Transportation Planning Position
I-81 Public Participation Project, Request for Proposals
June 9, 2008
Notice is hereby given that the Syracuse Metropolitan Transportation Council (SMTC), the designated metropolitan planning organization (MPO) for Onondaga County and small portions of Oswego and Madison Counties in New York, is seeking to retain a consultant firm, or team of firms, to complete the scope of work for the I-81 Public Participation Project.
As part of its Unified Planning Work Program (UPWP), the SMTC has agreed to undertake a public information and involvement effort around the future of the I-81 corridor on behalf of the New York State Department of Transportation (NYSDOT). The general study area for this project will include the I-81 corridor throughout the SMTC planning area (from the southern boundary of Onondaga County to approximately 2½ miles north of Central Square, NY). However, the study will place particular emphasis on the elevated portions of the I-81 corridor inside the City of Syracuse.
The portions of I-81 being examined in this project are nearing the end of their life expectancy and will require significant investment to remain operational in their current configuration. In light of this fact, government officials, agencies, and members of the public have made requests to either “remove the elevated portions of I-81” or dramatically alter the interstate configuration. The complexity of the decision and the strength of public opinion regarding the future of I-81 make public education and dialogue about the I-81 corridor both timely and necessary.
The purpose of the project is four-fold:
- Educate the public about the corridor; its role, function, and outlook; and the existing conditions of adjacent areas impacted by it;
- Inform the public about the various planning processes that currently surround the corridor;
- Gather input on issues/concerns related to I-81 and its environs; and
- Garner public opinion regarding the future alternatives for the roadway.
The results of this project will be used as input for the SMTC’s technical work on the I-81 modeling effort (a related but separate scope of work). These two products, along with additional technical analysis done by NYSDOT, will form the foundation for NYSDOT’s greater I-81 Corridor Study, which will make the final determination regarding the future of I-81.
The SMTC is seeking an experienced consultant, or team of consultants, to complete, at minimum, the scope of services defined in this RFP. This RFP should be considered a guide to prospective consultants. Ideas from consultants that strengthen this approach will be considered. These might include, for example, the formation of a Community Advisory Committee, consisting of interested community members, to provide input over the course of the project.
Task 1: Ongoing Study Advisory Committee Meetings
The consultant, the SMTC, and the project sponsor (NYSDOT) will meet regularly with the Study Advisory Committee over the course of the project. Representatives from all SMTC member agencies will be invited to participate on the SAC, as will other selected agencies (to be determined by the SMTC, project sponsor, and member agencies). It is anticipated that a minimum of 8-10 SAC meetings will be held over the course of the project.
The consultant will be responsible for facilitating SAC meetings (including the preparation and, if necessary, printing) of an agenda, materials, presentations, etc.) and preparing meeting minutes. The SMTC will be responsible for securing a meeting location and mailing meeting materials to SAC members.
Task 2: Ongoing Consultant Coordination
Throughout the course of the project, the consultant and the SMTC will coordinate the tasks and products of this effort with those of NYSDOT’s I-81 Corridor Study. This will be achieved through regular meetings, phone conversations, and e-mails between the consultant for this project, the SMTC, and NYSDOT’s project manager and consultant.
Over the course of the project, the consultant will be responsible for, at a minimum, monthly meetings with the SMTC, NYSDOT, and NYSDOT’s Corridor Study consultant. Meetings may be conducted in person or via conference call, as jointly determined by the relevant parties. In addition, phone and e-mail coordination will be conducted on an as-needed basis.
Task 3: Problem Statement, Goal(s) and Objectives
Under this task, the consultant, the SMTC, and the project sponsor (NYSDOT) will work with the SAC to develop a problem statement and goal(s), as well as the supporting objectives that define the purpose and direction of the project. The problem statement will clearly define the reason(s) why the project is being done and will reflect the context for the project. The goal(s) will establish the overall intent and purpose of the project (i.e. public education and involvement), while the objectives will identify specific actions and results expected (i.e., public involvement activities, work products, and/or milestones anticipated). In addition, a detailed project schedule will be developed under this task.
In addition to facilitating the development of these work products through SAC meetings, the consultant will document the results of Task 3, including the problem statement, goals, objectives, and timeline, in White Paper #1. This document will be made publicly available at community locations and online.
Task 4: Study Boundary Limits
The general boundaries for this project follow the I-81 corridor throughout the SMTC study area (from the southern boundary of Onondaga County to approximately 2½ miles north of Central Square, NY). Within these general boundaries, there will be three levels of study area for this project. The primary study area will be the immediate areas surrounding the I-81 corridor that will be most directly impacted by any change in the corridor. The secondary study area will be the “area of influence” that any changes to the I-81 corridor may significantly impact. Proximity and access to the I-81 corridor are the main differentiations between these two levels of study area. Since the corridor is a primary transportation system in the region, by default, the entire SMTC study area may be impacted by any major changes to the corridor, and as such, the entire SMTC study area can be considered a tertiary study area. These general boundaries will be discussed and modified as deemed appropriate by the SAC at its initial project meeting.
The consultant will document the final study area boundaries in White Paper #1 , which, as noted above, will be made publicly available at community locations and online.
Task 5: Identification of Key Stakeholders (People, Groups, Organizations)
During this task, the consultant, SMTC, and the project sponsor will work together with the SAC to create a list of stakeholders -- individuals and organizations who have an interest in the future of the I-81 corridor. These may include “umbrella organizations” (that represent smaller groups), community agencies, or other interested parties. Where meeting with individuals/small groups is not practical, their corresponding umbrella organizations will be identified. The goal is to be as inclusive as possible of groups and organizations that represent potentially impacted communities. It is assumed that the list of stakeholders will grow over the course of the project.
Throughout the project, the SMTC will send the key stakeholders pertinent project information, apprise them of significant project developments, notify them of all public meetings, and encourage them to provide feedback. In addition, these stakeholders will provide the foundation for the focus groups identified in Tasks 6 and 7.
The consultant will coordinate with the SMTC on the development and maintenance of the stakeholder database, which will be housed by the SMTC.
Task 6: Education on Existing Conditions
This task will serve as the educational process for the project. It involves the education of the stakeholders and the public on:
- the history, role, function, and general condition of the roadway infrastructure;
- the existing condition(s) of the adjacent areas impacted/influenced by the highway;
- the required processes that are being followed as part of this effort;
- the timeline of the I-81 Corridor modeling efforts (being completed by the SMTC) and the differentiation of this project from the modeling effort; and
- the role of the project in t he greater NYSDOT I-81 Corridor Study and the differentiation of this project from the NYSDOT effort.
The exact nature of this content will be determined by the SMTC, project sponsor, the consultant, and the SAC. The consultant, with the assistance of the SMTC and NYSDOT, will be responsible for gathering information and for translating that information into presentation format.
Task 6a: Case Study Report
As part of the education component of the project, the consultant will be responsible for researching the experiences of urban communities that have faced decisions similar to that of the I-81 corridor, their results, and their lessons learned. The consultant will document key findings from this research in a report and integrate the research into educational materials for the project.
The consultant will complete the education of existing conditions using multiple methodologies, including:
- Public Meetings/Workshops: The consultant will facilitate 5-7 public meetings/workshops in order to introduce the public participation and planning process, educate the public on the existing conditions of I-81, and gather public input (see Task 7). The consultant will be responsible for facilitating public meetings/workshops, including the preparation of flyers, agendas, materials, presentations, visualizations, etc., and preparing meeting minutes. The SMTC will be responsible for securing a meeting location, distributing flyers and mailings, and issuing press releases to all major and minor newspapers, television stations, and radio in advance. The consultant, along with the SMTC, may be required to interface with the media at these events in order to explain the project and provide status updates.
- Stakeholder Meetings/Focus Groups: 15-25 focus groups will be held with stakeholders in order to present the public participation and planning process; educate key organizations on the corridor’s existing conditions; and gather input (see Task 7). Each focus group will consist of 10-15 people and include a concentrated discussion. The consultant will be responsible for facilitating focus groups, including the preparation of agendas, materials, presentations, visualizations, etc., and preparing minutes. The SMTC will be responsible for securing a meeting location and, with the SAC and project sponsor, selecting and recruiting focus group participants.
- Flyers/Brochures/Newsletters: To further increase outreach to the public, the consultant will develop a series of at least three flyer(s)/brochure(s)/newsletter(s), including both text and graphics, to introduce the public participation and planning process and educate the public on the corridor’s existing conditions. These materials will be developed on a timeline that coincides with significant public outreach efforts. Given print-ready electronic files from the consultant, the SMTC will be responsible for printing and, with the assistance of the SAC, distributing these materials at locations within the study area (including libraries, schools, community centers, stores, shopping centers, businesses, etc.).
- Project Website: The consultant will design a project-specific website that disseminates information about I-81 and serves as an input-gathering tool. The consultant will be responsible for posting, at minimum, monthly updates that coincide with major project efforts. In addition, the consultant will post all printed educational materials, documents, and handouts on the site. The SAC will provide input on website content to the consultant. The SMTC will be responsible for publicizing the website, establishing links from its own website, and encouraging member agencies and municipalities in the study area to do the same. It is expected that the consultant will develop the website within a month of project commencement.
- Other methods deemed appropriate: The consultant may propose other education-related activities as it sees fit.
The consultant will document the existing conditions information and public education efforts in White Paper #2, which, pending SMTC committee approval, will be made publicly available at community locations and online.
Task 7: Gathering of Community Concerns/Issues/Alternatives
Under this task, the consultant, working closely with the SMTC, the project sponsor, and the SAC, will gather input on issues and concerns about I-81, as well as potential alternatives for the future of the corridor. This task may occur simultaneously with the Education of Existing Conditions (Task 6). The consultant will complete this task using multiple methodologies, including:
- Public Meetings/Workshops (see Task 6): As noted in Task 6, the consultant will facilitate 5-7 public meetings/workshops. Input will be gathered at these meetings through oral and written comment and documented by the consultant in meeting minutes.
- Stakeholder Meetings/Focus Groups (see Task 6): As noted in Task 6, the consultant will facilitate 15-25 focus groups. Input will be gathered at these meetings through oral and written comment and documented by the consultant in meeting minutes.
- Website (see Task 6): The consultant will develop the website to include a mechanism for public comment. All input received via the website will be documented by the consultant.
- Survey: Working with SMTC staff, the SAC, and the project sponsor, the consultant will develop a statistically valid telephone survey to measure public opinions related to issues, concerns, and future alternatives for the I-81 corridor. The consultant will be responsible for conducting the survey, tabulating and analyzing the resulting data, and documenting all findings. The exact nature of the reporting mechanism will be determined by the SMTC, project sponsor, and SAC.
- Online/Paper Questionnaire: Using an adapted form of the survey above, the consultant will develop a questionnaire instrument (both in online and paper format) to measure public opinion related to issues, concerns, and the future of the I-81 corridor. Links to the online version will be provided from the project website and the websites of relevant public agencies. The SMTC will be responsible for distributing the paper version at locations around the community, at public meetings, and at focus groups. The consultant will be responsible for tabulating and analyzing the resulting data and documenting all findings. The exact nature of the reporting mechanism will be determined by the SMTC, project sponsor, and SAC.
- Other methods deemed appropriate: The consultant may propose other public involvement activities as it sees fit.
Task 8: Documentation of Community Issues, Concerns, and Alternatives
Under this task, the consultant will synthesize the input from stakeholder and community groups (Task 7) into White Paper #3 (potentially a collection of documents/memorandums), which, pending SMTC committee approval, will be made publicly available at community locations and online. This document will categorize the public’s input on issues, concerns, and alternatives by topic and/or community group. Additionally, all individual comments received will be kept in a project appendix as a complete record of public comment. Comments received regarding potential future options for the I-81 corridor, as documented in this report, will be used as a basis for the formulation of alternatives for the I-81 modeling effort (a separate but related scope of work).
Task 9: Presentation of Modeling Results
Under this task, the consultant, working closely with the SMTC, the project sponsor, and the SAC, will present the results of the I-81 modeling effort (including modeling and analysis to be completed under separate contract) to the public in an open house forum. These open houses may occur in one or several stages (up to a maximum of 3). The consultant will be responsible for reviewing, understanding, and interpreting modeling results and developing presentation materials. Input will be gathered via written comment, documented by the consultant, and referred to NYSDOT for review.
Task 10: Final Documentation
This task will involve the documentation of the complete project process by the consultant. The document will be designed to “stand alone” as formal record, and as such, it will describe the process, participants, public education efforts, public involvement findings, lessons learned (i.e. success or lack thereof), and next steps. Additionally, the final document will be assembled into “presentation format” (i.e. publicly digestible executive summary designed for presentation purposes). These presentation materials will be designed as user-friendly tools that may be distributed at key community facilities (e.g., libraries, community centers, town and city halls) and used to continue public involvement efforts beyond the formal completion of this project.
- White Paper #1: project parameters
- Database of stakeholders
- Case study report
- Public meeting reports
- Focus group reports
- Flyers/brochures/newsletters
- Project website
- White Paper #2: documentation of existing conditions and education/outreach
- Survey report
- Questionnaire report
- White Paper #3: documentation of community input
- Modeling open house report(s)
- Final document
- Final document presentation materials
It is anticipated that this project will take approximately 18-24 months to complete.
The SMTC’s budget for the I-81 Public Participation Project includes $150,000 for the 2008-2009 Unified Planning Work Program (UPWP) and $150,000 for the 2009-2010 UPWP (a total of $300,000). This dollar amount is intended to cover both consultant services and SMTC staff time. However, it represents the minimum set aside for the referenced timeframe. Funding associated with additional UPWPs is anticipated but not yet allocated.
All proposals must include the following:
- Firm Identification: A description of the consultant firm, including its size, organizational structure, number of full-time and part-time employees, area(s) of practice, and number of years in the business of conducting the described services.
- Project Understanding: A description ofthe consultant’s understanding of the project and proposed approach to the scope of services.
- Scope of Services: A detailed description of the proposed plan for completing the scope of work.
- Proposed Staffing Plan: A description of the personnel, including resumes, that will be working on this project. Note that changes to this team at any point in the project must be approved by the SMTC.
- Detailed Schedule: A proposed schedule for completing the project.
- Fee Proposal: A proposed budget, broken down by hours per staff member for each task or subtask. Include task and subtask subtotals.
- Qualifications: A description of the consultant's qualifications for this project, including the firm's background, resources (financial and personnel), and capabilities in areas relevant to this project. Include a history of the firm’s experience on similar projects.
- References: Include a list of, at minimum, the three (3) most recent clients for whom the consultant has provided similar services. The list should include the name, address, telephone number, and e-mail of the client contact persons. Also identify the type and date of work performed.
- Federal, State, and DBE Requirements: The consultant must show that it is certified to do business in the State of New York and that it can comply with all standard federal and state contracting requirements. The consultant should also indicate whether the firm or any subconsultants for the project have status as a certified minority/women-owned/disadvantaged business enterprise in the State of New York. The SMTC has an annual DBE goal of 10% for professional services. However, DBE participation is not a weighted factor in evaluating the proposals. If the consultant chooses to include a DBE component, the DBE firm needs to be identified at the time the proposal is submitted.
The SMTC will review and rank the proposals based on the following factors:
- Project Understanding and Proposed Scope of Services
- The extent of the consultant’s demonstrated understanding of the project.
- The quality of the consultant’s proposed approach and scope of services.
- Qualifications of the Project Team
- The quality and experience of the proposed team (including subconsultants).
- The team’s ability to complete the project in a timely manner.
- The team’s ability to complete the project on budget.
- Experience and Technical Qualifications
The quality of the recent relevant experience of the firm (including proposed subconsultants) in completing public outreach and involvement projects, especially those related to the field of transportation planning.
The extent to which the firm has personnel, equipment, and facilities to perform the scope of work.
The quality of consultant references.
Twelve (12) hard copies and one (1) Adobe Acrobat PDF file (on CD-ROM) of the complete proposal must be received on or before
Friday, August 8, 2008, at 4:00 P.M.
Address submittals to:
James D’Agostino, Director
Syracuse Metropolitan Transportation Council
100 Clinton Square
126 North Salina Street, Suite 100
Syracuse, NY 13202
Fax: 315.422.7753
An expression of interest, along with any questions about the RFP, should be submitted via mail or fax to James D’Agostino by
Monday, July 7, 2008 No questions will be accepted after this date. Thereafter, the SMTC will issue a single set of responses to all firms that have expressed interest. Firms that do not submit an expression of interest will not receive the set of questions and responses; however, proposals will still be accepted from them.
After reviewing proposals, the SMTC may develop a short list of consultants. These short-listed firms may be required to interview in Syracuse at the consultant’s expense.
This request for proposals in no way obligates the SMTC to award a contract to any responding firm. The SMTC may, at its sole discretion, readvertise this RFP (in its current version or revised as needed) or choose not to proceed with this request for proposals.
