Camden County Joint Comprehensive Transportat.pdf

BOARD OF COUNTY COMMISSIONERS

PROJECT:

Professional Services for the Camden County Joint

Comprehensive Transportation Plan

REQUEST FOR QUALIFICATIONS # Q25-1320-01

BID DUE: AUGUST 15th, 2024

Camden County Board of Commissioners PO Box 99

Woodbine, GA 31569

MEMORANDUM

TO: Qualified Firms

FROM: Camden County Board of Commissioners

SUBJECT: Requests for Qualifications for a Joint Comprehensive Plan

DATE: July 18th, 2024

Enclosed is a Request for Qualifications from qualified firms interested in working with Camden County in its effort to create a Joint Comprehensive Transportation Plan.

To be considered, qualifications must be received by 2:00 pm, AUGUST 15th, 2024 DELIVERED TO 200 E. 4TH STREET, WOODBINE GEORGIA. ATTENTION PURCHASING DEPARTMENT. The outside of the package must reference “RFQ Joint Comprehensive Transportation Plan”. Qualifications received after the specified date and time will not be considered.

This selected firm will be expected to work with Camden County to complete a Joint Comprehensive Transportation Plan.

Please direct all questions to Kelsey Kelley, Camden County Purchasing Officer, bids@camdencountyga.gov. Questions should be submitted no later than ten (10) calendar days before the deadline.

The qualifications opening will be conducted in person and contractors may attend at the following address: 200 E. 4th St.

Woodbine, GA 31569.

Enclosure

REQUEST FOR QUALIFICATIONS

RFQ # Q25-1320-01

Camden County Joint Comprehensive Transportation Plan

SECTION 1 GENERAL INFORMATION

Background Camden County is located in southeastern Georgia and is approximately 613 square miles in land area, making Camden County the 7th largest county in the State of Georgia. Neighboring counties include Brantley County and Glynn County to the north, the Atlantic Ocean to the east, Charlton County to the west, and Nassau County, Florida to the south. In 2022, Camden County’s population was roughly 57,000 citizens, which is a 12.5% increase in population growth from 2010 to 2022. Of the county’s current population, 30% reside in the unincorporated area with 70% residing in the municipalities. Overall population density in Camden is 89.3 people per square mile.

Project Description Camden County is soliciting Statements of Qualifications (SOQ) from qualified firm(s) or organization(s) to provide CONSULTANT services for the Camden County Joint Comprehensive Transportation Plan. In order for the Camden County Joint Comprehensive Transportation Plan to be successful, it is imperative that the CONSULTANT work closely and in partnership with the Georgia Department of Transportation (GDOT) throughout the entirety of this project. GDOT's expertise and insights are invaluable to the success of the Camden County Joint Comprehensive Transportation Plan. Prioritizing collaboration and partnership with GDOT without delay is essential for receiving their buy-in and blessing on the proposed plan. Alignment and coherence with GDOT transportation strategies and initiatives is crucial.

This Request for Qualifications (RFQ) seeks to identify potential providers for the aforementioned services.

Firms that respond to this RFQ and are determined by Camden County to be sufficiently qualified may be deemed eligible and invited to interview for these services. All respondents to this RFQ are subject to instructions communicated in this document and are cautioned to completely review the entire RFQ and follow instructions carefully. Camden County reserves the right to reject any or all Statements of Qualifications or Consultant Plan Proposals and to waive technicalities and informalities at the discretion of Camden County.

Scope of Work The selected firm(s) or organization(s) will perform various planning-related tasks in accordance with the minimum Scope of Work for the Joint Comprehensive Transportation Plan as provided in Attachment A.

Contract Term Camden County anticipates that a lump sum contract will be awarded as a result of this advertisement. During the term of the contract, monthly invoices and monthly narrative progress reports shall be submitted to the county’s Public Works Director. This documentation must be received by a date to be specified prior to the execution of the contract. Compensation for each task shall not exceed a pre-established maximum, which will be negotiated after consultant selection and prior to execution of the contract, based on budget limitations.

SECTION 2 SELECTION METHOD

Method of Communication All general communication of relevant information regarding this solicitation will be made via the Camden County website. All firms are responsible for checking the Camden County website on a regular basis for updates, clarifications, and announcements. Camden County reserves the right to communicate via e-mail with the primary contact listed in the Statements of Qualifications. Other specific communications will be made as indicated in the remainder of this RFQ.

Selection of Shortlist Based on the Statements of Qualifications submitted in response to this RFQ, the Selection Committee will identify the most qualified firms based upon individual rankings. The Selection Committee will consist of a representative from each City (St. Marys, Kingsland and Woodbine), the County and also the Board of Education.

Finalist Notification Firms selected as finalists will receive notification from Camden County. In this communication, the County may request a Consultant Plan Proposal from the firms. The proposal will include more specific information on the firm’s proposed team and resources for the committee to consider. Copies of this information shall be sent at the time specified by the County in Section 3 - Schedule of Events. Around the time of the finalist notification, all finalist firms will be given any relevant available information which has previously been developed (such as previous programs, studies, preliminary plans, etc.), and a draft of the standard consulting contract form. Criteria for the remainder of the selection process will be communicated in the Finalist Notification.

Interview An interview will be requested of the finalist firms. Each finalist firm shall be notified in writing and informed of the place, date and time for the interview session. Detailed interview instructions and requirements of the finalists will be provided in the Notification to Finalist. All members of the Selection Committee will be present during the interviews. Firms shall not address any questions, prior to the Interview, to anyone other than the county’s designated contact.

Final Selection Upon completion of the selection process by the Selection Committee, the firms will be ranked in descending order of recommendation using the sum of individual rankings from the Selection Committee members.

Negotiations will then be initiated with the top-ranked firm to finalize the terms and conditions of the contract, including the fees to be paid. In the event a satisfactory agreement cannot be reached with the highest-ranking firm, Camden County will formally terminate the negotiations in writing and enter into negotiations with the second highest-ranking firm, and so on in turn until a mutual agreement is established and the County awards a contract.

SECTION 3 SCHEDULE OF EVENTS

The following Schedule of Events represents Camden County’s best estimate of the Schedule that will be followed in the selection process. All times indicated are prevailing times in the Eastern time zone (EST).

Camden County reserves the right to adjust the Schedule as the County deems necessary.

Step 1

a. Camden County issues public advertisement of RFQ # 7/18/2024 8:00 AM

b. Deadline for submission of written questions and requests for clarification 8/5/2024 5:00 PM

c. Deadline for submission of Statements of Qualifications 8/15/2024 2:00 PM

d. Camden County completes evaluation of Statements of Qualifications 8/29/2024 5:00 PM

Step 2

e. Camden County issues notification and other information to finalist firms 8/30/2024 5:00 PM

f. Deadline for finalist firms to submit Consultant Plan Proposal (if applicable)

9/23/2024 5:00 PM

g. Camden County conducts interviews with finalist firms beginning on: 9/23/2024 5:00 PM

h. Recommendation of Firm to the Board of Commissioners: 10/15/2024 6:00 PM

SECTION 4 SELECTION CRITERIA

Criteria for Evaluation of Statements of Qualifications

The Selection Committee will evaluate all firms using the following criteria:

Firms will be evaluated based on possession of high ethical and professional standing, recent experience in completing transportation plans (particularly other Comprehensive Transportations Plans), experience and versatility in performing a wide range of planning and technical services, qualifications of personnel, stability of the firm and its workforce, ability to complete work on time and within budget, financial soundness of the firm, and the ability to produce deliverables in an acceptable printed format.

25% Factor} Stability and resources of the firm, including the firm’s history, growth, resources, litigation history, financial information and other evidence of stability. This shall include:

Firm’s History and Growth Profit and Loss Statements and/or Tax Returns for the past three fiscal years Litigation History Overall Resources of the Firm

60% Factor} Firm’s relevant experience and qualifications, including the evidence of qualification and experience of the firm’s key staff and the evidence of the ability of firm in effective services in programs comparable in complexity, size, and function to clients such as government entities and similarly-structured organizations. This includes degree of apparent relevant competencies of the principal professional(s) and lead staff in general transportation planning, modeling, and related experience, and evidence of competence, including review of:

Relevant Project Experience of the Firm Experience of key resources on relevant projects of the Firm

Relevant Project Experience of the Project Manager Project Manager Education Project Manager Years of Transportation Planning or Relevant Experience

15% Factor} Firm’s development of a proposed project schedule to complete the required scope of work and deliverables in according to the Schedule outlined in Section 5, to include community participation outreach, stakeholder meetings, and milestone briefings to the Board of Commissioners. Review will include:

Schedule of Tasks for completing the scope of work described in Attachments A and B of the RFQ

SECTION 5 SCHEDULE

A. Schedule

1. The Joint Comprehensive Transportation Plan should take 12-15 months to complete. Provide a proposed project schedule to complete the required scope of work and deliverables outlined in Attachment A, including community participation outreach efforts, stakeholder meetings, and milestone briefings to the elected officials.

2. Firms should indicate if this deadline can be met and, if not, state the reasons why with a proposed alternative deadline for completion.

ATTACHMENT A

SUPPLEMENTAL TASK:

CAMDEN COUNTY JOINT COMPREHENSIVE TRANSPORTATION PLAN SCOPE OF WORK

SECTION 1 PROJECT INITIATION

Immediately following receipt of Notice to Proceed, the CONSULTANT will hold an informal kickoff meeting with Camden County to set expectations for the schedule, communication protocols, product deliverables, and project coordination. The CONSULTANT will then use that input toward preparation of a Project Management Plan (PMP).

The PMP will also identify those specific mechanisms that will be used for project coordination. A Project Management team will be identified that will likely include County and City staff, and the CONSULTANT. The PM Team will meet regularly, perhaps every other month, or as agreed upon.

The PMP will also identify the specific mechanisms and responsibilities for involving each of Camden County’s cities throughout the Camden County Joint Comprehensive Transportation Plan (JCTP). The CONSULTANT will identify assigned “City liaisons” from the CONSULTANT team to work with each of Camden’s cities so every city’s needs and issues are addressed in the JCTP Update. They will be available to each City to answer questions or retrieve information and will communicate with the designated City contact on a regular basis to review status and identify any specific issues or ideas to be considered.

The CONSULTANT will develop a preliminary set of goals for the JCTP, by using recent studies, evolving federal planning and funding initiatives, and local knowledge. This preliminary set will provide a basis for defining the JCTP to involved parties and for initial startup documents.

The CONSULTANT will document a specific plan for community outreach and involvement in a Public Involvement Plan (PIP). The specific strategies and tools identified for use will seek to implement the notion that “Every Citizen Counts”, by seeking to include some avenue for outreach and input across a diverse citizenry. The PIP will utilize online tools and the use of social media, as well as informal, small group meetings to reach out to stakeholders. While traditional public meetings and a project web site will be used, the CONSULTANT will also utilize a Stakeholder Committee and stakeholder interviews. This will allow for greater involvement from representatives of a diverse cross-section of community groups, such as:

Institutions Business community leaders Other Camden County or City departments and initiatives Neighborhood groups Special-interest groups

Deliverables:

Kickoff meeting

Project Management Plan (draft and final, 10 copies each)

Preliminary JCTP Transportation Goals

Identification of Project Management Team

Public Involvement Plan (draft and final, 10 copies each)

Launch initial project web site

SECTION 2 INVENTORY AND ASSESSMENT OF EXISTING CONDITIONS

The CONSULTANT will complete an inventory and analysis of existing conditions and trends. Necessary data is readily available from Camden County, and Georgia Department of Transportation (GDOT). The CONSULTANT will obtain, review and summarize this data, including:

Roadway physical conditions

Traffic volumes, congested locations and crash history.

Adopted networks.

Mobility routes.

Bicycle facilities and plans

Planned Airport

Past, current and future growth.

Planned and programmed transportation improvements – from County and City capital improvement programs.

Implementation of previous plans.

Past and present funding for capital, as well as for maintenance and operations – from Camden County and City data.

In addition to the data listed above, the CONSULTANT will conduct a Data Meeting with County and City staff to discuss data sources and availability. The primary purposes of this meeting will be to identify pertinent data, identify any gaps in available data, identify the appropriate means of obtaining that data. The CONSULTANT must also invite and seek to include staff from GDOT.

In addition to empirical data, the CONSULTANT will also inventory and analyze citizen and stakeholder opinions and views as part of the analysis of existing conditions through two primary tasks – stakeholder interviews and a public opinion poll, as described in the PIP. Up to 50 stakeholder interviews will be conducted.

The CONSULTANT will obtain, review and summarize this information in an Existing Conditions Technical Memorandum. Data will be summarized in tables, graphs and maps to the greatest extent practicable rather than including lengthy data tables in the memorandum. All data obtained will be organized electronically and provided to the County upon request at any time during the project. Rather than simply repeating data to the reader, the CONSULTANT will prepare this memorandum to summarize existing conditions and trends, and to display spatial data on maps.

The CONSULTANT will submit a draft Technical Memorandum to the County in both electronic and hard copy, with up to ten hard copies provided as requested. Upon receipt of comments from the County, PMT and the CONSULTANT will update and revise the Technical Memorandum as appropriate. A listing of comments, responses and revisions will be prepared along with the revised Technical Memorandum. The final Technical Memorandum will be provided in both electronic and hard copy, with up to ten hard copies provided as requested. (This same process for delivery of reports - submit draft, review and comment, produce final along with listing of changes - will also be followed for subsequent technical memorandums in this scope.)

Deliverables:

Existing conditions data

Existing Conditions Technical Memorandum, draft and final

Stakeholder Interviews (up to 50)

Public Opinion Poll

SECTION 3 ASSESSMENT OF FUTURE NEEDS

The CONSULTANT will assess future needs, develop a listing of potential strategies to address those needs, and conduct analyses of candidate improvement strategies and projects. The CONSULTANT will approach the assessment of future needs in two elements, which correspond to two complimentary analysis methods. First, short term needs and potential improvements will be examined. This analysis will rely on an extrapolation of existing travel conditions and demands, without modeling redistribution of travel and mobility patterns or behaviors. This method will allow for identifying needs and testing short-term improvement concepts. The CONSULTANT will prepare and submit a Short-Term Needs Assessment Technical Memorandum. In addition to this, the CONSULTANT will prepare and submit a Development Connectivity Needs Assessment Technical Memorandum. This will present the needs for new and anticipated development in Camden County. This document will be inclusive of Tax Allocation Districts (TAD) and redevelopment projects across Camden County. Connectivity between new and anticipated development should study mobility patterns or behaviors, integrate land use and design that enhances accessibility and connectivity between developments for all users. This should also establish a long-range plan to plan for the next 20 to 25 years.

Deliverables:

• Short-term needs assessment and Technical Memorandum (including maps, text and tables, 25-35 page working draft document, draft and final, up to 30 copies)

• Development Connectivity needs assessment and Technical Memorandum (including maps, text and tables, 30-50 pages working draft document, draft and final, up to 30 copies)

• Health Impact Assessment and Technical Memorandum (draft and final, 20 copies each)

• Economic Impact Assessment and Technical Memorandum (draft and final, 20 copies each)

• Stakeholder Committee meeting, including meeting documentation

• Stakeholder interviews (up to 50)

SECTION 4 RECOMMENDATIONS

The CONSULTANT will use the findings from Assessment of future needs to develop the recommended JCTP strategies, policies and projects. In recommendations, the CONSULTANT will also analyze current and potential future funding, including local, state and regional funding forecasts. The CONSULTANT will undertake technical analyses, internal team working sessions as well as at least one ½-day working session with the PM Team to discuss preliminary recommendations.

The products resulting from recommendations will not be official documents for submittal, but will include the initial lists, maps and tables.

The CONSULTANT will develop the following JCTP elements for discussion with the PM Team:

• Fiscally unconstrained transportation plan o With policies, programs and specific projects o Addressing roadways, transit, walking and biking, and freight movement o With planning-level concepts and cost estimates

• Funding context (including a funding forecast of local, state and federal sources)

• Priority screening – using the Evaluation Tool developed in Task 3; identifying priority tiers for each policy, program and project

• Implementation Plan o Priorities in tiers o Funding plan o Projects, programs and policies organized by category or mode o Identify opportunities for accelerated project (or program) delivery

The CONSULTANT will summarize the preliminary JCTP recommendations suitable for public consumption, and then present the preliminary recommendations for public comment. The CONSULTANT will conduct a public open house meeting to present the preliminary recommendations. In addition, the CONSULTANT will prepare a summary presentation which can be viewed and comments received directly from the project website. At this point in JCTP development, the CONSULTANT’s “city liaisons” will also reach out to each city to ensure they have ample opportunities to be presented with the preliminary recommendations as well as to provide input and feedback.

The CONSULTANT will conduct targeted community outreach to traditionally under- represented populations (as will be more specifically described in the PIP) as well as to key stakeholders. The CONSULTANT will meet with and present the preliminary recommendations, and seek input and comment. The CONSULTANT will also conduct a meeting with the Stakeholder Committee to discuss the preliminary recommendations and seek input.

The CONSULTANT will conduct a second survey of public opinions on the preliminary JCTP recommendations. In addition, this survey will measure public opinion on the preliminary JCTP recommendations. The CONSULTANT will develop the survey design and questions for review and approval by the PM team, then conduct the survey via a telephone or social media survey instrument, but the survey needs to be at least 10% of the population of Camden County. The survey will be designed as an 8-minute interview. The CONSULTANT will collect 400 surveys. The results will be summarized in tables and graphs, and summarized in PowerPoint format.

Deliverables:

• Preliminary recommendations – strategies, policies, projects, funding, priorities, and implementation plan

- including associated maps, lists and tables documented in working draft format (up to 30 copies)

• Internal team work sessions

• PM Team work session and meeting documentation

• Public open house meetings, up to 3

• Survey of public opinions (telephone poll technique, QR code surveys during the open house, analysis of results and summary report, up to 20 copies)

SECTION 5 FINAL DOCUMENTATION

In Task 5, the CONSULTANT will prepare final study documentation and work with the County and City staff as adoption of the resulting Plan is sought. The CONSULTANT will organize prior Technical Memorandums and develop the final JCTP Update Report and summary documents. These documents include:

• Technical Memorandums (most were completed during preceding work tasks) o Project Management Plan o Public Involvement Plan o Existing Conditions Analysis o Vision, Goals and Evaluation Framework o Immediate Action Projects o Health Impact Assessment o Economic Impact Assessment o Camden County Joint Comprehensive Transportation Plan, including:

Sections for each major travel mode

Sub-sections for each City

Prioritization process and results

Funding Plan and Implementation Plan

Linkages to land use and Comprehensive Plans – identifying land use issues areas for further study in future land use and Comp. planning

Electronic documents for suitable for posting to County’s web site

Hard copy documents in color and bound, up to 25 sets

CAMDEN COUNTY, GEORGIA, BOARD OF COMMISSIONERS

Purchasing Department

Statement of Qualifications

STATEMENT OF QUALIFICATIONS

NAME OF FIRM:

ADDRESS:

1. Years in Business in Present Form:

2. Firms History and Resource Capability to Perform Required Services:

3. Titles, names, and addresses of all officers.

4. List up to five (5) projects which demonstrate skills.

1.

2.

3.

4.

5.

5. List references with contact information.

1.

2.

3.

4. ___________________________________________________________

5. ___________________________________________________________

6. ___________________________________________________________

6. Certifying that:

Mr./Mrs./Ms. being duly sworn deposes and states that he/she is the

(title) of (name of firm) and that answers to the foregoing questions and all statements herein contained are true and correct.

Person to contact regarding this request for qualifications: ______________________________________________

Title: _________________________

Phone: ____________________ Fax: _____________________

Email Address: ___________________________________________________________________

Name of person authorized to bind the Firm: ____________________________________________

Signature: __________________________________

Date: _________________________________

Name of Company: ________________________________________________________________

Address: _________________________________________________________________

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

_____ DAY OF ______________________, 202_

Notary Public

My Commission Expires: ______________________

FAILURE TO RETURN THIS PAGE AS PART OF YOUR PROPOSAL MAY RESULT IN PROPOSAL BEING

DEEMED NON-RESPONSIVE.

REFERENCES

Camden County Board of Commissioners requests a minimum of three, (3) references where work of a similar size and scope has been completed.

Proposers shall provide references on this form.

1. Firm Name_____________________________________________________________________

Brief Description of Project____________________________________________________

Completion Date________________________________________________________________

Contact___________________________________Phone________________________________

Title______________________________________E-mail________________________________

2. Firm Name____________________________________________________________________

Contact_________________________________Phone__________________________________

Title____________________________________E-mail__________________________________

3. Firm Name_____________________________________________________________________

Contact________________________________Phone_________________________________

Title___________________________________E-mail___________________________________