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Request for Qualifications (RFQ) for Travel Demand Management Program

State Project No. H.011005 | F.A.P. No. H011005

The South Central Planning and Development Commission (SCPDC) is seeking qualified consultants or firms to support the development and implementation of a Travel Demand Management (TDM) Program with a focus on vanpooling.

Our Goal:
To address traffic congestion and environmental challenges through innovative travel solutions like ridesharing and vanpooling.

Key Deliverables:

    • Creation of engaging marketing materials.

    • Outreach and partnerships with employers and institutions.

    • Identification and implementation of vanpool and carpool projects.

    • Research on park-and-ride locations and funding sources.

    • Development of employer incentives to encourage participation.

    • Comprehensive program management and reporting.

If you or your organization have expertise in TDM strategies, particularly in vanpooling, we encourage you to submit your qualifications.

Submission Deadline: January 10, 2024

Submission Documentation:

Submission Details:

    • Mail Delivery:
      South Central Planning and Development Commission
      Attn: Joshua Manning, Planner IV
      P.O. Box 1870, Gray, LA 70359

    • Hand Delivery/FedEx/UPS:
      South Central Planning and Development Commission
      Attn: Joshua Manning, Planner IV
      5058 W. Main St., Houma, LA 70360

Timeline:

    • RFQ Distribution: November 26, 2024

    • Evaluation Period: January 13–24, 2024

    • Notification of Selection: January 28, 2024 (approx.)

Contact for Questions:
Jonathan Eastwood, Planner I
📧 Email: jonathane@scpdc.org

Visit SCPDC.org for full details and RFQ documentation.

Let’s create smarter, more sustainable travel options for South Central Louisiana!

 

Q&A as of 12/12/2024

Q:

  1. Do you have a list of local DBEs we might contact regarding this opportunity? 
  2. Can you confirm the budget for this effort is $80,000 as noted in the 2024-2025 UPWP?
  3. What is the anticipated timeframe for the effort?
  4. What percentage of the project’s budget is anticipated for immediate implementation vs. the amount dedicated to planning for future fund use?

 

A:

  1. La DOTD – Compliance Programs
  2. Budget is up to $100,000 per year, depending on the  availability of federal funds. We do anticipate that this will be a multi-year contract.
  3. We anticipate that this will be an on-going, multi-year contract.
  4. There are no “implementation” dollars under this contract. This contract is for planning and outreach. Selected contractor may be tasked with identifying funding and assisting with requests for funding for identified projects. 

 

Q:

  1. What is the budget or budget range for this project?
  2. What is the level of work commitment you envision for this project? Trying to get a handle on the approximate number of labor hours or staff that may be assigned to this project.
  3. Innovative TDM Solutions (ITS) is a private TDM consulting firm based in Southern California. We believe a high percentage of the scope of work (SOW) and deliverables can we manage in achieved from a remote work location. However, some aspects of the SOW/deliverables will need boots on the ground. Can you provide your preference as to the percentage of work that you envision that can be accomplished from remote verses on site?
  4. Regarding Task 1, Approximately how many different and unique printed and electronic marketing material do you project are needed over the course of 12 months? 
  5. Regarding Task 2, what do you consider to be “major employers?” Perhaps 250+ employees? How many major employers are there in your jurisdiction?
  6. Do you already have contact information (employer name, address, contact name, email address and phone number) for all of the major employers and institutions in your jurisdiction, or does the selected consultant need to research and prepare this list?
  7. Can the selected contractor provide Van pool, carpool and other rideshare options (walk, bicycle, public bus, rail and telework) directly to employers/institutions rather than going through the Chamber of Commerce?
  8. Is there an existing and enforced air quality or trip reduction ordinance within your jurisdiction? Are employers/institutions required to comply through the implementation of TDM strategies? Or is participation completely voluntary?
  9. Is there an annual employee/computer survey developed and administered by SCPDC or by another local entity? This survey, if one currently exists, would help to determine the existing rideshare rate of employers/institutions, and to determine the potential to market TDM strategies and increase ridesharing.
  10. What are the names of the vanpool providers in your area? We assume that Enterprise might be one, but are there others in your space?
  11. Do you envision the consultant play an active role at specific employers/institutions to assist in carpool formations? Or, are you looking to the contractor to develop and recommend carpool incentives that employers/Institutions/commuters will want to take advantage of?
  12. Regarding Task 4, we have extensive experience with identifying suitable locations for park and ride lots – as well as reaching out to property owners to provide “leased” park and ride lot spaces. Are there funds available to lease park and ride spaces from existing businesses, or are all future planned park and ride lots anticipated to be owned by the city or state?
 
A:
  1. Budget is up to $100,000 per year, depending on the availability of federal funds. We do anticipate that this will be a multi-year contract.
  2. This will be negotiated between SCPDC and the selected contractor based on the available project budget.
  3. No preference on percentages. Remote location is fine so long as all objectives of the scope are covered. Exact contract and scope of work will be negotiated between SCPDC and the selected contractor, but you are correct that some of the work will require physical presents (some meetings, presentations, etc). We recognize that this is a somewhat specialized field and are willing to work with qualified firms to meet the deliverables.
  4. We envision 3-4 social media posts per month to keep. Development of printed marketing material will be at the discretion of the selected contractor to be distributed as is effective. 
  5. SCPDC has employment data that will be provided to the selected contractor. An outreach plan will be developed based on the recommendation of the selected contractor. We are okay with starting at a smaller scale (outreach to 5-10 business) depending on the results of the outreach. In future years outreach may be greater.
  6. SCPDC has employment data that will be provided to the selected contractor.
  7. Yes, whatever is most effective.
  8. No, participation if voluntary.
  9. No.
  10. We are only aware of Commute by Enterprise. We know some companies to have some vanpool programs already in place, but we do not have a comprehensive list.
  11. To date we have not reached the point of assisting any employers in this way. We would like to offer this assistance if employers need technical assistance.
  12. We are certainly open to this type of solution. We may need assistance in identifying funding sources for this scenario.

 

Q:

  1. What is the funding source?
  2. Are there federal dollars being used?
  3. What are SCPDC’s goals for this program?
    1. Number of vanpools?
    2. Outreach metric goals?
    3. Planning goals?
  4. Pg. 2, Task 3: Project Identification and Implementation, “Consultant will identify potential vanpool or carpool projects…”
    1. Please clarify this requirement. In SCPDC’s definition or intent of ‘projects’ is it to identify a need for a regional public program, employer-based programs, form individual vanpool groups, or all of the above?
  5. Page 3, Task 6: Program Administration and Management, “The consultant will provide ongoing administration of the program, including progress reporting and an annual review of the program’s effectiveness.”
    1. Do you anticipate this will be a one year or multi-year program?

A:

  1. The funding source for this project is STPFLEX (Surface Transportation Block Grant Flex) funding.
  2. Yes, federal dollars are being used. The project is funded 100% by FHWA STPFLEX funds.

    1. SCPDC does not specify a target number of vanpools in the RFQ. However, the goal is to identify potential vanpool and carpool projects as opportunities arise through employer outreach.
    2. SCPDC aims to contact major employers and institutions to identify and develop vanpool and carpool opportunities. Outreach will include reports on employer engagement and a comprehensive list of engaged employers and organizations.
    3. The planning goals include developing and improving TDM strategies, enhancing outreach and marketing, and identifying and implementing vanpool and carpool projects. Additionally, SCPDC aims to identify park-and-ride locations and secure funding sources and employer incentives to support TDM initiatives.

    1. The term “projects” refers to the identification and implementation of vanpool and carpool programs. This involves working with interested employers to initiate vanpool or carpool services. The consultant is expected to help employers establish employer-based programs, support the formation of individual vanpool groups, and identify broader regional program needs. In essence, it includes all of the above — employer-based programs, individual vanpool groups, and potentially regional initiatives where needed.

    1. SCPDC anticipates this will be a multi-year program. The program’s budget is up to $100,000 annually, depending on the availability of federal funds

Q:

  1. Given the December holidays and delays in shipping, would the SCPDC accept electronic submittals via email or secure file transfer for responses in place of hard copy/mailed proposals?
  2. If not, would you consider receiving an electronic submittal by the deadline, if followed up by mailed hard copies that may arrive after the deadline?

A:

We would accept an electronic submittal by the deadline follow-up by mailed hard copies.

 

Q:

Page 4 of the RFQ has an outline of requirements for the submittal, including 7. MPO Standard Submittal Form. However, many of the items listed on page 4—including project team experience, an organization chart, and resumes—are included in the MPO Standard Submittal Form. Should we be preparing a qualifications packet that includes 1-7 on page 4 and then include the repeated information again when we fill out the MPO Standard Submittal Form as part of section 7? Or should we fill out the form and make sure we include items 1-6 as well if not already covered by the form?

A:

We are required by the Louisiana Department of Transportation and Development (DOTD) to have consultants utilize the MPO Standard Submittal Form. However, we recognize that the format of the form can sometimes be limiting. To offer flexibility, either of the methods you mentioned would be acceptable to us.

You may choose to prepare a qualifications packet that addresses all items listed in 1-7 on page 4, with the MPO Standard Submittal Form included as part of section 7. Alternatively, you may use the MPO Standard Submittal Form as the primary format and ensure that all required items from 1-6 on page 4 are included either within the form itself or as supplementary materials.

We hope this provides the clarity you need. If you have any further questions, please don’t hesitate to reach out.

 

Q:

What is intended by a “staffing plan in calendar days”?

 

A:

A “staffing plan in calendar days” refers to a detailed schedule outlining the allocation of tasks, project phases, and team member responsibilities across specific timeframes. This plan should clarify the timeline for each activity and identify who is responsible for completing it.

 

Q:

Do you require a detailed budget or fee schedule as it is not mentioned in the RFP? Or will the budget be developed with the successful bidder?

 

A:

The RFQ does not request a detailed budget or fee schedule at this stage. The budget will be developed collaboratively with the successful bidder as part of the contract negotiation process.

 

Q:

I was wondering if you might be able to share a sample contract from the SCPDC in order for our team to prepare our response to the TDM and Vanpool RFQ.

 

A:

Unfortunately, we are unable to provide a sample contract at this time. However, the RFQ outlines the expectations and deliverables that will guide the development of the agreement with the selected consultant.

 

Q:

I have an organization that encouraging carpooling among the general public, and I am interested in speaking with you about the Request for Qualifications (RFQ) for the Travel Demand Management (TDM) Program. Please let me know if/when you have a minute and a good way to reach you.

 

A:

To ensure clarity and maintain consistency in communication, all inquiries regarding the RFQ are handled in writing. Please feel free to send any additional questions via email, and we will address them promptly.