On-Call Consultant Services

PURPOSE AND NEED

The purpose of this Request for Qualifications (RFQ) is to solicit Statements of Qualification (SOQ) from consultants to participate in forming a list of firms to provide the Tulare County Association of Governments (TCAG) with on-call travel demand model support services. The duration of the on-call list will be up to thirty six (36) months from the effective date of the contract with selected consultants with an option, pending approval by the TCAG Governing Board, to allow the executive director to extend the contract annually, for an additional three years.

This will be a 'Time-and-Materials' contract. The total budgeted amount available for this project in fiscal year 2024-2025 is approximately $100,000. The total amount available under each task order issued under this RFQ will vary depending on the desired services. The agreement amount may be amended subject to need and availability of funding.

BACKGROUND

TCAG is the federally designated Metropolitan Planning Organization (MPO) as well as the state-designated Regional Transportation Planning Agency (RTPA) for the Tulare County region. TCAG has several other roles in service to its nine member agencies and other regional transportation partners. More information is available on the TCAG website: www.tularecog.org .

TCAG develops and applies state-of-the-art models, integrated into a comprehensive modeling and forecasting framework to develop growth projections, travel forecasts, and emissions estimates to support the Region's various planning programs. It shares many of the data and reporting requirements of larger MPOs. The San Joaquin Valley is one of the most complex and fast-changing settings for the practice of regional air quality modeling.

RFQ QUESTIONS, SCHEDULE AND TCAG STAFF CONTACT

Contact person:

Kasia Poleszczuk (559) 623-0461
KPoleszczuk@tularecag.ca.gov

Estimated dates for the review process are as follows:

October 1, 2024: Distribution of Request for Qualifications

October 20, 2024: Questions/Clarifications due via email by

October 24, 2024: Deadline to Submit Proposal via Email October 24 by 5:00 p.m.

December 9, 2024: Consultant selection by TCAG Board (estimated)

December 20, 2024: Finalize Contract (estimated)

January 5, 2025: Issuance of Work Orders Begins (estimated)

Please check www.tularecog.org regularly for amendments or additional information on this RFQ. Consultants that are applying are forbidden from contacting members of the Tulare County Association of Governments to discuss their proposal. Failure to comply with this requirement may cause your proposal to be denied without review.

STATEMENT OF QUALIFICATIONS (SOQ) REQUIREMENTS AND CONTENT

The intent of this RFQ is to enable TCAG to evaluate vendor experience, qualifications and capabilities. Responders are to submit a written narrative addressing each of the below numbered items:

1. Transmittal Letter signed by an officer who may contractually bind the business, including a description of the firm. The SOQ shall be a firm offer for a minimum of 90 days and contain a statement to that effect. The SOQ shall identify ongoing consultant commitments and how TCAG's needs, and schedule fit within those commitments. The letter should also note how the respondent heard of the RFQ.
2. Relevant Travel Demand Modeling Experience:
   1. MPO/RTPA clients (Please list no more than five MPO/RTPAs.)
   2. Other municipal or regional clients (Please list name of jurisdiction; list no more than five.)
   3. If no previous government experience, please explain relevant experience (please list other clients; list no more than five.)
   4. References (Please list a minimum of three references and no more than five, including all contact information below.) a. Client Name
   5. Client Contact Person
   6. Phone Number and Email Address
   7. Client Physical Address
   8. Website Address
3. Company Profile:
   1. Number of years in business
   2. Office location(s) (Include business address)
   3. Organization chart
   4. Rate schedule by job title and other expenses for services/products, as applicable.
   5. Disadvantaged Business Enterprise (DBE) designation and certification information, if applicable
4. Team Members/Roles (list all personnel to be assigned to this project)
   1. Name, title, role (e.g., project manager, lead modeler, project engineer)
   2. Qualifications of key personnel proposed for the contract
   3. Office location of project manager/main point-of-contact
5. Vendor Service Capabilities (Describe all available with respect to ABM or trip-based model)
   1. Proficiency with Bentley® Cube/One Path software
   2. Conduct network identification and accuracy checks
   3. Conduct parcel, census block, census tract, micro analysis zone (MAZ) and traffic analysis zone (TAZ) layer identification, accuracy, updating and refinement
   4. Identify, update, refine and maintain network links, including speed characteristics, geometrics, special circumstances, and other attributes
   5. Provide recommendations for model improvements for the agency's needs
   6. Develop and refine project Microsoft Access or Excel files
   7. Utilize GIS operations in model refinement and other modeling related tasks
   8. Develop specific model output formats for use in planning studies, reports, projects and presentations
   9. Research and/or develop scripts that will help TCAG staff use the model more efficiently
   10. Prepare written documentation, attend meetings, and/or make presentations to explain important aspects of the model, input assumptions, data, model development or any other components
   11. Advise TCAG staff on best practices for maintaining and updating the model
   12. Advise TCAG on procedures for use of the model by other agencies and consultants
   13. Troubleshoot major and minor problems related to the model or model data
   14. Identify and fix scripting or other model processing errors
   15. Assist TCAG staff with the development of new or refined methods for extracting applicable data from the model
   16. Assist with the review and development of land use, census, and socioeconomic data
   17. Improve data development and calculation methods
   18. Prepare and update model users guide to assist in use of the mode
   19. Assist TCAG staff with air quality conformity and CARB SB375 coordination
   20. Prepare training workshop outlines and associated material
   21. Inform staff of updated software and/or new programs that relate to travel modeling
   22. Recommend software and/or software updates
   23. Provide new training and updated model documentation as model is updated or new versions become available
   24. Improve or modify code for automated procedures that generate standard reports and/or graphics for analysis or presentation purposes
   25. Improve data development and calculation methods
   26. Prepare model output visualizations that are easy to read and understand for reports, presentations, workshops or other needs
   27. Other (as recommended or added by vendor)

Additionally, please identify any proprietary software, on-going commitments, and/or other third-party potential expenses to TCAG for travel demand modeling support services provided by your firm.

STATEMENT OF QUALIFICATIONS (SOQ) DELIVERY AND OPENING

SOQ must be received electronically in PDF format no later than October 24, 2024, at 5:00:00 PM (PDT) at modeling@tularecag.ca.gov .

The subject line of the email shall state: “SOQ Modeling Support – Your Company Name.” Submittals will be opened no sooner than the Submission Deadline.

Any questions regarding this RFQ should be submitted in writing to Kasia Poleszczuk, Senior Regional Planner by email at KPoleszczuk@tularecag.ca.gov no later than ten (10) working days prior to the closing date of October 24, 2024.

Responses to questions submitted will be posted on the TCAG Web site at http://www.tularecog.org under “RFPs and RFQs” not later than six (6) working days prior to the closing date of October 24, 2024.

SOQ EVALUATION AND SELECTION PROCESS

Evaluation Criteria

A consultant selection committee will evaluate the SOQs using the below evaluation criteria and will also perform random reference checks.

CRITERIA — POINTS

Demonstration of the overall understanding of the goals and objectives of this solicitation. — 15

Clarity of SOQ, realistic approach, technical soundness, and enhancements to elements outlined in this RFQ. — 15

Education and relevant experience of personnel in providing similar services. Only those personnel that will be assigned to work directly on each area should be cited. — 20

Proven track record in the areas of expertise sought. Proposer should clearly identify the principal people who worked on past projects and the amount of time they devoted to the work effort. — 25

Ability and commitment to deliver required products and services, meet all deadlines for submitting associated work products, and ensure quality control. — 5

Recognition of work priorities and flexibility to deal with change and contingencies. — 5

References — 15

TOTAL POSSIBLE — 100

References

As part of its final selection, TCAG reserves the right to contact a reasonable number of references from among those provided by the Proposer.

TCAG reserves the right to:

1. Cancel this solicitation.
2. Reject all SOQs and re-advertise.
3. Negotiate a contract that covers selected parts of a proposal, or a contract that will be interrupted for a period, or canceled, for lack of funds.

Contact with TCAG:

All firms interested in this RFQ/RFP (including the firm's employees, representatives, agents, lobbyists, attorneys, and subconsultants) will refrain, under penalty of disqualification, from direct or indirect contact for the purpose of influencing the selection or creating bias in the selection process with any person who may play a part in the selection process. This policy is intended to create a level playing field for all potential firms, and to protect the integrity of the selection process. All questions on this selection process should be addressed to the authorized representative at TCAG.

TCAG Approval:

The contract is not in force until it is awarded by the TCAG Board and executed by TCAG.

Payment

The Consultant will be paid based on the negotiated scope of services, budget, schedule, and fee. Progress reports and invoices shall be submitted monthly for reimbursement of costs incurred in conformance with the project budget. The progress reports shall document services by each work task, the hours worked, the hourly rate of each person, and other direct expenses. All costs incurred in preparing invoices shall be included in the overhead rate. TCAG will provide to the Consultant the format to be used for invoices and progress reports. TCAG shall retain ten percent (10%) of the amount billed until satisfactory completion of the project. Final payment shall be made as soon as possible after the date of acceptance.

Invoicing Requirements

All invoices shall be prepared using the Excel invoice template provided by TCAG.

Signed invoices shall be submitted electronically to:

KPoleszczuk@tularecag.ca.gov and tcag_accounting@tularecag.ca.gov