City of Waco, Texas Request for Proposal

RFP 2026-017

Waco MPO Transportation Signage Inventory and Demonstration Projects

Issue Date: April 21, 2026 Question Due: May 08, 2026, at 5:00, P.M. CT

Closing Date & Time: May 20, 2026, at 2:00 P.M. CT Opening Date & Time: May 20, 2026, at 2:01 P.M. CT

Contact Information:

Paul Campos, Purchasing Agent 254-750-8062 or pcampos@wacotx.gov

Pre-Submittal Meeting:

Via Zoom Video and Dial In

Tuesday, April 28, 2026 at 10:00 A.M. CT

RFP Opening Location:

Purchasing Services Office, 1415 N. 4th Street, Waco, Texas

Via Zoom Video and Dial In

Zoom & Dial-In Information:

See Page 3

Purchasing Services Post Office Box 2570

Waco, Texas 76702-2570 Telephone 254 / 750-8060

Fax 254 / 750-8063 www.waco-texas.com

RFP 2026-017 Page 1 mailto:pcampos@wacotx.gov http://www.waco-texas.com e-PROCURE ELECTRONIC BIDDING & SUBBMISSIONS

The City of Waco is transitioning to Electronic Bidding, Proposals and Qualification (RFB/RFP & RFQ) submissions. These requests will be managed through the new City’s database system, EUNA / Bonfire.

We ask vendors to register with EUNA / Bonfire to access and respond to any advertisement for bids and services required by the City. Registration is secure and user friendly. Vendors can register at the link below. Once registered, vendors will be able to:

• Register with the City of Waco.

• Receive notifications for bids and services requests from the City.

• Stay updated on changes, addendums, open solicitations.

• Submit bids and proposals electronically.

• Vendors can inquire about the details and requirements of various bidding opportunities.

The City will still accept bids and proposals by mail or drop off. Notifications of changes, addendums and updates will also be available on the City’s website as well as other media outlets the City uses for solicitations.

The City appreciates your participation. If you have questions during the electronic bid/proposal process, please contact the issuing buyer, whose contact information can be found in the solicitation document. You can also contact EUNA / Bonfire with registration or customer support issues.

Website links to assist you: waco-texas.bonfirehub.com/login

RFP 2026-017 Page 2

BID NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITIONAL

INFORMATION:

BID NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITIONAL

INFORMATION:

PRE BID/ PROPOSAL

BID/ PROPOSAL OPENING

ZOOM ACCESS INSTRUCTIONS & ADDITIONAL INFORMATION

RFP 2026-017 Page 3 https://wacotx.zoomgov.com/j/1603855315?pwd=3OBBxk2aoonN3keIauWXBRePldTH9v.1 https://wacotx.zoomgov.com/j/1607988283?pwd=dNbDpC9nNrDg3xeR905doY4wOmsnAB.1

TABLE OF CONTENTS

Registered Interest form

I. Schedule for Solicitation for Competitive Sealed Proposal II. Contact with City of Waco III. Definitions IV. Requested Services V. Request For Proposals – Submission And Award Procedures Appendices

A. Detailed Scope and Specifications of Services

(1) Scope of Professional Services Required

B. Contract Requirements

(1) City of Waco General Terms and Conditions

(2) General Conditions for Construction Work

(3) Insurance & Indemnification Requirements

(4) Sales Tax Information

(5) HB 89 Energy Form

(6) HB 89 Firearms Form

(7) HB 89 Israel Form

(8) House Bill 1295 Information Sheet

(9) Foreign Terrorist Organization Form

(10) Protest Procedure

(11) Registered with the Texas Secretary of State

(12) W-9 Taxpayer Identification Form

(13) Electronic Funds Transfer Authorization (EFT Form)

C. Forms to Complete and Return

(1) Submission of Bid/Proposal and Acknowledgment of Addenda

(2) Business Identification Form

(3) Conflict of Interest Questionnaire (CIQ form)

(4) Disclosure of Relationships with City Council/Officers (City Charter)

(5) HUB Business Certification

(6) Litigation Disclosure

(7) Certification Regarding Debarment

(8) Non-collusion Affidavit

(9) Texas Public Information Act

(10) Drug Free Workplace

Page 4RFP 2026-017 Page 4

City of Waco, Texas

RFP 2026-017

Waco MPO Transportation Signage Inventory and Demonstration Projects

REGISTER INTEREST

You have received a copy of the above described Request document. If you would like to register your interest in this project so that you will receive any future notices or addenda concerning the project, please fill in the information requested below and fax this page to 254-750-8063. You may also scan this page and email to: pcampos@wacotx.gov

Company/Firm:

Name of Contact Person(s):

Email(s):

Telephone: Fax:

Mailing Address:

It is your responsibility to complete and return this form to the City. Failure to do so will result in your not receiving notices and addenda related to this project from the City of Waco.

Notices and addenda are posted on the City’s website and can be accessed at:

http://www.waco-texas.com/purchasing-rules.asp.

City of Waco Purchasing Services Post Office Box 2570

Waco, Texas 76702-2570 Telephone 254 / 750-8060

Fax 254 / 750-8063 www.waco-texas.com

RFP 2026-017 Page 5 mailto:pcampos@wacotx.gov http://www.waco-texas.com/purchasing-rules.asp http://www.waco-texas.com

I. Schedule for Solicitation Competitive Sealed Proposal

The proposed schedule of events is tentative and may be modified throughout the selection process at the discretion of the City of Waco.

Issuance of the RFP Pre-Submittal Meeting (Via Zoom Video & Dial In) Deadline for Questions by 5:00 p.m. CT Proposals Opening 2:01 p.m. CT (Via Zoom Video & Dial In) Evaluation of Technical Submission Possible Interviews (Via Zoom Video & Dial In) Establish final ranking of proposals

April 21, 2026 April 28, 2026

May 8, 2026 May 20, 2026

May 21, 2026 to June 5,2026 Week of June 8, 2026

Week of June 20, 2026

Tentatively, the final selection decision will be made and submitters will be notified of award in August 2026. This schedule is subject to change by the City.

II. Contract with City of Waco The contact person for this solicitation process is: Paul Campos, Purchasing Agent who can be reached at:

Email: pcampos@wacotx.gov Telephone: (254) 750-8062 Fax: (254) 750-8063 Questions concerning the solicitation must be submitted to contact person in writing on or before date shown in the schedule above.

NOTE: US Mail does NOT deliver Via Delivery Services/Personal Delivery :

City of Waco Purchasing Services Attn: Paul Campos, Purchasing Agent 1415 North 4th Street Waco, Texas 76707

Contact with someone other than the Purchasing Agent listed above, or his/her designated representative, at the City of Waco concerning this solicitation may be grounds for removal from consideration.

Interpretation, modification, corrections, or changes to the solicitation documents will be made by addenda issued by the City of Waco. Addenda will also be made available through the City of Waco’s Bonfire portal at https://waco-texas.bonfirehub.com/login or the City of Waco Website at http://www.waco-texas.com/bids.asp. Interested professional service providers are encouraged to return the Register Interest form on the previous page to street address

RFP 2026-017 Page 6 mailto:pcampos@wacotx.gov https://waco-texas.bonfirehub.com/login http://www.waco-texas.com/bids.asp

III. Definitions

The following definitions apply to this document and the transaction between the City and the selected submitter unless otherwise designated in the context. Terms, which are singular, may include multiple, where applicable and when in the best interests of the City:

(1) “City” means and refers to the City of Waco, Texas.

(2) “Company” or “Firm” means and refers to any submitter, whether such submitter be a sole proprietor, corporation, company, partnership, company, or any other entity legally defined or recognized under the laws of the State of Texas.

(3) “Proposal” or “Submission” refers to a response submitted to an RFP.

(4) “Project Review Committee” means a committee established by the City to review and score the submitted Proposals. The Committee may be composed of City of Waco staff, City Council members, or their designees, or other individuals selected to serve on the committee by the City.

(5) “RFP” means and refers to this Request For Proposals.

(6) “Selected submission” means and refers to the submission sent to the City of Waco by the Selected Firm.

(7) “Selected Firm” means the firm who is selected by the City and to whom the City

Council/City Manager awards a contract for the services or commodities requested in this solicitation.

(8) “Solicitation” means an RFP issued by the City Waco seeking products or services described in the document.

(9) “Submitter” or “Vendor” or “Proposer” or “Contractor” or “Bidder” means a firm that submits a response to a solicitation.

(10) “Contract documents” includes the RFP and all of the Appendices attached to the RFP.

(11) “Day” means a calendar day unless otherwise specifically defined.

(12) “MPO” means and refers to the Waco Metropolitan Planning Organization.

(13) “CSAP” means and refers to a Comprehensive Safety Action Plan.

(14) “SS4A” means and refers to the Safe Streets and Roads for All grant program.

(15) “TxDOT” means and refers to the Texas Department of Transportation.

(16) “TAC” means and refers to the Waco MPO Technical Advisory Committee.

(17) “FHWA” means and refers to the Federal Highway Administration.

(18) “MUTCD” means and refers to the Manual on Uniform Traffic Control Devices.

RFP 2026-017 Page 7

IV. REQUESTED SERVICES

A. Scope of Services The Waco Metropolitan Planning Organization (MPO) is seeking qualified consultants to conduct a comprehensive transportation signage inventory and implement targeted safety demonstration projects across its planning area in McLennan County, Texas. The purpose of this effort is to identify, document, and address deficiencies in roadway signage that contribute to safety risks for all users of the transportation system. Signage functions as a foundational component of a safe and legible roadway network, and inconsistencies, deterioration, or absence of signage can introduce uncertainty and increase crash risk, particularly in rural and small-community environments. In many areas of McLennan County, these challenges are compounded by higher travel speeds, roadway curvature, limited lighting, and the potential for damaged or missing signage to go unnoticed over time.

Through a combination of systemwide inventory, data standardization, compliance evaluation, and targeted implementation, this project will support the MPO’s commitment to reducing fatalities and serious injuries and advancing the goals of its existing Comprehensive Safety Action Plan (CSAP). This effort reflects a broader shift toward managing safety as a system, where even foundational elements such as signage are treated as critical infrastructure requiring consistent, data-driven oversight.

The selected consultant will develop a complete and standardized inventory of roadway signage, evaluate existing conditions and compliance with applicable standards, identify deficiencies, and implement low-cost, high-impact improvements at selected locations. The project will include robust pre- and post-installation data collection and analysis to inform future planning efforts and CSAP updates.

Detailed Scope and Requirements in Appendix A.

B. Terms, Conditions & Requirements In addition to the specifications for the Project, the attached Appendices include the City’s Contract Requirements.

C. Duration of Services Given the availability of funds awarded to the Waco MPO through the SS4A Grant Program, the MPO desires to complete all the components of the project June 30, 2027.

D. Reservations by City:

The City of Waco reserves the right to reject any and all submittals. This issuance of this solicitation does not obligate the City to contract for expressed or implied services. The City of Waco will not reimburse vendors for any costs incurred during the preparation or submittal of responses to this solicitation.

Furthermore, the City expressly reserves the right to:

(a) Waive any defect, irregularity, or informally in any submittal or procedure;

(b) Extend the solicitation closing time and date;

(c) Reissue this solicitation in a different form or context;

RFP 2026-017 Page 8

(d) Procure any item by other allowable means;

(e) Waive minor deviations from specifications, conditions, terms, or provisions of the solicitation, if it is determined that waiver of the minor deviations improves or enhances the City’s business interests under the solicitation; and/or

(f) Extend any contract when most advantageous to the City, as set forth in this solicitation.

(g) Retain all bids submitted and to use any ideas in a bid regardless of whether or not that that bid is selected.

RFP 2026-017 Page 9

V. REQUEST FOR PROPOSALS – SUBMISSION AND AWARD PROCEDURES

A. Requirements

(1) Qualified firms should submit their qualifications through the City of Waco’s Bonfire portal at https://waco-texas.bonfirehub.com/login. Paper/Physical submissions will still be accepted but must include one (1) electronic copy (CD or Flash Drive) and (1) original and four (5) copies of their statements of qualifications on 8 ½ x 11 paper. . These must be received by the date set out above in the Schedule of Solicitation for a submitting firm to be considered:

(a) A brief company history.

(b) Completed and signed copies of Forms included in Appendix C.

(c) A short narrative of the proposer’s approach to the project and a statement of understanding targeting the specific nature of this project.

(d) Information on the proposer’s current work load and ability to complete the project.

(e) The submission shall include a lists of 3 references.

(f) Certificate showing current insurance coverage.

(2) Pricing/Cost Information (if applicable)

(a) All pricing and cost information is to be submitted less Federal Excise and

State of Texas Sales Taxes. A tax exemption certificate will be executed upon request. The City’s federal tax identification number is 1-74-6002468-4.

B. Completeness of Submission

(1) Proposers are responsible for examining and being familiar with all specifications, drawings, standard provisions, instructions, and terms and conditions of the solicitation and their responses.

(2) The proposer must attach all required forms with each submission copy. Forms must be signed by a representative of the proposer authorized to bind the proposer contractually. The proposer must include a statement identifying any exceptions to this RFP or declare that there are no exceptions taken to the RFP.

RFP 2026-017 Page 10 https://waco-texas.bonfirehub.com/login

C. Response Date and Location

Responses to this solicitation must be received at the office of Purchasing Department by 2:00 p.m. (Central Time) on May 20, 2026.

Interested parties may submit their bids Via Delivery Services or Personal Delivery to:

City of Waco Purchasing Services Attn: Paul Campos, Purchasing Agent 1415 North 4th Street Waco, Texas 76707

NOTE: US Mail does NOT deliver to street address

All submissions shall be sent to the attention of the Purchasing Agent in a sealed envelope that is clearly marked on the outside as follows:

“RFP 2026-017, Waco MPO Place-Based Safety and Demonstration Projects"

Opening: 2:01 p.m. (Central Time) on May 20, 2026.

Proposers accept all risk of late delivery submissions regardless of instance or fault. A proposal received after the submission deadline will not be considered and will be returned unopened to the submitter.

The City will NOT accept a proposal submitted by facsimile transmission (fax) or by electronic mail (email).

All submissions and accompanying documentation will become the property of the City.

D. Modification to or Withdrawal of Submission Submissions cannot be altered or amended after the submission deadline passes.

Submissions may be modified prior to the deadline by providing a written notice to the Purchasing contact person at the address previously stated. To modify a submission prior to the submission deadline:

(1) Submit a written notice of the modification WITHOUT revealing the pricing/cost or terms information. The modification should provide the addition, subtraction, or other modifications so that the final pricing/costs or terms will not be revealed to the City until the sealed proposal is opened.

(2) The written modification may be submitted by electronic transmission (fax or email to Purchasing Agent identified on page 6) or personal delivery. The written modification must be received by the City prior to closing time.

RFP 2026-017 Page 11

(3) If the modification is submitted through an electronic transmission (fax or email), the City must receive an original of the modification document signed by the bidder and submitted to a delivery company (UPS, FedEx, etc.) prior to the bid closing time. If the original of the modification was not submitted to a delivery company prior to the closing time or is not received within two (2) days after the closing time of the bid, consideration will not be given to the modifications provided in the electronic transmission.

A submission may also be withdrawn by providing the notice in person by a representative of the vendor who can provide proof of his authority to act for the vendor.

The representative will be required to execute a receipt reflecting the submission is being withdrawn. If a submission is withdrawn before the submission deadline stated herein, the vendor may submit a new sealed bid provided the new bid is received prior to the closing date and time deadline stated on page 1. This provision does not change the common law right of a submitter to withdraw a submission due to a material mistake in the submission.

E. Submission Validity Period A submission responding to this RFP signifies the vendor’s agreement that the submission, and the content thereof, are valid for ninety (90) days following the submission deadline unless otherwise agreed to in writing by all parties. The submission may become part of the contract that is negotiated between the City and the successful vendor.

F. Cost to Develop Submission Costs for developing and assembling submissions in response to this solicitation are entirely the responsibility and obligation of the proposer vendor and shall not be reimbursed in any manner by the City.

G. Evaluation Procedures The proposals will be initially reviewed and evaluated by a Project Review Committee.

Each proposal should be as complete and accurate as possible. The City reserves the right to request additional information or clarifications, oral discussions, or presentations in support of the proposal.

H. Vendor Presentation The evaluation by the Project Review Committee will be presented to the City Manager or Executive staff, who will determine whether proposers may be invited to make a formal presentation of their proposal and/or sit for a panel interview. There is no obligation for the City to host interviews in order to make the final selection.

RFP 2026-017 Page 12

PCampos Highlight

I. Evaluation Criteria The following criteria will be used to evaluate the submittals (scoring points available):

(1) Mandatory Elements:

(2) The firm is licensed or registered to practice in the State of Texas (if the professional services involved require licensing or registration).

(3) The firm has no conflict of interest with regard to any other work performed by the firm for the City of Waco.

(4) The firm adheres to the instructions in this RFP, including submission of all applicable forms included in appendices.

Criteria Scoring Point Available

1) Project Understanding and Approach:

a) Adequacy of project methodology

b) Alignment with MPO vision represented in RFP

c) Demonstration of a well-developed plan to satisfy all items in the

Scope of Work

d) Approach to safety audit and safety project development

e) Analytical approach to relevant data analysis for safety projects

f) Identification of anticipated potential project problems

g) Approach to data management, including development of usable datasets and tools for ongoing application

2) Expertise and Experience:

a) Familiarity, past experience, and performance on comparable projects.

b) Specific qualifications of proposed project manager and key staff’s experience related to the development of similar studies

c) Knowledge of relevant local/regional issues

d) Knowledge and familiarity with relevant data sources and tools related to roadway safety and asset management

3) Schedule and Capacity:

a) Proposed project schedule

b) Current workload and availability of key personnel

4) Satisfaction of Previous Clients:

a) Ability to demonstrate successful completion of similar projects for previous clients

Total Available Points 100

RFP 2026-017 Page 13

J. Final Selection Based on all information reviewed and presentations/interviews (if conducted), the City Manager or Executive staff shall establish the final ranking of the proposals.

(1) During the evaluation process, the City reserves the right, where it may serve the City’s best interest, to request additional information or clarifications from proposers.

K. Oral Presentations Several of the highest scoring proposers may be requested to make oral presentations. The proposers will have an opportunity to present their proposals and answer questions from the Project Review Committee. Oral criteria will be established prior to interviews.

L. Contact Award and Execution The final contract must be awarded and approved by the Waco City Council if the amount of the contract will exceed $100,000.00. If the contract is for less than that amount, depending on the amount, the contract may be executed by the City Manager, an Assistant City Manager, department head or director.

RFP 2026-017 Page 14

APPENDIX A

(1) Scope of Professional Services Required

RFP 2026-017 Page 15

Waco Metropolitan Planning Organization

Transportation Signage Inventory and Demonstration Projects

SECTION 1 – INTRODUCTION

1.1 OVERVIEW

The Waco Metropolitan Planning Organization (MPO) is seeking qualified consultants to conduct a comprehensive transportation signage inventory and implement targeted safety demonstration projects across its planning area in McLennan County, Texas. The purpose of this effort is to identify, document, and address deficiencies in roadway signage that contribute to safety risks for all users of the transportation system. Signage functions as a foundational component of a safe and legible roadway network, and inconsistencies, deterioration, or absence of signage can introduce uncertainty and increase crash risk, particularly in rural and small-community environments. In many areas of McLennan County, these challenges are compounded by higher travel speeds, roadway curvature, limited lighting, and the potential for damaged or missing signage to go unnoticed over time.

Through a combination of systemwide inventory, data standardization, compliance evaluation, and targeted implementation, this project will support the MPO’s commitment to reducing fatalities and serious injuries and advancing the goals of its existing Comprehensive Safety Action Plan (CSAP). This effort reflects a broader shift toward managing safety as a system, where even foundational elements such as signage are treated as critical infrastructure requiring consistent, data-driven oversight.

The selected consultant will develop a complete and standardized inventory of roadway signage, evaluate existing conditions and compliance with applicable standards, identify deficiencies, and implement low-cost, high-impact improvements at selected locations. The project will include robust pre- and post-installation data collection and analysis to inform future planning efforts and CSAP updates.

RFP 2026-017 Page 16

This effort places particular emphasis on practical, scalable solutions that can be applied across a diverse range of jurisdictions. In doing so, the MPO aims to strengthen local capacity while making measurable progress toward its Vision Zero goal of eliminating fatalities and serious injuries on the region’s roadways.

RFP 2026-017 Page 17

SECTION 2 – SCOPE OF WORK

Waco MPO Comprehensive Safety

Action Plan

2.1 WACO METROPOLITAN PLANNING ORGANIZATION GENERAL INFORMATION

Metropolitan Planning Organizations (MPOs) were established by the federal government to ensure that transportation decisions within their region are performed in a continuing, comprehensive, and cooperative process which is guided by local and public input. MPOs develop long-range transportation plans and program funds for projects and operations.

The plans serve as the roadmap for future projects and programs. MPOs also conduct short-range planning and identify projects and funding sources.

The Waco MPO was organized in 1974 and serves 20 individual member governments across a planning area which coincides with the boundaries of McLennan County, Texas.

Its governments vary widely in population, size, and urban typography. As an organization, it aims to pursue high-impact projects with tangible and meaningful outcomes which improve quality of life, equity, and livability across the region.

2.2 PROJECT DESCRIPTION

The Waco MPO seeks a qualified firm or consultant team to conduct a comprehensive signage inventory and implement targeted demonstration projects to improve roadway safety across the MPO planning area. This undertaking is required to include, at the minimum:

1. Signage Inventory and Existing Conditions Assessment: Conduct a comprehensive, systemwide inventory of roadway signage across the project area. This effort shall include documentation of all regulatory, warning, and informational signage, including sign type, location, mounting condition, visibility, and overall condition. All collected data shall be provided in a standard tabular dataset and shall also be associated with spatial data capable of being linked to GIS formats (e.g., shapefiles or equivalent), as appropriate. The inventory shall include assessment of retroreflectivity using accepted methods, as well as identification of damaged, deteriorated, obscured, or otherwise ineffective signage. The consultant shall also document missing signage, including locations where infrastructure such as empty poles indicates that signage is no longer present, and identify non-standard signage that does not conform to applicable guidance. This task shall result in a complete and consistent understanding of existing signage conditions across all participating jurisdictions, developed in coordination with MPO staff and local partners.

2. Data Standardization and System Development: Develop a standardized, GIS-compatible dataset to document all collected signage information. The dataset shall be provided in a standard tabular format and in GIS-compatible formats (e.g., shapefiles, geodatabases, or equivalent), as appropriate, and structured to allow for integration with existing jurisdictional systems. This effort shall include creation of a consistent data schema capturing key attributes such as sign type, condition, compliance status, retroreflectivity, and deficiency classification. The consultant shall obtain and integrate available state-maintained signage data into the overall dataset to ensure a complete

Page 18RFP 2026-017 Page 18 systemwide inventory, though collection of this data is not required as it is already maintained by TxDOT. In addition, the consultant shall develop a user-friendly Business Intelligence (BI) dashboard or similar tool to support ongoing use of the dataset, particularly for jurisdictions without GIS capabilities. The dashboard should allow users to view, filter, and interpret data in a manner that supports basic decision-making, prioritization, and long-term maintenance.

3. Compliance Evaluation and Deficiency Identification: Evaluate existing signage against applicable standards, including the Manual on Uniform Traffic Control Devices (MUTCD), and identify areas of non-compliance and deficiency. This task shall include categorization of deficiencies such as missing signage, damaged or deteriorated signage, non-standard signage, and signage that is improperly placed or ineffective due to visibility or contextual factors. The consultant shall also identify and document uncontrolled intersections where signage is not present, providing a clear and consistent framework for distinguishing between locations where signage is deficient and locations where the absence of signage may be appropriate but warrants further evaluation. Consideration should also be given to including supplemental safety features in the inventory, to include delineators, particularly in rural or higher-speed environments where additional visual guidance may improve safety outcomes.

4. Design and Implementation of Demonstration Projects: Work collaboratively with MPO staff and local jurisdictions and coordinate with relevant project partners, including TxDOT where applicable, to identify and implement targeted signage improvements at selected locations. These demonstration projects shall focus on addressing identified deficiencies through practical, low-cost, and scalable interventions that can be replicated across the MPO planning area. The consultant may engage sub-consultants with relevant expertise as needed to support implementation.

This process shall involve close coordination with MPO staff and partner agencies to ensure that improvements are context-sensitive, feasible, and aligned with local conditions. Implementation timelines shall be developed in coordination with MPO staff and should support timely installation following completion of inventory and analysis activities.

5. Ongoing Monitoring, Analysis, and Evaluation: Conduct ongoing monitoring and evaluation of project effectiveness, including analysis of conditions before and after implementation of demonstration projects. This task shall include collection and analysis of relevant data such as crash trends, vehicle speeds, and user compliance, as appropriate. The consultant shall identify trends and assess the extent to which implemented improvements contribute to enhanced safety outcomes. Findings from this analysis shall be used to inform both evaluation of demonstration projects and broader system-level recommendations.

6. Final Report and Recommendations: Prepare a comprehensive final report that documents all aspects of the project and provides clear, actionable guidance for future implementation. The report shall include, at a minimum:

• An executive summary outlining key findings and recommendations

• A detailed description of data collection methodologies and inventory approach

• A comprehensive overview of existing signage conditions across the project area

• A compliance assessment based on applicable standards, including MUTCD guidance

Page 19RFP 2026-017 Page 19

• Identification and categorization of deficiencies, including missing, damaged, non-standard, and improperly placed signage

• Documentation and evaluation of uncontrolled intersections, including the framework used for classification

• Integration and summary of available TxDOT signage data within the overall system inventory

• A discussion of the role and effectiveness of supplemental treatments, including delineators where applicable

• Documentation of demonstration projects, including locations, treatments, and implementation strategies

• A thorough analysis of data collected, supported by visuals such as relevant tables, maps, diagrams, images, and photographs

• A comprehensive analysis of pre- and post-implementation data highlighting changes in safety outcomes and user behavior

• Actionable recommendations for scaling successful interventions and improving signage management practices across the region

• Recommendations for integration into future updates of the MPO’s Comprehensive Safety Action Plan (CSAP), including strategies for ongoing maintenance, prioritization, and data management

2.3 PROJECT AREA

The project will include the following jurisdictions within McLennan County:

• Unincorporated McLennan County

• Bellmead

• Crawford

• Gholson

• Golinda

• Hallsburg

• Hewitt

• Lacy Lakeview

• Lorena

• McGregor

• Robinson

The consultant shall coordinate with each jurisdiction as appropriate and ensure consistency in data collection, classification, and reporting across all project areas.

2.4 SCOPE OF WORK

The Waco MPO intends to retain a qualified firm to complete the following tasks:

Task 1. Project Management, Budget, and Schedule Develop detailed project budget and schedule. The consultant shall prepare a detailed work plan and achievable timeline for the Waco MPO Place-Based Safety and Demonstration

RFP 2026-017 Page 20

Projects which builds upon the scope of work included in their proposal. The work plan will outline the overall approach, as well as specific actions and activities that will occur during the project.

Task 1.1 Conduct a kickoff meeting with MPO staff to finalize scope, schedule, and expectations.

Deliverable:

1) Finalized budget and detailed project schedule.

Task 2. Signage Inventory and Data Collection Conduct a comprehensive inventory of roadway signage across the project area.

Task 2.1 Inventory all regulatory, warning, and informational signage, including:

• Sign type and classification

• Location (GPS/GIS compatible)

• Mounting condition and structure

• Sign condition and visibility

• Retroreflectivity (measured or assessed using accepted methods)

Task 2.2 Document:

• Missing signage, including empty poles and known locations where signage should be present

• Non-standard signage not compliant with MUTCD or other applicable standards

• The presence and condition of delineators, where applicable (inclusion of delineators is preferred)

Task 2.3 Identify and document uncontrolled intersections where signage is not present but may not currently be warranted. Provide a clear framework for distinguishing between:

• Locations with missing or deficient signage

• Locations that are appropriately uncontrolled but may warrant further evaluation based on context and safety conditions

Task 2.4 Incorporate available state roadway signage data maintained by TxDOT into the overall dataset. The consultant is not required to collect this data but shall integrate it to ensure a complete systemwide inventory.

Deliverable:

1) Comprehensive signage inventory dataset, including a standard tabular dataset and GIS-compatible data (e.g., shapefiles or equivalent), along with documentation of methodology

Task 3. Data Standardization and System Development Develop standardized data structures and tools to support long-term asset management.

Task 3.1 Create GIS-compatible datasets capturing all collected signage information.

Task 3.2 Develop a standardized schema including attributes for:

• Type

• Condition

• Compliance status

Page 21RFP 2026-017 Page 21

• Deficiency classification

• Maintenance considerations

Task 3.3 Develop a user-friendly Business Intelligence (BI) dashboard to support ongoing use of the dataset, particularly for jurisdictions without GIS capabilities. The dashboard should allow users to:

• View and filter signage data

• Identify deficiencies and priorities

• Support basic decision-making and maintenance tracking

Deliverable:

1) Standardized dataset, including both tabular and GIS-compatible formats, and a user-friendly BI dashboard

Task 4. Compliance Evaluation and Deficiency Analysis Evaluate signage against applicable standards and identify deficiencies.

Task 4.1 Assess compliance with MUTCD and other applicable guidance.

Task 4.2 Identify and categorize deficiencies, including:

• Missing signage

• Damaged or deteriorated signage

• Non-compliant or non-standard signage

• Inadequate placement or visibility

Task 4.3 Prioritize deficiencies based on safety risk, roadway context, and crash history where available, in coordination with MPO staff and local jurisdictions.

Deliverable:

1) Signage compliance and deficiency report with prioritization framework.

Task 5. Demonstration Project Implementation Implement targeted signage improvements at selected locations.

Task 5.1 Coordinate with MPO staff and local jurisdictions to identify demonstration locations.

Task 5.2 Develop and implement signage improvements designed to address identified deficiencies.

Task 5.3 Ensure that improvements are low-cost, scalable, and appropriate to the roadway context.

Deliverable:

1) Documentation of implemented demonstration projects, including locations, treatments, and rationale

Task 6. Data Collection, Monitoring, and Evaluation

Conduct pre- and post-installation analysis to assess effectiveness.

Task 6.1 Collect baseline and post-implementation data, which may include: • Crash data

• Speed data

• User behavior and compliance

Task 6.2 Analyze changes in safety outcomes and identify meaningful trends.

Deliverable:

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1) Evaluation summary documenting findings and effectiveness of interventions

Task 7. Coordination and Stakeholder Engagement Coordinate with project partners and stakeholders throughout the project.

Task 7.1 Engage with local jurisdictions, MPO staff, and relevant agencies.

Task 7.2 Provide materials and updates to support coordination and decision-making, including periodic updates to the Waco MPO Safety Action Task Force and MPO Policy Board, as appropriate, to share progress, findings, and key milestones throughout the project.

Deliverable:

1) Summary of coordination efforts and key input received.

Task 8. Final Report and Recommendations Prepare a comprehensive final report documenting all aspects of the project.

The final report shall include:

• Executive summary

• Methodology and data collection approach

• Inventory findings and system overview

• Compliance and deficiency analysis

• Demonstration project documentation

• Pre- and post-analysis results

• Recommendations for CSAP updates and long-term signage management

The report shall be delivered in 8.5x11 inch portrait format and meet all online ADA Accessibility requirements upon receipt from the Consultant. All report contents will be provided to MPO staff in their original and PDF format. All public-facing and online materials developed as part of this project shall also meet applicable accessibility standards.

Deliverable:

1) Comprehensive final report and supporting materials

Task 9. Meetings and Reporting The consultant will attend meetings and provide materials as needed.

Task 9.1 Attend meetings with MPO staff and other project partners, as requested.

Task 9.2 Prepare and provide presentations, materials, and technical support for meetings, briefings, and project updates.

Deliverable:

1) Meeting participation and presentation materials

Task 10. Satisfy FHWA SS4A Reporting Requirements FHWA requires all SS4A grant recipients to provide quarterly program performance reports and quarterly financial status. Data and updates will be provided to Waco MPO staff in order to complete these requirements in a timely manner.

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Task 10.1 Provide data and updates to Waco MPO staff necessary to complete FHWA quarterly reporting requirements.

Deliverable:

1) Provide data and updates to Waco MPO staff necessary to complete FHWA quarterly reporting requirements.

2.5 PROPOSED PROJECT TIMELINE

1) RFP Release and Consultant Selection - May–July 2026

2) Contract Execution and Notice to Proceed - July–September 2026

3) Project Kickoff and Work Plan Development - August–September 2026

4) Jurisdiction Coordination (Initial Engagement) - September–November 2026

5) Signage Inventory and Field Data Collection - October 2026–August 2027

6) Data Standardization, Integration, and Dashboard Development - January–October

7) Compliance Evaluation and Deficiency Analysis - April–November 2027

8) Jurisdiction Coordination (Findings and Project Identification) - September–

December 2027

9) Demonstration Project Design and Implementation - December 2027–May 2028 10)Pre- and Post-Implementation Data Collection and Evaluation - February–

September 2028 11)Draft Final Report and Deliverables - August–October 2028 12)Final Report and Project Deliverables - October–November 2028 13)Ongoing Coordination, Meetings, and Reporting - August 2026–November 2028 14)Project Completion - November–December 2028

2.6 QUALIFICATIONS

The Waco MPO is seeking to contract with an innovative and proactive consulting firm that values practical, data-driven approaches to improving roadway safety. The selected firm should demonstrate an ability to translate detailed technical analysis into clear, implementable actions that support long-term safety outcomes.

The selected firm should demonstrate:

• Experience conducting roadway signage inventories and evaluating compliance with applicable standards, including the MUTCD

• Strong technical capabilities in data collection, GIS development, and data analysis

• Experience developing accessible, user-friendly tools or dashboards for a range of users, including jurisdictions without GIS capabilities

• Experience working in small urban and rural environments

• Ability to effectively coordinate with multiple jurisdictions and partner agencies

• Strong communication and organizational skills

The consultant team should be structured to successfully manage all aspects of the project, including coordination with and oversight of any subconsultants, as necessary. Key team members are expected to remain committed for the duration of the project. Replacement of key team members will not be permitted without prior consultation with and approval of the Waco MPO.

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Please be advised:

The City of Waco mandates that the successful bidder submit the following documents before the official contract is awarded.

(1) City of Waco General Terms and Conditions

(2) Additional Terms for Services

(3) Insurance & Indemnification Requirements

(4) Sales Tax Information

(5) House Bill 89 Energy Form

(6) House Bill 89 Firearms Form

(7) House Bill 89 Israel Form

(8) House Bill 1295 Information Sheet

(9) Foreign Terrorist Organization Form

(10) Protest Procedure

(11) Registered with the Texas Secretary of State

(12) W-9 Taxpayer Identification Form

(13) Electronic Funds Transfer Authorization (EFT Form)

APPENDIX B

Contract Requirements

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PCampos Highlight

General Waco Terms and Conditions

(a) Applicable Law and Venue. This solicitation and any resulting contract will be governed and construed according to the laws of the State of Texas. The terms and conditions of the contract awarded pursuant to the solicitation are fully performable in McLennan County, Texas and venue for any dispute regarding contract shall be in McLennan County, Texas.

(b) Arbitration / Mediation. The City of Waco will not agree to binding or mandatory arbitration or mediation.

(c) Conflict of Interest. Vendor agrees to comply with the conflict of interest provisions of the Waco City Charter, Waco Code of Ordinances, and/or state law. Vendor agrees to maintain current, updated disclosure of information on file with the Purchasing Services Division throughout the term of the contract.

(d) Gratuities. The City may, by written notice to the Vendor, cancel this contract without liability to the City, if it is determined by the City that gratuities have been offered to any officer or employee of the City with a view toward securing a contract, securing favorable treatment with respect to the awarding, amending, or the making of any determinations in respect to the performance of such a contract. In the event this contract is canceled by City as set forth in this paragraph, the City shall be entitled to recover from Vendor all additional costs incurred by City as a result of the cancellation.

(e) Unfunded Liability. City's obligation is payable only and solely from funds available for the purpose of this purchase. Lack of funds shall render this contract null and void to the extent funds are not available and any delivered but unpaid for goods will be returned to Vendor by City. The City will not incur a debt or obligation to pay selected bidder any amounts the City does not have the current funds available to pay, unless the contract includes a provision for the City to appropriate funding for the debt or obligation.

(f) Advance Payments. The City will not make advance payments to a selected firm or any third party pursuant to this solicitation or resulting contract.

(g) Gift of Public Property. The City will not agree to any terms or conditions that cause the City to lend its credit or grant public money or anything of value to the selected firm.

(h) Procurement Laws. The City will not agree to any terms or conditions that cause the City to violate any federal, Texas, or local procurement laws, including its own charter.

(i) Limitation of Liability. The City of Waco will not agree to an artificial limitation of liability (e.g. liability limited to contract price or liability capped at an amount actually paid in previous 3 months, etc.) or an artificial statute of limitations (e.g. any lawsuit must be commenced within one year of the event).

(j) Waiver. No claim or right arising out of a breach of the contract resulting from this solicitation can be discharged in whole or in part by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved party.

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(k) Right To Assurance. Whenever one party to this contract in good faith has reason to question the other party's intent to perform, that party may request that the other party give written assurance of his intent to perform. In the event that a request is made and no assurance is given within five (5) days, the requesting party may treat this failure as an anticipatory repudiation of the contract.

(l) Attorney’s fees; Legal Costs. The City will not agree to pay the selected firm’s attorney’s fees or other legal costs under any circumstances.

(m) Advertising. Vendor shall not advertise or publish, without City's prior consent, the fact that City has entered into this contract, except to the extent necessary to comply with proper requests for information from an authorized representative of the federal, state or local government.

(n) Arrears In Taxes. Article VII. Taxation, Section 8, of the City of Waco Home Rule Charter states: The City shall be entitled to counterclaim and offset against any debt, claim, demand or account owed by the City to any person, firm or corporation who is in arrears to the City of Waco for taxes, in the amount of taxes so in arrears, and no assignment or transfer of such debt, claim, demand or account after the said taxes are due, shall affect the right of the City to offset the said taxes against the same.

(o) Tax Certification; Offset of Other Debts Against City. Selected bidder hereby certifies that it is not delinquent in the payment of taxes owed to the City and will pay any taxes owed to the City so that such taxes will not become delinquent. If this certification is subsequently determined to be false, such false certification shall constitute grounds for termination of the contract awarded under this SOLICITATION, at the option of City.

Furthermore, Selected bidder agrees the City is entitled to counterclaim and offset against any debt, claim, demand, or account owed by the City to the selected bidder, pursuant to the awarded contract, for any debt, claim, demand, or account owed to the City, including other than the taxes mentioned above. The City may withhold from payment under the awarded contract an amount equal to the total amount of debts, claims, accounts, or demands including taxes owed to the City by the selected bidder. The City may apply the amount withheld to the debts and taxes owed to the City by the selected bidder until said debts are paid in full. No assignment or transfer of such debt, claim, demand or account after the said taxes or debts are due shall affect the right of the City to offset the taxes and the debt against the same.

(p) Independent Contractor. The selected bidder will be an independent contractor under the contract. Professional services provided by the selected bidder shall be by the employees or authorized subcontractors of the selected bidder and subject to supervision by the selected bidder, and not as officers, employees or agents of the City. Selected bidder will be required and agrees to comply with all state and federal employment laws as well as all other federal, state and local laws, rules and regulations affecting the performance of all obligations taken herein.

(q) No Joint Enterprise/Joint Venture. It is not the intent of this solicitation or the contract to be awarded to create a joint enterprise or joint venture.

(r) Subcontracting Bid. If subcontracting with another company or individual is proposed, that fact, along with providing the same information for the subcontractor that is required to be provided by the bidder under this solicitation, must be provided and clearly identified in the bid. Following the award of the contract, no additional subcontracting will be permitted without the express prior written consent of the City.

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(s) Assignment-Delegation. No right or interest in the contract shall be assigned or delegation of any obligation made by Vendor without the written permission of the City. Any attempted assignment or delegation by Vendor shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

(t) Modifications: This contract can be modified or rescinded only by a written instrument signed by both of the parties or their duly authorized agents.

(u) Interpretation-Parol Evidence: This writing is intended by the parties as a final expression of their agreement and is intended also as a complete agreement for dealings between the parties and no usage of the trade shall be relevant to supplement or explain any term used in this agreement. Acceptance or acquiescence in a course of performance rendered under this agreement shall not be relevant to determine the meaning of this agreement even though the accepting or acquiescing party has knowledge of the performance and opportunity for objection.

(v) Equal Employment Opportunity: Vendor agrees that during the performance of its contract it will:

1. Treat all…