Geographic Information Systems Services

SECTION 1: Basics of the Request for Proposals

1. INTRODUCTION

The Ohio Mid-Eastern Governments Association (OMEGA), an eight-county regional transportation planning organization in Eastern Ohio, is requesting proposals for Geographic Information Systems (GIS) services to assist OMEGA staff for transportation planning and economic/community development projects.

1.2 PROCURING AND CONTRACTING AGENCY

This Request for Proposals (RFP) is being issued by OMEGA, which is the sole point of contact during the selection process. The person(s) responsible for managing the procurement process is Kevin Buettner, Transportation Director.

1.3 SCOPE OF WORK

Entity will submit a proposal for GIS services. OMEGA's budget for these services is $10,000.00

Geographic Information Systems (GIS) services

• Develop/publish basic transportation and project location maps in PDF format for funding application(s) and/or other planning activities to include the Regional Transportation Improvement Plan for 2024 to 2027.
• Develop/publish interactive origin-destination maps for *** transportation providers for 2020 and 2021, utilizing written guidance from OMEGA staff members
• Develop/publish large-format maps for use in public meetings
• Submission of shapefiles, images, or other files to OMEGA, as requested.

1.4 QUESTIONS AND CLARIFICATIONS

Any questions concerning this RFP may be submitted in writing or by email on or before January 13, 2023, as follows:

Kevin Buettner, AICP, LEED AP, CNU-A

Ohio Mid-Eastern Governments Association

326 Highland Avenue, Suite B

Cambridge, Ohio 43725
kevinb@omegadistrict.org

Entities are expected to raise any questions, exceptions, or additions they have concerning the RFP document or its requirements at this point in the RFP process. If an entity discovers any significant ambiguity, error, conflict, discrepancy, omission or other deficiency in this RFP, the entity should immediately notify OMEGA.

1.5 SUBMITTING THE PROPOSAL

Proposals should be limited to no more than 5 pages and should include the following:

• Clearly defined scope
• Supporting Documentation (i.e., sample of work or weblink to existing maps)
• Estimated cost of services (hourly rate)
• Point of contact

All proposals are due by 4:30 PM on January 20, 2023, by e-mail only to:

Kevin Buettner, AICP, LEED AP, CNU-A

Transportation Director

Ohio Mid-Eastern Governments Association
kevinb@omegadistrict.org

Late proposals will not be accepted.

1.6 SELECTION SCHEDULE

Listed on the following page are the anticipated dates and times by which events related to this RFP are scheduled. All dates after the “Proposals Due” date are estimated.

December 28, 2022 — Date of issue of the RFP

January 13, 2023 — Last day for submitting inquiries

January 20, 2023 — Proposals due

January 27, 2023 — Notification of Chosen Proposals

SECTION 2: Proposal Procedure & Entity Information

2.1 GENERAL INSTRUCTIONS AND INFORMATION

The evaluation and selection of the Geographic Information Systems (GIS) services will be based on the information submitted in the entity's proposal including estimated cost of services, scope, and demonstration of prior work. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response. Entities should respond clearly and completely on all requirements. Entities must be as concise as possible with respect to presenting a clear and complete proposal.

2.2 DEVIATION AND EXCEPTIONS

Deviations and exceptions from terms, conditions, or specifications from this RFP shall be described fully on the entity's letterhead, signed, and attached to the response. In the absence of such statement, the proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and the entity shall be held liable.

2.3 AFFECTIVITY OF OTHER MEDIA

This RFP is the official media governing proposal procedures. No other documents, letters, or oral instructions shall have any influence whatsoever, unless incorporated by reference herein, or unless an official AMENDMENT is made to this document.

SECTION 3: Non-Discrimination

To effectuate compliance with Title VI of the Civil Rights Act of 1964 (42 U.S.C. Section 2000d et seq.,); as amended, OMEGA is required to include the following in any solicitation or contract and these provisions will be incorporated into the contract between OMEGA and the selected consultant (CONSULTANT). The CONSULTANT will need to abide by these provisions:

CONSULTANT will ensure that applicants are hired and that employees are treated during employment without regard to their race, religion, color, sex (including pregnancy, gender identification and sexual orientation), national origin (ancestry), disability, genetic information, age (40-years or older), or military status (past, present, or future). Such action shall include, but not be limited to, the following: Employment, Upgrading, Demotion, or Transfer; Recruitment or Recruitment Advertising; Layoff or Termination; Rates of Pay or other forms of Compensation; and Selection for Training including Apprenticeship.

CONSULTANT agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. AGENCY will, in all solicitations or advertisements for employees placed by or on behalf of AGENCY, state that all qualified applicants will receive consideration for employment without regard to race, religion, color, sex (including pregnancy, gender identification and sexual orientation), national origin (ancestry), disability, genetic information, age (40-years or older), or military status (past, present, or future).

CONSULTANT agrees to fully comply with Title VI of the Civil Rights Act of 1964, 42 USC Sec. 2000. CONSULTANT shall not discriminate on the basis of race, color, or national origin in its programs or activities. The Director of Transportation may monitor the CONSULTANT's compliance with Title VI.

Compliance with Regulations: The CONSULTANT will comply with the Acts and Regulations relative to nondiscrimination in Federally assisted programs of the U.S. DOT 49 CFR Part 21, as amended, (hereinafter referred to as the "Regulations"), which are herein incorporated by reference and made a part of this Agreement.

Nondiscrimination: The CONSULTANT, with regard to the work performed by it during the Contract will not discriminate on the grounds of race, color, national origin, sex (including pregnancy, gender identification and sexual orientation), age (40 years or older), disability, low-income status, or limited English proficiency in the selection and retention of contractors and consultants, including in the procurement of materials and leases of equipment. The CONSULTANT will not participate either directly or indirectly in the discrimination prohibited by the Acts and Regulations as set forth in section 10 below, including employment practices when the contract covers any activity, project or program set forth in Appendix B of 49 CFR Part 21. 49 CFR 21.5 including employment practices when the contract covers a program set forth in Appendix B to Part 21 of the Regulations.

Solicitations for Contracts. including Procurement of Materials and Equipment: In all solicitations either by competitive bidding or negotiation made by the CONSULTANT for work to be performed under this contract, including procurement of materials or equipment, each potential contractor or supplier will be notified by the CONSULTANT of the CONSULTANT's obligations under this Agreement and the Acts and Regulations relative to nondiscrimination on the grounds of race, color, national origin, sex (including pregnancy, gender identification and sexual orientation), age (40-years or older), disability, low-income status, or limited English proficiency.

Information and Reports: The CONSULTANT will provide all information and reports required by the Acts, Regulations and directives issued pursuant thereto, and will permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by ODOT, FHWA, or FTA to be pertinent to ascertain compliance with such Acts, Regulations and directives. Where any information required of the AGENCY is in the exclusive possession of another who fails or refuses to furnish this information, the AGENCY will so certify to ODOT, FHWA or FTA as appropriate, and will set forth what efforts it has made to obtain the information.

Sanctions for Noncompliance: In the event of the CONSULTANT's noncompliance with the nondiscrimination provisions of this Agreement, OMEGA will impose such Agreement sanctions as OMEGA, ODOT, FHWA, or FTA may determine to be appropriate, including, but not limited to:

1. withholding of payments to the CONSULTANT under the Agreement until the CONSULTANT complies, and/or
2. cancellation, termination, or suspension of the Agreement, in whole or in part.

Incorporation of Provisions: OMEGA will include the provisions of paragraphs one through nine in every contract, including procurement of materials and leases of equipment, unless exempt by the Acts, Regulations, or directives issued pursuant thereto. OMEGA will take such action with respect to any contracts or procurement as ODOT, FHWA, or FTA may direct as a means of enforcing such provisions including sanctions for noncompliance; provided, however, that, in the event OMEGA becomes involved in, or is threatened with, litigation by a contractor, consultant, or supplier as a result of such direction, OMEGA may request ODOT to enter into such litigation to protect the interests of ODOT, and, in addition, OMEGA may request the United States to enter into such litigation to protect the interest of the United States.

The CONSULTANT agrees to comply with the following non-discrimination statutes and authorities, including but not limited to:

Pertinent Non-Discrimination Authorities:

• Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252) (prohibits discrimination on the basis of race, color, national origin); and 49 CFR Part 21
• The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (42 U.S.C . § 4601) (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-Aid programs and projects)
• Federal-Aid Highway Act of 1973 (23 U.S.C. § 324 et seq.) (prohibits discrimination on the basis of sex)
• Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 794 et seq.), as amended (prohibits discrimination on the basis of disability) and 49 CFR Part 27
• The Age Discrimination Act of 1975, as amended (42 U.S.C. § 6101 et seq.) (prohibits discrimination on the basis of age)
• The Civil Rights Restoration Act of 1987 (PL 100-209) (broadened the scope, coverage, and applicability of Title VI of the Civil Rights Act of 1964, the Age Discrimination Act of 1975, and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms "programs or activities" to include all of the programs or activities of Federal-Aid recipients, sub-recipients, and contractors, whether such programs or activities are Federally funded or not)
• Titles II and II] of the Americans with Disabilities Act (42 U.S.C. §§ 12131-12189), as implemented by Department of Transportation regulations at 49 CFR parts 37 and 38 (prohibits discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities)
• Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations (ensures non-discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations)
• Executive Order 13166, Improving Access to Services for People with Limited English Proficiency, and resulting agency guidance, national origin discrimination includes discrimination because of limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your programs (70 Fed. Reg. at 74087 to 74100)
• Title IX of the Education Amendments Act of 1972, as amended (20 U.S.C. 1681 et seq.) (prohibits discrimination on the basis of sex in education programs or activities)
• Uniformed Services Employment and Reemployment Rights Act (USERRA) (38 U.S.C.4301-4333) (prohibits discrimination on the basis of present, past or future military service)
• Genetic Information Nondiscrimination Act (GINA) (42 U.S.C. 2000ff)

SECTION 4: Proposal Evaluation & Acceptance

4.1 EVALUATION AND SELECTION

All qualified proposals submitted in accordance with the terms of the RFP will be evaluated to determine the most responsive entity. A uniform selection process will be used to evaluate all proposals.

OMEGA staff, responsible for this project, will review and evaluate all proposals received in response to this Request for Proposal. OMEGA staff will make a recommendation to the OMEGA Executive Board for review and approval.

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