CTR060480_Contract_Documents.pdf

Procurement

OFFER AND ACCEPTANCE

Solicitation No: BPM004111 Available online at https://app.az.gov

Rev 04/2020

OFFER

TO THE STATE OF ARIZONA:

The undersigned hereby offers and agrees to perform in compliance with all terms, conditions, specifications and amendments of this solicitation and any written exceptions in the offer. Signature also acknowledges receipt of all pages indicated in the Table of Contents.

Stanley Consultants, Inc.

Offeror (Company) Name Signature of Person Authorized to Sign Offer

3133 E. Camelback Road, Suite 100

Steve Jimenez, P.E. February 11, 2022 Address Printed Name Date

Phoenix Arizona 85016

Project Principal

City State Zip Title

JimenezSteve@stanleygroup.com

(602) 333-2200 Email Address Phone Number marketing-phoenix@stanleygroup.com

(602) 333-2333

Company Email Address Fax Number

By signature in the Offer section above, the Offeror certifies that the submission of the Offer did not involve collusion or other anticompetitive practices.

ACCEPTANCE OF OFFER (FOR DEPARTMENT USE ONLY)

The Contractor is now bound to perform based upon Contract Number _________________________________including all terms, conditions, specifications, amendments, etc., and the Contractor's offer as accepted by the state.

The Contractor is hereby cautioned not to commence any billable work or provide any material, service or construction under this contract until contractor receives a purchase order document.

State of Arizona

Effective this day of 20

Procurement Officer Awarded Date

DocuSign Envelope ID: 13796D9C-6889-437C-84ED-B858A8919C5D

CTR060480

5/24/2022

2224th May

ARIZONA DEPARTMENT OF TRANSPORTATION

1739 W. Jackson Street, MD 100P

Phoenix, AZ 85007 602.712.7211

Solicitation Amendment Summary SOLICITATION NO.: BPM004111 AMENDMENT NO.: One (1) DESCRIPTION: Multimodal Transportation Planning On-Call

Rev. 04/2020

Pursuant to the Uniform Instructions to Offerors, Item B.6, Solicitation Amendments, the above referenced solicitation shall be amended as follows:

1. General Requirements Paragraph 3.2 Sentence four (4)- shall hereby be replaced with the following:

“Task Assignments or Requests for Project Quotes for projects qualifying as either a federal micro-purchase or a federal small-purchase pursuant to 2 CFR 200.320 will be distributed to include the Discipline(s) of work focus;”.

2. Contractor’s Responsibilities Paragraph 5.10.1 – the term “Arizona Procurement Portal (A.P.P.)” is hereby removed.

3. Non-Collusion Affidavit attachment is hereby replaced with a revised version.

4. All other terms, conditions and provisions of this solicitation remain unchanged.

Rev. 04/2020

STATE OF ARIZONA

ARIZONA DEPARTMENT OF TRANSPORTATION

1739 W. Jackson St., Ste. A Phoenix, AZ 85007

REQUEST FOR PROPOSAL

SOLICITATION NUMBER: BPM004111

DESCRIPTION: Multimodal Transportation Planning On-Call

QUESTIONS: Inquiries regarding the solicitation are to be submitted online through the State’s e-Procurement system, Arizona Procurement Portal (APP) (https://app.az.gov/) using the Discussion Forum tab.

OFFERORS ARE STRONGLY ENCOURAGED TO READ THE ENTIRE SOLICITATION.

Kelly Greene Procurement Officer Phone: 602-712-4879 Email: kgreene@azdot.gov

This solicitation is issued in accordance with A.R.S. § 41-2581 and A.A.C. R2-7-501 et seq., Procurement of Certain Professional Services.

“An Equal Opportunity Agency”

The Arizona Department of Transportation, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252.42 U.S.C. §§ 2000d-4) and the Americans with Disabilities Act (ADA), hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin in consideration for an award.

Persons that require a reasonable accommodation based on language or disability should contact ADOT’s Procurement Office by phone (602) 712-2089. Requests should be made as early as possible to ensure the State has an opportunity to address the accommodation.

Las personas que requieran asistencia (dentro de lo razonable) ya sea por el idioma o discapacidad deben ponerse en contacto con ADOT (602) 712-2089.

https://app.az.gov/

TABLE OF CONTENTS

SECTION PAGE

Notice 1

Table of Contents 2

Scope of Work 3

Special Terms and Conditions 18

Uniform Terms and Conditions 30

Federal Provisions 40

EXHIBITS

1 - Title VI/Non-Discrimination Assurances Appendix A 66

2 - Title VI/Non-Discrimination Assurances Appendix E 67

3 - 310PS Certification of Final Disadvantaged Business Enterprise (DBE) Payment 68

4 - 308PS Disadvantaged Business Enterprise (DBE) Termination/Substitution/ Reduction (TSR) Request 69

5 – Usage Report 71

6 – Relevant Roles and Minimum Qualifications 72

SCOPE OF WORK

1. Statement of Need

1.1. Pursuant to the Arizona Procurement Code, A.R.S. §41-2501 et seq., the State of Arizona Department of Transportation (Department), has a requirement for On-Call Multimodal Transportation Planning Services.

1.2. The Department is seeking the services of a qualified firm(s) or individual(s) (hereinafter referred to as the Contractor) to provide expertise in a broad range of multimodal transportation planning services focused generally in areas associated with Asset Management; Active Transportation Planning; Transportation and Sustainability; Tribal Planning and Consultation; Transportation Systems; Management and Operations (TSMO); Freight and Goods Movement Planning;

Transportation Programming; and Transportation and Safety Planning.

2. Introduction and Background

2.1. The Department is responsible for preparing comprehensive multimodal transportation planning for the State of Arizona. These plans are used to guide transportation investments for advancement of Arizona’s quality of life in future years. Our solutions consider all modes, evaluate operational efficiency, consider the links between land use and transportation, and address financial and environmental sustainability. Duties include working with internal and external partners including local and regional governments and transportation planning organizations, tribal agencies, land management resource agencies and the public to deliver transportation projects.

2.2. The Department’s objectives must comply with federal requirements related to the Disciplines, and continued improvement, evolution, and coordination of transportation planning processes.

Primary goals are promotion of transportation needs and decisions that maximize the effectiveness of transportation investments. The Department manages the production and implementation of diverse and complex transportation related plans, contracts, policies and programs in support of the State of Arizona, and state and tribal governments and provides coordination support to maintain effective working intergovernmental relationships.

3. General Requirements

3.1 The Contractor may propose on any or all of the Disciplines described herein. The Contractor is not required to be able to provide every service within the Disciplines for which they are proposing. In order to assure coverage of the requirements and maximize competition for work projects, the Department shall award multiple contracts to qualified Contractors to provide services. The Department will determine the participation of Contractor(s). Work will be performed on an “as needed” basis upon request by the Department.

3.2 Department work projects are diverse and complex. Refer to the Disciplines for focus areas for work to be performed. Work projects to be performed under this On-Call contract are not expected to be subject to the Brook’s Act, however the Department reserves the right to distribute any work projects deemed relevant to the On-Call disciplines. The work to be performed under this Contract may be performed by engineering firms and staff, but engineering is not a requirement to participate in this On-Call. Task Assignments or Requests for Project Quotes for projects qualifying as either a federal micro-purchase or a federal small-purchase pursuant to 2 CFR 200.320 will be distributed to include the Discipline(s) of work focus; source and percentage of funding; a detailed scope of work including minimum tasks to be performed, deliverables, performance measures, and other work project requirements; response submission requirements and deadlines; and information about how a contractor will be selected.

3.3 Federally funded projects must meet all federal regulatory requirements pursuant to ARS 41-2637.

The Task Assignment or Request for Project Quote document shall specify any federal requirements unique to the work project’s scope or funding. Submitting a response for such work projects shall be deemed an acceptance of those terms and conditions and agreement to comply.

4. Specific Requirements

4.1. The Contractor shall perform all work as specified in a distributed scope of work and agreed upon work plan; collaborate with internal and external stakeholders selected and identified by the Department; deliver interim and final work products as specified; meet all agreed upon schedules;

and perform work within agreed upon budgets.

4.2 The Contractor shall include the following disclaimer in each deliverable: “This report was funded in part through grants from the Federal Highway Administration, U.S. Department of Transportation.

The contents of this report reflect the views of the authors, who are responsible for the facts and accuracy of the data, and for the use or adaptation of previously published material, presented herein. The contents do not necessarily reflect the official views or policies of the Arizona Department of Transportation or the Federal Highway Administration, U.S. Department of Transportation. This report does not constitute a standard, specification, or regulation. Trade or manufacturers’ names that may appear herein are cited only because they are considered essential to the objectives of the report. The U.S. government and the State of Arizona do not endorse products or manufacturers.”

4.3 Geographical Information Systems (GIS) Data: GIS data used during the Study will be provided in the electronic Study close-out file via Compact Disc (CD) or thumb drive. An additional copy should also be submitted to the Local Public Agency (LPA) or Tribal Government representative as applicable.

4.4 Such data will be in the format of a geodatabase containing all spatial and related data used in the

Study. The data will be in the coordinate system:

NAD_1983_StatePlane_Arizona_Central_FIPS_0202_Feet_Intl for all geospatial data submitted. The GIS Attributes Table will use the exact format and field names as provided by the Department MPD GIS Team. Please do not alter the field names, order, or format at all so Department staff can easily consolidate all proposed projects derived from all planning studies completed. Please complete an attributes table for each proposed project recommended by the study. Each attributes table should be filled out according to the Attributes Table Guidance and follow ATIS Nomenclature Standards.

This information may be found at: https://atis-nomenclature-adot.hub.arcgis.com/.

4.5 GIS Metadata Standards: GIS metadata helps to incorporate all known characteristics of a dataset so that those that are not familiar with the data can gain from its knowledge. GIS metadata should be delivered as an XML file. The metadata should include information on, but is not limited to the following:

4.5.1 Data summary

4.5.2 Data description

4.5.3 Data credits (if from existing data what modifications were made?)

4.5.4 Data creation methods

4.5.5 Purpose for creating the data

4.5.6 Contact information for questions

4.5.7 Updates schedule

4.5.8 Data steward

4.5.9 Data extent (i.e. statewide, county wide, etc.)

4.5.10 Data type (i.e. point, line, or polygon, raster, etc.)

4.5.11 Limitations of the data

4.5.12 Scale range (if any)

4.5.13 Include any associated domain values

4.5.14 Tags (i.e. searchable words for this data) "

4.6 Discipline One (1) Asset Management

4.6.1 The Department is responsible for the construction, operation, management and maintenance of the State Highway System (SHS) which comprises more than 21,000 lane miles and is valued at more than $20 billion. The dependable and efficient operation of this transportation network is vital to Arizona’s economic competitiveness and quality of life. Moreover, the safety and welfare of the travelling public depends on the successful management of the transportation assets on the SHS and the National Highway System (NHS). Managing assets throughout their lifecycle with an emphasis on preservation treatments requires a proactive approach, requiring a long-term perspective and significant planning.

4.6.2 Transportation Asset Management includes the development of asset management objectives, the identification of asset inventory and condition, the development of performance measures and targets, risk management analysis, development of a financial plan, life cycle planning, performance gap analysis, and the development of investment strategies.

4.6.3 The Contractor shall provide professional services to assist the Department in accomplishing the prescribed goals in the area of researching, developing, and implementing a transportation asset management plan (TAMP) and program. For more https://atis-nomenclature-adot.hub.arcgis.com/ information about the TAMP, see https://azdot.gov/planning/transportation-programs/asset-management. Areas of programmatic focus include but is not limited to:

4.6.3.1 Development and implementation of metrics or measures to meet legislative mandates and Department policy goals.

4.6.3.2 Analyzing government regulations, asset condition data and performance gaps, network-wide asset life cycles, risk, budget and financial information, a wide variety of data using statistical methods, and existing performance practices/policies.

4.6.3.3 Coordinating with and obtaining input from political entities, other agencies, and the public during the development of metrics, a plan and a program.

4.6.3.4 Managing complex, technically demanding processes and projects involving numerous stakeholders and the public.

4.6.3.5 Participating in an iterative process and being adaptable to dynamic circumstances.

4.7 Discipline Two (2) – Active Transportation Planning

4.7.1 The Department provides a wide variety of resources and information on all forms of Active Transportation in Arizona, including places to bike and walk, how to integrate biking and walking into your commute, important laws and policies, safety issues, maps, and organizations. For more information see https://activetransportation.az.gov.

4.7.2 The Contractor shall provide professional services to assist the Department in meeting program needs and legislative requirements in Title 23 of the United States Code Section 217 – Bicycle transportation and pedestrian walkways. Areas of programmatic focus include but are not limited to:

4.7.2.1 The Department’s Comprehensive Active Transportation Plan

4.7.2.2 The Department’s Pedestrian Safety Action Plan including an evaluation of progress and effectiveness of the preceding Plan and an analysis of pedestrian crash data for the most recent five years available.

4.7.2.3 The Department’s Bicyclist Safety Action Plan including an evaluation of progress and effectiveness of the preceding Plan and an analysis of bicyclist crash data for the most recent five years available.

4.7.2.4 The Department’s Bicyclist and Pedestrian Count Strategy Plan.

4.7.2.5 Bicyclist and pedestrian facility design training for engineers and planners.

4.7.2.6 A Strategic Communications Plan, identifying key messaging and target audiences to build a communications strategy that all interested stakeholders can use to better educate Arizonans regarding bicycling and walking.

4.7.2.7 Identifying opportunities to implement U.S. DOT, Federal Highway Administration, proven safety countermeasures including those identified in the FHWA Safe Transportation for Every Pedestrian program.

4.7.2.8 Analyzing Active Transportation facilities and designs for their economic, public health, and equity impacts.

https://app.az.gov/ https://azdot.gov/planning/transportation-programs/asset-management https://azdot.gov/planning/transportation-programs/asset-management https://activetransportation.az.gov/

4.7.2.9 The Program’s internal and public-facing web pages.

4.8 Discipline Three (3) – Transportation Sustainability

4.8.1 The vision of Transportation Sustainability shall address and balance the needs of all transportation modes using multimodal, whole-system, planning, and balance analysis. Transportation sustainability emphasizes transitioning everyday travel to environmentally-sustainable modes such as walking, bicycling, public transportation, rideshare, micro-mobility, and emerging low-carbon technologies (i.e. electric vehicles). The Three E’s of sustainability (social equity, economic efficiency, environmental responsibility) must be addressed in the deliverables.

4.8.2 The Contractor shall provide professional services to assist the Department in accomplishing the prescribed goals in Sustainable Transportation, Livable Community Issues, and Smart Growth/Smart Transportation. Areas of focus include but are not limited to:

4.8.2.1 Sustainable Transportation: The capacity to support the mobility needs of a society in a manner that is the least damageable to the environment and does not impair the mobility needs of future generations. Elements include but are not limited to:

4.8.2.1.1 Complete Streets and Context-Sensitive Solutions (CSS) principles and techniques,

4.8.2.1.2 Planning and design for livable communities,

4.8.2.1.3 Knowledge of neighborhood-scale access and circulation needs,

4.8.2.1.4 Special needs of seniors and children,

4.8.2.1.5 Principles of mixed use development and transit-oriented development

(TOD),

4.8.2.1.6 Elements of local government planning and finance,

4.8.2.1.7 Current state of municipal zoning practice,

4.8.2.1.8 Performance-based codes including Leadership in Energy and Environmental

Design, Neighborhood Development (LEED-ND),

4.8.2.1.9 Experience and expertise in planning and design for active living and in the public health implications of urban form and infrastructure design,

4.8.2.1.10 Established work experience with the major Smart Growth organizations active at the national level (i.e. Smart Growth America, New Partners for Smart Growth, and the Environmental Protection Agency),

4.8.2.1.11 Demonstrated awareness of emerging Smart Growth concepts and principles as they apply to state DOTs,

4.8.2.1.12 Experience advising DOT directors and state governors in Smart Growth and Smart Transportation, and

4.8.2.1.13 Experience evaluating and rating transportation projects and programs for adherence to Smart Growth principles.

4.8.2.2 Livable Community Issues: offer transportation options that improve health, support vibrant neighborhoods, and connect people to economic and social opportunities throughout their communities.

4.8.2.3 Smart Growth/Smart Transportation: an approach to development that encourages a mix of building types and uses, diverse housing and transportation options, development within existing neighborhoods, and community engagement.

4.9 Discipline Four (4)- Tribal Planning, Coordination, Cooperation and Consultation

4.9.1 ADOT’s Tribal Consultation Policy takes into consideration Arizona Revised Statute Section

41-2051 (C), along with Federal legislative requirements, which delineates responsibilities of state agencies to consult with Native Nations and Tribal Governments in statewide and metropolitan transportation Tribal Consultation processes. Additionally Section 106 of the National Historic Preservation Act requires that Tribes be consulted in any decisions affecting their historic and cultural legacy. This applies to all Tribes resident in Arizona and Tribes with aboriginal or ancestral interests in Arizona. Guidelines outlined in the ADOT Tribal Consultation policy provide a basis for mutual understanding as appropriate partnerships and agreements are carried out to address State and Tribal transportation issues. For more information about the program, refer to http://www.aztribaltransportation.org.

4.9.2 The Contractor shall provide professional services to assist the Department with coordination, cooperation and consultation with Native Nation/Tribal Governments in tribal, local, statewide and metropolitan transportation planning processes, including addressing environmental, cultural, historic, natural and human resource issues during the implementation of transportation programs, construction and maintenance projects impacting Native Nation/Tribal citizens, reservations and tribal aboriginal/ancestral lands within the State boundaries. Areas of focus include but are not limited to:

4.9.2.1 Native Nation/Tribal Government long range transportation plans, transit studies and other special studies.

4.9.2.2 Support strengthening of Native Nation/Tribal Governments’ capacity for transportation planning and programs in conjunction with tribal and state objectives.

4.9.2.3 Researching existing partnerships and the history of each and developing new cooperative relationships with Native Nation/Tribal Governments including elected officials and staff.

http://www.aztribaltransportation.org/

4.9.2.4 Consulting with Native Nation/Tribal Governments during the implementation of state transportation planning processes and transportation programs including the development of the Statewide Transportation Improvement Program.

4.9.2.5 Providing technical assistance, including training, conference presentations and related materials, policy development and encouraging transportation partnering efforts.

4.9.2.6 Facilitating, negotiating, assisting in developing agreements for collecting technical data, crash data, Road Inventory, Roadway Geometry, Geospatial Data, Traffic Data, and other information; and analyzing and evaluating the data for planning purposes.

4.9.2.7 Conducting joint Native Nation/Tribal Governments and State transportation projects.

4.9.2.8 Identifying funding and other resources to benefit the State and Native Nation/Tribal communities.

4.9.2.9 Coordinating tribal planning efforts with local, county, state, federal, Regional Councils of Government (COGs), Metropolitan Planning Organizations (MPOs) and Tribal organizations.

4.9.2.10 Providing public involvement / tribal outreach services.

4.10 Discipline Five (5) – Intelligent Transportation Systems

4.10.1 The Department’s Systems Technology Group supports Intelligent Transportation Systems (ITS) throughout Arizona and Freeway Management Systems (FMS) in the Phoenix and Tucson metropolitan areas. Transportation System Management and Operations (TSMO) is an integrated approach to optimize the performance of existing infrastructure by implementing multimodal, intermodal, and often cross-jurisdictional systems, services and projects. For more information, refer to https://azdot.gov/systems-technology and https://azdot.gov/business/transportation-systems-management-and-operations-tsmo.

4.10.2 The Contractor shall provide planning level professional services to accomplish the prescribed goals of Specialized ITS (Intelligent Transportation Systems). Focus areas include but are not limited to:

4.10.2.1 Innovations in Mobile Technology and ITS

4.10.2.2 Intelligent transportation systems (ITS)

4.10.2.2.1 Accessible data

4.10.2.2.2 Wireless communications

4.10.2.2.3 Mobile computing

4.10.2.2.4 Robotics

4.10.2.2.5 Artificial intelligence

4.10.2.2.6 Object detection navigation

4.10.2.2.7 Architecture studies

https://azdot.gov/systems-technology https://azdot.gov/business/transportation-systems-management-and-operations-tsmo

4.10.2.3 Way-finding, orientation, and guidance technologies in personal vehicles, public transport systems, ticketing and travel information mechanisms, terminals, intersections, parking, and pedestrian infrastructure.

4.10.2.4 Bottleneck studies

4.10.2.5 Non-recurring congestion (weather, incident…) studies

4.10.2.6 TSMO life cycle planning including cost analysis

4.10.2.7 Connected Vehicle (CV) and autonomous vehicle planning

4.10.2.8 Policy studies for TSMO

4.10.2.9 Traffic signs / signal systems and needs assessments

4.10.2.10 Ramp meter systems

4.10.2.11 Traveler information systems

4.10.2.12 Traffic surveillance systems

4.10.2.13 Communications/data transport systems

4.10.2.14 Roadway lighting systems operations

4.10.2.15 Tunnel operations

4.10.2.16 Pump station operations

4.10.2.17 System/Product features, performance requirements, and specifications analysis.

4.11 Discipline Six (6) – Freight and Goods Movement Planning

4.11.1 The Arizona State Freight Program establishes immediate and long range plans for freight related transportation investments. More specifically, it identifies freight transportation facilities that are critical to promote a safe and efficient system. Investment priorities are defined that will generate the greatest return for optimal performance, while also addressing other key transportation system goals at both State and Federal levels. The State Freight Plan provides Arizona with a guide for assessing and making sound investment and policy decisions that will yield outcomes consistent with the state’s visions, goals, and objectives, and notably, promote regional competitiveness and economic growth.

4.11.2 The Contractor shall provide professional services to assist the Department in maintaining the State Freight Plan and accomplishing programmatic goals in the areas of freight and goods movement assessments, growth marketing studies, rail and truck freight planning, project needs development, and other projects as required by the Department. Areas include but are not limited to services, studies, and planning related to:

4.11.2.1 Program Management

4.11.2.2 Freight Railroad

4.11.2.3 Freight Highway

4.11.2.4 Freight Air

4.11.2.5 Logistics and Warehousing

4.11.2.6 Scenario Analysis

4.11.2.7 Commodity Flow

4.11.2.8 Freight Movement and Parking

4.11.2.9 Freight Technology applications such as freight and weight monitoring, border crossing, ID tracking, Weigh In Motion, and Ports.

4.12 Discipline Seven (7) – Performance Based Planning and Programming

4.12.1 The Arizona Department of Transportation sets the course for the future through long-range planning to ensure Arizona’s highway system can serve all of us as transportation users. ADOT is responsible for the construction, operation, and management of the State Highway System (SHS) which includes more than 23,000 lane miles and 5000 bridges and has a historical valuation of about $23 billion. We plan for a statewide transportation network that can compete in the global marketplace while keeping up with population growth, and future economic and quality of life needs. ADOT’s planning efforts include developing a Five-Year Transportation Facilities Construction Program (the Program).

ADOT’s Five-Year Program is a lineup of projects that is revised annually. It serves as a blueprint for future projects and designates how much local, state and federal funding is allocated for those projects and implementing strategies that preserve existing assets while controlling costs essential to sustaining a balanced, fiscally-sound state highway program. The Program focuses on multimodal forms of transportation and identifies those projects that will preserve the State Highway System for the long term.

4.12.2 The Contractor shall provide assistance in the development of methodologies to track potential changes to the Program. This includes all phases in the planning process to determine prioritization and project selection such as:

4.12.2.1 Performance based Planning and Programming

4.12.2.2 Priority programming

4.12.2.3 Program development

4.12.2.4 Program management

4.12.2.5 Program analysis

4.12.2.6 Program evaluation

4.12.2.7 Local government programming

4.12.2.8 Capital budgeting analysis

4.12.2.9 Electronic 5-year Program and the State Transportation Improvement Program

(STIP)

4.12.3 The Contractor shall provide assistance with processes and interactions, schedules and inputs for five (5) years of the Facilities Construction Program plus the six (6) to ten (10) year Development Program. This Includes interaction from representatives participating on the Technical Advisory Committees (TACs) within their respective Council of Government (COG) or Metropolitan Planning Organization (MPO). The TACs are responsible for programming local government projects into the local Transportation Improvement Program (TIP).

4.12.4 The Contractor shall provide assistance with Performance Management which includes but is not limited to illustrative presentation methods for performance; using performance management tools; providing interdisciplinary coordination and peer reviews; applying data management and analysis tools and methods; and establishing, evaluating, and adjusting performance measure targets, goals, and objectives.

4.13 Discipline Eight (8) – Transportation and Safety Planning

4.13.1 The primary purpose of the Transportation and Safety Planning discipline is to conduct planning studies. Planning studies may range in technical scope, but are often multimodal, long-range plans. Recent planning study examples may be found at https://azdot.gov/planning/transportation-studies.

4.13.2 The Contractor shall provide professional services to accomplish the prescribed Planning- Level goals in the areas of transportation and safety planning and project needs development. All studies may inventory existing conditions, forecast future conditions, identify needs and recommend improvements, evaluate different alternatives, analyze multiple modes, or apply travel demand forecasting and performance measures. Areas of focus include, but work shall not be limited to:

4.13.2.1 Statewide Studies including continuing, comprehensive and collaborative multimodal statewide transportation planning that facilitates the efficient movement of people and goods in all areas of the state.

4.13.2.2 Regional Studies analyze multimodal needs within a designated area.

4.13.2.3 Corridor Profile Studies determine the need for potential multimodal corridors within a specific area. Corridor Profile Studies provide consistent, transparent and repeatable planning steps, analysis to provide information to guide project selection and programming decisions. These Studies identify and develop approach, process, strategies and tools to achieve corridor vision. The Studies utilize a performance based approach to identify needs of the corridor.

4.13.2.4 Project Assessment (PA) Studies is a preliminary scoping/planning report, which describes the scope of work for a project and identifies the impacts the project will have on the Department’s resources, the public, other government agencies, and the environment. A PA is the result of the initial activity associated with the development of a highway project proposed by the Department. Preparation of a PA invokes a team process wherein the different groups and sections of ADOT along with the other involved parties of a project (both internal and external to the Department) reach a consensus concerning a project’s scope and cost.

4.13.2.5 Planning Level Scoping is the first step to implement or program the results of other planning studies that require determining or modifying the scope, schedule and budget for programming purposes. Preparation of a Planning Level Scoping effort invokes a team process wherein the different groups and sections of the Department especially Department district officials along with the other involved parties of a project (both internal and external to the Department) to reach a consensus concerning a project’s scope and cost.

4.13.2.6 Safety Studies which may include safety pattern analysis, proposing safety prevention measures from a policy, traffic design, traffic operation, transit operation, etc. Examples include but are not limited to:

4.13.2.6.1 Development of Strategic Traffic Safety Plan (STSP),

4.13.2.6.2 Pedestrian Safety Action Plan,

4.13.2.6.3 Bicyclist Safety Action Plan

4.13.2.6.4 Similar safety plans for regional, local and tribal agencies.

https://azdot.gov/planning/transportation-studies

4.13.2.6.5 Developing safety planning and analysis guidelines, implementation strategies, and training or education materials.

4.13.2.6.6 Safety evaluation involving Highway Safety Manual predictive methods at planning level as well project level e.g. developing customized analytical tools, application of Interactive Highway Safety Design Model (IHSDM).

4.13.2.6.7 Applications of Human Factors Guidelines (HFG) in safety evaluation projects.

4.13.2.6.8 Systemic as well as spot safety project development and evaluation.

4.13.2.6.9 Highway Safety Improvement Program (HSIP) related planning, implementation and evaluation projects.

4.13.2.6.10 Multidisciplinary (4E, i.e. engineering, education, enforcement, emergency medical service) approach to safety improvements and its application at the program and project levels.

4.13.2.6.11 Safety evaluations involving road user (e.g. motorists, pedestrians, bicyclists) behavioral psychology.

4.13.2.6.12 Safety evaluations involving various modes of transportation (e.g.

automobile, bus, light rail, truck, walking, bicycling).

4.13.2.6.13 Safety awareness education and awareness programs and projects.

4.13.2.6.14 Safety programs and projects involving statewide stakeholder communication, coordination and collaboration.

4.13.2.6.15 Understanding and evaluation of safety performance measures following legislative requirements and the current Arizona STSP.

4.13.2.6.16 Supporting role to help implement safety projects and programs.

4.13.2.6.17 Evaluation or enhancement of safety programs/ software and projects using state-of-the-art methods, tools and technologies.

4.13.2.6.18 Road Safety Assessments (RSA) is a formal safety evaluation of an existing or future road or intersection by an independent multidisciplinary team to identify specific safety recommendations. (internal or external team) audit team. The RSA should consider the safety of all road users, qualitatively estimate and report on road safety issues and opportunities for safety improvement.

4.13.2.7 Planning and Environmental Linkages (PEL) Studies which are any type of transportation planning studies conducted at the corridor or subarea level, to link planning information directly or by reference to the National Environmental Policy Act (NEPA). PEL studies can incorporate environmental and community values into transportation decisions early in planning and carry these considerations through project development and delivery.

4.13.2.8 Tier 1 NEPA studies and alternative selection reports used for a wide range of highway, transit, and rail projects. Tiering of NEPA documents can be adopted to avoid complexity of managing the NEPA process for lengthy corridors. It also can secure or authorize corridor preservation, where construction is not anticipated for many years. A Tier 1 NEPA Study and alternative selection reports can be a viable option due to lack of funding to complete a project level NEPA study which would require studies that are more detailed than is typically required for a Tier 1 study. Tier 1 studies can be a viable option for the NEPA process for related planning studies.

4.13.2.9 Public involvement expertise on planning studies.

4.13.2.10 Geographic Information System (GIS) analysis for planning studies.

4.13.2.10.1 Creation and delivery of GIS data for planning and safety analysis.

4.13.2.10.2 Data integration/connection with a Linear Referencing System (LRS).

4.13.2.10.3 Data management in a GIS environment

5. Contractor’s Responsibilities

5.1. The Contractor shall bear all transitional expenses incurred for any costs associated with removing or replacing Key Personnel who are performing work under the contract.

5.2. The Contractor shall execute written agreements with all subcontractors performing work under this Contract. The subcontract shall incorporate by reference the terms and conditions of this Contract and explicitly include federal terms and conditions including any specified federal requirements.

5.3. Pursuant to 2 CFR §200.330, any contract awarded to accomplish this project establishes a

Contractor relationship with the Department, and shall not establish a Sub-recipient relationship and the disbursement of Federal program funds casts the party receiving the funds in the role of a Contractor. All terms and conditions required for Contractors/subcontractors of federal recipients under the relevant FHWA funding source and according to 2 CFR §200 et seq. and its Appendix II shall apply.

5.4. The Contractor shall be diligent in maintaining open communications with the Department, and especially the Department's Project Manager, MPD Contracts or similar function by the using agency, and MPD Finance or similar function by the using agency, as necessary. Work shall be completed in a responsible and professional manner and in accordance with the specifications, schedules, work plan, performance indicators, and operating standards as designated in the work project.

5.5. In the event that any project is located within tribal land or includes tribal involvement as a stakeholder, the using agency and the Contractor must exercise tribal consultation and coordination protocol when providing related services. The purpose for this provision is to ensure compliance with "ADOT's Tribal Consultation Policy" and Arizona Revised Statute Section 41-2051, Subsection C - Responsibilities of state agencies located at:

https://www.azleg.gov/viewdocument/?docName=https://www.azleg.gov/ars/41/02051.htm. An ADOT Tribal Transportation Consultation Online Training Course and Handbook are available to the Contractor and shall be reviewed upon selection for any work project that requires tribal involvement. For an understanding of what that protocol entails, refer to Module 4 of the Course which is located on the Arizona Tribal Transportation website at:

http://www.aztribaltransportation.org.

5.6. The Contractor shall submit Public Records Requests for informational requests related to any work project other than the Data, Statistics, Presentations, Videos, Graphics, etc. as agreed upon to be provided in a project work plan. The Public Records Request form required by ADOT Risk Management is located at https://azdot.gov/sites/default/files/media/2020/09/15-046-public-records-request-form.pdf.

https://app.az.gov/ http://www.aztribaltransportation.org/ https://azdot.gov/sites/default/files/media/2020/09/15-046-public-records-request-form.pdf https://azdot.gov/sites/default/files/media/2020/09/15-046-public-records-request-form.pdf

5.7. The Contractor shall not be entitled to a copyright or any intellectual property rights under this

Project.

5.7.1. Federally-funded Projects: Pursuant to 23 CFR 420.121, the Department may copyright any books, publications, or other copyrightable materials developed in the course of any work project. The funding Federal agency reserves a royalty-free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use, and to authorize others to use, the work for Government purposes.

5.7.2. This contract does not establish a sub-recipient relationship. Any awarded contract establishes a Contractor relationship. A Contractor shall not be entitled to any copyright for anything created for, through, or as a result of this project.

5.7.3. The Contractor shall not release any material, report, or other document related to this project without the written approval of the Department. The Contractor shall not present information related to this project without the written approval of the Department.

5.7.4. The Contractor must request and obtain written permission from the Department prior to publishing or otherwise sharing information related to the project.

5.7.5. Pursuant to 23 CFR 420.121 (i), patents and inventions developed in the course of the Project are subject to federal standard patent rights at 37 CFR 401.14, incorporated herein by reference. The Contractor will retain all rights provided for the State in this clause, and the State will not, as part of the consideration for awarding the contract, obtain rights in the Contractor's subject inventions. However, the State and the Federal Funding Agency shall be granted an immediate, irrevocable right to use, without royalty or fee, the subject invention for its purposes related to this project.

5.8 Combined with the professional Expertise and Experience, project staff ensures that qualified individuals will perform the task work elements and that the Department's Project Manager knows who will be performing each task. Individuals designated as key staff are considered as being responsible for overall performance of a scope. Changes in team members who are not key staff are subject to approval by the Department's project manager and do not require a contract amendment. Any additions or changes of key staff must be approved by the Department's Project Manager and must be added by contract amendment through the Department's Procurement Office.

5.9 All Contractors and Sub-contractors must be registered in the Arizona Procurement Portal and in the ADOT DBE (Disadvantaged Business Enterprise) System. For DBE Sub-contractor/Contractor removals from an active Project, a Termination / Substitution / Reduction Request Form is required, followed by approval from the ADOT Business Engagement and Compliance Office (BECO). If a replacement DBE sub-contractor shall be added to the project and/or the same goal committed to on the approved DBE forms will be met, no additional forms are needed. If this is not the case, then the Good Faith Effort (GFE) is also required. All forms are available at https://azdot.gov/business/procurement/federal-forms-and-provisions.

https://azdot.gov/business/procurement/federal-forms-and-provisions

5.10 Modifications: Work cannot proceed until appropriate financial processing has occurred and any federal approvals are received when and where necessary and a modified purchase order is issued.

All work changes must be reviewed by the Contracts Program Manager and Department's Procurement Office in advance of proceeding to ensure the change is permissible under both State and Federal requirements and regulations. All changes must be approved and a revised Purchase Order (PO) must be issued prior to work commencing. Any work started prior to a revised purchase order being issued will be considered work contemplated under the original task assignment and not eligible for price increase.

5.10.1 All modification requests must include: the using agency’s tracking number, Project number if provided, Project Title, Procurement Contract Number, Purchase Order Number, the firm’s AZ DBE Certification Status, legal name, mailing address, contact name, contact phone number, Vendor Number, AZ DBE System Vendor Number, email address, and the firm’s DBE Compliance contact name/email.

5.10.2 Explain in the request why the firm needs to be added or removed. Requests for addition must include a brief profile summary for the firm and the expertise, and recent experiences related to the project. Key Sub-Contractor/Contractor staff experience and credentials should be presented in biographical statements. Include a modified budget and hours chart that reflects both the original budget and the relevant changes.

5.10.3 If removal of a DBE Sub-Contractor/Contractor is requested, submit the required form for DBE removal to BECO. The Contractor must copy on the form submission and make sure the response from BECO is forwarded to: the Department's Procurement Office Officer, the Department's project manager, and MPDContracts@azdot.gov.

5.10.4 Modifying sub-contractors will require submission of revised DBE forms and approval from BECO and Department's Procurement Office if the modifications alter the DBE commitment on the project.

5.10.5 Final approval rests with the Department's Procurement Office Officer. The Department's Procurement Officer will obtain approval from MPD Contracts who will obtain approval from the Department's project manager.

6. Department’s Responsibilities

6.1. Provide sufficient information in each Task Assignment or Request for Project Quote to include the

Discipline(s) of work to be performed; a detailed scope of work including minimum tasks to be performed, deliverables, performance measures, and other work project requirements; response submission requirements and deadlines; and information about how a contractor will be selected.

6.2. Assign a project manager who is responsible for directing, reviewing, and approving Contractor's work products and invoices.

6.3. Decide all questions, which may arise as to the quality and acceptability of any work performed under the contract.

mailto:MPDContracts@azdot.gov

6.4. Make available relevant Department Data, Statistics, Presentations, Videos, Graphics, etc. as agreed upon in the work plan.

6.5. The Department's project manager shall complete a Department Procurement Office Vendor Performance Report at the conclusion of the Project to document either positive or negative concerns or interactions. Additional Vendor Performance Reports may be completed at any time during the term of the project

SPECIAL TERMS AND CONDITIONS

1. CONTRACT TERM

The term of any resultant contract shall commence on the effective date of award and shall continue for a period of twelve (12) months thereafter, unless terminated, cancelled or extended as otherwise provided herein.

2. CONTRACT EXTENSION

By mutual written contract amendment, any resultant contract may be extended for supplemental periods of up to a maximum of forty-eight (48) months.

3. ELIGIBLE AGENCIES

This contract shall be for the use of all State of Arizona departments, agencies and boards. In addition, eligible universities, political subdivisions and nonprofit educational or public health institutions may participate at their discretion. In order to participate in any resultant contract, a university, political subdivision or nonprofit educational or public health institution must have entered into a cooperative agreement with the State Procurement Office as required by A.R.S. §41- 2632.

4. NON-EXCLUSIVE CONTRACT

This contract shall be for the sole convenience of the Department. The Department reserves the right to obtain like goods or services from another source when necessary. The Off-Contract Purchase Authorization and subsequent procurement shall be consistent with the Arizona Procurement Code.

5. ORDERING PROCESS

The Department shall issue a purchase order to the Contractor. Each purchase order must cite the contract number. This purchase order shall be the only document required for the Department to order and the Contractor to deliver the material and/or service.

Any attempts to represent any material and/or service not specifically awarded as being under contract is a breach of the contract and a violation of the Arizona Procurement Code. Any such action is subject to the legal and contractual remedies available to the State inclusive of but not limited to contract cancellation, suspension and/or debarment of the Contractor.

6. INVOICING REQUIREMENTS

Separate invoices are required for each delivery of service and shall include at a minimum:

• Department Location’s Name and Address

• Vendor Name, Remit to Address and Contact Information

• Contract Number

• Purchase Order Number

• MPD Project Tracking Number – Title (when the using agency is MPD)

• Invoice Number and Date

• Date the items were shipped to the Department

• Contract Line Item Number

• Line Item Description or Item or Service

• Quantity Purchased

• Line Item Unit of Measure

• Price per Unit and Total per Unit

• Catalog or Other Discount (if applicable)

• Net Unit Price and Total per Unit (if applicable)

• Applicable taxes

• Applicable Shipping/Freight Charges

• Total Invoice Amount Due

When the using agency is MPD, invoicing shall be submitted using the provided MPD Billing Summary and Reimbursement (BSR) form in such a way that payment may be completed no more than monthly and no less than quarterly as agreed upon in the Work Plan. A single PDF package, assembled in the order with the Billing Report as the first page in landscape format, followed by all required forms of the BSR and then with all other support documentation, and named according to the file naming convention: Agency Name INVxxxx MPDXXXX-FY DateSubmitted.pdf shall be submitted to MPDInvoice@azdot.gov. Line items entered on the BSR must reflect the same line item numbering as are on the Purchase Order.

Submitting a Vendor Hours Contribution Table and DBE Compliance Report form (a tab in the BSR or as provided by the using agency) does not indicate a work project is awarded as a time and materials contract. The hours reported on this table are provided to enable visual assessment by the Department’s Project Manager of progress on work tasks and may be used as part of the commercially useful function compliance oversight requirements for our DBE program.

Prompt Payment: Pursuant to 49 CFR 26.29 prime suppliers must pay Sub-contractors for satisfactory performance (i.e., all the tasks called for in the sub-contract for the invoicing period have been accomplished and documented as required by ADOT and any deliverables are approved by ADOT) of their contracts no later than 7 days from receipt of each payment ADOT makes to the prime supplier.

The prompt payment provision applies to Sub-contractors at all tiers. This applies to all Sub-contractors, not just DBEs. Primes are herein notified they are prohibited from holding retainage from Sub-Contractors on this Project pursuant to 49 CFR 26.29.b(1).