Grand Rapids Bicycle Safety Education Project ... - City of Grand Rapids

REQUEST FOR PROPOSALS Bicycle Safety Education Project April16, 2014 In this document: A. B. C. D. E. F. G. H. I. J. A.

Introduction .................................................................................................................1 Background .................................................................................................................1 Purpose........................................................................................................................3 Scope ...........................................................................................................................4 Type of Contract .........................................................................................................6 Contents ......................................................................................................................6 Selection Criteria ........................................................................................................8 Responses....................................................................................................................9 Schedule ....................................................................................................................10 Notes .........................................................................................................................10 INTRODUCTION

Professional consulting firms are invited to submit a written proposal for the Development, Implementation, and Evaluation of a comprehensive Bicycle Safety Education Project over a three year period (2014-2016) in the greater Grand Rapids area. The City of Grand Rapids Traffic Safety Department will be the contracting entity and will administer the project. Consulting firms may respond to all or a portion of this request. Responses are requested to be submitted no later than Noon EST on Wednesday, May 7, 2014. The fee for this project will be no more than $499,500.00. This project is financed by a combination of Federal Transportation Enhancement grant (80%) and local funds (20%) provided by the Dyer-Ives Foundation, Downtown Grand Rapids, Inc. and the City of Grand Rapids. The contract for this project will be subject to approval by the Michigan Department of Transportation (MDOT) and Federal Highway Administration (FHWA). All Federal contractual requirements will be the responsibility of the consultant. B.

BACKGROUND

In 2002, the City of Grand Rapids adopted a Master Plan that paved the way for creating an environment for balanced multimodal transportation in which walking and biking will play an important role in improving citizens’ quality of life. The subsequent update to this Plan, Green Grand Rapids (2009), and the Resolution Supporting Complete Streets (2011) further defined goals for developing a network of safe and efficient bikeways coordinated with other modes of transportation. City planners and engineers have been working with neighboring communities and the Grand Valley Metropolitan Council to coordinate connectivity of bicycle facilities and transitions between different types of facilities. During the last three years the City has been making significant gains in implementing bikeways. The first on-street bike lanes were constructed on Lake Dr. between Diamond Ave. and Carlton Ave in the summer of

Bicycle Education Safety Program

2010. Since then, 41 miles of new bikeways have been installed in conjunction with street reconstruction and resurfacing projects, and by pavement marking modifications on existing streets. As of December 2013, the City’s bikeway system grew to a total of 57 miles including the previously constructed 16 miles of shared use paths and side paths. When fully developed, the network will consist of 182 miles of bikeways, of which 150 miles will be on-street bikeways (bike lanes, marked shared lanes, and neighborhood routes/boulevards) and 32 miles will be shared use paths (trails) and side paths. A new type of bicycle facility, a bicycle track, will be constructed along Riverside Park on Monroe Ave. in the summer of 2014. This will be the first bicycle track in Michigan. Downtown Grand Rapids Inc. (formerly Downtown Development Authority) has been developing strategies to encourage non-motorized modes of transportation. These strategies include increasing ratios of trips made on foot, by bicycle and transit; and decreasing demand for downtown vehicle parking. Convenient and secure bicycle parking facilities will be essential to encourage the use of bicycle for commuting to work and school. Many bicycle parking facilities have already been installed. There are 191 bike racks, 3 bike corrals and 36 bike lockers in three City parking ramps and the Public Library. Plans for the future also include a bike sharing program. The policy and investment initiatives cited above have prompted an increase in ridership in the greater Grand Rapids area. Bicyclist counts conducted after the new bikeways were put into service have shown the volume of bikers has been steadily growing. On Lake Drive between Diamond Ave. and Carlton Ave. the ridership grew 37% within months after the bike lane installation. Bicycle ridership in Grand Rapids is on the rise not only because of the improved physical infrastructure, but due to public outreach activities of bicycle advocacy groups. The Greater Grand Rapids Biking Coalition, founded in 2009, has made great contributions in transforming Grand Rapids into a more bicycle friendly community. The Bronze-level Bicycle Friendly Community designation awarded to the greater Grand Rapids area by the League of American Bicyclist was attributable to their hard work in the promotion of biking. The goal of becoming a true bicycle friendly community cannot be achieved without mitigating the disproportionally high number of biking related crashes. Crash statistics in the greater Grand Rapids area seem to mirror national trends that show an improvement in vehicle/vehicle crash frequency; however, the frequency of bike related crashes remains practically unchanged. Crash history for the years 2008-2012 shows that the MDOT Grand Region has the highest ratio of bike fatal crashes of 4.2%, which is 50% more than the state average. The ratio for bike incapacitating injury crashes of 4.0 % is the second highest in the state and 14% more than the state average. Grand Rapids (including East Grand Rapids) has a ratio of fatal bike crashes of 8.2% and is the second highest among Michigan large cities. Crash analysis for the greater Grand Rapids area for years 2004-2012 indicates that bicyclists are overrepresented in injury crashes (4.7% ratio), in incapacitating injury crashes (5.2% ratio) and in number of fatalities (4.0% ratio) in relation to mode share of approximately 1%. The analysis also shows that 84.4% of bicycle crashes result in an injury and 0.6% of bicycle crashes result in death. Those findings confirm the fact that bicyclists are vulnerable road users and that improving bike safety should be a top priority for road agencies in the greater Grand Rapids area. A study conducted by the Centers for Disease Control has found that the use of a bicycle helmet is the most effective countermeasure to reduce head injuries and fatalities. They lower the risk of a serious head injury by 85-88%. On Michigan roads in 2012, 65% of fatal bicycle crash victims and 55% of incapacitating injury crash victims were not wearing a helmet. It is evident that educating bicyclists about the importance of using a helmet is necessary to lower the severity of injuries and to save lives. Page 2 of 10


C. PURPOSE The ultimate long-term goal for the Bicycle Safety Education Project is to reduce the total number of bicycle crashes, fatalities, and severity of injuries. The project’s benefits will be multi-faceted. By broadening all citizens’ knowledge about the rules of the road, it is desired that more cooperative and lawful behavior between cyclists and motorists will result. As more people ride confidently in traffic and feel safe, the numbers of bicyclists that commute on regular basis will increase and they will become more accepted as viable road users. The Bicycle Safety Education Project is meant to create a foundation for a long-term safety program that will continue beyond the 3-year duration of this project. The Federal grant for the Bicycle Safety Education Project specifies three major goals: I. II. III.

Provide education and training on the operation of a bicycle in traffic. Increase the knowledge of the responsibilities of bicyclists and motorists. Promote a share the road culture.

Target audiences will be bicyclists and motorists. The selected firm will work closely with the Steering Committee specially formed for the purposes of administering the Bicycle Safety Education Project. The Steering Committee consists of 38 members representing local governments, road agencies, academia, neighborhood associations, healthcare organizations, biking advocacy organizations, bicycle shops, non-profit organizations, and other stakeholders. The steering committee will serve as the ultimate decision-making authority for all phases of the project. Steering Committee members’ vision for the project success includes the following short and long-term objectives:  Reduce bike related crashes and eliminate all biker fatalities  Build respect and tolerance between bicyclists and motorists; promote friendly interaction between all road users including bikers and pedestrians on sidewalks  Make bicyclists “seen” by motorists as legitimate roadway users  Enhance share the road awareness by combining education efforts with the Safe Routes to School program administered by K-12 school system and other education providers  Reduce vehicle parking demand by promoting the benefits of biking  Boost bikers’ confidence in riding in traffic and encourage those who have been hesitant or undecided to bike regularly  Create more vibrant and livable neighborhoods where biking and walking is safe for everybody regardless of age  Promote health benefits of biking  Create a well recognized, memorable safety campaign and effective educational materials that can be replicated by others and readily distributed through multiple outlets  Make the rules of the road and users’ roles and responsibilities well known to every person  Increase awareness of biking safety among teenagers who take motorist driver training classes  Increase number of bicyclists and establish a strong community biking culture  Promote mode shift from motorized to non-motorized transportation in a manner that is measurable

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D. SCOPE OF SERVICES The project will be administered in four phases: I. II. III. IV.

Study Phase Development Phase Implementation Phase Evaluation Phase

The timeline to complete all four phases of the Project is 30 months. The final completion date for the entire project is December 31, 2016. The consultant will develop a timetable for each phase and for the entire project that will achieve the project’s goals. It is expected that the duration of the Implementation Phase will be maximized in order to achieve measurable effects that will be studied later in the Evaluation Phase. The proposed scope of work described below is intended to be a general outline of the work and not an allinclusive description of the elements to be included in the Bicycle Safety Education Project. The consultant may suggest additions or deletions to the scope to enhance the project outcomes and fulfill the project’s goals. I.

Study Phase

For the purpose of this project, the greater Grand Rapids area includes the City of Grand Rapids, East Grand Rapids, Kentwood, Wyoming, Grandville, Walker, Alpine Township, Plainfield Township, and Grand Rapids Township. This area encompasses 120 square miles and the population of 380,000. In the Study Phase, the consultant will refine the study area to ensure that the funds are directed to the areas with the greatest need for education and safety. The criteria for prioritizing will include crash statistics and the presence of on-street bicycle facilities. The consultant will analyze UD10 data (specifically K-A crashes) for the City of Grand Rapids and surrounding area to look for crash patterns associated with fatal and incapacitating injuries. The report should focus on the different crash contributing factors so that the Steering Committee will understand the needs, and formulate the objectives for, the safety education campaign. The consultant will research and review bicycle safety education programs administered by other communities. This study should review methods, tools, best practices used, evaluation of effectiveness and lessons learned. The consultant will explore the options for partnering and coordinating safety education activities with public and private schools and universities, private entities and organizations. The consultant will compare and contrast the bicycle ordinances of the municipalities in the study area to determine the pros and cons of each. In this phase the consultant will establish the criteria to determine project success and the data needed to measure project performance against those criteria. An initial pre-survey will be conducted to evaluate the level of knowledge regarding the “rules of the road” of both motorists and bicyclists. The consultant will develop the scope, schedule and budget for the remaining three phases of the project to address the needs identified in the Study Phase. Page 4 of 10


This study should be documented in such a way as to allow other municipalities to use the methods and results for their own programs. The deliverables will include a detailed report describing best-practice bicycle safety education programs, ordinances, and measurable performance criteria. II.

Development Phase

Refinement of the scope of the Development Phase (II) will be accomplished with the Steering Committee based on information found during the Study Phase (I) to best utilize project resources, ensure measurable outcomes and develop an impactful work product. At a minimum the scope should include, but should not be limited to, the following activities: 1. The consultant will develop educational curricula geared to different audiences. 

Bike Users: A variety of classes, such as beginner biking basics, bicycle commuter classes, and biking as a family shall be provided. Classes will include classroom instruction and road skills sessions. At a minimum, instruction shall address: o personal safety (helmet usage); o bike maintenance; and o laws pertaining to biking, and “how to” instruction for cyclists to safely and confidently navigate roundabouts, shared use paths, and intersections.

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Motorists: Avenues for motorist education will be explored. Important messaging shall include, but not be limited to: o cyclists lawful right to share the road and ride two-abreast; o expect the unexpected, being aware of cyclists and pedestrians; and o proper navigation in rights-of-way with other users (e.g. failure to allow sufficient space for the side view mirror can discomfort bikers and cause injury crashes).

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Trainers and Enforcement: The consultant will prepare a separate course curriculum for training the instructors and for training police officers to enforce bicycle laws.

2. The consultant will develop training materials, such as work booklets, videotapes, manuals and training aids for skills classes. Every effort should be taken to utilize existing quality materials, such as publications and classroom education tools, that are available for free or at a nominal cost. 3. The consultant will develop a project brand and a communications campaign utilizing resources such as billboards, radio and television ads, public service announcements, posters, and/or signs. Spanish language materials shall be included. Other tools for disseminating educational materials may include an interactive website and the use of social media. The consultant will work closely with the Steering Committee to decide upon the optimal mix of various educational materials which will be developed within the budget allocated for this phase of the Project. It is expected that the City and MDOT will have the proprietary rights to all materials developed by the consultant and will have right to share those materials with other public entities and general public.

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III.

Implementation Phase

In this phase, the consultant will perform targeted educational activities identified in the Study Phase (I) using materials and tools produced in the Development Phase (II). Strong partnerships with Law Enforcement and other entities such as the Office of the Secretary of State and the media will be necessary to effectively promote the share the road culture. Bicycle safety classes will be conducted by trained instructors. Separate train the trainer classes should be conducted by experienced bicycle safety educators. Free helmets, bike frame pumps, bicycle lights, locks, and patch kits may be offered as an incentive to participate in safety classes. The consultant should be aware that the procurement of giveaways must comply with the FHWA’s regulations including Buy America provision. If City of Grand Rapids ordinances identified in Phase I are found to be outdated, the consultant will make specific recommendations for amendment prior to conducting bicycle safety and police training. Any amended City of Grand Rapids bicycle ordinances may serve as a model for other jurisdictions to consider for adoption. The consultant will work closely with the Steering Committee on the scope of activities related to the number of safety classes, billboards, radio and TV ads, volume of printed materials, and website, and others to match the budget allocated for this phase of the Project. IV.

Evaluation Phase

The consultant will analyze the effectiveness of the Project in accomplishing its objectives and goals and achieving desired outcomes. The criteria established in Phase I will be used to study the performance of the Project. Methodologies may include post-implementation surveys on the rules of the road for both bicyclists and motorists, on-line public surveys and interviews. All methodologies should be replicable over time and by other communities. The deliverables for the Evaluation Phase will include reports with recommendations for the continuation and modification of the program, including lessons learned. E. TYPE OF CONTRACT Compensation for services shall be on the basis of unit costs with a “not to exceed” statement for total contract cost. The consultant shall provide a detailed breakdown, by phase and task, of personnel, their hourly rates and number of hours per task. F. CONTENTS Each firm should demonstrate its ability to deal with the complex issues faced by the City and surrounding municipalities. Consultants may submit independently or utilize a team approach. Firms not located within the region should show how local characteristics will be included and supported. The information requested in this section is required to support your proposal. Final cost will be negotiated with the top candidate. In the event that agreement on cost cannot be reached, the Traffic Safety Department will move to the next most qualified candidate with a contract offer. Each proposal should provide the following information:

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Name and address(es) of the firm(s). If applicable, include names and addresses of any parent companies, branch offices, or other subordinate elements that will perform or assist in performing the work. Indicate whether you operate as an individual, partnership, or corporation; if as a corporation, include the state in which you are incorporated.

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Summary of scope of work. Describe in narrative form your technical approach for accomplishing the work as outlined in this request. Include a description of issues related to the project to indicate your understanding of the scope. Provide a work breakdown structure for each phase and indicate fixed costs and assignment of hours for each task. List all deliverables by phase.

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Names and qualifications of all staff to be utilized. Name the project manager, as well as executive and professional personnel that will be employed in the work. Include résumés and a description of each person’s role within the planning process. Show the number of hours, by task, that each identified individual will devote to the project. Indicate which of these individuals you consider key to completion of the project by name and title. The consultant must provide adequate and appropriate staffing for the project to the satisfaction of the City of Grand Rapids Traffic Safety Department. Failure to do so may be cause for termination of the project authorization. The selected consultant must notify the City of Grand Rapids Traffic Safety Department in writing immediately upon changing any key personnel on the project. Any newly-assigned key individual must have comparable or greater experience and qualifications than the person they are replacing. The written notification must include a résumé of the person who is being assigned to the project, the reason they are being assigned, and the measures being taken to ensure the continuity of the project. If the City of Grand Rapids Traffic Safety Department does not approve of the change in personnel, the consultant will be notified.

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Project experience and descriptions which demonstrate similar work.

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Ranking of proposed work in relationship to Steering Committee objectives. Please demonstrate how the Summary of Scope of Work aligns with the Steering Committee’s objectives, as defined on page 3 of this RFP.

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Listing of previous municipal clients and/or clients that were provided similar services. Please include phone numbers and contact persons.

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Listing of current, ongoing projects. Include a description of any personnel that will be employed on other projects (other than this project) telling how they are involved in the outside project(s), and their time commitment to those projects.

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Insurance carrier and applicable coverages.

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Interview date preference, if selected.

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Cost and price analysis.

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Those responding to this request should demonstrate how their firm satisfies all, or parts thereof, of the following components necessary to facilitate project development: 

Development of Educational Programs. The consultant should demonstrate work experience in developing educational curriculums, creating video and printed class materials, and should show handson experience in conducting student training and performance evaluations.

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Public Involvement and Consensus Building. The consultant should demonstrate extensive experience with neighborhood organizations, civic groups, business interests and other community organizations; experience in soliciting the involvement of minority constituencies should be stressed. Innovative techniques used to solicit public participation and build consensus among stakeholders should be emphasized as well.

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Marketing and Communications. The consultant should demonstrate experience in branding and the development of communications plans, including but not limited to the use of various forms of media (radio, TV, print and digital) to conduct promotional campaigns. Additional desirable capabilities include knowledge of the Internet and web site development, including web surveying and online forum management.

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Traffic Safety Studies. The consultant must demonstrate work experience in conducting traffic safety analysis, interpretation of crash statistics and developing recommendations to mitigate the severity and frequency of traffic crashes.

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Creativity. The consultant should demonstrate creative approaches that engage and educate broad segments of the community, establish a memorable brand for the project, and develop and disseminate impactful messages that have the effect of changing motorist and cyclist behaviors.

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Establishing Measurable Outcomes. The consultant should provide realistic examples of ways in which the project could be measured both “pre” and “post” the Implementation Phase (III). Such measurements should have the ability to be replicated over time and in other communities.

The City of Grand Rapids will supply base information to the selected consultant(s) and reserves the right of ownership to all information developed under this Project. The selected consultant can propose further data collection as necessary in the response to this RFP. Please explain the rationale and need for further data collection if needed. G. SELECTION CRITERIA A quality-based selection process will be used to evaluate proposals. Proposals will be subject to evaluation by members of the Steering Committee. The City of Grand Rapids Traffic Safety Department, City of Grand Rapids Engineering Department, and City of Grand Rapids Planning Department will short-list 2 to 4 qualified firms for steering committee consideration. The steering committee will then select the preferred consultant(s). Proposals will be evaluated based on the consultant’s understanding of the scope of work, method of approach, completeness of content, project organization and management, overall cost, and the qualifications of the consultant team.

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The selection team may use the following criteria in its evaluation: 1. 2. 3. 4. 5.

Understanding of the Scope of Work Method of Approach Completeness of Content Project Organization and Management Qualification of Project Team

H. RESPONSES Proposals should be responsive to this request. Please provide twelve (12) hard copies in sealed envelopes, and one electronic copy of all response documents (in PDF), to be received no later than Noon EST on May 7, 2014. Please include two (2) hard copies of the cost and price analysis document, bound and sealed separately from the rest of the proposal. Proposals should be prepared simply and economically, providing a concise description of the proposed methodology and ability to meet the requirements of the RFP. Two (2) copies of the proposal must be individually signed by an official authorized to bind the consultant to a proposal. Proposals must include a statement regarding the period during which the proposal remains valid. The proposal must remain valid for at least 90 days from the close of the solicitation period as cited in this RFP. Envelopes should be addressed and submitted to: City of Grand Rapids Traffic Safety Department 509 Wealthy St SW Grand Rapids, MI 49503 Attn: Piotr Lewak Please allow normal mail delivery time to ensure timely receipt of proposals. Electronic files may be mailed with response hard copies, or can be emailed to Piotr Lewak at [email protected] There will not be a pre-bid meeting for this contract. Questions and requests for clarification may be submitted by email to [email protected], or by mail at the above address, no later than Noon EST on Monday, April 28, 2014. All questions will be collected, and a list of questions and responses will be sent out by email. Consultants will be notified on Friday, May 16, 2014 of the short-list. Consultants who submit a proposal may be required to make an oral presentation of their proposal to a subcommittee of the Bicycle Safety Education Steering Committee. The presentation provides an opportunity for the consultant to clarify their proposal to ensure mutual understanding of its contents. Presentations will be scheduled for the week of May 26th. Please identify preferred dates and times for this week. The designated project manager and key personnel that will be working on the project must be present to answer questions.

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I.

SCHEDULE

RFP Release Questions due Response to Questions sent Responses to RFP due Evaluation & Short List selection Consultant Presentations Contract Approval* Execute Contract & Begin Work* Conclusion of Work*

April 18, 2014 April 28, Noon EST April 30, 2014 May 7, 2014, Noon EST May 16, 2014 Week of May 26, 2014 Week of June 2, 2014 Week of June 16, 2014 December 31, 2016

*Subject to approval by MDOT

J. NOTES Please note that the consultant may suggest additions or deletions to the scope of work as part of its submission. A final scope of services will be negotiated with the successful applicant(s). In the event that it becomes necessary to revise any part of the RFP, addenda will be provided, via mail and/or email, indicating intent to amend the RFP for this project. The Grand Rapids Traffic Safety Department reserves the right to reject any and all proposals received as a result of this RFP or to recommend add/deletes to consultant teams. The City of Grand Rapids Traffic Safety Department is no way obligated to pay for the information solicited or obtained as a result of a consultant’s response to this RFP. The City of Grand Rapids is committed to ensuring non-discrimination and equal opportunity in the performance and administration of City contracts and subcontracts. The City seeks to provide all Professional Services contractors and subcontractors, including Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs) and Non-Minority/Women Business Enterprises (Non-MWBEs), equal access to professional service bidding opportunities. Consultants are encouraged, when feasible, to use their best efforts to subcontract, joint venture or otherwise enter into business arrangements with businesses reflective of the City’s diverse business community. For purposes of tracking and reporting, consultants will be required to attach a completed “List of Subcontractors” form, if applicable, which identifies the status of all subcontractors, including MBEs, WBEs and Non-MWBEs, that will be used during the completion of the tasks and responsibilities for this project.

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