Board of Directors Regular Meeting Agenda


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Meeting Date: 04/16/2015  

SUBJECT MATTER:
Receive, consider and act upon a recommendation from the Ad Hoc Transportation Committee regarding selection of a consultant for transit consulting services;
FISCAL IMPACT:
$250,000 Budgeted in 2015 for Transportation Consulting Services
BACKGROUND:
The RFQ for the Transit Consulting Services contract (RFQ No.: 15-0112-01) was advertised on March 2, 2015 with responses due to the Township by March 17, 2015 at 4 p.m. This is a professional services contract and, as such, cannot be evaluated based on price (FTA Circular 4220.1F, Ch. VI, 3.f).
 
The RFQ specifies that the Township shall make its selection based on the “best value” to the Township, as specified in the Federal Transit Administration (FTA) “Best Practices Procurement Manual” (Section 4.5.2, p. 81).
 
Four prospective firms responded to the RFQ. They were, in no particular order:
  • Translogistics Solutions
  • Walter P. Moore
  • The Goodman Corporation
  • HDR Engineering, Inc.

A staff evaluation team performed a preliminary review of the submittals and based on the scope of services outlined in the RFQ found that three (3) submittals best addressed the Township's needs. They were, in no particular order: 
  • Walter P. Moore
  • HDR Engineering, Inc.
  • The Goodman Corporation

Staff Evaluation
 
Submittals were evaluated based on the following criteria, as outlined in the RFQ:
  • Cover Letter – 5 Points
  • Key Personnel – 30 Points
  • Representative Projects – 35 Points
  • DBE / SBE Utilization – 15 Points
  • References – 15 Points

Total available points: 100
 
After detailed evaluation, the evaluation team returned the following scores:

Transit Consulting Services
  Evaluator  
Team 1 2 3 Average
The Goodman Corporation 96 96 97 96
HDR Engineering, Inc. 98 91 96 95
Walter P. Moore 98 94 96 96

A staff review of the proposals indicated that the three firms evaluated by staff could provide an acceptable level of service to The Township. However, it was noted by staff members that reviewed the proposals that each of the firms had their strengths, and the best value to The Township would appear to be a selection where the transportation and operations planning services were separated from the FTA grant management, compliance and reporting services. The RFQ allows this separation of scope as it provides better value for The Township.
 
Upon review of the staff evaluation, the Ad Hoc Transportation committee recommends that the Board select HDR for transit planning and operations services and The Goodman Corporation to provide the needed consulting services for the FTA grant management, compliance and reporting services. An agreement would be negotiated with each of the firms based on the split requirements in the attached RFQ. The proposed agreements would be based on a time and materials agreement with a not to exceed annual cost. Staff feels that the split of these transit consulting services can be managed effectively so that there is no overlap in the services provided. The total 2015 budget for transportation consulting services is $250,000 and the both of the agreements would be negotiated within this total budget funding. The proposed agreements would be for two years and the second year of the agreements would be subject to the approved budget amount for 2016.
 
HDR has provided transit planning and operations to the Township since January 1, 2014 and the services delivered in this area have been acceptable and timely. Many of the HDR recommendations made to date are in the formative stages and the continuation of the existing contractual relationship for transit planning will be beneficial to the Township as the Board considers transit implementation strategies.
 
Staff felt that The Goodman Corporation provided the strongest proposal for FTA grant management, compliance and reporting services. Staff was especially impressed with the addition of Blas Uribe to The Goodman Team. Mr. Uribe has over 40 years of Federal Transit Administration (FTA) grant and compliance experience, previously serving as Deputy Regional Administrator of FTA Region VI. While the grant compliance comprises a smaller portion of the overall scope of services, it will be a critical part of the overall success of the transit program.
 
Budget
 
The total 2015 budget for transportation consulting services is $250,000. Staff is recommending that approval be provided to the President / General Manager to contract with the recommended firms to provide transportation consulting services in an amount not to exceed a combined total of $250,000 per fiscal year.
 
Contract
 
The agreements will be based on a time and materials (T&M) basis with a not-to-exceed (NTE) amount for each contract. This type of contract structure is the most advantageous to the Township as it provides the best opportunity to monitor progress and control costs.
 
NOTE: Pricing was not part of the RFQ process and will be negotiated after selection as this falls within the procurement of professional services requirements, as stated previously.
 
Anticipated Services

The RFQ provided a comprehensive list of services. As we seek to divide the responsibilities amongst two consultants, the following specific tasks are anticipated for the 2015 contract year.
 
The Goodman Corporation
 
Transportation Grant Funding / Compliance Requirements
Based on the Township’s current obligations and any future direction from the Township Board, the consultant is anticipated to provide the following services:

  1. The consultant will focus on development of financial strategies to maximize the use of FTA 5307 funds / 5339 funds and any other funds as they may become available.
  2. The consultant will assist the Township with management of grant strategies and federal and state compliance.
  3. The consultant will assist the Township in coordinating with FTA Region VI.
  4. The consultant will assist the Township in development of agreements with BTD to lease and operate the Park & Ride and Waterway Cruiser facilities
  5. The consultant will assist staff in development of a five year plan for grant administration and user fee (farebox) planning and forecasting.
  6. The consultant will focus on new grant funding development for acquisition of new transportation fleet equipment and replacements as needed within the fleet expansion.
  7. The consultant will assist Township to coordinate with federal, state and local entities regarding the CMAQ grant application for the transportation terminal.
  8. The consultant will focus on new grant opportunities regarding bike lanes / pedestrian improvements.
  9. The consultant will assist the Township with UZA matters as needed.
 
HDR, Inc.
 
Transportation Planning Implementation  
Based on direction to be given by the Township Board, the consultant will potentially provide the following services:

  1. The consultant will work with the Township to implement transit study recommendations as approved by the Board of Directors.
    1. The consultant will assist with development of plans, project development and implementation of bid strategies to construct/implement needed transportation infrastructure as directed by the Board.
    2. The consultant will work with management to find potential contractors and make recommendations regarding fleet purchases or leases of fleet vehicles.
    3. The consultant will work with management to develop and optimize expansion of local fixed-route transit services as directed by the Board.
  2. The consultant will assist management with recommendations on potential implementation of park and ride route additions and/or changes to service.
    1. The consultant will work with management and the commuter bus services contractor to implement operations recommendations and provide service planning recommendations as directed.
  3. The consultant will assist management in developing and implementing planning for reverse commute services.
    1. The consultant will work with management and the commuter bus services contractor to implement operations recommendations and provide service planning recommendations as directed.
  4. The consultant will assist management in developing and implementing a marketing and branding plan to increase ridership for park and ride services and local transit services.
  5. The consultant will work with management to provide compliance and materials for transit planning activities including those pertaining to updating and maintaining planning documents with federal, state and local entities.
  6. The consultant will work with management to develop and present materials for the Township’s Ad Hoc Transportation Committee as directed and will attend meetings as needed.
  7. The consultant will work with management to assist in oversight and quality assurance in the provision of transit services and coordination with local transportation providers.
  8. The consultant will work with management to ensure that quality assurance and passenger satisfaction surveys are conducted regularly.
  9. The consultant will work with management to develop and prepare procurement documents in accordance with federal and state requirements.
  10. The consultant will work with management in the development and oversight of all capital projects as they relate to transit operations and maintenance.

Both firms will work cooperatively on projects as deemed appropriate by the President/General Manager.

RECOMMENDATION:
Authorize the President / General Manager to negotiate agreements with HDR for transit planning services and with The Goodman Corporation for FTA grant management, compliance and reporting services in accordance with the attached RFQ with the following provisions:
  • Each of the agreements shall be on a time and materials basis with a not to exceed annual amount.
  • The total amount negotiated for the two agreements shall not exceed the 2015 budget amount of $250,000.
  • The term of the negotiated agreements shall be for a term of two years with the second year being subject to budget appropriation by The Township Board of Directors.
Attachments
RFQ - Transit Consulting Services


    

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