RFP for Planning Services.pdf

520 E. Cascade Avenue P.O. Box 39 Sisters, Oregon 97759 541 549 6022

REQUEST FOR PROPOSALS (RFPs) East Portal Multi-Modal Transportation Hub * Master Plan and Design Transportation Consultant Services to Provide Planning, Site Design and Technical Assistance

Point of Contact: trayburn@ci.sissters.or.us

Deadline to Submit – RFP Submittals Shall Be Received by 3:00 PM on April 28, 2022 Published - City of Sisters Website, American Planning Association – Oregon Chapter, The Bend Bulletin, Oregon Buys, and the Daily Journal of Commerce mailto:trayburn@ci.sissters.or.us

TABLE OF CONTENTS

Section

1. Introduction

2. Background Information

3. Need for East Portal Master Plan and Design

4. Scope of Work

5. City Point of Contact and Requests for Clarification

6. Responding to the RFP

7. Tentative Schedule for Selection Process / Subject to Change

8. Proposal Evaluation

A. Pre-Selection Scoring Criteria at Internal Review

B. Post Section Interview Criteria

C. Contract Fees

D. Acceptance or Rejection of Negotiation Proposals

E. Notice of Award and Appeal Process

9. Scope of Consultant Services A. General Information B. Minimum Qualifications C. Final Work Product D. Assistance to be Provided by the City

10. Proposal Requirements A. Letter of Transmittal B. Table of Contents C. Executive Summary D. Experience, Technical and Other Qualifications E. Response to Scope of Consultant Services F. References G. Compensation H. Additional Information

1. INTRODUCTION

The City of Sisters (City) seek proposals from qualified transportation consulting firms with experience in multi-modal transportation hubs to coordinate and lead a planning and design process for the East

Portal Multi-Modal Transportation Hub Master Plan and Design.

The City of Sisters’ project will capitalize on the last remaining undeveloped central location in Sisters large enough to support a multi-modal transit hub for transportation uses including bike, pedestrian, public transit vehicle uses, and parking. See below arial photo of site.

The site already contains many of the elements of a transportation hub, including circular entrance & exit, parking, restrooms, information kiosk, and ADA paved east/west trail connector.

The site is in the true center of the City with ease of access to Hwy 20 / 126 & Hwy 242, the local street network, and adjacent bike and walking trails.

The planning and design process for this project will identify associated aspects to build a more accessible and efficient transportation hub that will benefit regional and statewide systems. For example, Pacific Crest Buslines operates routes in Sisters with numerous stops. Cascade East Transit

(CET) operates an east / west service from Bend to Eugene with connection points along the way to both

Amtrak and Greyhound Bus Line.

The planning and design process will include public outreach to a variety of stakeholders in order to fully identify issues that (a) affect the passenger experience, (b) obstacles to a more fully developed seamless passenger experience, and (c) other issues such as design compatibility. In-industry transit professionals, businesses or employment centers, and the general public shall be consulted. These include current transit riders, transportation disadvantaged groups, tourism employers, business owners, and Title VI communities.

2. BACKGROUND INFORMATION

The City of Sisters and surrounding Sisters Country area has grown exponentially in the last ten years.

Through its 2019 Community Visioning process, transit and the need for greater multi-modal travel was named as one of the top needs for improvement and investment to accommodate this growing population.

Sisters’ large retiree community rely on Dial-A-Ride and on-demand services to reach various destinations related to healthcare and shopping in Bend and Redmond. The City of Sisters’ proposed multi-modal transportation hub will support the needs of these riders by allowing the two primary public transportation providers serving Sisters [Cascades East Transit (CET) and Pacific Crest Bus-lines] to use the site for intercity, regional and statewide connections.

Pacific Crest and future intercity service providers see a great opportunity in this site for a more efficient and safer place to stop. They currently make stops at Sisters City Hall and have significant challenges getting back into traffic. The East Portal site would allow the larger buses to utilize all right-hand turns and the Barclay roundabout to safely return to east-bound and west-bound travel lanes.

The City of Sisters is part of a large regional service district. Cities located in this regional service district are employment hubs where many people live in one location of the county but work in a different locale. The multi-modal transit hub will assist in providing a more efficient transportation system through a central location for boarding and deboarding transit vehicles to and from these employment destinations.

A number of large destination resorts are dispersed between these cities also employing numerous residents who, for example, live in Bend, Redmond, or Sisters but commute to work at Black Butte

Ranch, Eagle Crest, or Hoodoo Ski Resort. Thus, per CET’s 2040 Transit Master Plan section on

Recreational Services there are opportunities to serve low-income seasonal and full-time industry workers, who may not have a vehicle or cannot easily access the different resorts for employment.

The project will provide alternative modes of transportation to single occupancy vehicles. Thus, assisting with lowering greenhouse emissions, assisting with minimizing reliance on fossil fuels, reducing air pollution, and supporting overall positive health. The City also believes that roadside littering will decrease or be minimized.

The site’s location to adjacent bike trails and walking paths will provide convenient access to these amenities.

Sisters Transportation System Plan (TSP) identifies multi-use paths as the preferred infill improvements for these gap segments. Providing safe walking and biking to and from the East Portal will take on increasing importance as the lands west of Hood Ave / Hwy 242 and north of US 20 increasingly develop.

The west and south faces of the property are gaps in the Oregon Department of Transportation’s

(ODOT) pedestrian-bicycle network. Completing the multi-use path gap on the south side of the triangle would eliminate the last ped/bike facility gap between Sisters Middle School, High School, Downtown

Sisters, and residential neighborhoods south of Downtown, enhancing non-motorized access and routes to school.

The City also needs to address and identify additional passenger safety issues through the planning and design process’s public outreach. Questions will be asked and discussions had around rider safety. For example, what safety issues minimize or prevent one from using public transit?

Many segments of our local and regional society are seeking alternative transportation options due to a number of contributing factors. These factors include fixed income and its relationship to vehicle affordability, traffic volume on road & highways and drive time associated with commuting to and from

Bend and Redmond, inclement weather, etc.

The project will not compete with for-profit transit providers. Private transit providers such as Shuttle

Oregon and Pacific Crest Bus Lines will be part of the planning & design process due to their existing services and future demand, as Sisters and eastern Deschutes County grow.

3. NEED FOR EAST PORTAL MULTI-MODAL TRANSPORTATION MASTER PLAN AND DESIGN

In 2019, the City completed an update to its community visioning process. Transit and the need for greater multi-modal travel was named as one of the top needs for improvement and investment to accommodate a growing population.

The East Portal Multi-Modal Transportation Hub is also included in the City’s 2021 Transportation

System Plan (TSP) as a priority action item to address the need for improvement and investment in greater multi-modal travel options.

In addition, Sisters recently completed Comprehensive Plan includes a chapter on transportation. The

East Portal Transportation Hub will address many of its issues. Such as:

• Decreasing traffic congestion through a broader or more comprehensive traffic management plan

• Walking and biking trail connectivity is a high priority

• Provide a seamless and coordinated transportation system that is barrier-free

• Provides affordable and equitable access to travel choices

• Services the needs of all people and businesses, including people with low income, people with disabilities, children, and seniors

4. SCOPE OF WORK AND DELIVERABLES

NOTE: “Scope of work” is defined as a detailed description of the project’s work requirements, deliverables, and timeline for completion of services provided.

Consulting teams shall submit to the City a complete East Portal Multi-Modal Transportation Hub Master

Plan and Design (design renderings = 90% completion and associated cost estimate), per information and direction contained throughout this Request for Proposals.

The following deliverables shall be taken into account:

• a thorough review of existing site features

• existing site features applicability to a fully functioning multi-modal transit hub

• potential service load for transit hub

• transit and personal vehicle access, departure and circulation

• parking / park & ride

• informational signage / way-finding

• walking and bike paths / trail connectivity

• bicycle lock racks / storage

• secure bathroom facilities

• lighting to promote and provide for safety

• park benches for sitting (no benches where a person can fully lay horizontal)

• Americans with Disabilities Act (ADA) requirements

• appropriate level of trash and waste disposal facilities to accommodate high traffic volume site

• maintenance level and type of maintenance required

• natural resource conservation measures including tree preservation and water reduction or irrigation/sprinkler use

The approximate 1.68 acre site also provides opportunity for the inclusion of a low-maintenance, but enhanced natural open-space to compliment the site and its appearance. The site is visible to vehicular traffic on all three sides as well as walkers and bikers. This open-space aspect of the project is included in the City’s 2022 Parks Master Plan workload currently being done by Cameron McCarthy Landscape

Architecture & Planning.

The consultant shall also be responsible for the submittal and execution of the following tasks:

1. Public Outreach & Involvement: Recommendation regarding type of public participation strategies, number of meetings, and an action plan for implementation.

2. On-Going Technical Assistance: Retained consultant shall provide technical and design assistance throughout development of project.

3. Communication: Consultant shall work through assigned primary staff.

4. Meeting Notes: The consultant shall keep an accurate record of meetings summarizing such meetings to be provided to the City for retention purposes.

5. Research & Progress Reports: The consultant shall be responsible for submitting progress reports and research information relative to the project. Consultant shall provide research and advice suitable to enable completion of the project, including benchmarks met.

6. Meetings: The consultant will be responsible for meeting (virtually, in person, or tele-conference) with City staff. The number and frequency of the meetings will be determined in consultation with both staff and the consultant before the project starts. The purpose of the meetings will be to establish objectives, discuss alternatives, provide direction, seek confirmation, and review progress.

7. Budget Resources: Selected consultant shall endeavor to minimize costs. This is a key expectation.

5. CITY POINT OF CONTACT AND REQUESTS FOR CLARIFICATION

Questions, inquiries, or comments regarding this Request for Proposal (RFP), must be submitted in writing via email no later than end of day on Monday, April 25th and shall be directed to: trayburn@ci.sisters.or.us (Required method)

Any questions or comments directed by a Proposer to person outside of the individual listed above are mailto:trayburn@ci.sisters.or.us inappropriate and such activity may result in that proposal being deemed non-responsive.

The City’s Comprehensive Plan, maps and other information are accessible on the City website.

6. RESPONDING TO THE RFP

Proposals shall be submitted in a sealed envelope, or other sealed container, which is clearly marked “Multi-Modal Transportation Hub Master Plan and Design / RFP.” Please provide one (1) digital copy, one (1) original hard copy and six (6) hard copies of the Proposal.

The original should be marked “Original” and must bear an original ink signature by an individual authorized to represent the Proposer.

Proposals must be addressed to:

1. For Hand Delivery/UPS/FedEx/DHL:

City of Sisters Attention: Kerry Prosser City Recorder 520 E. Cascade Ave Sisters, OR 97759

2. For traceable, regular mail via USPS delivery:

City of Sisters Attn: Kerry Prosser, City Recorder PO Box 39 Sisters, OR 97759

Deadline for submission – Proposals shall be received by Thursday, April 28 at 3:00 PM local time.

Regardless of cause or fault, late submissions will not be accepted.

No emailed or faxed materials will be accepted. Postmarks are not considered proof of delivery. If the proposal is hand delivered, it must be delivered to and stamped by City Hall personnel.

Any addenda or amendments to this RFP will be in writing and posted on the City’s website https://www.ci.sisters.or.us/rfps. It is the responsibility of potential proposers to check the website for addenda or amendments. No proposal will be considered that is not responsive to any issued amendments.

7. TENTATIVE SCHEDULE FOR SELECTION PROCESS / SUBJECT TO CHANGE

RFP Posted on City Website April 6, 2022 Legal Advertisement Requirement Week of April 10, 2022 Clarification Inquiries Deadline Monday, April 25, 2022 Proposals Due Thursday, April 28 (3:00 pm) Interviews (Tenative) Week of May 2, 2022 Council Award (Tentative) Wednesday, May 11, 2022 Formal Project Commencement (Tentative) Week of May 16, 2022 https://www.ci.sisters.or.us/ https://www.ci.sisters.or.us/rfps

Note: This is the City’s desired schedule but reserves the right to modify the schedule.

The City reserves the right to reject any or all proposals, to waive any irregularities in a submitted proposal, to accept or reject any item or combination of items in a proposal, to request additional information or clarifications from respondents, and to negotiate or hold interviews with any one or more of the respondents.

By requesting proposals, the City is in no way obligated to award a contract or to pay expenses of the proposing firms in connections with the preparation or submission of a proposal. Furthermore, the City reserves the right to reject any and all proposals prior to execution of a contract, with no penalty to the City of Sisters.

8. PROPOSAL EVALUATION

The City intends to select a qualified consultant that exhibits the strongest ability to provide the highest quality service and work well with assigned city personnel, the public, and appointed and elected committees and commissions. Proposals will be ranked according to the following:

A. Pre-Selection Scoring Criteria of Proposals at Internal Review

Points Criteria 20 Experience and qualifications of firm and individuals to be assigned 20 Understanding of the project, comprehensiveness, and creativity to scope of work and deliverables 10 References from similar projects

B. Post Selection Interview Criteria

The Evaluation Committee reserves the right to select a short list of the highest scoring proposers for interviews. Additionally, the Evaluation Committee may require submission of supplemental materials.

Interviews will be ranked based upon the following:

Points Criteria 25 Understanding of scope of work, overall approach, and creativity to the project 25 Firm and assigned staff capabilities

The City reserves the right to modify or incorporate additional steps in the evaluation process in the interest of having a thorough and comprehensive body of information in order to make a recommendation.

Upon completion of the evaluation process the City will advise the proposers of the selection and negotiate the appropriate professional services agreement with the highest ranked proposer. If a professional services agreement cannot be successfully negotiated with the highest ranked proposer, then negotiations will be terminated with that proposer and the City will enter negotiations with the next highest ranked proposer until an agreement is reached or an impasse is declared.

The agreement will define the extent of services to be rendered, method and amount of compensation.

The City reserves the right to negotiate a final contract that is in the best interest of the City. The proposal will become a part of the agreement.

Once a tentative agreement is prepared, it will be presented to the City Council to award the professional services agreement. Final award will be subject to the execution of the agreement.

Failure to include all information requested and/or failure to provide evidence that the applicant meets the minimum qualifications listed herein shall cause such proposal to be rejected and not be evaluated or considered in the selection process.

C. Contract Fees

Sisters City Council must approve the contract prior to commencement of work. Up to 90% of the total fee may be billed through interim or progress billings prior to issuance of the final product. Should circumstances arise during the project that require significant additional work to be performed in excess of the amounts set forth in the contract, additional costs shall be negotiated prior to commencement of the work.

D. Acceptance or Rejection of Negotiation Proposals

The City reserves the right to reject any or all proposals, to waive any irregularities in submitted proposal, to accept or reject any item or combination of items in a proposal, to request additional information or clarifications from respondents, and to negotiate or hold interviews with any one or more of the respondents. By requesting proposals, the City is in no way obligated to award a contract or to pay expenses of the proposing firms in connection with the preparation or submission of a proposal.

Furthermore, the City reserves the right to reject any and all proposals prior to execution of a contract, with no penalty to the City of Sisters.

D. Notice of Award and Appeal Process

A single Consultant will be identified by the Evaluation Committee and a notification letter will be sent to all proposers. Any proposer wishing to appeal the recommendation must do so in writing and within seven (7) business days of the notice being sent.

9. SCOPE OF CONSULTANT SERVICES

A. General Information

The City of Sisters is requesting proposals from qualified transportation consultants and associated planners to lead facilitation and delivery of a compete East Portal Multi-Modal Transportation Hub Master Plan and Design.

B. Minimum Qualifications

The minimum qualification is at least three public sector projects of similar scope or objectives. Proposers not meeting this minimum requirement will not be evaluated nor considered for future agreement or contract.

C. Final Work Product

Submitted to the City by the Consultant a complete East Portal Multi-Modal Transportation Hub Master Plan and Design (90% completion and associated cost estimate), per information and direction contained throughout this Request for Proposals.

D. Assistance to be Provided by the City

1. Assigned staff will be the primary contact to assist the Consultant.

2. Public Works Department will assist Consultant with obtaining all necessary background documents.

3. Assigned staff will be available during all phases of the project to assist in providing technical assistance, information, documentation, and explanations as needed.

10. PROPOSAL REQUIREMENTS

Proposals must be limited to a total of twenty (20) pages with primary focus on Multi-Modal Transportation Hub need, opportunities, approach & objectives, and be prepared simply for multiple audience review.

Only the primary informational pages count towards the 20 page limit. Not the signed introduction letter, cover page, index, and page dividers. Do not provide a page number for the previously mentioned. Only number the relevant informational pages that directly respond to requested information. One-page resumes should be noted as an exhibit at the back-end of the proposal.

Provide a straightforward, concise description of the proposer’s capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content and cost effectiveness of the proposal.

Information included within the Proposal may be used to evaluate your submission as part of any criteria regardless of where that information is found within the Proposal. Information obtained from the Proposal and from any other relevant source may be used in the evaluation and selection process.

Proposals shall be prepared generally in the following format for the ease of review.

A. Letter of Transmittal

All proposals must include a cover letter addressed to Kerry Prosser, City Recorder, and signed by a duly constituted official legally authorized to bind the applicant to both its proposal and cost schedule. The cover letter must include name, address, email address, and telephone number of the proposer submitting the proposal and name, title, address, telephone number, and email address of the person, or persons to contact who are authorized to represent the proposer and to whom correspondence should be directed. Proposer shall confirm that they have not and will not discriminate against in obtaining subcontractors. Cover letter shall also provide a brief, high level overview of submitted proposal.

B. Table of Contents

Include a clear identification of the material by section and by page number.

C. Executive Summary

1. The proposer shall use this section to introduce the scope of the proposal in greater detail and to summarize the key provisions of the proposal. Provide a statement describing why you or the firm are qualified to perform this work. Proposer shall confirm that they have not and will not discriminate against in obtaining subcontractors.

D. Experience, Technical and Other Qualifications

List the firm and key personnel qualifications relative to the Scope of Consultant Services of this RFP.

Including but not limited to the items listed below:

1. Indicate the location of the office and the number of people, by level, expected to both manage and work on the Plan update.

2. Provide a list of the firm’s recent and former government clients, indicating the type(s) of services performed for each and the final product or outcome of that work.

3. Provide names of principals, key personnel, and any subcontractors who will be assigned to the project, their experience, qualification, and periods of service with the firm.

4. Identify proposed sub-contractors, if any, and the portion(s) of the engagement for which they will be used.

5. Describe liability insurance coverage arrangements to assure that it is sufficient to cover claims.

6. Describe current and/or previous professional relationship with the City of Sisters and/or within the

City.

E. Response to Scope of Consultant Services

Demonstrate understanding of the project, overall creative ideas and solutions, approach to public involvement and participation and the City of Sisters’ needs. Including but not limited to the items listed below:

1. Explain how you propose to use City personnel, if at all, to assist you during the project and indicate the approximate time required of City personnel in this capacity.

2. Strategies to engage in a citywide conversation about Sisters’ promising future.

3. Strategies to develop and maintain a communitywide survey, an interactive project website and appropriate social media.

4. Strategies to facilitate a creative public outreach and participatory process to gather community.

5. Provide a schedule (calendar) indicating proposed timing of deliverables to the City to ensure adoption of the Plan by City Council.

6. Formulate and recommend objectives and strategies based on the results of the participatory process.

Develop an implementation timeline.

F. References

Provide contact information for at least two municipal clients, current and/or prior, so reference checks can be conducted.

G. Compensation

Proposals should include cost estimates and other necessary cost information for project; however compensation will not be the primary factor in the selection of a Consultant. List the Consulting firm’s billing rates for all other applicable professional services for City reference as the City may request additional services which are outside of Plan update contract.

H. Additional Information

Any other information that the proposer feels applicable to the evaluation of the Proposal or of their qualifications for accomplishing the insurance services should be included in this section. You may use this section to address those aspects of your services that distinguish you or your firm from others. You might consider including examples of reports or educational bulletins.

The selected Proposer will be required to comply with all applicable state and federal laws, regulations, policies, guidelines and requirements with respect to funding sources.

The successful applicant will hold harmless and indemnify the City with regard to any claim made against Proposer during performance of the contract. The successful applicant will also maintain Professional and General Liability policies in amount of $1,000,000 and any other additional policies as may be required.

Prospective Proposers may submit a written protest of anything contained in the RFP and may request a change to any provision, specification or Contract term contained in the RFP, no later than seven (7) calendar days prior to the Proposal deadline set in the RFP. Protests shall follow the requirements set forth in OAR 137-048-0240(1).

Any professional services agreement or contract resulting from this request and any amendments or supplements thereto shall not be assignable by the successful Proposer either voluntarily or by operation of law, without the written approval of the City, and shall not become an asset in any bankruptcy, receivership or guardianship proceedings.

See Exhibit “A” as example of Professional Services Agreement between selected Consultant and City of Sisters.

NOTE: Submitted proposals are subject to public records laws and proposers shall identify anything that is a trade secret or otherwise intended to be confidential.