Response to Offeror Questions document 3.pdf

South Dakota Statewide Wildlife Crossing Study Request for Proposals Questions Received and Answers

WEEK OF December 9, 2024

Q1. “Hey, I'm calling about the wildlife crossing RFP. I see that there are 2 reports for wildlife-vehicle collision mitigation strategies, and I have found one of them. Still, I can't find the latest one, the SD2019 dash O2 on a. I've been looking on the website and usually find stuff there, but I'm not having any luck.”

A1. The two previous studies referenced in the RFP document have been added/sent to the following three places:

a. South Dakota Central Bid Exchange Posting Board: “South Dakota Statewide Rural Wildlife Crossing Study”, Event Q&A page (https://postingboard.esmsolutions.com/3444a404-3818- 494f-84c5-2a850acd7779/eventDetail/11667)

b. SDDOT Website: “Special Studies” page, Requests for Proposals dropdown (https://dot.sd.gov/projects-studies/projects/special-studies#listItemLink_1180)

c. Sent an email to SDDOT retainer lists and other interested parties.

i. Due to the large file size, files will not be sent over email. I will include links to both locations where the updated Q&A docs, and any other requested documentation in the notification emails I send out.

WEEK OF December 16, 2024

Q2. “What level of detail is SDDOT expecting for the preliminary layouts of WVC mitigation strategies?”

A2. The SDDOT expects only a basic (text) description of mitigation methods during phase 1 of the study.

During the second phase of the study, as methods of mitigation are associated with each location, a sketch of mitigation methods at each location is required.

Q3. “What is the preferred format for stakeholder meetings? Since the public meetings are virtual, should we assume stakeholder meetings will also be virtual?”

A3. The preferred format for stakeholder meetings will be virtual. It is expected that one virtual stakeholder meeting (making use of the virtual room developed for the SDDOT) will take place during phase one of the study, with identified stakeholder groups from all around the state invited to share concerns on WVC locations. For phase two, it is expected that a virtual stakeholder meeting will be held for each location, or, depending on the distance between locations, some of these stakeholder meetings may be consolidated.

Q4. “Please confirm whether proposals should be submitted via email or mailed hard copies.”

A4. Your proposal submission must include one physical (printed) copy and one electronic copy (included via flash/thumb drive), with attachments included for both, sent to the address below:

Katrina Burckhard, SDDOT Becker-Hansen Building 700 E. Broadway Ave.

Pierre, SD 57501

Due to issues with file size limitations, proposals will not be accepted via email.

https://postingboard.esmsolutions.com/3444a404-3818-494f-84c5-2a850acd7779/eventDetail/11667 https://postingboard.esmsolutions.com/3444a404-3818-494f-84c5-2a850acd7779/eventDetail/11667 https://dot.sd.gov/projects-studies/projects/special-studies#listItemLink_1180

Q5. “Who/what entities will comprise the SAT?”

A5. Currently, the SAT is comprised of representatives from the SDDOT, SDGFP, SDDPS, Sioux Falls MPO, Rapid City MPO, and the FHWA. It is not expected at this time that any other entities will be added.

Q6. Section 3.1.5.4 requires that we hold a meeting in conjunction with each public meeting to speak directly to those landowners whose actions at the 100 sites might impact. This is not possible during the (first) public meeting because we won’t have the 100 sites identified, we’ll only be soliciting input. How should this be reflected in our scope of work?”

A6. See A3.

Q7. “Section 1.4 states, “Proposals will be accepted via email for this study.” And Section 5.1.1 states, “Offerors may not send the electronically formatted copy of their proposals via email”. Can you please clarify how the state would like to receive our proposal?

A7. See A4.

Q8. “Section 7.3 says “A separate budget table is required for activities exclusively related to Task 1.5, NEPA Activities.” There isn’t a NEPA task in the SOW. Is there a task missing or is this sentence in error?”

A8. The table provided is used in planning RFP documents as an example. This study does not include a NEPA section, and the sentence was in error.

Q9. “In regard to 3.1.5.4 Stakeholder meetings. Is it anticipated this will be a virtual, invite-only meeting for locations where new wildlife fence may be recommended?”

A9. See A3.

Q10. “3.1.5.5 Other – Do you anticipate targeted outreach, in addition to the statewide outreach for the public meetings, that will focus on a few of the highest (WVC) corridors?”

A10. Yes. The method is up to the consultant. For the proposal, assume that there will be six locations: three in rural South Dakota, and three within ten miles of an MPO.

Q11. “3.1.3.5, Page 10: What does it mean to “Identify locations with an overrepresentation of WVC based on collision history and potential WVC areas based on local knowledge?” How is this different than

3.1.3.1 Identify WVC hotspots?”

A11. There is the possibility that our data has gaps due to a multitude of factors. The goal of task

3.1.3.5 is to find locations of high WVC that are not represented in that data.

Q12. “3.1.6 Phase 1, page 12: What exactly does “no-build” mean?”

A12. The SDDOT strives to make one-to-one comparisons with alternatives in all of its’ planning studies. What this means in practice is that consultants are tasked with considering the impacts of taking no action at the location of study. This gives us an important point of reference to compare all other alternatives to in our analysis.

Q13. “3.1.5.4 Stakeholder Meetings, pages 11-12: May the stakeholder meetings be held virtually?

There is potential for over 100 stakeholders to be involved in these meetings. Does SDDOT foresee what the ballpark number of meetings with stakeholders will be?”

A13. See A3.

Q14. “Under! 1.4 on page 3 of the RFP states that proposals will be accepted via email, and under 5.1 on page 15 it is outlined that offerors should ‘provide one (1) copy of their entire proposal, including all attachments, in Microsoft Word or PDF electronic format (flash drive, USB drive, etc.) Offerors may not send the electronically formatted copy of their proposal via email.’ Can the flash drive/USB copy be submitted via mail and if so should it be sent to 700 E Broadway Avenue, Pierre, SD?”

A14. See A4.

Q15. “Are the study limits inclusive of all 7,794 miles of highway maintained by the SDDOT? Is anything beyond this included?”

A15. The study limits are inclusive of all 7,794 miles of the State Highway System. You can find a basic breakdown of what roads are included in what groupings and definitions at this link (https://dot.sd.gov/dot-fact-book/highway-system-statistics) on the SDDOT website.

Q16. “Will the due date be changed to accommodate the delayed delivery of the files?”

A16. Yes – I will be extending the deadline to January 30th, 2025 at 12:00 p.m. CST.

Q17. “Can you please direct me to the website address where I can find the Methods and Assumptions Template for SDDOT Planning Studies?”

A17. I am having trouble finding the M&A template on our website. I have requested it be uploaded to the two locations linked under A1.

WEEK OF December 16, 2024

Q18. “Should the cost proposal be sealed in a separate envelope or included in the hard copy of the technical proposal?”

A18. Yes.

Q19. “Could you add the grant agreement to the bulleted list and indicate whether or not the grant was provided through the FHWA Wildlife Crossing Pilot Program?”

A19. Yes. I have requested that the grant agreement be uploaded to both places linked in A1. This grant was provided through the FHWA Wildlife Crossing Pilot Program.

Q20. “Could you clarify whether the project will require a website and web design/development work?”

A20. The project will have a webpage created on the SDDOT’s website. Our consultant will not be required to do web development work – that work will be done in-house by SDDOT staff. However, we will still require materials (electronic copies of study documents) to be provided so we can upload them to the study webpage.

WEEK OF January 6, 2025

Q21. “I was working on the cost estimate. I see the RFP format slightly differs from the standard estimated engineering cost template we use for our SDDOT projects. Can we use our standard template with the raw pay rate, direct labor, and overhead on labor? “

A21. The template provided in the RFP is our standard template for federal-aid projects. It may contain some fields that are not required for projects funded by state-only sources. Proposers are required to use this template for this reason.

https://dot.sd.gov/dot-fact-book/highway-system-statistics

Q22. “There is a discrepancy between a couple of the uploaded Q&A Documents on when the due date is: January 10th (this Friday!), and January 30th. Which one is correct? Can you clarify?”

A22. The deadline for proposals for the RFP is January 30th, 2025, at 12:00 p.m. (noon) CST. My apologies for the confusion – the version claiming the deadline will not change was uploaded in error.