Engineering Department

Traffic Division

Request for Letters of Interest #: 320-150426FD

Rocky Mount MPO Metropolitan Transportation Plan

Date of Issue: 05/06/2026

Submittal Opening Date: 05/20/2026 at 2:00 PM ET

Direct all inquiries concerning this RFLOI to:

Fantashia Dickens, Purchasing Associate III

Email: Fantashia.dickens@rockymountnc.gov

Phone: 252-972-1352 mailto:Fantashia.dickens@rockymountnc.gov

Request for Letters of Interest # 320-150426FD

For purchasing division processing, please provide your company’s Federal Employer Identification

Number or alternate identification number (e.g. Social Security Number). Pursuant to North Carolina

General Statute 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

ID Number:

Federal ID Number or Social Security Number

Consultant Name

“All submittalders are hereby notified that they must have the proper license as required under the North Carolina laws. All prospective contractors shall be responsible for complying with state law and local ordinances.”

This page is to be filled out and returned with your submittal.

Failure to do so may subject your submittal to rejection.

CITY OF ROCKY MOUNT

Energy Resources

Refer ALL Inquiries regarding this RFLOI to:

Fantashia Dickens

Purchasing Associate III

Request for Letters of Interest # 320-150426FD

Submittals will be due: 05/20/2026 2:00 pm

Contract Type: Purchase

EXECUTION

In compliance with this Request for Letters of Interest (RFLOI), and subject to all the conditions herein, the undersigned Consultant offers and agrees to furnish and deliver any or all items upon which prices are submittal, at the prices set opposite each item within the time specified herein. By executing this submittal, the undersigned Consultant certifies that this submittal is submitted competitively and without collusion (G.S. 143-54), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that it is not an ineligible Consultant as set forth in G.S. 143-59.1. False certification is a Class I felony. Furthermore, by executing this submittal, the undersigned certifies to the best of Consultant’s knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or the City. As required by G.S. 143-48.5, the undersigned Consultant certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFLOI, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system. G.S. 133- 32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any City Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract of any gift from anyone with a Contract with the City, or from any person seeking to do business with the City. By execution of this response to the RFLOI, the undersigned certifies, for your entire organization and its employees or agents, that you are not aware that any such gift has been offered, accepted, or promised by any employees of your organization.

Failure to execute/sign submittal prior to submittal shall render submittal invalid and it WILL BE REJECTED.

Late submittals cannot be accepted.

COMPLETE/FORMAL NAME OF CONSULTANT:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO CONSULTANTS ITEM #12):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF CONSULTANT: FAX NUMBER:

CONSULTANT’S AUTHORIZED SIGNATURE*: DATE: EMAIL:

Offer valid for at least 60 days from date of submittal opening, unless otherwise stated here:

ACCEPTANCE OF SUBMITTAL

days.

If any or all parts of this submittal are accepted by the City of Rocky Mount, an authorized representative of the City of Rocky Mount Purchasing Office shall affix his/her signature hereto and this document and all provisions of this Request for Letters of Interest along with the Consultant submittal response and the written results of any negotiations shall then constitute the written agreement between the parties. A copy of this acceptance will be forwarded to the successful Consultant(s).

Contents

1.0 PURPOSE AND BACKGROUND

2.0 GENERAL INFORMATION

2.1 REQUEST FOR LETTERS OF INTEREST DOCUMENT

2.2 NOTICE TO CONSULTANTS REGARDING RFLOI TERMS AND CONDITIONS

2.3 TITLE VI NONDISCRIMINATION NOTIFICATION

2.4 RFLOI SCHEDULE

2.5 SUBMITTAL QUESTIONS

2.6 LETTER OF INTEREST SUBMITTAL

2.7 AUTHORIZED SIGNATURE REQUIREMENT

2.8 RFLOI CONTENTS

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND SUBMITTAL EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.2 MINORITY BUSINESS PARTICIPATION

4.3 CONSULTANT EXPERIENCE

4.4 REFERENCES

4.5 PERSONNEL

4.6 CONSULTANT’S REPRESENTATIONS

5.0 SCOPE OF WORK

6.0 CONTRACT ADMINISTRATION

6.1 PROJECT MANAGER AND CUSTOMER SERVICE

6.2 DISPUTE RESOLUTION

6.3 CONTRACT CHANGES

6.4 CITY’S RIGHTS AND OPTIONS

ATTACHMENT A: ACCEPTANCE OF GENERAL TERMS & CONDITIONS

ATTACHMENT B: SUPPLEMENTAL CONSULTANT INFORMATION HISTORICALLY UNDERUTILIZED

BUSINESSES

NEW CONSULTANT REGISTRATION

Page |7

1.0 PURPOSE AND BACKGROUND

The City of Rocky Mount Urban Area Metropolitan Planning Organization (RMUAMPO) is soliciting Letters of

Interest (LOIs) from qualified consulting Consultants to provide professional services to develop a Comprehensive

Multi-Modal Metropolitan Transportation Plan.

This solicitation is issued as a qualifications-based selection process. The City intends to evaluate Consultants based on demonstrated competence and experience. Pricing information is not requested at this stage.

2.0 GENERAL INFORMATION

2.1 REQUEST FOR LETTERS OF INTEREST DOCUMENT

The RFLOI is comprised of the base RFLOI document, any attachments, and any addenda released before the

Contract award. All attachments and addenda released for this RFLOI in advance of any Contract award are incorporated herein by reference.

All applicants submitting letters of interest to the Rocky Mount Urban Area MPO for the 2055 MTP are to be prequalified in the following task codes.

NCDOT Task Code #261 – Long Range Planning

NCDOT Task Code #141 – Multimodal Transportation Planning

2.2 NOTICE TO CONSULTANTS REGARDING RFLOI TERMS AND CONDITIONS

It shall be the Consultant’s responsibility to read the Instructions, the City's terms and conditions, all relevant exhibits and attachments, and any other components made a part of this RFLOI and comply with all requirements and specifications herein. Consultants are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFLOI.

If Consultants have questions, issues, or exceptions regarding any term, condition, or other component within this

RFLOI, those must be submitted as questions in accordance with the instructions in Section 2.5 SUBMITTAL

QUESTIONS. If the City determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFLOI addendum. The City may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract that have been addressed during the question-and-answer period. Other than through this process, the City rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with the Consultant’s submittal.

This applies to any language appearing in or attached to the document as part of the Consultant’s submittal that purports to vary any terms and conditions or Consultant’s instructions herein or to render the submittal non-binding or subject to further negotiation. Consultant’s LOI shall constitute a Consultant statement of qualifications.

By execution and delivery of this RFLOI Response, the Consultant agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect and will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Consultant’s submittal as nonresponsive.

Contact anyone working for or with the City regarding this RFLOI other than the City Contract Specialist named on the face page of this RFLOI in the manner specified by this RFLOI shall constitute grounds for rejection of said

Consultant’s offer, at the City’s election.

2.3 TITLE VI NONDISCRIMINATION NOTIFICATION

The LGA in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§

2000d to 2000d-4) and the Regulations, hereby notifies all RESPONDENTS that it will affirmatively ensure that

Page |8 any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit LETTERS of INTEREST (LOIs) in response to this ADVERTISEMENT and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

2.4 RFLOI SCHEDULE

The table below shows the intended schedule for this RFLOI. The City will make every effort to adhere to this schedule.

Event Responsibility Date and Time

Issue RFLOI City 05/6/2026

Submit Written Questions Consultant 05/11/2026

Provide Response to Questions City 05/14/2026

Submit Letter of Interest Consultant 05/20/2026 at 2:00 PM

2.5 SUBMITTAL QUESTIONS

Purpose: Upon review of the RFLOI documents, Consultants may have questions to clarify or interpret the RFLOI to submit the most responsive LOI possible. To accommodate the Submittal Questions process, Consultants shall submit any such questions by the above due date.

Instructions: Written questions shall be emailed to fantashia.dickens@rockymountnc.gov by the date and time specified above. Consultants should enter “RFLOI # 320-150426FD: Questions” as the subject for the email.

Question submittals should include a reference to the applicable RFLOI section and be submitted in a format shown below:

Reference Consultant Question

RFLOI Section, Page Number Consultant question …?

Questions received prior to the submission deadline date, the City’s response, and any additional terms deemed necessary by the City will be posted in the form of an addendum on the City of Rocky Mount Purchasing webpage https://www.rockymountnc.gov/Bids.aspx , and/or the North Carolina’s Electronic Consultant Portal (eVP), https://evp.nc.gov/solicitations/, and shall become an Addendum to this RFLOI. No information, instruction, or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFLOI, shall be considered authoritative or binding. Consultants shall rely only on written material contained in an Addendum to this RFLOI.

2.6 LETTER OF INTEREST SUBMITTAL

IMPORTANT: This requirement is mandatory. Consultant shall bear the risk for late submission due to unintended or unanticipated delay, whether submitted electronically, delivered by hand, U.S. Postal Service, courier, or other delivery service. It is the Consultant’s sole responsibility to ensure its LOI has been submitted to this Office by the specified time and date of opening. The time and date of submission will be marked on each

LOI when received. Any LOI submitted after the LOI deadline will be rejected. For hand-delivered LOIs, please note that the Frederick E. Turnage Municipal Building requires all visitors to sign in with the guard stationed on the first floor. Visitors will only have access through the building, accompanied by a city employee.

Mailing address for delivery of LOI via US Postal Service

Office Address of delivery by any other method (special delivery, overnight, or any other carrier).

mailto:fantashia.dickens@rockymountnc.gov https://www.rockymountnc.gov/Bids.aspx https://evp.nc.gov/solicitations/

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LOI NUMBER: 320-150426FD

Attn: Fantashia Dickens

City of Rocky Mount

PO BOX 1180

Rocky Mount, NC 27802

LOI NUMBER: 320-150426FD

Attn: Fantashia Dickens

City of Rocky Mount

331 S. Franklin Street

Rocky Mount, NC 27804

For LOIs submitted via U.S. mail, please note that the U.S. Postal Service generally does not deliver mail to a specified street address but to the City’s Mail Service Center. Consultants are cautioned that LOIs sent via U.S.

Mail, including Express Mail, may not be delivered by the Mail Service Center to the department’s purchasing office on the due date in time to meet the LOI deadline. All Consultants are urged to take the possibility of delay into account when submitting an LOI by U.S. Postal Service, courier, or other delivery service. Submittals transmitted via facsimile (FAX), telephone, or email will not be accepted.

a) Submit one (1) signed original LOI and three (3) copies (total of four (4) hard copies), to the address identified in the table above.

b) All LOIs are limited to Fifteen (15) pages (RS-2 forms are not included in the page count), inclusive of the cover sheet, and shall be typed on 8-1/2” x 11” sheets, single-spaced.

LOIs containing more than fifteen (15) pages will not be considered

c) Submit your LOI in a sealed package. Clearly mark each package with: (1) Consultant name; (2) the RFLOI number; and (3) the due date. Address the package(s) for delivery as shown in the table above. If Consultant is submitting more than one (1) LOI, each LOI shall be submitted in separate sealed envelopes and marked accordingly. For delivery purposes, separate sealed envelopes from a single Consultant may be included in the same outer package. LOIs are subject to rejection unless the information above is included on the outside of the sealed LOI package.

2.7 AUTHORIZED SIGNATURE REQUIREMENT

All submittals or other offers must be signed by an individual authorized to bind the Consultant contractually. The

City reserves the right to request documentation showing evidence of signatory authority (e.g., corporate resolution, operating agreement, power of attorney, or other verification). Failure to provide such documentation upon request may result in disqualification of the offer or rejection of the executed contract.

2.8 RFLOI CONTENTS

Consultants shall populate all attachments of this RFLOI that require the Consultant to provide information and include an authorized signature where requested. Consultant RFLOI responses shall include the following items, and those attachments should be arranged in the following order:

a) Cover Letter

b) Title Page: Include the company name, address, phone number, and authorized representative along with the Submittal Number.

c) Completed and signed version of EXECUTION PAGES, along with the body of the RFLOI and signed receipt pages of any addenda released in conjunction with this RFLOI (if required to be returned).

d) ATTACHMENT A: ACCEPTANCE OF GENERAL TERMS AND CONDITIONS

e) Completed and signed version of ATTACHMENT C: SUPPLEMENTAL CONSULTANT INFORMATION

SUBMISSION ORGANIZATION AND INFORMATION REQUIREMENTS

The LOI should be addressed to Jordan Reedy, Principal Transportation Planner for the RMUAMPO, and must include the name, address, telephone number, and e-mail address of the prime consultant’s contact person for

Page |10

The LOI must also include the information outlined below:

Chapter 1 - Introduction The Introduction should demonstrate the consultant's overall qualifications to fulfill the requirements of the scope of work and should contain the following elements of information:

▪ Expression of Consultant’s interest in the work;

▪ Statement of whether Consultant is on register;

▪ Date of most recent private engineering Consultant qualification;

▪ Statement regarding Consultant’s possible conflict of interest for the work; and

▪ Summation of information contained in the letter of interest.

Chapter 2 - Team Qualifications This chapter should elaborate on the general information presented in the introduction to establish the credentials and experience of the consultant to undertake this type of effort.

The following must be included:

1. Identify recent, similar projects the Consultant, acting as the prime contractor, has conducted that demonstrate its ability to conduct and manage the project. Provide a synopsis of each project and include the date completed, and contact person.

2. If subconsultants are involved, provide corresponding information describing their qualifications as requested in bullet number 1 above.

Chapter 3 - Team Experience

This chapter must provide the names, classifications, and location of the Consultant’s North Carolina employees and resources to be assigned to the advertised work; and the professional credentials and experience of the persons assigned to the project, along with any unique qualifications of key personnel. Although standard personnel resumes may be included, identify pertinent team experience to be applied to this project. Specifically, the Department is interested in the experience, expertise, and total quality of the consultant's proposed team. If principals of the Consultant will not be actively involved in the study/contract/project, do not list them. The submittal shall clearly indicate the Consultant’s Project Manager, other key Team Members, and his/her qualifications for the proposed work.

Also, include the team’s organization chart for the Project / Plan. A Capacity Chart / Graph (available workforce) should also be included. Any other pertinent information should also be listed in this section.

Note: If a project team or subconsultant encounters personnel changes, or any other changes of significance dealing with the company, NCDOT should be notified immediately.

Chapter 4 - Technical Approach The consultant shall provide information on its understanding of, and approach to accomplish, this project, including their envisioned scope for the work and any

Page |11 innovative ideas/approaches, and a schedule to achieve the dates outlined in this RFLOI (if any project-specific dates are outlined below).

APPENDICES-

CONSULTANT CERTIFICATION Form RS-2

Completed Form RS-2 forms SHALL be submitted with the Consultant’s letter of interest. This section is limited to the number of pages required to provide the requested information.

Submit Form RS-2 forms for the following:

• Prime Consultant

➢ Prime Consultant Form RS-2 Rev 1/14/08; and

• ANY/ALL Subconsultant Consultants to be, or anticipated to be, utilized by your Consultant.

➢ Subconsultant Form RS-2 Rev 1/15/08.

➢ In the event the Consultant has no subconsultant, it is required that this be indicated on the Subconsultant Form RS-2 by entering the word “None” or the number “ZERO” and signing the form.

Complete and sign each Form RS-2 (instructions are listed on the form).

The required forms are available on the Department’s website at:

https://connect.ncdot.gov/business/consultants/Pages/Guidelines-Forms.aspx

Prime Consultant Form RS-2

Subconsultant Form RS-2

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

a) BUYER: The employee of the City or Other Eligible Entity that places an order with the Consultant.

b) CONTRACT LEAD: Representative of the City of Rocky Mount Purchasing Office who corresponds with potential

Consultants to identify and contract with that Consultant providing the greatest benefit to the City, and who will administer this contract for the City.

c) QUALIFIED SUBMITTAL: A responsive submittal submitted by a responsible Consultant.

d) RFLOI: Request for Letters of Interest

e) SERVICES or SERVICE DELIVERABLES: The tasks and duties undertaken by the Consultant to fulfill the requirements and specifications of this solicitation.

f) CONSULTANT: Supplier, submittal, proposer, company, Consultant, corporation, partnership, individual or other entity submitting a response to a Request for Letters of Interest.

https://connect.ncdot.gov/business/consultants/Pages/Guidelines-Forms.aspx https://connect.ncdot.gov/business/consultants/Roadway/Form%20RS-2%20Prime%20Contractor%20(Task%20Orders%20ONLY).pdf https://connect.ncdot.gov/business/consultants/Roadway/Form%20RS-2%20Subcontract%20(Task%20Orders%20ONLY).pdf

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3.0 METHOD OF AWARD AND SUBMITTAL EVALUATION PROCESS

3.1 METHOD OF AWARD

This Request For Letter of Interest (RFLOI) is issued pursuant to the authority granted under North Carolina General Statutes, including but not limited to G.S. 143-129, G.S. 143-48, and applicable provisions governing the procurement of professional and technical services by local governments.

Award of a Contract, if any, shall be made to the responsible Consultant whose LOI is determined to be the most qualified Consultant based on demonstrated competence and experience in accordance with the evaluation criteria to the City, taking into consideration the evaluation criteria set forth in this RFLOI. Evaluation factors may include, but are not limited to, the Consultant’s qualifications, experience, technical approach, and demonstrated understanding of MPO Transportation Planning.

The City may conduct evaluations, request clarifications, and engage in discussions or negotiations with one or more Consultants determined to be reasonably susceptible of being selected for award. Cost or pricing information will not be considered at this stage. The City will select the most qualified firm and negotiate a fair and reasonable fee in accordance with qualifications-based selection requirements.

The City intends to award a Contract to a single Consultant; however, the City reserves the right, in its sole discretion and if deemed to be in the City’s best interest and consistent with program requirements, to:

• Make no award;

• Make multiple awards;

• Make partial awards;

• Cancel this RFLOI in whole or in part; or

• Re-solicit the Services.

Criteria

Description

Max

Points

Past Performance/Demonstrated

Experience

Proven record of success on similar projects.

Consultant’s experience, knowledge, and familiarity with the desired services, including sub-consultants

Team Experience and Qualifications

The team’s experience and staff qualifications to perform the type of work required, including any subconsultants.

Technical Approach

The team’s understanding of, and approach to accomplishing the objectives of the plan, including their envisioned

After reviewing qualifications, if Consultants are equal on the evaluation review, then those qualified Consultants with proposed SPSF participation will be given priority consideration.

The City intends to select the most qualified Consultant and negotiate a fair and reasonable fee. Cost information is not required at this stage.

In accordance with qualifications-based selection practices, the City will not request or consider cost information prior to selecting the most qualified Consultant..

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

During the evaluation period—from the date submittals are opened through the date the contract is awarded—each

Consultant submitting a submittal (including its representatives, sub-contractors and/or suppliers) is prohibited from having any communications with any person inside or outside the using department, issuing department, other

Page |13 government department office, or body (including the purchaser named above, department secretary, department head, members of the general assembly and/or governor’s office), or private entity, if the communication refers to the content of Consultant’s submittal or qualifications, the contents of another Consultant’s submittal, another Consultant’s qualifications or ability to perform the contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of submittals and/or the award of the contract. A Consultant not in compliance with this provision shall be disqualified from contract award, unless it is determined in the City’s discretion that the communication was harmless, that it was made without intent to influence, and that the best interest of the City would not be served by the disqualification. A Consultant’s submittal may be disqualified if its sub-contractor and supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement to the date of contract award). Only those discussions, communications, or transmittals of information authorized or initiated by the issuing department for this RFLOI or general inquiries directed to the purchaser regarding requirements of the RFLOI (prior to submittal submission) or the status of the contract award (after submission) are excepted from this provision.

3.3 INTERPRETATION OF TERMS AND PHRASES

This Request for Letters of Interest serves two functions: (1) to advise potential Consultants of the parameters of the solution being sought by the Department; and (2) to provide (together with other specified documents) the terms of the

Contract resulting from this procurement. As such, all terms in the Request for Letters of Interest shall be enforceable as contract terms in accordance with the General Contract Terms and Conditions. The use of phrases such as “shall,”

“must,” and “requirements” are intended to create enforceable contract conditions. In determining whether submittals should be evaluated or rejected, the Department will take into consideration the degree to which Consultants have proposed or failed to propose solutions that will satisfy the Department’s needs as described in the Request for Letters of Interest. Except as specifically stated in the Request for Letters of Interest, no one requirement shall automatically disqualify a Consultant from consideration. However, failure to comply with any single requirement may result in the

Department exercising its discretion to reject a submittal in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFLOI. By submitting a submittal, the Consultant agrees to meet all stated requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this RFLOI. If a Consultant is unclear about a requirement or specification or believes a change to a requirement would allow for the City to receive a better submittal, the Consultant is urged and cautioned to submit these items in the form of a question during the question-and-answer period in accordance with Section 2.5.

4.1 CONTRACT TERMS

The Contractor shall ensure that all work is performed in accordance with applicable codes, regulations, and standards necessary to obtain inspection approval by the stated deadline.

4.2 MINORITY BUSINESS PARTICIPATION

The Consultant has the responsibility to make a good faith effort to solicit minority submittals and to attain the aspirational ten percent (10%) goal. We encourage all Consultants, including MWBE/HUBs, to strive for the aspirational goal of obtaining subcontracting and supplier opportunities. Use the table below to note the MWBE businesses that will be used as suppliers or subcontractors for this contract.

MWBE CONSULTANT OWNERSHIP STATUS ADDRESS WORK TYPE

Page |14

If the goal of 10% participation by HUB Certified or minority businesses is not achieved, the Consultant shall provide documentation demonstrating its good faith efforts to the City:

Examples of documentation that may be required to demonstrate the Consultant's good faith efforts to meet the goals set forth in these provisions include, but are not necessarily limited to, the following:

a) Copies of solicitations for quotes to at least three (3) minority business Consultants from the source list provided by the State for each subcontract to be let under this contract (if 3 or more Consultants are shown on the source list). Each solicitation shall contain a specific description of the work to be subcontracted, the location where submittal documents can be reviewed, the representative of the Prime Consultant to contact, and the location, date, and time when quotes must be received.

b) Copies of quotes or responses received from each MWBE responding to the solicitation.

c) A telephone log of follow-up calls to each Consultant who sent a solicitation.

d) For subcontracts where a minority business is not considered the lowest responsible sub-Consultant, copies of quotes received from all Consultants submitting quotes for that particular subcontract.

e) Documentation of any contacts or correspondence to minority business, community, or contractor organizations in an attempt to meet the goal.

f) Copy of pre-submittal roster

g) Letter documenting efforts to provide assistance in obtaining required bonding or insurance for minority businesses.

h) Letter detailing reasons for rejection of minority business.

i) Letter documenting proposed assistance offered to minority businesses in need of equipment, loan capital, lines of credit, or joint pay agreements to secure loans, supplies, or a letter of credit, including waiving credit that is ordinarily required.

Failure to provide the documentation as listed in these provisions may result in a non-responsive submittal.

4.3 CONSULTANT EXPERIENCE

In its Submittal, Consultant shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the City of Rocky Mount. Consultant shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person.

4.4 REFERENCES

Consultants shall provide at least three (3) references for which your company has provided Services of a similar size and scope to that proposed herein. The City may contact these users to determine that the Services provided are substantially similar in scope to those proposed herein, and the Consultant’s performance has been satisfactory. The information obtained may be considered in the evaluation of the submittal.

COMPANY NAME CONTACT NAME COMPANY EMAIL TELEPHONE NUMBER

Page |15

Optional: City of Rocky

Mount

4.5 PERSONNEL

Consultant shall not substitute key personnel assigned to the performance of this Contract without prior written approval by the Contract Lead. Consultant shall notify the Contract Lead of any desired substitution, including the name(s) and references of Consultant’s recommended substitute personnel. The City will approve or disapprove the requested substitution in a timely manner. The City may, in its sole discretion, terminate the services of any person providing services under this Contract. Upon such termination, the City may request acceptable substitute personnel or terminate the contract services provided by such personnel.

4.6 CONSULTANT’S REPRESENTATIONS

a) Consultant warrants that qualified personnel shall provide Services under this Contract in a professional manner.

“Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. The Consultant agrees that it will not enter into any agreement with a third party that may abridge any rights of the City under this Contract. The Consultant will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the City. Names of any third-party Consultants or subcontractors of

Consultant may appear for purposes of convenience in Contract documents; and shall not limit Consultant’s obligations hereunder. Consultant will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third-party subcontractor(s).

b) If any Services, deliverables, functions, or responsibilities not specifically described in this Contract are required for

Consultant’s proper performance, provision and delivery of the service and deliverables under this Contract or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the contract. Unless otherwise expressly provided herein, Consultant will furnish all its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies, and materials necessary for the Consultant to provide and deliver the Services and Deliverables.

c) Consultant warrants that it has the financial capacity to perform and to continue perform its obligations under the contract; that Consultant has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Consultant that could materially adversely affect performance of this Contract; and that entering this

Contract is not prohibited by any contract, or order by any court of competent jurisdiction.

Page |16

5.0 SCOPE OF WORK

Rocky Mount Urban Area MPO

Scope of Work for Consultant Services

Development of a Metropolitan Transportation Plan (MTP)

Introduction

Project Objectives

Scope of Work

Task 1: Project Administration

Task 2: Public and Stakeholder Engagement

Task 3: Plan Development

Task 4: Plan Documentation and Production

Task 5: MTP Checklist

MTP Optional Tasks

Task M1. Congestion Management Process

Task M2: Air Quality Conformity Determination

Appendix 1. MTP Checklist

Introduction The Rocky Mount Urban Area MPO seeks consultant support to prepare the 2055 Metropolitan

Transportation Plan (MTP) that complies with all applicable federal regulations. These plans will guide coordinated, long-range transportation planning consistent with federal and NCDOT requirements.

Suggested alternate language: The MTP will serve as the federally-required, fiscally constrained long-range transportation plan for the MPO planning area.

Plans will address a minimum 20-year planning horizon and incorporating both long- range and short-range multimodal strategies to meet current and future transportation demand.

Page |17

Project Objectives

• Develop a long-range transportation plan that meets federal and state requirements.

• Engage stakeholders and the public throughout the planning process.

• Integrate land use, environmental, economic, and equity considerations.

• Ensure consistency with air quality conformity (if applicable).

• Produce all required documentation and data products.

Scope of Work Throughout this document, Code of Federal regulations are cited and summarized for purposes of brevity within the document. The consultant is required to conduct the process and provide deliverables that conform to the full text of all applicable regulations.

Task 1: Project Administration

a) Kick-Off Meeting

Upon receiving the Notice to Proceed, the consultant team should schedule a project kick-off meeting with the MPO and other key MPO staff (as needed) to review the scope of work, the project management plan, schedule, and to discuss key items for initiating the study. This meeting can be conducted in-person or virtually, to be decided in coordination with the consultant team and MPO.

b) Project Schedule and Work Plan

The Consultant will prepare a draft schedule and work plan for specific work tasks, interim and final deliverables, and quality control reviews. The draft will be presented for discussion at the project kick-off meeting. Based on this discussion, the Consultant will make revisions and submit a final project schedule and work plan. The Consultant will revise the project schedule during plan development as needed to account for changes in milestone scheduling, engagement, or deliverables. The draft and final schedule and work plan shall incorporate adequate time for MPO review of draft project deliverables.

The draft and final work plan shall describe the approach for the Consultant to provide project information to support public and stakeholder engagement appropriate for the intended audience.

Materials shall follow the tone, formatting, and other content guides established cooperatively by the

Consultant and MPO. Delivery and review schedules for materials shall incorporate the MPO’s procedures for making meeting materials available electronically before, during, or after meetings and to facilitate printing for in- person meetings.

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c) Project Updates and Presentations

The Consultant will present updates to the MPO’s committees and advisory bodies as determined by the MPO. The Consultant will provide content when requested in support of any additional briefings provided by MPO staff.

[Provide the expected number of presentations and the associated committees, sub- committees, and policy board to inform the level of effort.]

d) Progress Reports and Invoicing

The Consultant will prepare progress statements organized by task that provides a bulleted list of recent activities. The progress statement will be included with a copy of each invoice. For the first invoice, consultant will invoice from date of NTP to the last day of the month that the NTP was issued. From then on, consultant shall invoice on a monthly basis.

Task 1 Deliverables:

Meeting Notes

Project Schedule and Work Plan

Presentation Materials

Progress Reports

Invoices

Task 2: Public and Stakeholder Engagement

a) Public Engagement Strategy

The Consultant will provide assistance to conduct the public involvement activities in support of the development of the plans in accordance with 23 CFR 450.316 and the MPO’s Public Participation Plan and Title VI Plan.

The Consultant will develop a public engagement strategy for developing the MTP. The strategy will outline major public involvement tasks to support the plans, roles and responsibilities between the

Consultant and MPO, and an accompanying schedule that incorporates the plans’ review and adoption timelines. The public engagement strategy should incorporate the following elements, at minimum: public outreach goals and objectives, identification of key stakeholders (consistent with the requirements for the

Steering Committee), schedule and milestones, identification of constraints to public engagement, a detailed description of engagement activities including in-person and digital outreach that appropriately engages under-represented groups or interests, and MTP marketing materials such as social media posts, flyers, and website content.

The public engagement strategy should be developed expeditiously after the Project Kick-Off meeting by the Consultant in collaboration with the MPO. As part of the public

Page |19 engagement strategy, the Consultant will coordinate with the MPO to develop a map package that identifies and accounts for Title VI and relevant demographic data to analyze disparate impacts of the transportation planning process (further explored in Task 4. Plan Documentation and Production).

Consultant shall ensure that the MTP’s public engagement strategy addresses each of the following, as applicable:

Per 23 CFR 450.324(k) and 23 CFR 450.316(a)(1)(iv), the MPO shall publish or otherwise make readily available the MTP for public review, including (to the maximum extent practicable) in electronically accessible formats and means, such as the World Wide Web.

Per 23 CFR450.316(a)(1)(i), the MPO shall provide adequate public notice of public participation activities and time for public review and comment at key decision points, including a reasonable opportunity to comment on the proposed MTP.

Per 23 CFR 450.316(a)(1)(vii), While developing the MTP, the MPO shall seek out and consider the needs of those traditionally underserved by existing transportation systems such as low-income and minority households.

Per 23 CFR 450.316(a)(1)(vi) & 23 CFR 450.316(a)(2), document the MPO’s demonstrated explicit consideration of and response to public input received during development of the MTP. If significant written and oral comments were received on the draft MTP, Consultant shall provide a summary, analysis, and report on the disposition of the comments as part of the final MTP.

Per 23 CFR 450.316(a)(1)(viii), the MPO will provide an additional opportunity for public comment if the final metropolitan transportation plan differs significantly from the version that was made available for public comment by the MPO and raises new material issues that interested parties could not reasonably have foreseen from the public involvement efforts.

Per 23 CFR 450.316(b), the MPO shall consult with agencies and officials responsible for other planning activities within the MPO planning area that are affected by transportation or coordinate its planning process (to the maximum extent practicable) with such planning activities.

Per 23 CFR 450.316(c), if the MPO planning area includes Indian Tribal lands, the MPO shall appropriately involve the Indian Tribal government(s) in the development of the MTP.

Per 23 CFR 450.316(d), if the MPO planning area includes Federal public lands, the MPO shall appropriately involve Federal land management agencies in the development of the MTP.

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Per 23 CFR 450.324(j), the MPO shall provide individuals, affected public agencies, representatives of public transportation employees, public ports, freight shippers, providers of freight transportation services, private providers of transportation (including intercity bus operators, employer-based commuting programs, such as carpool program, vanpool program, transit benefit program, parking cashout program, shuttle program, or telework program), representatives of users of public transportation, representatives of users of pedestrian walkways and bicycle transportation facilities, representatives of the disabled, and other interested parties with a reasonable opportunity to comment on the transportation plan using the participation plan developed under § 450.316(a).

Per 23 CFR 450.324(k), the MPO shall publish or otherwise make readily available the metropolitan transportation plan for public review, including (to the maximum extent practicable) in electronically accessible formats

b) Steering Committee

The Consultant will work with the MPO to form a Steering Committee to provide targeted input into the process. The composition of the Steering Committee will be determined by the MPO and the Consultant.

The Consultant will work with the MPO to engage the Steering Committee at key points in the process, providing them with the latest information about the study and seeking their input on the direction of the study, including public involvement. The Consultant and the MPO will affirm and document the Steering

Committee roles and responsibilities at the beginning of the MTP process. The public engagement strategy will be shared with the Steering Committee for feedback.

c) The consultant will provide the number of expected meetings as follows:

Meeting type Number of Virtual

Meetings

Number of In-

Person meetings

Steering Committee 5 2

TCC 1 1

TAC/Policy Board 1 1

Other 2 Public Events

Task 2 Deliverables:

• Detailed Public Engagement Strategy.

• Development of a Steering Committee, including documented roles and responsibilities and points of engagement.

• Public Involvement Appendix in the MTP, including the listing of Steering Committee members and a summary of each public involvement opportunity including the types of information presented and number of attendees. Per 23 CFR 450.316(a)(1)(vi), consultant shall demonstrate explicit consideration and response to public input received during the development of the plan.

https://www.ecfr.gov/current/title-23/section-450.316#p-450.316(a)

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Task 3: Plan Development The Consultant will develop a metropolitan transportation plan that includes all applicable requirements noted in 23 CFR 450.324, including elements/items listed below. The items below are abbreviated summaries. The Consultant shall be responsible for fulfilling and providing the information in accordance with the full description as shown in the related CFR section.

1) § 450.324(a): Plan shall have a minimum 20-year planning horizon.

a) Planning factors. Consultant to provide a section in the MTP that lists each required planning factor, and below each factor the Consultant shall provide a narrative of how the

MTP addresses that factor. The planning factors as noted in 23 CFR 450.306(b) are:

i. Support the economic vitality of the metropolitan area, especially by enabling global competitiveness, productivity, and efficiency;

ii. Increase the safety of the transportation system for motorized and non-motorized users;

iii. Increase the security of the transportation system for motorized and non-motorized users;

iv. Increase accessibility and mobility of people and freight;

v. Protect and enhance the environment, promote energy conservation, improve the quality of life, and promote consistency between transportation improvements and State and local planned growth and economic development patterns;

vi. Enhance the integration and connectivity of the transportation system, across and between modes, for people and freight;

vii. Promote efficient system management and operation;

viii. Emphasize the preservation of the existing transportation system;

ix. Improve the resiliency and reliability of the transportation system and reduce or mitigate stormwater impacts of surface transportation (see items b, c, and d, below); and

x. Enhance travel and tourism.

b. To address the resiliency planning factor noted in item ix, above, the Consultant shall perform an analysis of transportation facility resilience using available data from federal resources and state resources such as the NCDOT Resilience Analysis Framework for

Transportation (RAFT), Coastal Roadway Inundation Simulator (CRIS), Roadway

Inundation Tool (RIT), and Flood Inundation Mapping and Alert Network for

Transportation (FIMAN-T). The data should identify transportation facilities or corridors https://www.ecfr.gov/current/title-23/section-450.324

Page |22 that are vulnerable to disruption from weather hazards such as flooding, hurricanes, wildfire risk, or other natural risks.

c. Resilience Analysis: The Consultant will incorporate resilience considerations using the datasets compiled during the Existing Conditions assessment in Task 3. The Consultant will identify existing resilience deficiencies within the regional transportation system based on guidance provided by NCDOT. This will be used to identify future resilience risks that may be exacerbated by natural hazards.

2) § 450.324(b): The transportation plan shall include both long-range and short- range strategies/actions that provide for the development of an integrated multimodal transportation system.

3) § 450.324(c): Consultant shall confirm the transportation plan's validity and consistency with current and forecasted transportation and land use conditions and trends. Work involves:

a) Data collection that will be used in the development of the MTP

b) Analyze existing conditions using data collected to understand the quantity and quality of the existing network.

c) Identify current and future system deficiencies.

4) § 450.324(d): Coordinate the development of the metropolitan transportation plan with the process for developing transportation control measures (TCMs) in a State Implementation Plan

(SIP).

5) § 450.324(e): Validate data used in preparing other existing modal plans for providing input to the transportation plan. (list plans here if desired).

a) Consultant to base the update on the latest available estimates and assumptions for population, land use, travel, employment, congestion, and economic activity.

b) Consultant will assist the MPO with obtaining Board approval of transportation plan contents and supporting analyses produced by this transportation plan update.

6) § 450.324(f)(1): Current and projected transportation demand of persons and goods.

7) § 450.324(f)(2): Existing and proposed transportation facilities (multimodal and intermodal).

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8) § 450.324(f)(3): Description of the performance measures and performance targets used in assessing system performance.

9) § 450.324(f)(4): A system performance report evaluating the condition and performance of the transportation system with respect to performance targets.

a) The MPO may provide the Consultant with a template developed by NCDOT for this purpose.

10) § 450.324(f)(5): Operational and management strategies to improve the performance of existing transportation facilities to relieve vehicular congestion and maximize the safety and mobility of people and goods.

11) § 450.324(f)(6): Consideration of the results of the congestion management process in transportation management areas, including identification of SOV projects in nonattainment areas.

12) § 450.324(f)(7): Assessment of capital investment and other strategies to preserve and improve the system.

13) § 450.324(f)(8): Transportation and transit enhancement activities, including intercity bus systems and transportation alternatives.

14) § 450.324(f)(9): Design concept and design scope descriptions of all existing and proposed facilities, sufficient for air quality analysis under 40 CFR Part 93. Proposed improvements shall be described in sufficient detail to develop planning-level cost estimates

15) § 450.324(f)(10): A discussion of types of potential environmental mitigation activities and areas to carry them out.

a) The discussion may focus on policies, programs, or strategies,…