27thStreetRRCrossing_Scope_of_Services_Clean_030424.docx

SCOPE OF SERVICES

To enable the State to determine the capabilities of an Offeror to perform the services specified in the RFP, the Offeror shall respond to the following regarding its ability to meet the State's requirements.

NOTE: Each item must be thoroughly addressed. Offerors taking exception to any requirements listed in this section may be found nonresponsive or be subject to point deductions.

Mandatory Requirements:

To be eligible for consideration, an Offeror shall meet all mandatory requirements noted herein. The State will determine whether an Offeror's proposal complies with the requirements. Proposals that fail to meet any mandatory requirements listed in this RFP will be deemed nonresponsive.

1. BACKGROUND, PROBLEM STATEMENT, SCOPE, AND OBJECTIVES

Background The 27th Street at-grade railroad crossing is located on a Principal Arterial in downtown Billings, Montana. The current average annual daily traffic (AADT) at the train tracks is 14,830 vehicles with a projected AADT of 20,590 vehicles in 2040. The crossing consists of two main tracks with approximately 32 trains and six switching trains traveling through the crossing daily.

This railroad crossing separates medical facilities, the airport, and the business district on the north from road users on the south including the interstate. Delays have led to longer response times for emergency service vehicles and public input has supported mitigating in some fashion.

A feasibility study has been developed and is linked for your reference: https://www.mdt.mt.gov/pubinvolve/billings27thstreet/docs/final-report.pdf.

Problem Statement

Railroad activity at this urban crossing causes frequent traffic delays which can impact emergency vehicle access and overall traffic safety. Previous input from stakeholders has supported mitigating crossing delays in some fashion. However, stakeholder input also suggests a grade-separated crossing is not desired at this time.

The goal of this project is to implement an excessive delay warning system which would provide more robust delay information to drivers during train crossing events. With this information, drivers would be able to make a more informed decision whether to remain in the queue or consider an alternate route.

Research Scope The project would research potential Intelligent Transportation System (ITS) technology to collect data, monitor and analyze traffic patterns, and provide real-time information to road users about at-grade railroad crossing events. The research would analyze how the technology performs, how the public responds, and how the technology could be implemented in the area. The research would include a task to pilot one or more technologies for one year to evaluate whether it can improve the driver experience in the area (i.e. give the road user the information needed to make an informed decision as previously stated).

Research Objectives

1. Research ITS products and perform comprehensive literature review.

2. Propose an ITS traffic prediction solution.

3. Create a pilot system that uses detection systems on both sides of the RR.

In Offeror’s own words, concisely express Offeror’s understanding of the background and insight into the problem, scope and objectives of the research project. The importance of this part of the Proposal should not be underestimated.

This should include the following:

1.1 A summary of the findings of a preliminary literature search and state the relationship of the proposed study to prior and current research. At a minimum, TRB’s Transportation Research International Documentation (TRID, http://trid.trb.org/) and Research in Progress (RIP, http://rip.trb.org/) databases should be searched as a part of this preliminary literature search.

1.2 A comprehensive summary ensures all aspects of the research topic have been adequately considered so new research can build upon prior work rather than duplicate it.

2. BENEFITS/BUSINESS CASE

ITS technology proposed for this research seems feasible for the stated problem. Through review of other similar applications, it seems likely that success is possible on this project. Information will be provided to the road user that will allow for more efficient and safer navigation to their destination. Long term costs and maintenance are unknown and perceived risks to the project.

3. TASKS

The consultant will be required to provide comprehensive design services necessary for the project, including but not limited to survey, literature review, analysis and implementation of ITS alternatives, coordination with railroad and public involvement. Consideration must be given to all engineering components including but not limited to hydraulic, geotechnical, materials, traffic, and environmental features and right of way design.

4. DATA

4.1 All data required to successfully complete this Project and the source for this data must be delineated in the proposal. In addition, the Offeror must determine if the required data is available as set forth in the Required Review, Form of Questions Section.

4.2 A draft Data Management Plan must be prepared and submitted with the Offeror’s Proposal following the guidance and template found at https://www.mdt.mt.gov/other/webdata/external/research/docs/Research-Data-Management-Plan-Template.docx.

4.2.1 The final Data Management Plan is due at the same time as the Final Report.

5. IT

5.1 Include the purchase of the equipment, analytics, and all components in the proposal. Ensure all analytics, components, and apparatuses meet “Buy America” requirements (23 CFR 635.410).

5.2 Pilot system and any subscriptions to a 3rd-party vendor service must be compatible with Montana State Information Technology Services Division (SITSD) requirements.

5.3 Travel time data must be compatible with Montana SITSD requirements.

6. INTELLECTUAL PROPERTY

6.1 The Offeror should describe any potential intellectual property issues with the project. Ensure any telecommunications or video surveillance equipment, services, or systems used or installed comply with 2 CFR 200.216.

7. STATE INVOLVEMENT

7.1 The Offeror should identify any additional MDT involvement needed to conduct the research, specifying the nature and extent of this participation. Detail any and all assistance the Offeror will require from the State and the timeframe(s) in which this assistance is required.

8. DELIVERABLES AND MEETINGS

Offerors must include all deliverables and meetings in their proposal.

8.1 Deliverables

8.1.1 FORMAT

8.1.1.1 All Deliverables must be submitted first in draft format. Draft Deliverables are the Consultant’s vision of the complete and final Deliverables.

8.1.1.2 Second draft Deliverables will be submitted within two weeks following receipt of the State’s comments on the first draft Deliverables.

8.1.1.3 All future revisions will be submitted no later than one week following receipt of the State’s comments.

8.1.1.4 For each Deliverable, a line-item response to each comment is required.

8.1.1.5 Deliverables are considered drafts until Notice of acceptance by MDT.

8.1.1.6 Offerors should plan for three review and revision cycles for all deliverables, with each MDT review being allotted one month.

8.1.1.7 Consultant shall submit all Deliverables, in their entireties, compatible in both Microsoft ® and PDF electronic formats.

8.1.1.8 Deliverables are expected to be of exceptional quality and prepared in conformance with the Montana Department of Transportation's Report Writing Requirements, which can be found at http://www.mdt.mt.gov/other/webdata/external/research/docs/report_guidelines.pdf.

8.1.1.9 All Deliverables and draft Deliverables must be reviewed by a person in addition to being spell-checked.

8.1.1.10 All data should be expressed in English units.

8.1.1.11 All marketing/information Deliverables, which will be used as official MDT publications (i.e., flyer, brochure, manual, poster) and distributed to the public, must be prepared in conformance with MDT Communication Guidelines found at https://www.google.com/url?client=internal-element-cse&cx=013380590290877010950:rrywygcwysq&q=https://www.mdt.mt.gov/publications/docs/manuals/brandguide.pdf&sa=U&ved=2ahUKEwjqgNbrub2EAxXeLTQIHTAaBz4QFnoECAcQAQ&usg=AOvVaw3Qt_VN0bIwzt3nGCzdvWZz; and include Public Disclosure of Costs (MCA § 18-7-306) and Power to Contract for Printing- - Exception (MCA § 18-7-101).

8.1.1.12 Any instrument such as survey, interview questions, etc. and the specific contact list must be reviewed and approved in advance by MDT.

8.1.2 REQUIRED REPORTS

8.1.2.1 MONTHLY PROGRESS REPORTS will be submitted on or before the 15th of each month following the reporting period using MDT’s Monthly Research Project Progress Report form at https://www.mdt.mt.gov/other/webdata/external/research/forms/MDT-RES-003.pdf. The form requires reporting of project expense statistics, project schedule status, progress and accomplishments during the reported month, results and lessons learned, potential implementation, and risk and circumstances affecting the project budget, scope, and or schedule.

8.1.2.2 TASK REPORTS will be submitted by the end of the month following completion of each task and will be prepared with sufficient detail as to be compiled into the final report.

8.1.2.3 FINAL REPORT

8.1.2.3.1 FORMAT. The Final Report shall include:

8.1.2.3.1.1 title page, containing the following credit reference:

Prepared for the

MONTANA DEPARTMENT OF TRANSPORTATION

in cooperation with the

U.S. DEPARTMENT OF TRANSPORTATION

FEDERAL HIGHWAY ADMINISTRATION

8.1 8.1.1 8.1.2 8.1.3 8.1.3.1 8.1.3.2 8.1.3.3 8.1.3.4 8.1.3.4.1

8.1.3.4.2 Technical Report Documentation Page, found at page 6 of http://www.mdt.mt.gov/other/webdata/external/research/docs/report_guidelines.pdf;

8.1.3.4.3 disclaimer found at page 6 of http://www.mdt.mt.gov/other/webdata/external/research/docs/report_guidelines.pdf;

8.1.3.4.4 ADA alternative format statement found at page 6 of ;

8.1.3.4.5 table of contents and lists of tables and figures;

8.1.3.4.6 summary or abstract, including a brief description of the work and conclusions;

8.1.3.4.7 introduction, including the problem, its background, and a concise history of research;

8.1.3.4.8 work plan, including the methods, data collection, description of sites and activities, and an analysis of the data;

8.1.3.4.9 findings and conclusions;

8.1.3.4.10 implementation recommendations; and

8.1.3.4.11 literature cited or references.

8.1.2.4 DATA MANAGEMENT PLAN

8.1.2.4.1 A final Data Management Plan must be prepared and submitted with the Final Report and following the guidance and template found at https://www.mdt.mt.gov/other/webdata/external/research/docs/Research-Data-Management-Plan-Template.docx.

8.1.2.4.2.1.1 The final Data Management Plan is due at the same time as the Final Report.

8.1.2.5 RESEARCH PROJECT SUMMARY REPORT

8.1.2.5.2 FORMAT. The text will include the following sections: introduction, what we did, what we found, and what the researchers recommend. Only text and graphics should be submitted.

8.1.2.5.3 A sample report can be viewed at: https://www.mdt.mt.gov/other/webdata/external/research/docs/research_proj/DMV-SAFETY-VIDEOS/Project-Summary-Report.pdf.

8.1.2.6 IMPLEMENTATION REPORT

8.1.2.6.2 FORMAT. The text will include the following sections: introduction and purpose, implementation summary, and implementation recommendations. Only text and graphics should be submitted.

8.1.2.6.3 A sample implementation report can be found at https://www.mdt.mt.gov/other/webdata/external/research/docs/research_proj/DMV-SAFETY-VIDEOS/Implementation-Report.pdf.

8.1.2.7 PROJECT POSTER

8.1.2.7.2 The Poster must follow the format provided in MDT’s Research Poster Instructions provided at https://www.mdt.mt.gov/other/webdata/external/research/docs/Poster-Instructions.pdf.

8.1.2.8 PERFORMANCE MEASURES REPORT

8.1.2.8.2 This report should include both qualitative and quantitative performance measures.

8.1.2.8.3 A list of tasks for MDT to complete will be created. If MDT completes (implements), then there is 100% performance measures.

8.1.2.8.4 A sample performance measures report can be found at https://www.mdt.mt.gov/other/webdata/external/research/docs/research_proj/DMV-SAFETY-VIDEOS/Performance-Measures-Report.pdf.

8.1.3 FINAL ORAL PRESENTATION. The purpose of this presentation is to formally present the research project and results to MDT staff and other interested parties. This deliverable must be itemized as a direct cost in the Proposal and shall be deducted from the total Project budget if, at the sole discretion of MDT, this event does not occur.

8.1.4 PROJECT WEBINAR

8.1.4.4 The webinar presentation can be combined with the Final Oral Presentation.

8.1.4.5 Offeror must provide dates and times to the MDT Project manager. MDT project manager will establish the final date and time and provide the virtual meeting information.

8.1.4.6 This deliverable must be itemized as a direct cost in the Proposal and shall be deducted from the total Project budget if, at the sole discretion of MDT, this event does not occur.

8.1.4.7 Based on the scope, approach, and results, a communication/technology transfer plan may be required. Offerors may propose this plan, as appropriate.

8.1.4.8 Based on the Project scope, approach, and results, a TR News (http://www.trb.org/Publications/PubsTRNewsMagazine.aspx) Research Pays Off article may be required. Offerors may propose these products, as appropriate.

8.1.5 TEST METHODS

8.1.5.4 Any test methods to be developed and proposed as national standards must be submitted, in cooperation with the State, first to American Association of State Highway and Transportation Officials (AASHTO).

8.1.5.5 If test methods are not adopted through AASHTO, they may be submitted through American Society for Testing and Materials (ASTM) or other national standard organizations.

8.1.5.6 See document on How to Turn Materials Related Research into a Formal AASHTO Materials Standard Specification at: https://transportation.org/materials/wp-content/uploads/sites/36/2023/01/How_to_AASHTO_Materials_Standards.pdf

8.2 Meetings

8.2.2 All meetings must be attended by the Consultant’s Principal Investigator and any others deemed necessary by the Consultant or State, unless otherwise specified in the Proposal. Meetings can be held virtually.

8.2.3 KICK-OFF MEETING will be held to discuss contractual requirements, the scope of work, timelines, data, etc.

8.2.4 Based on the complexity of the Project, Offerors may choose to propose interim meetings.

8.2.4.4 Offerors will add interim meetings to Offeror’s Proposal, as appropriate, based on the research approach and complexity of the Project.

8.2.4.5 For all Projects scheduled for two years or more duration, annual meetings must be included in the Proposal. A task meeting would suffice for the annual meeting.

8.2.5 Two weeks prior to each of the above Meetings, and after seeking input from MDT’s Research Project Manager, the Consultant will prepare and submit the meeting agenda and materials.

8.2.6 Within two weeks after each of the above Meetings, the Consultant shall prepare and submit to the State for approval, minutes from the meeting.

8.2.7 IMPLEMENTATION MEETING

8.2.7.4 Purpose: Review Consultant’s implementation recommendations, determine which of those or parts thereof will be implemented, additional items to be implemented, and any unmet research needs.

8.2.7.5 This meeting may be held in conjunction with the Final Oral Presentation.

8.2.7.6 An implementation report, as detailed in the Required Reports Section, will be delivered to the State within two weeks of the implementation meeting. A sample implementation report can be found at https://www.mdt.mt.gov/other/webdata/external/research/docs/research_proj/DMV-SAFETY-VIDEOS/Implementation-Report.pdf

8.2.7.7 This deliverable must be itemized as a direct cost in the Proposal and shall be deducted from the total Project budget if, at the sole discretion of MDT, this event does not occur.

9 SCHEDULE

Provide a detailed schedule for the work proposed. The schedule must contain realistic timeframes for completing each task and deliverable and completing the Project.

The State of Montana can contract for a maximum of seven years. If the proposed work will take longer, it may need to be accomplished via two phases with two separate contracts.

10 STAFFING

10.1 Key Project Personnel must be identified in the Proposal along with their specific roles and responsibilities associated with the Project.

10.2 For each Key Project Personnel, list the amount of hours for each task.

10.3 For each Key Project Personnel, list the percent of time per person allocated to the entire Project.

10.4 Offeror must prove that sufficient resources are available to complete the Project. This should be done by describing for all Key Project Personnel the present and predicted workload in percent of time for all activities, including this Project, through the duration of the Project.

10.5 If a contract is awarded, the highest-scoring Offeror will be the prime Consultant, who shall be responsible for all work of any subconsultant.

10.6 All subconsultants, if any, must be listed in the Proposal.

10.7 The Proposal must include a letter of intent from each subconsultant that said subconsultant intends to provide the work as described in the Proposal should the Offeror become the prime Consultant.

10.8 The State reserves the right to approve all subconsultants.

11 COMMUNICATION AND QC/QA

11.1 The Scope of Services must address Deliverable quality and how quality will be guaranteed (i.e., use of editing staff and/or peer reviewer).

11.2 Ongoing communication between the Consultant and Research Project Manager and Project QA/QC are critical to the success of the Project. The Scope of Services must include a description of the steps the Consultant will take to ensure that QA/QC and regular communication occurs with the State’s Research Project Manager.

12 STATE’S RIGHTS RESERVED

12.1 While the State has every intention to award a contract as a result of this RFP, issuance of this RFP in no way constitutes a commitment by the State to award and execute a contract.

12.2 Upon a determination that such action would be in its best interest, the State, in its sole discretion, may:

12.2.2 cancel or terminate this RFP (18-4-307, MCA);

12.2.3 reject any Proposal (ARM 2.5.602);

12.2.4 waive any undesirable, inconsequential, or inconsistent provisions of this RFP (ARM 2.5.505); and/or

12.2.5 not award a contract (ARM 2.5.602)

12.2.6 If awarded, terminate any contract if the State determines adequate funds are not available (18-4-313, MCA).

13 PHASED PROJECTS

If this Project results in a phased effort, the State may elect either to continue with a recommended next phase, discontinue the Project, or choose to solicit another Offeror for this work.

Revised 2/11

MDT#MDT-315459-NO, 27th Street RR Crossing