Public Works Department
In cooperation with
Lawrence-Douglas County
Metropolitan Planning Department
Lawrence Transit Department
Kansas Department of Transportation
Federal Transit
Administration
Section I
Project scope
The City of
Proposals due: 3:00 p.m.
October 13, 2006
Submit six (6)
copies of proposal. In addition, an
electronic version (MS Word or PDF format) of the proposal should be submitted
to: csoules@ci.lawrence.ks.us
Submit to: City of Lawrence Public Works Department
City Contact: Chuck Soules, P.E.
Public Works Director
(785) 832-3124
(785) 830-4966
(fax)
Section
II – Minimum Requirements
Introduction
The City of
Federal law requires each MPO in the country to develop and
maintain a Regional ITS Architecture, providing a framework for institutional
agreements and technical integration of ITS implementation projects. The
regional ITS will include incident response and emergency response operations
that may involve agencies with jurisdiction inside and outside of the MPO
planning area boundary. This ITS Architecture development project will include
all of
Proposal
This project will identify potential stakeholders, provide
informational briefings, training, and
workshops to stakeholders to educate them about ITS, provide guidance and
facilitation of stakeholder meetings, develop the regional ITS architecture,
provide recommendations for ITS integration into the regional MPO planning
process, provide guidance for maintaining the regional ITS architecture, and
provide recommendations for how to incorporate ITS elements into local
infrastructure development standards.
The Regional ITS Architecture will establish common
communication and infrastructure protocols for all current and future ITS
projects in accordance with FHWA Rule 940.9, FTA National ITS Architecture
Policy Section 5.
Scope of
Work
The services consist in general of providing expertise to
assist
1.
Identification of participating agencies and other stakeholders
A participatory process will be
used by the consultant to establish an institutional framework to identify
participating agencies and achieve consensus building. The study team will
assist the consultant with identifying agencies that need to be involved with
this process.
·
Identify
all potential stakeholders of surface transportation systems, detailed by
agency and associated ITS system. Identify core and secondary stakeholders with
interest in regional transportation issues.
·
Conduct
meetings to determine stakeholders needs and to educate stakeholders on ITS
requirements and benefits;
·
Document
and facilitate stakeholder acceptance of the Regional ITS Architecture building
process.
2.
Define stakeholder roles and responsibilities
·
Define
stakeholder roles and responsibilities in existing and planned ITS systems;
·
Establish
short, medium and long-term planning decisions and priorities;
·
Utilize
Stakeholder input to determine structure of agency agreements;
3.
Area Transportation System Overview
This task will examine the
possibility of integrating existing infrastructure, ITS standards and proposed
transportation improvements into the Regional ITS Architecture. The consultant
will also be required to identify any planned ITS deployments that may be
difficult to fit into a Regional ITS Architecture that is open and has a high
degree of interoperability. A successful ITS Regional Architecture must
integrate the existing infrastructure as much as feasible and help plan to
solve projected local transportation problems.
·
Identify
and collect data on existing and planned ITS technologies in the region;
·
Review
local and regional and transportation plans;
·
Define
regional boundaries for all systems integrated into the Regional ITS
Architecture by geographic area, services, and timeframe;
·
Determine
system integration possibilities in the region;
·
Determine
existing stakeholder skills and identify any needs for assistance.
4.
System and Functional Requirements
Based on the user service
objectives and the local needs established, a user service plan will be
developed that will maximize user benefits while addressing the key issues
(e.g., user services, connectivity, and private/public partnerships). The
stakeholders will review the plan, and comments will be solicited. Discuss the
market package objectives that meet the needs of the regional system for the
short, medium and long-term.
·
Review
the inventory of existing user services and identify deficiencies
·
Develop
Conceptual Functionality:
·
Review
existing and planned ITS services and prioritize:
·
Include
services not defined by market packages or standards;
·
Determine
basic level of ITS service provided by each system;
·
Develop
list according to market package, user services, status and special notes, identification
of operational roles and responsibilities, and implementation roles and
responsibilities.
·
Identify
systems that present functional requirements:
·
Determine
architectural boundary for each functional requirement;
·
Decide
on level of detail for each functional requirement;
·
Utilize
subsystems, market packages, equipment packages and process specifications to
support development of functional requirements.
·
Map
system components to ITS Architecture;
·
Utilize
ITS Architecture to reveal deficiencies in architecture structure;
·
Establish
systems interconnects:
o
Define
existing and planned connections between ITS systems in region:
o
Define
information flows for each interface;
o
Determine
auxiliary information flows within region but not in ITS Architecture.
5.
Identify technologies and strategies to meet user service performance
The system architecture describes
the system operation, what each component of the system does, and what
information is exchanged among the components. The architecture needs to be
well-defined, open, expandable, flexible, and compatible with the National ITS
Architecture. The stakeholders will review the system architecture as the basis
for the ITS system development.
·
Assemble
sequence of ITS projects based on needs and readiness;
·
Describe
ITS projects by functional requirements, interfaces and information flows using
a System Engineering process.
·
Utilize
stakeholder input to determine system functionality and project sequencing
·
Identify
all existing agreements among stakeholders:
o
Determine
sufficiency of agreement in adherence to ITS Architecture;
o
Note
any and all decisions to change existing technology.
·
Develop
list of required agreements for planned ITS systems:
o
Note
scope-of-service and agency responsibilities for system;
o
If
possible, develop system interconnection and integration in agreement.
·
Prepare
report identifying existing and planned applicable ITS standards:
o
Message
set standard;
o
Data
element standard;
o
Communication
protocol standard.
·
Document
which standards have not reached maturity level;
·
Document
any interim approaches for interfaces not supported by mature standards;
·
Document
any non-ITS standards specific to the region identified for implementation into
the ITS Regional Architecture.
·
Apply
ITS Architecture into region’s transportation plans;
·
Support
project definition into ITS Architecture and evaluate integration opportunities
in ITS Architecture.
6.
Plan Development and Coordination
·
The
consultant proposal will indicate an appropriate number of on-site meetings,
briefings, and study sessions throughout the duration of the study.
·
Regular
progress reports and coordination may be accomplished via conference calls
and/or email between the consultant and the client project manager and/or study
team.
·
Stakeholders
and the public will have the opportunity to review and comment on the plan. The
final plan will be revised based on inputs and selected strategies and
recommendations that best accomplish the goals and objectives.
·
The
consultant will provide ITS education at a joint study session of the MPO and
governing bodies.
·
The
consultant will make presentations of the Regional ITS Architecture Plan to the
stakeholders, the MPO, and to the governing bodies of the City of
·
The
consultant will host a website for sharing information during the development
of the architecture.
7.
Maintenance Plan
To ensure the continuity and the
value of this architecture plan, the consultant should develop procedures and
responsibilities for maintaining or updating the Regional ITS Architecture as
necessary to meet future needs of the region.
·
Determine
agencies responsible for maintaining the Regional ITS Architecture;
·
Determine
agencies responsible for evaluation of proposed changes;
·
Define
process for change management, such as:
o
Method
for introduction of changes;
o
Frequency
of changes;
o
Method
for assessment of proposed changes;
o
Method
for modification of Regional ITS Architecture baseline.
Section
III – Proposal Content Requirements
The proposal shall include the following items and
shall be organized as specified bleow. This will simplify the review process
and provide the maximum degree of comparability among the submitting firms.
A. Letter of transmittal
A letter of transmittal briefly
outlining the submitting firm’s understanding of the proposed work, as well as
a general statement regarding the firm and the individuals that are to be involved
in the proposed project.
B. Profile of Firm
The proposal shall include general
information regarding the submitting firm and any subcontractors, area of
expertise the firm has related to the proposed project, and the official name
and address of the submitting firm.
D. Understanding of the Project
The proposal shall include a
description of the project objectives as understood by the consultant. This shall include a description of the tasks
to be undertaken to meet the project expectations as listed in Section II:
Scope of Work.
The consultant shall note any tasks
listed in the Scope of Work that are not included in their proposal and the
rationale for not including these tasks in the proposal. The consultant shall
also note any additional tasks that would enhance the success of this project.
Project understanding should
include a description of any assistance that will be sought from the client and
other stakeholders, including assistance required from these agencies to lessen
the costs of this project.
E. Proposed Project Schedule
The proposal shall include a
project schedule outlining the time frame and estimated completion date for
each major task identified in the consultant’s proposed methodology. This shall
address all tasks, proposed written reports, and meetings.
Section
IV – Evaluation
Selection
criteria to be applied:
This study is being financed in part with funding
from the Federal Highway Administration and Federal Transit Administration and
is subject to federal requirements and regulations. The services
performed under any resulting agreement shall comply with all applicable
federal, state and city laws and regulations. In addition, this contract
will be subject to the requirements of 49 CFR 18 and cost
eligibility/reimbursement will be subject to 48 CFR 31.2. During the negotiation process the selected
consultant will be required to provide (1) a detailed break out of its payroll
additive and general overhead rate items and (2) documentation that the
proposed rates have been approved by a federal government agency or cognizant
state agency such as the Kansas Department of Transportation for use in a
federally funded project.
All proposals shall become the property of the City of
Section
V - Insurance Requirements
The selected Consultant
shall indemnify and hold harmless the City of Lawrence, Kansas, or their
representatives from all claims, demands, suits, actions, payments, liability
and judgments, arising from the activities of the Consultant or of Consultant’s
agents, contractors or employees. In
this connection, Consultant shall carry insurance in the following kinds and
minimum limits as indicated:
The Contractor shall
secure insurance to protect them and the CITY against all hazards, as
enumerated herein. All policies shall be in amounts, form and companies
satisfactory to the CITY and University and:
a)
Cover any or all subcontractors in their insurance
policies, or
b)
Require each subcontractor to secure insurance to protect
themselves against all hazards enumerated herein that are not covered by the
general contractor’s policies.
All certificates of
insurance required herein shall state that thirty (30) days written notice
shall be given to the CITY before the policy is canceled or changed.
No Contractor or subcontractor
will be allowed to start any work on this contract until certificates of all
insurance required herein are filed with the CITY.
Public Liability and Property
Damage.
The Contractor shall maintain insurance protecting against
any and all claims and demands arising from injury to person or persons not in
the employ of the Contractor, and against any and all claims and demands
resulting from damage to any property due to any act or omission of the
Contractor, their agents or employees, in the operation of the work or the
execution of this contract. Such insurance shall remain in effect on portions
of the work which have been completed and which may or may not be occupied or
utilized by the CITY prior to the completion and acceptance of all the work
included in the contract.
Minimum limits for Public Liability and Property Damage
insurance required are as follows:
Public Liability: (a) Each Occurrence $500,000
(b) Aggregate $1,000,000
Property
Damage: (a) One Accident $500,000
(b) All Accident $1,000,000
Contractual Liability Insurance.
The Contractor shall purchase and
maintain contractual liability and property damage insurance which will protect
the CITY against any and all claims that might arise as a result of the
operation of the Contractor or their subcontractor or subcontractors, in
fulfilling this contract.
Employer’s Liability and Worker’s Compensation.
The Contractor shall secure and
maintain employer’s liability and worker’s compensation insurance in an amount
that is in conformity and compliance with the statutory requirements of the
laws of the State of
Contractor’s Contingent or Protective Liability and
Property Damage.
In case part of this contract is
sublet, the Contractor shall secure contingent or protective liability and
property damage insurance to protect them from any and all claims arising from
the operations of their subcontractors in the execution of work included in
this contract. The coverage in each case shall be acceptable to the CITY.
Automobile Public Liability and Property Damage.
The Contractor shall maintain
automobile public liability insurance in the amount of not less than $500,000
for injury to one person and $1,000,000 for one accident; and automobile
property damage insurance in the amount of not less than $1,000,000 for one
accident to protect them from any and all claims arising from the use of the
following in the execution of work included in this contract:
(a)
Contractor’s own automobiles and trucks.
(b)
Hired automobiles and trucks.
(c)
Automobiles and trucks not owned by the Contractor.
Such insurance shall cover
the use of automobiles and trucks both on and off the site of the project.
Attachment
A
DBE
PROGRAM AND COMMITMENT FORM
The following is the
proposal commitment to the DBE goals of City of
A. _______ The undersigned firm certifies
that it is a contractor (mark N/A for non applicable answers)
A.1 For DBE,
specify percentage of ownership_____%
B. _____ The undersigned certifies that they
are a joint venture in which the following (DBE) firm is a joint venture
partner. (mark N/A for non-applicable answers)
B.1 The
DBE firm shall have ____ % participation of employees, and shall have _____%
participation in cost in this project.
B.2 Specify
the percentage of minority/women ownership in the DBE firm ____%
C. _____ The undersigned commits ______% of
the total bid price as a subcontract to disadvantaged business enterprise
participation. The State of
Name, Address, and type of work performed by firm:
1.__________________________________________
2.__________________________________________
3.__________________________________________
D. _____ Are there DBE firms employed by
your company for services that are not directly responsible for the
manufacture, supply, or service that your company provides, such as: printing,
cleaning, delivery, etc.? If applicable,
please list the names, address, and type of work performed by the firms:
1._________________________________________________
2._________________________________________________
3._________________________________________________
Firm
Name: _______________________________________________
Address:
_________________________________________________
By:
(sign in ink): ___________________________________________
Print
name: _______________________________________________
Title:
____________________________________________________
Date:
____________________________________________________
Attachment B
______________________________________________
______________________________________________
Age of Firm: ___________
Phone
Number: ____________________ Contact Name: ____________________
DBE Status
Non DBE: ____________ State of
<$500,000 ______
$500,000 to $1 million ______
$1 million to $2 million ______
$2 million to $5 million ______
>$5 million ______
North American Industry Classification Code (NAICS) if
known:________________
____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Please return form to:
Director of Public Works
City of
Phone: (785) 832-3123
Fax: (785) 832-3398
Thank you in
advance for participating in this survey!
Attachment C
Certification Regarding Debarment,
Suspension, Ineligibility, and Voluntary Exclusion
This
Certification is required by the regulation implementing Executive Order 12549,
Debarment and Suspension, 29 CFR Part 98 Section 98.510, Participants’
responsibilities. The Regulations are published as Part II of the June 1985, Federal
Register (pages 33, 036-33, 043)
Read instructions for Certification below prior to completing this
certification.
1.
The
prospective proposer certifies, by submission of this proposal that neither it
nor its principals are presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded form participating in this
transaction by any Federal department or agency.
2.
Where
the prospective proposer is unable to certify to any of the statements in this
certification, such prospective proposer shall attach an explanation to this
proposal.
__________________________ _____________________________
Date Signed
- Authorized Representative
_____________________________
Title
of Authorized Representative
Instructions for
Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary
Exclusion:
Attachment
D
CERTIFICATION
REGARDING LOBBYING
APPENDIX A, 49 CFR PART 20
Certification for Contracts, Grants, Loans, and Cooperative
Agreements
(To be
submitted with each bid or offer exceeding $100,000)
The undersigned [Contractor] certifies, to the best
of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or
will be paid, by or on behalf of the undersigned, to any person for influencing
or attempting to influence an officer or employee of an agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress
in connection with the awarding of any Federal contract, the making of any
Federal grant, the making of any Federal loan, the entering into of any
cooperative agreement, and the extension, continuation, renewal, amendment, or
modification of any Federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated
funds have been paid or will be paid to any person for making lobbying contacts
to an officer or employee of any agency, a Member of Congress, an officer or
employee of Congress, or an employee of a Member of Congress in connection with
this Federal contract, grant, loan, or cooperative agreement, the undersigned
shall complete and submit Standard Form--LLL, "Disclosure Form to Report
Lobbying," in accordance with its instructions [as amended by
"Government wide Guidance for New Restrictions on Lobbying," 61 Fed.
Reg. 1413 (
(3) The undersigned shall require that the language
of this certification be included in the award documents for all subawards at
all tiers (including subcontracts, subgrants, and contracts under grants,
loans, and cooperative agreements) and that all subrecipients shall certify and
disclose accordingly.
This certification is a material representation of
fact upon which reliance was placed when this transaction was made or entered
into. Submission of this certification
is a prerequisite for making or entering into this transaction imposed by 31,
U.S.C. § 1352 (as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification
shall be subject to a civil penalty of not less than $10,000 and not more than
$100,000 for each such failure.
[Note: Pursuant to 31 U.S.C. § 1352(c)(1)-(2)(A),
any person who makes a prohibited expenditure or fails to file or amend a
required certification or disclosure form shall be subject to a civil penalty
of not less than $10,000 and not more than $100,000 for each such expenditure
or failure.]
The Contractor, ______________________, certifies or
affirms the truthfulness and accuracy of each statement of its certification
and disclosure, if any. In addition, the
Contractor understands and agrees that the provisions of 31 U.S.C. A 3801, et seq., apply to this certification and disclosure, if any.
__________________________ Signature of Contractor's
Authorized Official
__________________________ Name and Title of
Contractor's Authorized Official
___________________________ Date