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A Framework for Considering Climate Change in Transportation and Land Use Scenario Planning

Appendix C: Request for Proposal

Statement of Work

Scenario Planning for the Interagency Climate Change

Scenario Planning Pilot Project

August 9, 2010

1. Purpose

The Volpe National Transportation Systems Center (Volpe Center) is a Federal fee-for-service organization within the Research and Innovative Technology Administration (RITA) of the U.S. Department of Transportation (DOT). The Volpe Center's mission is to improve the safety, security, and efficiency of the nation's transportation systems while minimizing its environmental impact.

Proposed by members of the Interagency Working Group on Transportation, Land Use, and Climate Change, the Interagency Climate Change Scenario Planning Pilot Project is an initiative designed to bring together multiple federal agencies and local, regional, and state stakeholders to work towards a shared and practical future transportation and land use development strategy. The strategy will consider potential transportation and land-use impacts of climate change, specifically sea level rise (SLR), while integrating measures aimed at reducing the region's greenhouse gas (GHG) emissions. A scenario planning process will be used to develop the most desirable transportation and land use development strategy.

The Volpe Center seeks a contractor to provide a transportation- and land use-focused scenario planning software tool and technical scenario planning expertise in support of the Interagency Climate Change Scenario Planning Pilot Project. The contractor will support specific aspects of this project as outlined in the "Description of Services" section below.

2. Background

The goals of the Interagency Climate Change Scenario Planning Pilot Project are to reduce future GHG emissions from the transportation sector and to estimate the impacts of climate change on land use and transportation infrastructure. As a result of the scenario planning process, the project's outcome will be a transportation- and land use-focused development strategy that anticipates certain estimated climate change impacts and has the goal to reduce future GHG emissions. These results can be integrated into the region's long-range transportation and local, state, and federal agency plans.

Federal agencies involved with the Interagency Climate Change Scenario Planning Pilot Project include the Federal Highway Administration (FHWA), the National Park Service (NPS), the Federal Transit Administration (FTA), the Fish and Wildlife Service (FWS), the National Oceanic and Atmospheric Administration (NOAA), the Environmental Protection Agency (EPA), the Federal Emergency Management Agency (FEMA), and the Department of Defense. Several state, regional, and local agencies are also involved with this pilot project.

Study Area

The study area for this project is defined as Cape Cod, Massachusetts. This region, which comprises Barnstable County, includes 15 towns. The Interagency Working Group selected Cape Cod as the location for this pilot project due to the presence of a number of gateway communities; its existing partnerships; presence of - and special area of concern for - several federal agencies; myriad yet geographically-bounded transportation, land use, and economic development issues; a high degree of recreational travel; coastal location; vulnerability to certain projected climate change effects, such as SLR; and its communities' interests in sustainability.

Interagency Support

Planning Group

A planning group, composed of representatives from the federal agencies listed above and the Cape Cod Commission, sets the direction and oversees the progress of the pilot project. This group has a conference call at least once every three weeks. Specific roles/responsibilities of the planning group (from the charter) include:

Technical Committee

A technical committee, composed of representatives from several federal, state, regional, and local agencies as well as a number of non-profit organizations, convenes conference calls on an as-needed basis. This committee provides technical input into the project, including geographic information systems (GIS) data and SLR and storm surge estimates. Specific roles/responsibilities of the technical committee (from the charter) include:

The Volpe Center

The Volpe Center provides staff for this project and performs the work described in the Interagency Climate Change Scenario Planning Pilot Project Scope of Work.

Work and Accomplishments to Date/Government Furnished Information

The following documents will be provided as government furnished information at the time of award as context and additional background materials for the project.

Interagency Scope of Work and Timeline

The Interagency Climate Change Scenario Planning Pilot Project Scope of Work describes all components of the work to be conducted as part of the Interagency Climate Change Scenario Planning Pilot Project. This Interagency Scope of Work was finalized in May 2010; the project has evolved and specified the component parts in more detail. The components of the Interagency Scope of Work include:

  1. Coordinating stakeholders and documenting the project
  2. Conducting a document and analysis review
  3. Developing/identifying a GIS-based database
  4. Developing scenarios
  5. Evaluating the scenarios
  6. Creating an implementation plan

Planning Group Charter, Roster, and Meeting Summaries

The planning group charter describes the roles and responsibilities of the planning group and how it interfaces with the technical committee. The roster lists contact information for the over 20 representatives from the eight federal agencies involved in the project. There are brief summaries for each of the tri-weekly teleconferences that have been held since the middle of February 2010.

Technical Committee Charter, Roster, and Meeting Summaries

The technical committee charter describes the roles and responsibilities of the technical committee and how it interfaces with the planning group. The roster lists contact information for the over 30 representatives from the 12 state, regional, and local agencies and non-profit organizations involved in the project. There are brief summaries for each of the teleconferences that have been held as needed since the middle of May 2010.

Literature/Data Review

The annotated literature/data review summarizes studies, reports, and data sources that are available to project participants; where available, links to these resources are provided. The purpose of this review is to ensure that the project builds on existing resources and does not duplicate work that has already been conducted.

Estimated SLR Map

The planning group and technical committee determined that SLR impact estimates for the region should not be based on a simple inundation assumption for SLR because different parts of Cape Cod will be impacted by SLR in different ways. Accordingly, members of the technical committee and other coastal scientists participated in an expert elicitation to develop a GIS-based SLR vulnerability map of the region. The map was developed based on an expert assessment of likely coastal changes, using recent orthophotography, landform and geologic maps, and elevation data.

GIS Data and Transportation Model Outputs

The Volpe Center will provide the contractor with available GIS land use data and transportation model outputs for the region.

Transportation Measures and Priorities for GHG Mitigation

Members of the planning group and technical committee explored and identified relevant transportation measures and priorities specific to Cape Cod and to Massachusetts that will result in GHG emission reductions from the transportation sector. The group also identified likely national technology measures and priorities that will likely trickle down to the Cape. A list of these measures and priorities will be made available to participants in the scenario planning workshops.

Measures and priorities considered include but are not limited to different mixes of:

The penetration of these measures will be determined by scenario planning workshop participants. Implementation opportunities include but are not limited to constructing charging stations, plug-in hybrid or all-electric rental/share fleets centered at transport terminals, and biofuel-centered fueling stations and fleets.

Reducing vehicle miles traveled is another measure available to reduce GHG emissions. Opportunities to reduce vehicle miles traveled include but are not limited to increased transit, the re-institution of passenger rail, increased ferry service, and the construction of bike paths and lanes. While the group identified relevant options, the penetration of these measures will be determined by scenario planning workshop participants.

3. Description of Services

Task 1: Provide Overview and Performance Indicators for Scenario Planning Process

Task 1.1 Distribute a list of the universe of potential scenario performance indicators that the scenario planning software tool is able to evaluate to the planning group and technical committee. The scenario planning software tool shall have the ability to reflect/account for at least five key indicators: GHG emissions, transport energy use, congestion and vehicle miles traveled, cost to implement the scenario, and the preservation of natural/existing ecosystems.

Deliverable:

Task 1.2 Present an overview of the scenario planning software tool and the scenario planning methodology to be performed to members of the planning group and technical committee. This presentation shall be in Microsoft PowerPoint format, be presented as a webconference, and occur during the teleconference about performance indicators (as described in Task 1.3). The Microsoft PowerPoint slides shall be provided to the Volpe Center COTR at least two days before the webconference for distribution to members of the planning group and technical committee. The Volpe Center will provide access to a webconference platform.

Deliverables:

Task 1.3 Participate in a teleconference with members of the planning group and technical committee as they select and prioritize performance indicators. The contractor will respond to questions and take notes on the agreed upon prioritization of performance indicators.

Deliverables:

Task 2: Develop Baseline and Preliminary Scenarios

Task 2.1 Determine and establish a baseline of existing land use, demographics, and existing transportation infrastructure and services on Cape Cod. The baseline shall be developed in GIS and reflect summer conditions on Cape Cod when tourism is at its peak. At a minimum, the baseline shall contain information on current vehicle trips by mode, vehicle miles traveled, zoning, and GHG emissions.

Deliverables:

Task 2.2 Develop a status quo/trends-continued scenario using the scenario planning software tool. This scenario shall reflect current Cape Cod trends in transportation and land use being projected out 20 years. The contractor shall complete the development of this scenario, evaluate and describe this scenario in terms of the prioritized performance indicators, and provide the Volpe Center with a report that summarizes all assumptions and any issues at least one week prior to Workshop I.

Deliverables:

Task 2.3 Develop a current plans extended 20 years scenario using the scenario planning software tool. This scenario shall reflect the Cape Cod Commission's Regional Land Use Vision Map (http://www.capecodcommission.org/resources/RPP/capevision_09RPP_amend0311.pdf) and transportation and land use policies described in the Commission's Regional Policy Plan (http://www.capecodcommission.org/RPP/). The contractor shall complete the development of this scenario, evaluate and describe this scenario in terms of the prioritized performance indicators, and provide the Volpe Center with a report that summarizes all assumptions and any issues at least one week prior to Workshop I.

Deliverables:

Task 2.4 Develop two "extreme" scenarios: dispersed/even development and intense/focused development. Both of these scenarios should be developed using the scenario planning software tool and extend 20 years. The purpose of developing these scenarios is to show workshop participants how these extreme scenarios compare with respect to the prioritized performance indicators and the status quo and plans extended scenarios. The contractor shall complete the development of these scenarios, evaluate and describe these scenarios in terms of the prioritized performance indicators, and provide the Volpe Center with a report that summarizes all assumptions and any issues at least one week prior to Workshop I.

Deliverables:

Task 2.5 Integrate the technical committee's GIS-based SLR vulnerability map into the scenario planning software tool.

Deliverable:

Task 3: Prepare for Scenario Planning Workshops

Task 3.1 Provide assistance in designing two consecutive scenario planning workshops - Workshop I (half day) and Workshop II (full day) - on Cape Cod. While the Volpe Center will lead the development of the agendas, the contractor shall work with the Volpe Center to design the agendas for these workshops. Members of the planning group and technical committee will also provide input on the agendas.

Deliverable:

Task 3.2 Travel to Cape Cod to participate in the scenario planning workshops. The contractor shall plan on a two- or three-night trip to Cape Cod to participate in Workshop I and Workshop II and include the travel cost in the budget. The workshops will be held in a conference room setting.

Deliverable:

Task 4: Participate in Scenario Planning Workshop I

The contractor shall present information at the first scenario planning workshop, which will be a half-day in duration. All planning group and technical committee members will be invited to attend the workshop, but local stakeholders (i.e., representatives from the 15 towns, the county, the MPO, the National Seashore, the transit agency, etc.) will be the primary audience. An estimated 40 to 60 people will physically be in attendance. The Volpe Center will ensure speakerphone and webconference access are available for participants in remote locations and that a projector is available for the contractor to plug-in a laptop when presenting information to the attendees. The Volpe Center will facilitate the workshop. The contractor shall perform the following key tasks for this workshop.

Task 4.1 The contractor shall present a brief overview of how the scenario planning software tool works and what land use and transportation typologies (zoning, levels of vehicle miles traveled, etc.) will be used.

Deliverable:

Task 4.2 The contractor shall present the status quo/trends continued scenario, the current plans extended scenario, and the extreme scenarios as examples of how the scenario planning software tool works. The contractor shall describe how and why the scenarios compare and contrast vis-à-vis the prioritized indicators selected by the planning group and technical committee. The SLR vulnerability map/layer shall be layered on top of these scenarios in real-time in front of the participants so they can see how SLR will impact the scenarios.

Deliverable:

Task 5: Participate in Scenario Planning Workshop II

The contractor shall present information and develop scenarios at the second scenario planning workshop, which will be a full day in duration. The second workshop will be held on the day following the first workshop.

Similar to the first workshop, all planning group and technical committee members will be invited to attend the workshop, but local stakeholders (i.e., representatives from the 15 towns, the county, the MPO, the National Seashore, etc.) will be the primary audience. An estimated 40 to 60 people will physically be in attendance. The Volpe Center will ensure speakerphone and webconference access are available for participants in remote locations and that a projector is available for the contractor to plug-in a laptop when presenting information to the attendees. The Volpe Center will facilitate the workshop, but working with the Volpe Center, the contractor shall perform the following key tasks.

The goal of this workshop is to develop a preferred transportation and land use scenario. This scenario will generally identify preferred areas for growth and preservation and will incorporate transportation services and measures that will reduce GHG emissions compared to the status quo scenario.

Task 5.1 The Volpe Center will divide the participants into four small/break-out groups.

  1. Each group will develop its own scenario on how Cape Cod's transportation and land use may change and develop over the next 20 years. The SLR vulnerability map/layer and the list of transportation measures to reduce GHG emissions will be provided to each group so they can account for SLR and the reduction of GHG emissions in the development of their scenario.
  2. Each group shall be equipped with a contractor-provided laptop loaded with the scenario planning software tool and hardcopy, poster-sized maps to develop their own scenarios in real-time. Four laptops will be necessary.
  3. The contractor shall guide and assist in the development of scenarios being crafted by each of the small/break-out groups.
  4. Contractor staff shall be stationed at and operate each laptop/tool or shall train Volpe Center staff to operate each laptop/tool in advance of the workshop in a half-day training session held over the phone and via a webinar. The Volpe Center will provide access to a webconference platform for this training if necessary.

Deliverable:

Task 5.2 Each small/break-out group will nominate a representative and present its scenario and its assumptions/thought process to the larger group. Facilitated by the Volpe Center and assisted by the contractor, the group will work collaboratively to reconcile any differences between the scenarios. In real time, the contractor shall score the new scenario vis-à-vis the performance indicators selected in Task 1.3.

Deliverable:

After the workshop, the Volpe Center will work with the state, the towns, Cape Cod Commission, NPS, the FWS, and other agencies to create an implementation strategy/plan at a more detailed/local level how the preferred scenario will be implemented within their jurisdictions.

Task 6: Finalize the Preferred Scenario and Report

Task 6.1 Deliver the finalized preferred scenario to the Volpe Center. The finalized preferred scenario shall be delivered in an ESRI ArcGIS geodtabase that includes FGDC-compliant metadata for all geodatabase elements so that it can be integrated into ArcGIS-based programs currently in use on Cape Cod and within the state. All of the data generated in the scenario planning process shall be delivered in Excel spreadsheets. Files shall be delivered by email unless they are too large, in which case they shall be sent via CD ROM. The files shall be received within two weeks of the completion of the workshop.

Deliverables:

Task 6.2 Create a final report. The final report shall compare all nine scenarios vis-à-vis the performance indicators and maps and the final report shall describe all assumptions and limitations inherent in the scenario planning process. The contractor shall submit a draft of the report to the Volpe Center within three weeks following the workshop. The contractor shall then revise the draft report in line with the Volpe Center's comments within two weeks of receiving said comments. The versions of the report shall be transmitted via email.

Deliverables:

Task 7: Progress Reporting

Task 7.1 The contractor shall provide bi-weekly progress reports to the Volpe Center. The progress reports shall include descriptions of work tasks completed during that time period, up-to-date budget status, and identification of any issues that may affect project schedule or project deliverables.

Deliverables:

Task 7.2 The contractor shall attend and participate in planning group and technical committee teleconferences. The planning group teleconferences occur every three Thursdays from 11:00 AM to 12:30 PM Eastern. Technical committee teleconferences occur on an ad hoc basis but no more than one per month. The contractor shall answer any questions asked of the contractor during these teleconferences.

Deliverables:

4. Period of Performance

The period of performance is five months after the award of the purchase order.

5. Travel

All travel performed under this Purchase order must be approved by the Contracting Officer's Technical Representative (COTR) and shall be performed in accordance with Federal Travel Regulations (FTR). The actual costs for lodging, meals, and incidental expenses will be considered reasonable and allowable if they do not exceed the maximum per diem rates in effect at the time of travel as set forth in the FTR for Barnstable County, MA. In accordance with FAR Subpart 31.205-46, a written justification must be provided to the COTR for amounts higher than the FTR maximum amounts. Travel will be reimbursed at actual costs (with a copy of the receipts for expenses) in the following categories:

  1. Airline Tickets (commercial rates)
  2. Hotel Expenses (government rates unless pre-approved by the COTR)
  3. All Other Modes of Transportation (taxi receipts are not required if less than $50.00)

Food and other miscellaneous expenses will be reimbursed at the prevailing FTR reimbursement rates.

6. Project Schedule and Coordination

Task Due Date (weeks from project inception) Format (all Microsoft unless otherwise noted) Submission
1 - Provide Overview and Identify Performance Indicators
1.1 - Performance indicator list 1 week MS Word Volpe Center COTR
1.2 - Overview presentation 2 week MS PowerPoint Volpe Center COTR
1.3 - Teleconference and prioritized indicator list Periodic MS Word Volpe Center COTR
2 - Develop Baseline and Preliminary Scenarios
2.1 - Establish a regional baseline 3 weeks ArcGIS map(s)MS Word report Volpe Center COTRVolpe Center COTR
2.2 - Status quo/trends continued scenario 4 weeks ArcGIS map(s)MS Word report Volpe Center COTRVolpe Center COTR
2.3 - Current plans extended scenario 5 weeks ArcGIS map(s)MS Word report Volpe Center COTRVolpe Center COTR
2.4 - Extreme development scenarios 6 weeks ArcGIS map(s)MS Word report Volpe Center COTRVolpe Center COTR
2.5 - Integrated SLR map 7 weeks ArcGIS map(s) Volpe Center COTR
3 - Prepare for Scenario Planning Workshops
3.1 - Agenda formulation 8 weeks Participation Volpe Center COTR
3.2 - Travel and attendance 9 weeks Travel and participation N/A
4 - Participate in Scenario Planning Workshop I
4.1 - Brief overview of software tool 9 weeks MS PowerPoint or tool Workshop attendees
4.2 - Present status quo, current plans, and extreme development scenarios 9 weeks MS PowerPoint or tool Workshop attendees
5 - Participate in Scenario Planning Workshop II
5.1 - Division into four small/break-out groups and development of four scenarios 9 weeks ArcGIS map(s) Volpe Center COTR
5.5 - Development of preferred scenario 9 weeks ArcGIS map(s) Volpe Center COTR
6 - Finalize the Preferred Scenario and Report
6.1 - Final preferred scenario 11 weeks ArcGIS map(s) Volpe Center COTR
6.2 - Final report 15 weeks MS Word Volpe Center COTR

Attachment A

INSTRUCTIONS TO OFFERORS

Technical Criteria

The Offeror's technical proposal should include evidence of the following four criteria which are in descending order of importance:

1. Staffing Requirements and Experience (resume of proposed representative[s] shall be no more than 3 pages):

The Offeror's representative(s) will possess skills appropriate to participating in a scenario planning workshop and must possess the following minimum experience:

The Offeror shall submit two examples of scenario planning projects (summaries shall be no more than 2 pages each) that they conducted that are relevant to this project: one project shall involve GHG emission estimation/modeling and one project shall involve vehicle miles traveled estimation/modeling. At least one data output report for one of these examples shall be furnished (no minimum page length).

2. Methodology (no more than 5 pages):

The Offeror shall describe, in sufficient detail, the approach to be used in performing the tasks identified in the SOW. As part of this description, the Offeror shall describe how the tool, its subroutine, or related extensions will calculate:

3. Performance Indicator List

The Offeror shall provide a list in Microsoft Word of the universe of performance indicators for which the Offeror is able to account in their scenario planning software tool.

4. Scenario Planning Software Tool Checklist

The Offeror shall fill-out and submit the following checklist as a PDF or Microsoft Word document.

The scenario planning software tool must:

It is preferred that the tool includes subroutines that estimate emissions from:

Basis of Award:

Award will be made to the Offeror who offers the best value to the Government in terms of technical criteria (proposed staffing and training methodology) and price.

Note:

Reiteration of the SOW requirements does not constitute an acceptable response and will be considered non-responsive.

Updated: 03/27/2014
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