Notice of Consulting Services
Notice is hereby given by the West Virginia Department of Transportation, Division of Highways, that engineering consulting services will be utilized for the following project:
State Project T699-COU/NT-22. 00, Traffic Monitoring Assistance, which includes collecting traffic counts in Districts 1, 2, and 3 as designated by the Traffic Monitoring Unit (TMU), and will include county, US, WV, Federal Aid Non-State (FANS) routes, interstates, and ramps. Additional coverage counts shall be in Berkley, Braxton, Fayette, Greenbrier, Harrison, Lewis, Marion, Mercer, Monongalia, Ohio, Preston, Raleigh, and Summers counties for all the State's interstate mainline and ramp locations. Finally, additional counties to be included are Jefferson and Mineral, which only involve the State's special/requested counts. The length of the contract shall be one year, with a possible two-year extension.
The Consultant shall provide the TMU with 48-hour mechanical and video classification, speed and volume data via portable tube counters and cameras at locations the TMU designates on mainlines and ramps. The consultant shall also provide 48-hour video turning movement counts and other special mainline counts as designated by the TMU. All traffic counts should occur during Monday-Friday. Days of atypical traffic pattens, which include federal holidays and weekends, shall have no traffic data collected. All counts must be collected by November 10, 2022. Any extension or change must be approved by the Performance Management Division. The Consultant shall also perform quality control checks of all collected traffic data before submitting it to the TMU. Quality control checks should verify that each count contains a minimum of 48 hours of data, the data is complete (all lanes at a site are collected, for example), there are minimal classification errors, and the location of the count is accurate.
As part of the services rendered by the Consultant, documentation throughout the count season needs to be submitted to the TMU to assess progress. This documentation includes items listed below. Unless otherwise noted, any list should be generated using Microsoft Excel and submitted as a file with an “.xlsx" extension.
1) Project Schedule - The Consultant shall provide the TMU a project schedule for review prior to collecting traffic data. This will include a list of sites and a clear timeline of completion. This project schedule should be updated at least biweekly to accommodate the challenges often encountered with field work.
2) Weekly Count Schedule - A weekly count schedule list that includes the station ID and its GPS coordinates (latitude/longitude), and the type of count (Class, Ramp, etc.). The file should include the date that starts with Monday of that week in MM_DD_YYYY format.
3) Weekly Count Schedule Updates - The weekly count schedule should be followed by an updated schedule list that includes the station ID, GPS coordinates for the site that was provided by the TMU, count type, but also needs to include the status of the count for each site (collected or not), and the reason why a count is not collected during each count week. If a site is under construction that prevents collection of data, the consultant shall provide the TMU with a picture of that site in a “.JPEG" format.
4) List of Count Submittals - Any time traffic counts are submitted to the TMU for review, a list of counts that were submitted must also be included. The items in this list should include the station ID, GPS coordinates for the site provided by the TMU, the count type, and the GPS coordinates of where the consultant collected the site must also be provided. Any sites that are not submitted due to the data failing the Consultant's own quality control checks should also be provided to the TMU.
The final deliverables shall include traffic data files submitted to the TMU in a GEOCOUNTS format and photographs of each count site that could not be collected due to construction. All counts collected via a pneumatic tube counter shall contain per-vehicle records in a 13-Class FHWA scheme; any video counts shall include a custom classification from Mio vision that matches the HPMS Classification scheme. More information can be found at https://geocounts.com/api/?p=registeredclasses. Traffic data should be quality control checked and submitted to the TMU no later than 2 weeks after it was collected in the field.
Method of payment shall be Cost Plus Fixed Fee.
A single assignment will be made for this project.
Firms interested in being considered for this project must submit a “Letter of Qualification" and one unpriced prospectus to Mr. Kevin A. Hall, P. E., Consultant Services Group Leader, Engineering Division, Division of Highways, by email to DOH.firstname.lastname@example.org prior to 4:00 p.m. on March 22, 2022.
As a minimum, the prospectus shall include the following evaluation information factors:
- Professional qualifications necessary for consideration and satisfactory performance of the required work and as a minimum shall have a professional engineer licensed by the State of West Virginia. That person shall be located within the office where the work is to be performed, and shall demonstrate sufficient past experience performed for the State of West Virginia, Division of Highways related to design and plan development to be provided. This individual shall be the person-in-charge overseeing the work and must be readily accessible to the Department, preferably located in-state.
- Consideration shall be given to specialized experience and technical competence. Specialized experience shall focus on the qualifications of the staff working on the project with emphasis placed on individual specialized expertise required for the project. As a minimum, the firm shall provide a Résumé of those individuals who will be committed to the needs of the project. Strong considerations will be based on the professional and non-professional staff specialized experience and technical competence stationed within the office where the work is to be performed.
- Capacity consideration shall be made on the firm's ability to accomplish the work within the Department's required schedule time frame; personnel dedicated to perform such work.
- Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules.
- Location shall be based on the geographic location of the Consultant's office relative to the project site along with past experience and knowledge of the area where the project site is located with the significant importance being given to accessibility of the office location relative to the Department.
In addition to the above evaluation factors, the prospectus shall include, as a minimum, the following items:
1. A completed copy of the Division's Consultant Confidential Qualification Questionnaire dated January 1, 2022 or later, if not already on file. It must specifically indicate the staff levels by classification located in-state vs. out-of-state.
2. Location of office or office(s) in which the work, or part of the work, will be performed.
3. Identification of subconsultants by name as to the type of work anticipated to be subcontracted or performed, if proposed as part of the design team.
4. Identification of software (including design software) that may potentially be utilized for this project.
5. Indication of whether a cost accounting system has been maintained and is in effect such that it is capable of segregating and identifying accumulating costs for each job that is performed under cost type projects.
6. Completion of the Division's “Consultant Short List Selection Criteria Technical Evaluation" form limited to a single page of data. Cross referencing on this form to other parts of the prospectus is not acceptable.
7. A copy of a valid “Certificate of Authorization" to offer Engineering, Surveying, or other related services within the state, issued by the appropriate West Virginia Board.
A single “Letter of Qualification" and one unpriced prospectus are required and must contain all of the above information required to be considered. Failure to provide the required information and/or insufficient information will cause disqualification and the prospectus will be returned. All evaluation factors as noted herein before will be given equal consideration in the selection process, unless a project specific weighting of the evaluation factors is shown in the Notice for Consulting Services.
Prior to entering into any contract negotiations, the selected firm and any subconsultants shall submit a current audited overhead rate computation performed by a State or Federal government agency or independent CPA firm. The submitted overhead audit shall contain a detailed exhibit of the computations with all applicable eliminations and references. The audit shall be done in accordance with Government Auditing Standards issued by the Comptroller General of the United States and all eliminations required by the Federal Acquisition Regulations will be made. The submitted certified audited overhead (Indirect Cost Rate) report shall include the certification, certifying that the allowability of costs used to establish the final indirect cost rate are in accordance with the FAR cost principles, or a verification indicating this certification was previously submitted and accepted by the cognizant agency. This requirement will be waived for the selected firm or any subconsultant when its portion of the fee for the project is less than Five Hundred Thousand Dollars ($500,000.00). In such instances, a company computed overhead rate may be utilized.
It is the policy of the West Virginia Department of Transportation, Division of Highways, that Disadvantaged and Women-owned Business Enterprises shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with Federal funds.