66442