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REQUEST FOR PROPOSALS TITLE: Statewide Asset Management Plan USING AGENCY: NC Department of Transportation State Asset Management ISSUE DATE: November 15, 2013 SUBMITTAL DEADLINE: December 17, 2013 at 12:00 PM ISSUING AGENCY: North Carolina Department of Transportation, Technical Services Division Professional Services Management Unit
This Request for Proposals (RFP) is to solicit responses from qualified firms to provide a Statewide Asset Management Plan for the North Carolina Department of Transportation. Qualifications will be determined based on information provided in the RFP.
The Department intends to select one team. The contract will be for two years with a one year extension at the discretion of the Department. RFPs should be submitted in .pdf format using software such as Adobe CutePDF PDF Writer, Docudesk deskPDF, etc. One copy of the RFP should be sent as a .pdf file: psmu-411@ncdot.gov . The FTS system will send you an electronic receipt when your RFP is downloaded to PSMUs server. Paper copies are not required. The subject line should contain the Firms Name, and RFP for statewide asset management plan. If an interested firm does not have an FTS account they should send a request through e-mail to psmu-411@ncdot.gov . A response will be sent via the FTS system that will provide a login username, password, and login procedures. RFPs SHALL be received electronically no later than 12:00 P.M., December 17, 2013.
The Asset Management Division of NCDOT will take the lead role in guiding the development and implementation of the TAM program. The selected consultant will work in conjunction with the State Asset Manager to advance TAM at NCDOT. Importantly, since much of the work will involve collaboration with staff from across the Department, the selected consultant will be expected to use his/her engineering perspective and experience to enlist the support of all NCDOT employees to the TAM mission.
Goal
The goal of this project is to advance NCDOTs TAM program by applying engineering knowledge, skills and experience while working collaboratively with NCDOT staff. The selected consultant will guide NCDOT managers to understand their roles in the larger TAM strategy that involves a life- cycle approach to sustaining transportation assets. The consultant will help staff adopt holistic practices that promote TAM across the Department. The Department acknowledges TAM development and implementation is a long-term process. This initial contract will consist of the Division of Highways (DOH) portion of the TAMP only. Other NCDOT transportation modes may be added to the contract at the discretion of the Department. Consultant performance will be reviewed at the one year anniversary of the Notice to Proceed and NCDOT reserves the right to terminate contract at that time if performance is not acceptable.
include staff at various levels in DOH and in various work units across the State. A detailed summary of these interviews and findings will be presented to the working committee within 180 days of contract execution.
This draft should be presented to the working committee within 12 months of contract execution. The Department will review and provide comments within thirty (30) working days of submission. Once approved for content and format, the proposer will proceed to develop additional phases. Once the initial draft is approved, the proposer will work with DOH to identify other highway assets which should be included in Phase 2 of the TAMP. Other assets to be included in Phase 2 would consist of but not be limited to:
Noise walls, retaining walls Rest areas, salt-sand storage areas, and weigh stations, Maintenance yards, equipment shops, and other division facilities
The Phase 2 draft should be presented to the working committee within 18 months of contract execution. The Department will review and provide comments within thirty (30) working days of submission. It should be noted that a comment period towards Rule Making with respect to the impact MAP-21 will have on State DOTs is on-going. The AM Plan shall address the asset management plan requirements, as outlined in the new Federal Highway Transportation law P.L. 112-141 requirement, Moving Ahead for Progress in the 21st Century Act (MAP-21) 1106, 23 USC 119, and explain in detail all the steps required to accomplish the objective of this agreement including the roles and responsibilities of the State. MAP-21 requires that the plan include: 1. a summary listing of the pavement and bridge assets on the NHS in the State, including a description of the condition of those assets; 2. 3. 4. 5. 6. asset management objectives and measures; performance gap identification; lifecycle cost and risk management analysis; a financial plan; and investment strategies.
In developing the plan, Proposers shall follow the procedures within the AASHTO Transportation Asset Management Guide, A Focus on Implementation, January 2011, and the following standards of performance when developing the AM Plan: Table 1 - Recommended Outline for AM Plan. (from AASHTO, Transportation Asset Management Guide, A Focus on Implementation Section Name Executive Summary Description of Contents Typically a stand alone, high level overview of the AM Plan used to communicate the content of the AM Plan to elected officials and external stakeholders 1. Sets the scene, provides a high level description of the agency's mission and goals, its role, the roles of other parties, and the purpose of the AM Plan
Introduction
2. Addresses stewardship and life-cycle management requirements. 3. Has a high level description of the assets, what they consist of, quantities, financial worth or value. Value to Citizens Program outcomes, satisfaction surveys, the cost of improving service The agency's mission is broken out into key drivers, transportation services, and levels of service (LOS) or performance measures. These define the agency's high level values and priorities, such as safety, preservation, growth, etc. The LOS is the yardstick by which the agency's performance is to be measured and monitored. Identifies relevant stakeholders and key user groups, describes consultation and stakeholder expectations of the services. Identifies any laws and regulations that impose mandates or constraints on performance or the implementation of asset management. May present strategies to overcome regulatory barriers. Shall also identify program needs to close identified LOS performance gaps. This section also describes the agency's current and desired capabilities to deliver the required services and quantify the measures, and reports current performance quantitatively as a demonstration of existing capability. Levels of Service (LOS): Minimum and target levels of service for all services, discussion of how assets are being managed today to the best of CDOTs ability, how the LOS is monitored and reported Performance Management Measures and targets, past performance and improvements, delivery metrics, trends compared to other states Network overview, summary of assets, data collection processes and accuracy. Should include recommendations on what assets need full inventories. More detailed information about the assets, including condition and performance summaries, asset life cycles, useful lives, and remaining lives; identifies critical assets. Life-cycle strategies and management methods for all activities relating to the assets, including operations, maintenance, asset renewals, and new asset development work activities, condition and performance monitoring, risk management practices, procurement, and how the program will be delivered. This will be drawn from the results of life-cycle and risk- based analyses
Levels of Service
Asset Inventory
Life-Cycle Management
and interpretation and lead into program development and program needs. Also includes: Risk Management An overview of current and desired capabilities in pavement and bridge management and other applicable areas of asset management systems for lifecycle management. Descriptions of the drivers, including priority allocation processes, for each type of work undertaken.
Identification of critical assets and risk management plan Identifies the drivers and influences of change on the network. Assesses how the anticipated future growth and demand for transportation services will impact the demand for new or better assets and asset maintenance and renewal needs in the future.
May identify program needs to cater to future demand. Describes demand management strategies as a means of reducing the impact of demand growth on assets.Describes the agency's current and desired capabilities to measure demand and growth as they affect asset management processes and investment needs. Brings together all program needs identified in the AM Plan into medium and longer term financial cash-flow forecasts to support the more detailed annual budget process. Financial management policies. GASB34 financial reporting requirements, including projected asset valuation and depreciation could also be included here. An overview of funding sources, constraints on the use of funding, long-term funding needs, and other aspects of the budgeting and funding processes that impact asset management. Describes current organizational processes supporting asset management decision making and reports current status of Transportation AM practice in the form of the self assessment. Describes the information systems and tools used to support Transportation AM.Describes data needs and quality expectations. A work plan for improvements to asset management processes in order to move from the current state to the desired state in the agreed time frame. Includes a description of risk factors and anticipated problems: As requested proposer should recommend enhancements to software or the purchase of additional software to advance
Financial Summary
AM Practices
Improvement Plan
integrated asset management. Recommend changes to align NCDOTs organizational structure and culture to achieve TAM best practices.
Appendices
References and resources AASHTO Transportation Asset Management Guide, A Focus on Implementation, January 2011, ISBN: 978-1-056051-499-2, website http://www.transportation.org Beyond the Short Term: Transportation Asset Management for Long Term Sustainability, Accountability, and Performance. Advancing a Transportation Asset Management Approach, Executive Brief, USDOT. Improving FHWAs Ability to Assess Highway Infrastructure Health, Pilot Study Report, Report No., FHWA-HF-12-049. http://www.fhwa.dot.gov/map21/qandas/qaassetmgmt.cfm (With particular emphasis on Q&A #3)
As work on the TAM Plan progresses the consultant will be expected to provide documents, links and subject matter expertise to aide in the content development of the Asset Management Divisions website. The Department will upload all content.
General Information The Proposer shall hold any necessary meetings and webinars with the NDOTs representatives, from at least but not limited to Division Engineers, various maintenance personnel, Asset Management, Structures Management, Preconstruction, and other key stakeholders. NCDOT facilities shall be used for meetings whenever possible. The intention is to gather information to develop the AM Plan, provide updates on the status and discuss solutions to any challenges. The Proposer will be responsible for setting up the meetings and webinars. For preliminary cost estimation purposes, it will be assumed that fifteen (15) meetings and/or webinars are needed during the agreement term.
Team:
The AM Plan will be created under the direct supervision of a Lead Project Manager (LPM) with strong experiences among asset preservation techniques, financial forecasting, planning, and other business exposures. The LPM must have at least ten (10) years of experience. The engineering licensing for this role is optional, while other licensing and certifications are allowed. The Proposers other staffing will also comply with the following: a) Principle Investigator (PI). Any individual with this role must have at least ten (10) years of experience. The PI can have an educational background in planning, financial, business, engineering, or another discipline. The PI can be a North Carolina licensed engineer with active status, however the engineering licensing for this role is optional, while other licensing and certifications are allowed. b) Staff Engineer. One individual will be a North Carolina licensed engineer. The PI or Staff Engineer will have direct supervision over the Technical Writer(s) and General Support staff. Any individual with this role must have at least five (5) years of highway engineering and/or highway construction/maintenance experience. c) Technical Writer (TW). Technical Writers are preferred to have two (2) years of experience when their role is separate from a role as the LPM, PI, or Staff Engineer. When a TW is part of the team for this discipline, the North Carolina licensed engineer status is optional for this role. d) General Support (GS). The GS staff is preferred to have one (1) or more years of experience with computer skills and office support.
Questions may submitted electronically only, to the contact below. Responses will be issued in the form of an addendum available to all interested parties. Questions must be submitted to the contact below no later than 12:00 p.m. on December 4, 2013. The last addendum will be issued no later than December 9, 2013.
SELECTING CRITERIA
In selecting a firm/team, the selection committee will take into consideration qualification information including such factors as:
1. Specialized or appropriate expertise in preparing asset management plans. 40% 2. Adequate staff and proposed team for preparing asset management plans. 40% 3. Direct experience managing transportation assets. 20%
SUBMITTAL CRITERIA
All RFPs are limited to twenty (20) 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, one sided. ONLY ELECTRONIC LETTERS OF INTEREST WILL BE ACCEPTED. Letters of interest containing more than twenty (20) pages will not be considered.
SELECTION PROCESS Following is a general description of the selection process: The NCDOT Selection Committee will review all qualifying RFP submittals. The Selection Committee will shortlist a minimum of three (3) firms to be interviewed. Shortlisted firms will be notified by January 9, 2014. Interviews with the shortlisted firms will be held the week of January 27, 2014. The selected team will be notified by February 3, 2014. Notices of shortlisted firms and selected firm will be posted at: https://connect.ncdot.gov/letting/Pages/Private-Engineering-Firm-Advertisements-.aspx In order to be considered for selection, consultants must submit a complete response to this RFP prior to the specified deadline. Failure to submit all information in a timely manner will result in disqualification. Even though specific DBE/MBE/WBE goals are not required for this project, the Department of Transportation is committed to providing opportunity for small and disadvantaged businesses to perform on its contracts through established Department goals. The Firm, sub-consultant and sub-firm shall not discriminate on the basis of race, religion, color, national origin, age, disability or sex in the performance of this contract
SUBMISSION ORGANIZATION AND INFORMATION REQUIREMENTS The RFP must 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. Chapter 2 - Team Qualifications
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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 similar experience the firm, acting as the prime contractor, has conducted which demonstrates its ability to conduct and manage the services. Provide a reference of previous services and include the date completed, and contact person. 2. If subconsultants are involved, provide corresponding information describing their qualifications as requested in paragraph 1 above. Chapter 3 - Team Experience This chapter must provide the professional credentials and experience of the persons assigned. Although standard personnel resumes may be included, identify pertinent team experience to be applied. Specifically, the Department is interested in the experience, expertise, and total quality of the consultant's proposed team. If principals of the firm will not be actively involved in the work, do not list them. The submittal shall clearly indicate the Consultants Project Manager (and other key Team Members) and his/her qualifications for the proposed work. Chapter 4 - Technical Approach The consultant shall provide information on its approach to accomplish these services.
Chapter 5 - References The consultant must provide a minimum of two references which the Department may contact regarding qualifications and past performance. Both must have had experience with projects for which members of the proposed team have participated, including the designated project manager. The following must be included for each reference: A. B. C. D. E. F. Name of Organization and Contact Title of Contact Address (delivery and email) Telephone Numbers Title of Project and Date Completed Project Team Participants
APPENDICESCONSULTANT CERTIFICATION Form RS-2 Completed Form RS-2 forms SHALL be submitted with the firms 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:
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Prime Consultant firm (Prime Consultant Form RS-2 Rev 1/14/08), and; ANY/ALL subconsultant firms (Subconsultant Form RS-2 Rev 1/15/08) to be or anticipated to be utilized by your firm.
Complete and sign each Form RS-2 (instructions are listed on the form). In the event the firm 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. The required forms are available at: https://apps.dot.state.nc.us/quickfind/forms/Default.aspx All submissions, correspondence, and questions concerning this RFP should be directed to Mr. Scott D. Blevins, P.E. He can be reached at telephone number 919-707-7132 or by email at sblevins@ncdot.gov.
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