COMMITTEE TRANSMITTAL August 12, 2013 To: From: Members of the Board of Directors Wendy Knowles, Clerk of the Board Subject: Consultant Selection for Planning Support Services for Orange County Bikeways Strategy and Feasibility Studies for Supervisorial District 5 Regional Planning and Highways Committee Meeting of August 5, 2013 Present: Absent: Directors Bates, Donchak, Harper, Lalloway, Miller, and Spitzer Directors Murray and Nelson Committee Vote This item was passed by the Members present. Director Harper was not present to vote on this item. Committee Recommendations A. Approve the selection of KOA Corporation as the firm to develop a bikeways strategy and to prepare feasibility studies for Supervisorial District 5 for the Orange County Transportation Authority. B. Authorize the Chief Executive Officer to negotiate and execute Agreement No. C-3-1732 between the Orange County Transportation Authority and KOA Corporation, in the amount of $296,060, to develop the Supervisorial District 5 bikeways strategy and to prepare feasibility studies for the Orange County Transportation Authority. Orange County Transportation Authority 550 South Main Street / P.O. Box 14184 / Orange / California 92863-1584 / (714) 560-OCTA (6282)
ORANGE COUNTY TRANSPORTATION AUTHORITY Consultant Selection for Planning Support Services for Orange County Bikeways Strategy and Feasibility Studies for Supervisorial District 5 Staff Report
August 5, 2013 To: From: Regional Planning and Highways Committee Darrell Johnson, Chief Executive Officer Subject: Consultant Selection for Planning Support Services for Orange County Bikeways Strategy and Feasibility Studies for Supervisorial District 5 Overview Consultant services are recommended to develop a bikeways strategy and prepare feasibility studies for Supervisorial District 5. This project supports the mobility goal of the Orange County Transportation Authority s Strategic Plan. Board of Directors approval is requested for the selection of a firm to perform the required work. Recommendations A. Approve the selection of KOA Corporation as the firm to develop a bikeways strategy and to prepare feasibility studies for Supervisorial District 5 for the Orange County Transportation Authority. B. Authorize the Chief Executive Officer to negotiate and execute Agreement No. C-3-1732 between the Orange County Transportation Authority and KOA Corporation, in the amount of $296,060, to develop the Supervisorial District 5 bikeways strategy and to prepare feasibility studies for the Orange County Transportation Authority. Discussion In 2011, the Orange County Transportation Authority (OCTA) initiated a process to develop consensus on a set of potential regional bikeway corridors and help position local jurisdictions for future bikeway capital funding opportunities. The approach involves a two-phase process geared to result in a bikeways strategy which identifies and ranks the potential corridors, and feasibility studies which provide conceptual design recommendations for the top-ranking corridors. Building on the success of the District 4 effort, the Board of Directors (Board) directed staff in January 2012 to conduct similar district-level efforts throughout Orange County Transportation Authority 550 South Main Street / P.O. Box 14184 / Orange / California 92863-1584 / (714) 560-OCTA (6282)
Consultant Selection for Planning Support Services for Orange County Bikeways Strategy and Feasibility Studies for Supervisorial District 5 Page 2 Orange County. The Districts 1 and 2 Bikeways Collaborative is currently underway. The District 5 Bikeways Collaborative is anticipated to begin in fall 2013, pending Board approval of consultant selection. The District 3 Bikeways Collaborative is expected to begin in summer 2014. These efforts are funded by federal funds received by the Orange County Council of Governments (OCCOG), with 20 percent local match provided by OCTA s Planning, Programming, and Monitoring allocations. The OCCOG Board and the OCCOG Technical Advisory Committee have been closely involved in the process to date and receive regular updates regarding project status. The selected consultant will assist OCTA with efforts to develop consensus on potential regional bikeway corridors and ranking. This will include, but is not limited to, a survey, local outreach events, public workshops, and numerous project development team meetings with staff from local jurisdictions. OCTA and the selected consultant will then analyze the top-ranking bikeway corridors and develop conceptual design recommendations for improvements to enhance and/or complete them. These recommendations will be provided as a resource to the local jurisdictions that will ultimately be responsible for final design and construction. Procurement Approach This procurement was handled in accordance with OCTA s Board-approved procedures for professional and technical services. In addition to cost, other factors are considered in an award for professional and technical services. An award is recommended to the firm offering the most effective overall proposal, considering such factors as staffing and project organization, technical expertise, prior experience with similar projects, approach to the requirements, and a fair and reasonable price structure. On May 23, 2013, Request for Proposals (RFP) 3-1732 was released and electronically sent to 3,876 firms registered on CAMM NET. A pre-proposal conference was held on June 4, 2013, with ten attendees representing ten firms. Addendum No. 1 was issued to make available the pre-proposal conference registration sheets and the pre-proposal conference presentation. On June 20, 2013, four proposals were received. An evaluation committee consisting of members from OCTA s Planning Division, Contracts Administration and Materials Management Department, representatives from OCCOG, and the cities of Laguna Niguel and Lake Forest met to review all submitted proposals. The proposals were evaluated based on the following evaluation criteria and weights:
Consultant Selection for Planning Support Services for Orange County Bikeways Strategy and Feasibility Studies for Supervisorial District 5 Page 3 Qualifications of the Firm 20 percent Staffing and Project Organization 25 percent Work Plan 30 percent Cost and Price 25 percent The evaluation criteria are consistent with the weightings developed for similar procurements. In developing these weights, the greatest importance was assigned to the work plan (30 percent) given the challenges of this complex project and the team s ability to deliver all aspects of the scope of work. This was followed by the staffing and project organization (25 percent) since the qualifications of the project manager and other key personnel are very important to the successful completion of the project. Cost and price were similarly weighted (25 percent) as the competitiveness and reasonableness of the total price and individual tasks of the firms proposals are key factors. The qualifications of the firm (20 percent) provide for another important criterion in this RFP. The evaluation committee reviewed all proposals based on the evaluation criteria and found three firms most qualified to perform the required services. The three most qualified firms are listed below in alphabetical order: Firm and Location Alta Planning + Design (Alta) Los Angeles, California Fehr & Peers Irvine, California KOA Corporation (KOA) Orange, California On July 3, 2013, the evaluation committee interviewed all three firms. Questions were asked relative to the firms proposed staffing, understanding of the project issues, and each firm s approach to the scope of work and proposed schedules. Questions were also asked with regard to each firm s past experience in regional coordination and bikeways planning. The three short-listed firms submitted comprehensive proposals and presented detailed interviews. Based upon the proposal evaluation and interviews, staff recommends KOA as the top-ranked firm to provide planning support services for an Orange County bikeways strategy and feasibility studies for Supervisorial District 5. All three firms
Consultant Selection for Planning Support Services for Orange County Bikeways Strategy and Feasibility Studies for Supervisorial District 5 Page 4 clearly had experience and knowledge with regional bikeway planning and scored competitively. However, with regard to the proposed work plans, KOA demonstrated great attention to detail and a clear approach to the scope of work. KOA is a leading traffic engineering and transportation planning and design firm in California. KOA s subconsultant, KTU+A, has prior experience with the design of two bicycle corridors for Supervisorial District 4. Two of the three short-listed firms included KTU+A as a subconsultant. Brief summaries of evaluation results follow for the three short-listed firms. Qualifications of Firms The three short-listed firms were found qualified to perform the type of services required by this RFP. All firms are established, with relevant resources and experience. The firms demonstrated experience and understanding of the scope of work and of the project s needs in the areas of developing bikeways strategies, bikeway feasibility studies, and coordination and communication with stakeholders. Each firm has demonstrated experience in bikeways planning and implementation. Alta is a leading multi-modal transportation firm that has been specializing in planning, design, and implementation of bicycle, pedestrian, greenway, park, and trail corridors and systems for 15 years. Alta also has direct experience with OCTA s bikeway planning efforts and was involved with the development of the 2009 Commuter Bikeways Strategic Plan and the ongoing Districts 1 and 2 Bikeways Collaborative. KOA submitted an excellent proposal and presented an exceptional interview. The firm demonstrated an in-depth understanding of the overall project and project needs and issues. KOA has worked for the City of Long Beach in all aspects of its bicycle program including planning, coalition-building, feasibility studies, engineering design, grant application assistance, and support through construction. Fehr & Peers also showed good understanding of the overall project and required experience. Fehr & Peers has relevant experience and displayed good overall qualifications with regards to developing bikeways plans and strategies. Staffing and Project Organization All firms proposed well-qualified key staff fully capable of carrying out the tasks required by this RFP.
Consultant Selection for Planning Support Services for Orange County Bikeways Strategy and Feasibility Studies for Supervisorial District 5 Page 5 KOA has selected KTU+A as its subconsultant for this effort. The KOA team displays a successful history of working together on similar projects. The proposed project manager and the proposed task leads possess strong experience in bikeway planning and design. The responses to the interview questions validated the expertise of the team. Alta submitted a detailed staffing plan inclusive of extended resources. The project manager is well experienced and showed very good understanding of the project and its challenges. Fehr & Peers proposed staff, along with the proposed subconsultant KTU+A, are also experienced in delivering similar projects in the areas of the scope of work and have good experience in Orange County. However, Fehr & Peers proposed substantially fewer hours than the other proposers. These hours were determined to be too low to meet all the project requirements. Work Plan All firms met the requirements of the RFP, and each firm adequately discussed its approach to the bikeways collaborative. The firms addressed all elements of the scope of work, including regional connectivity, technical feasibility, and public involvement. KOA s work plan clearly demonstrated a high degree of understanding of the scope of work and challenges to the project such as right-of-way constraints, topography, traffic impacts, and neighborhood concerns that may be encountered. The work plan provided solutions to technical issues and developed potential alternatives to improve bikeways connectivity. The work plan also proposed the use of innovative technological tools to perform the required tasks. During the interview, the KOA team identified key issues and proposed creative alternative solutions utilizing its experience in developing bicycle plans for several cities within the area. Alta s work plan provided evidence of its experience in performing similar efforts for districts 1 and 2. However, Alta s work plan was more general and did not address the details of the project requirements as did KOA. Fehr & Peers presented a work plan which minimally met the project requirements. Both firms provided good interviews.
Consultant Selection for Planning Support Services for Orange County Bikeways Strategy and Feasibility Studies for Supervisorial District 5 Page 6 Cost and Price Pricing scores are based on a formula which assigns the highest score to the lowest proposed price, and scores the remaining proposal prices based on the relation to the lowest price. Fehr & Peers submitted the lowest cost proposal, but the proposed level of effort minimally met the scope of work. While KOA s proposed price was comparable to the price proposal submitted by Alta, it was higher than Fehr & Peers price proposal submittal. However, KOA s relevant experience, the team s qualifications, and its approach to meeting the project s requirements and addressing potential challenges were considered to outweigh the slightly higher price. Evaluation Summary Based on the evaluation of the written proposals, the team qualifications, and information obtained from the interviews, the evaluation committee recommends award of the contract to KOA. KOA demonstrated expertise in conducting bikeway studies and submitted an outstanding detailed technical proposal that was responsive to all requirements of the RFP. The team proposed was highly-qualified, and the work plan excelled in addressing the scope of work. Fiscal Impact An OCCOG Federal Transit Administration grant will pay for 80 percent of this project. The local match is included in OCTA s Fiscal Year 2013-14 Budget, Planning Division, Account 1535 7519 A4530 00Z. Summary Staff recommends award of Agreement No. C-3-1732 to KOA Corporation, in the amount of $296,060, to develop a bikeways strategy and to prepare feasibility studies for Supervisorial District 5.
Consultant Selection for Planning Support Services for Orange County Bikeways Strategy and Feasibility Studies for Supervisorial District 5 Page 7 Attachments A. Review of Proposals - RFP 3-1732 Consultant Selection for Planning Support Services for Orange County Bikeways Strategy and Feasibility Studies for Supervisorial District 5 B. Proposal Evaluation Criteria Matrix (Short-Listed) - RFP 3-1732 - Consultant Selection for Planning Support Services for Orange County Bikeways Strategy and Feasibility Studies for Supervisorial District 5 C. Contract History for the Past Two Years - RFP 3-1732 Consultant Selection for Planning Support Services for Orange County Bikeways Strategy and Feasibility Studies for Supervisorial District 5 Prepared by: Approved by: Carolyn Mamaradlo Associate Transportation Analyst (714) 560-5738 Kia Mortazavi Executive Director, Planning (714) 560-5741 Virginia Abadessa Director, Contracts Administration and Materials Management (714) 560-5623
ORANGE COUNTY TRANSPORTATION AUTHORITY Consultant Selection for Planning Support Services for Orange County Bikeways Strategy and Feasibility Studies for Supervisorial District 5 Attachment A
ATTACHMENT A Review of Proposals RFP 3-1732 Consultant Selection for Planning Support Services for Orange County Bikeways Strategy and Feasibility Studies for Supervisorial District 5 Presented to Regional Planning and Highways Committee - August 5, 2013 (4 proposals were received, 3 firms were interviewed) Overall Ranking Proposal Score Firm and Location Subcontractors Evaluation Committee Comments Proposed Price Proposed Hours 1 86.70 KOA Corporation Orange, California KTU+A Firm has solid qualifications in bikeways planning and implementation. Proposed project team is highly qualified. Excellent work plan. Excellent interview with responses to all questions. $296,060 2,335 2 84.40 Alta Planning + Design Los Angeles, California IBI Group Firm has excellent overall qualifications. Proposed project team is highly qualified. Very good work plan. Very good interview with answers to all questions. Most expensive proposal $299,654 2,808 3 79.80 Fehr & Peers Irvine, California KTU+A Firm has good overall qualifications. Proposed project team is qualified. Work plan was deemed to minimally meet the scope requirements. $248,290 1,584 Evaluation Panel Proposal Evaluation Criteria: Weights Contracts Administration and Materials Management (1) Planning Division (1) Qualifications of the Firm 20% Orange County Council of Governments Staffing and Project Organization 25% City of Laguna Niguel (1) Work Plan 30% City of Lake Forest (1) Cost and Price 25% RFP - Request for proposals
ORANGE COUNTY TRANSPORTATION AUTHORITY Consultant Selection for Planning Support Services for Orange County Bikeways Strategy and Feasibility Studies for Supervisorial District 5 Attachment B
ATTACHMENT B PROPOSAL EVALUATION CRITERIA MATRIX (Short-Listed) RFP 3-1372 Consultant Selection for Planning Support Services for Orange County Bikeways Strategy and Feasibility Studies for Supervisorial District 5 Firm: KOA Corporation Evaluator Number 1 2 3 4 5 Weights Criteria Score Qualifications of Firm 4.5 4.5 4.5 4.0 4.0 4 17.20 Staffing/Project Organization 4.0 4.5 4.5 4.5 4.0 5 21.50 Work Plan 4.5 4.5 4.5 4.5 4.5 6 27.00 Price 4.2 4.2 4.2 4.2 4.2 5 21.00 Overall Score 86.00 88.50 88.50 86.50 84.00 86.70 Firm: Alta Planning + Design Evaluator Number 1 2 3 4 5 Weights Criteria Score Qualifications of Firm 5.0 5.0 4.0 4.5 4.5 4 18.40 Staffing/Project Organization 4.5 4.5 3.5 4.5 4.5 5 21.50 Work Plan 4.0 4.0 4.0 4.0 4.0 6 24.00 Price 4.1 4.1 4.1 4.1 4.1 5 20.50 Overall Score 87.00 87.00 78.00 85.00 85.00 84.40 Firm: Fehr & Peers Evaluator Number 1 2 3 4 5 Weights Criteria Score Qualifications of Firm 4.5 4.0 3.5 4.0 4.0 4 16.00 Staffing/Project Organization 3.5 3.0 3.0 3.0 3.5 5 16.00 Work Plan 4.0 3.5 3.5 4.0 4.0 6 22.80 Price 5.0 5.0 5.0 5.0 5.0 5 25.00 Overall Score 84.50 77.00 75.00 80.00 82.50 79.80 Score for non-shortlisted firm is 74.10 RFP - Request for proposals
ORANGE COUNTY TRANSPORTATION AUTHORITY Consultant Selection for Planning Support Services for Orange County Bikeways Strategy and Feasibility Studies for Supervisorial District 5 Attachment C
ATTACHMENT C CONTRACT HISTORY FOR THE PAST TWO YEARS RFP 3-1732 Consultant Selection for Planning Support Services for Orange County Bikeways Strategy and Feasibility Studies for Supervisorial District 5 Prime and Subconsultants Contract No. Description Contract Start Date Contract End Date Subconsultant Amount Total Contract Amount Alta Planning + Design Contract Type: Firm-Fixed Price C-2-1657 Consultant services to perform a November 8, 2012 June 30, 2014 $ 299,794 Subconsultants: District 1 and 2 Bikeways IBI Group Collaborative Sub Total $ 299,794 Fehr & Peers Contract Type: Firm-Fixed Price C-0-1961 Consultant services for collecting April 7, 2011 March 31, 2012 $ 349,557 Subconsultants: traffic data for data input and future analysis of the 2011 Congestion Management Plan (CMP) National Data & Surveying Services Transporation Studies, Inc. Contract Type: Contract Task Order C-8-1316 Union Pacific Right-of-Way Trail March 5, 2012 March 31, 2013 $ 74,820 Subconsultants: Regional Bikeway Corridor None Implementation Plan Contract Type: Contract Task Order C-8-1168 El Toro Road traffic light June 21, 2010 December 31, 2012 $ 478,915 Subconsultants: RK Engineering, Inc. synchronization National Data & Surveying Services Republic, ITS, Inc. Contract Type: Firm-Fixed Price C-2-1982 Consulting services for the 2013 CMP traffic data collection March 20, 2013 June 30, 2014 $ 1 $ 349,876 Subconsultants: National Data & Surveying Services Transportation Studies, Inc. Sub Total $ 1,253,168
CONTRACT HISTORY FOR THE PAST TWO YEARS RFP 3-1732 Consultant Selection for Planning Support Services for Orange County Bikeways Strategy and Feasibility Studies for Supervisorial District 5 Prime and Subconsultants Contract No. Description Contract Start Date Contract End Date Subconsultant Amount Total Contract Amount KOA Corporation Contract Type: Contract Task Order C-8-1171 La Palma Avenue traffic light October 18, 2011 June 30, 2013 $ 803,999 Subconsultants: True Count National Data & Surveying Services Crosstown Electrical & Data, Inc. Siemens Industry, Inc. Tru Traffic Software LLC Albeck + Associates Econolite Group Contract Type: Time and Expense C-2-2083 synchronization Consultant services for roadway December 20, 2012 June 30, 2014 $ 24,700 Subconsultants: None operations and analysis database system request assistance and maintenance Sub Total $ 828,699 2