19-A. Scope of Work.pdf

SCOPE OF WORK

The Ocala/Marion County Transportation Planning Organization (TPO) in conjunction with the Marion County Procurement Services Department, is seeking professional planning services. This Request for Qualifications (RFQ) is for the TPO’s General Planning Consultant (GPC) contract. The work to be performed involves professional support for activities on a Task Order basis for transportation planning functions identified in the TPO Unified Planning Work Program (UPWP). The selected Contractor(s) shall assist the TPO by providing professional services to accomplish tasks authorized by the Director and Governing Board.

Consideration will be given to only those Contractors that have been prequalified by the Florida Department of Transportation (FDOT) under Section 287.055 and Section 337.105, F.S. Any Contractor not prequalified by the FDOT and desiring consideration for these requested services must obtain and submit a Request for Qualification Package to the FDOT Procurement Office in Tallahassee, FL 850- 414-4477, by the advertised Response deadline date.

The TPO will select one or more Contractors based upon the requirements of Florida Statute 287.055, as amended. This will include review of RFQs received, selection and ranking of Contractors for discussions and evaluations and selection of the Contractor(s) deemed to best serve the interests of the TPO. It is anticipated that any resulting agreement would be in the form of a three (3) year contract with (2), one (1) year options for renewal.

1. SERVICES

The Contractor(s) may be required to provide professional services involving transportation planning, policy analysis, data collection and technical analysis, and assistance to the TPO staff in the performance of all or some of the topic areas as identified in this RFQ. The Contractor(s) shall complete all work performed under this contract in accordance with policies and procedures of the TPO and all applicable State and Federal laws, policies, procedures, and guidelines. Contractors are advised that the TPO may seek State and/or Federal funding in connection with the projects associated with this solicitation. In that event, Contractors will be expected to comply with 2 CFR Part 200 and its Appendix, as well as various other Federal or State funding statutes.

All work performed by the Contractor(s) will be managed by the TPO Director or TPO staff designee. The TPO Director will define or approve the scope of work for each task to be performed by the Contractor, as described in this RFQ and through the preparation of a Task Order for each task. For each Task Order, the Contractor Project Manager and the TPO Director or TPO staff designee will discuss the requirements of the task as well as negotiate the hours required to complete the task. The Contractor may assist in preparing the Task Order. After negotiations, the TPO will issue the Task Order, which shall include product requirements, schedules, billing rates, number of hours, documentation requirements, and total allowable task costs. This will be issued, in writing, along with the Notice to Proceed in the form of a Letter of Authorization and Marion County Purchase Order for the Task Order, to the Contractor’s Project Manager prior to any work on the Task Order being initiated.

Major Types of Services The following outlines the major topic areas the Contractor(s) may be expected to support the TPO’s priorities as outlined in the most current UPWP (in alphabetical order).

• Bicycle/pedestrian, trail planning

• Congestion management planning and process development

• Database development

• Feasibility studies

• Federal and state transportation policy

• Freight/goods movement analysis and planning

• Geographic Information Systems (GIS) analysis and mapping

• Long Range Transportation Plan (LRTP) Development

• Project prioritization planning

• Public participation methods

• Public outreach/video production

• Public surveys

• Safety Action Plan development

• Safety planning/studies

• School safety planning

• Transportation disadvantaged planning

• Transportation Improvement Program (TIP) development

• Transit planning

• Transportation System Management and Operations (TSMO) planning

• Travel demand model analysis

2. RESPONSIBILITIES OF THE TPO

The TPO shall be responsible for the following activities: day-to-day management of the contract; all coordination with the Contractor pertaining to the development and execution of Task Orders of the Agreement; defining the specific work to be performed; schedule for completion of task work; agreeing on the Contractor staff and availability (including substitutions from the available staffing list provided); reviewing Contractor’s work and deliverables; and the processing of invoices for payment.

The TPO shall provide, prior to the initiation of any work on any of the tasks defined in this RFQ, a specific Task Order for the task defining the work to be accomplished and the total reimbursement due the Contractor.

3. RESPONSIBILITIES OF THE CONTRACTOR

The Contractor shall provide an overall Project Manager, who will be the primary point of contact for the scope, schedule, work hours coordination, negotiation of task hours and completion of all Task Orders. The Contractor may also assist the TPO Director or TPO staff designee in preparing Task Orders. The Contractor Project Manager shall meet with the TPO Director or TPO staff designee on a regular basis and shall provide monthly progress reports as needed for the Task Order(s). The Contractor shall provide a detailed hourly breakdown by task for all progress/billing reports for the evaluation and processing of task and invoices.

The Contractor shall provide and maintain a list of staff and present them to the TPO for each Task Order. For all classifications, rates will be negotiated prior to beginning the Agreement.

The Contractor shall provide sufficient staff, either as the specific staff person requested or acceptable staff at defined levels of expertise as agreed by the TPO Director, in a timely manner to complete all assigned work within the Task Order schedule. If at any time, the TPO Director determines that the number or expertise of particular staff assigned to a specific task is inadequate, the TPO Director shall coordinate with the Contractor’s Project Manager to remedy the situation so as to ensure the timely completion of the work.

The Contractor shall perform all analyses, develop recommendations, and document all work with the required time schedule as defined in the Task Orders. This also includes the evaluation and documentation of all public involvement activities associated with Task Orders.

The Contractor will perform all tasks in accordance with all TPO practices and policies, FDOT guidelines and standards, specified DCA Rules, Florida Statutes, Federal Regulations, and all other applicable laws and policies.

4. Contract Award Award will be based on the RFQ package and a virtual interview (only if necessary), and how the Selection Team selects the Contractor(s) to be the most advantageous to the TPO to perform the anticipated planning services. A recommendation for the selected Contractor(s) by the TPO Selection Team will be submitted to the TPO Governing Board for review and approval on September 22, 2026. The TPO and Selection Team shall be the sole judge of its own best interests, the RFQs, and the resulting agreement.

The Contractor(s) shall understand that this RFQ does not constitute an agreement or a contract. An official contract or agreement is not binding until RFQs are reviewed and accepted by the Selection Committee, approved by the TPO Governing Board, and executed by the parties. The term of any resulting contract shall be for three (3) years with two (2) one (1) year renewal options. The GPC contract will be submitted to the TPO Governing Board for approval on October 27, 2026.

Schedule The Contractor(s) agree(s) to begin work after issuance of a Notice to Proceed by the TPO and upon receipt of a Task Order. The Agreement will last for a specified period for each Task after the date of the Notice to Proceed and may be extended in writing by the TPO, if necessary.

Method of Compensation Payment shall be made in accordance with compensation methodology to be developed.

Key Personnel The Contractor(s)’ work shall be performed and directed by key personnel identified in the RFQ.

Any changes in the indicated personnel shall be subject to review and approval by the TPO Director.

Subcontracting Services Services assigned to Sub-Contractors must be approved in advance by the TPO in accordance with this Agreement. The Sub-Contractors must be qualified by FDOT to perform all work assigned to them. Additional Sub-Contractors with specialized areas of expertise may be required by the TPO or requested by the Contractor to complete specific Task Order assignments. The need for an additional Sub-Contractor(s) to be hired and given work assignment to be performed shall be requested by the TPO or the Contractor in writing and agreed to by the TPO in consultation with the Florida Department of Transportation (FDOT) prior to any work being performed by the Sub-Contractor.

Meetings

The Contractor must be available for meetings. The Contractor should be available with no more than one (1) weekday notice to attend meetings at the request of the TPO.

Incurred Expenses The TPO is not responsible for any expenses, which proposers may incur in preparing and submitting for this RFQ.

Interviews The TPO reserves the right to conduct personal interviews or require presentations of any or all proposers prior to final selection. The TPO will not be liable for any costs incurred by the Contractor in connection with such interviews/presentations (i.e., travel, accommodations, etc.).

Request for Modification The TPO reserves the right to request that the Contractor modify their RFQ to more fully meet the needs of the TPO.

Request for Additional Information The Contractor shall furnish such additional information as the TPO may reasonably require. This includes information, which indicates financial resources as well as ability to operate and maintain the facility. The TPO reserves the right to make investigations of the qualifications of the proposer as it deems appropriate, including but not limited to, a background investigation.

Acceptance/Rejection/Modification to RFQs The TPO reserves the right to negotiate modifications to RFQs that it deems acceptable, reject any and all RFQs, and to waive minor irregularities in the RFQ.

RFQs Binding All RFQs submitted shall be binding for one hundred twenty (120) calendar days following opening.

Addendum and Amendment to RFQs If it becomes necessary to revise or amend any part of this RFQ, Marion County Procurement will furnish the revision by written Addendum. It is the Contractor’s responsibility to verify whether any addenda have been issued prior to submitting qualifications. Acknowledgement of Addenda is required and if any, must be submitted with your RFQ utilizing the “Addendum Receipt Verification” form.

Economy of Preparation RFQs should be prepared simply and economically, providing a straightforward, concise description of the proposer’s ability to fulfill the requirements of the RFQ.

Proprietary Information In accordance with Chapter 119 of Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all Contractors shall be aware that RFQs and the responses thereto are in the public domain. However, the Contractors are requested to identify specifically any information contained in their RFQs which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law.

All RFQs received from Contractors in response to this RFQ will become the property of the TPO and will not be returned. In the event of contract award, all documentation produced as part of the contract will become the exclusive property of the TPO.

Proposer's Certification By submitting a RFQ, the Contractor certifies that he/she has fully read and understands the RFQ method and has full knowledge of the scope, nature, and quality of work to be performed. The Proposer's Certification form is included with this submission and must be completed and submitted with your RFQ.

Communication with TPO staff/officials To ensure fair consideration for all proposers, the TPO prohibits communication relative to this RFQ to or with any department, bureau, or employee during the submission process. Additionally, the TPO prohibits communications initiated by the Contractor(s) to the TPO Selection Team or employee(s) evaluating or considering the RFQs prior to the time an award decision is made. Any communication between the Contractor(s) and the TPO will be initiated by the appropriate TPO Official(s) or employee(s) in order to obtain information or clarification needed to develop a proper, accurate evaluation of the RFQ. Such communications initiated by a Contractor may be grounds for disqualifying the offending proposer from consideration for award of the RFQ and/or any future RFQs.

Submission of Multiple RFQs No Contractor may submit multiple RFQs. Only one (1) RFQ will be accepted per individual owner(s)/partners.

RFQ Submission Requirements Contractors that are interested in providing professional planning services for the TPO are required to submit an RFQ package. A representative who is authorized to contractually bind the Contractor shall sign the RFQ. Each RFQ shall have any supporting documentation deemed necessary, providing a straightforward, concise delineation of the Contractor’s capabilities to satisfy the requirements of the RFQ. The emphasis in each RFQ must be on completeness and clarity of content. RFQ submission requirements are listed below and must be followed to ensure a uniform review process. All RFQs must be submitted in the manner and order specified below. Any attachments must be clearly identified.

The RFQ must be submitted on 8 ½” x 11” PDF format electronic format only, with numbered pages, headings, sections, and sub-sections identified appropriately.

RFQ graded criteria sections should be no more than 20 pages total (including the Cover)

• Company/Firm and professional Personnel Qualifications/Capabilities o Proposal Cover o Contractor Information (must at least contain:)

▪ Name

▪ Address

▪ Phone Number

▪ Website o Letter of Interest: All proposers shall provide a Letter of Interest showing the RFQ number, the title of services being provided, name and address of firm or individual, telephone, point of contact and date. The Letter must be signed by a representative who is authorized to contractually bind the Contractor. The signature block shall show the typewritten name of the individual signing.

o Qualifications/project experience related to TPO/MPO services

• Project Understanding and Approach o Quality assurance/quality control process

• Project Management Plan o Organization chart/staffing plan/availability

▪ Include primary staff resume summaries

▪ Include proposed sub-contractors

• Completeness and Quality of Proposal and Project Samples o Four examples of prior TPO/MPO projects (1 page per example)

• Firm Experiences o Client references (3 required)

CONTRACT LANGUAGE

The TPO and County shall include Disadvantaged Business Enterprise (DBE) Program language in contracts with the Contractor. The Contractor shall agree to abide by the statements as follows, and complete a DBE Participation Statement and Bid Opportunity List form. These documents shall be included in all subsequent agreements between the Contractor and any Subcontractor.

1. As required by 49 CFR 26.13, the TPO and its Contractors shall not discriminate on the basis of race, color, national origin, religion, gender, age or disability in the award and performance of any USDOT assisted contract or in the administration of its DBE program or the requirements of 49 CFR Part 26. The TPO shall take all necessary and reasonable steps under 49 CFR Part 26 to ensure nondiscrimination in the award and administration of USDOT-assisted contracts. The TPO DBE Program, as required by 49 CFR Part 26, is incorporated by reference in the Planning grant agreement between the TPO and the Florida Department of Transportation (FDOT).

2. The TPO and Contractor(s) shall agree to ensure that DBE’s have the opportunity to participate in the performance of this Agreement. In this regard, the Contractor(s) shall take all necessary and reasonable steps in accordance with applicable federal and state laws and regulations to ensure that DBE’s have the opportunity to compete for and perform contracts. The TPO and Contractors and subcontractors shall not discriminate on the basis of race, color, national origin or sex in the award and performance of contracts, entered pursuant to this Agreement.