City of Suwanee SS4A Action Plan RFP.pdf

Request for Proposals

Consultant for Safe Streets 4 All

Action Plan Development

City of Suwanee

Safe Streets 4 All Action Plan

REQUEST FOR PROPOSALS FOR

THE CITY OF SUWANEE

SAFE STREETS 4 ALL ACTION PLAN DEVELOPMENT

I. INTRODUCTION

About the City

The City of Suwanee is a mature suburban city in Gwinnett county approximately 30 miles northeast of Atlanta with a population of approximately 23,000 people. Suwanee maintains a downtown core focused on its Town Center, Town Center on Main, and Buford Highway corridor with more typical suburban development in its outlying areas. The City maintains over 60 centerline miles of roadway and an extensive sidewalk and trail network.

In addition to the city-maintained roads, sidewalks, and trails, the city is served by major county roads and state highways, including access to Interstate 85. The city is also served by county bus service.

In addition to the initiation of the SS4A Action Plan, the City has worked toward traffic improvements that enhance safety for roadway users within the city, including the initiation of a Traffic Calming Committee during 2025. Based upon the findings of this committee, the City is currently developing a traffic calming policy, which is expected to be finalized ahead of the start of the SS4A Action Plan project. It is expected that the Action Plan will work in concert with the traffic calming ordinance and other City initiatives.

About the Project

The City of Suwanee invites submittal of a proposal responsive to the items outlined in this Request for Proposals to develop a Safety Action Plan in accordance with Safe Streets for All (SS4A) guidelines. Awards will be made on the basis of the criteria outlined in this proposal document.

With injuries and fatalities related to roadway crashes on the rise, it has become vital to change our paradigm with respect to addressing road safety. The SS4A program aligns with the U.S. Department of Transportation’s National Roadway Safety Strategy and goal of zero roadway deaths. Towards this goal, the Bipartisan Infrastructure Law established the new SS4A discretionary grant program to help fund initiatives to prevent roadway deaths and serious injuries.

The City of Suwanee seeks to develop a Safe Streets 4 All Action Plan to coordinate existing efforts and develop a holistic, well-defined approach to roadway safety. The consultant selected via this request for proposals will, in conjunction with City staff, develop that Action Plan, which will identify projects to be executed by SS4A implementation grants, City initiatives, and other methods.

This plan emphasizes safety for all transportation system users, including walkers, bikers, those using transit, and vehicular traffic. The Consultant will adopt a Safe Systems Approach by mapping crashes alongside data from bicycle, pedestrian, and vehicle movements, traffic counters, and road networks to identify high-risk roads.

The Gwinnett County Department of Transportation (GCDOT) is currently undertaking its own SS4A action plan. The selected consultant will be expected to coordinate with GCDOT to develop a plan that is complimentary to the findings within Suwanee in the GCDOT plan, and to leverage any resources within the GCDOT plan (or plan preparation) that may be beneficial to the City of Suwanee. It is likely that GCDOT has already surveyed its own roads within the city limits of Suwanee. Consultants should take care not to duplicate any of the work performed as part of the GCDOT plan.

Interested consultants should note that the City desires an Action Plan that covers the entire geography of the city, which includes a variety of roadways types, from traffic-calmed urban-style to high-speed arterial roadways to suburban-style roadways. Consultants should be prepared to provide approaches that are tailored to each design type, rather than a one-size-fits-all approach or an approach that focuses on a narrow set of circumstances.

The City’s Project Team will include the Planning Director, Public Works Director, Police Chief, and City Engineer (or their designees), with other staff providing guidance and input as needed.

The City is seeking a consultant who has experience in Vision Zero as well as multimodal transportation planning and can dedicate the proper resources to complete a Safety Action Plan by December 22, 2026, following the schedule below.

Milestone Date

Planned Draft Completion Date 5/31/2026

Planned Final Plan Completion Date 11/30/2026

Planned Final Plan Adoption Date 12/22/2026

Planned SS4A Final Report Date 2/25/2027

This project will receive federal funding administered by the City, with funding from the federal government, so the project must comply with Safe Streets and Roads for All (SS4A) guidelines.

This project is funded in part by FHWA. All applicable State and Federal rules and regulations shall apply to all facets of the project.

II. RFP SCHEDULE OF EVENTS

The City expects to work through the RFP process according to the following timeline.

Milestone Date Time

City of Suwanee Issues RFP 11/5/2025 -

Deadline for Submission of Questions 11/24/2025 10:00 AM

Question and Answer Addendum Posted 12/2/2025 -

Deadline for Submission of Proposals 12/15/2025 10:00 AM

City of Suwanee Review Complete Early Jan. 26

Interviews (If Needed) Early Jan. 26

Selection of Consultant January 2026

III. CONTACT INFORMATION

All inquiries related to this RFP, including questions, should be directed to Nicole Schnepper, Public Works Administrative Coordinator at NSchnepper@suwanee.com.

All correspondence regarding the RFP should be submitted in writing to the email address above. No other forms of contact should be used, nor should prospective proposers attempt to contact other City staff to discuss the project.

From the advertisement date of this solicitation until successful respondents are selected and the award is made official and announced, firms may not communicate about this solicitation or scope with any staff or other representative of the City of Suwanee, except for the submission of questions as instructed in the RFP, or as provided by any existing work agreement(s).

Any violation of the contact provisions of this RFP may result in the disqualification of the submittal of the offending respondent.

IV. SCOPE OF WORK

The SS4A Action Plan will be developed in accordance with the U.S. Department of Transportation guidelines and include the following Action Plan Components:

o Safety Analysis o Public Involvement o Identification and analysis of underserved communities o Assessment of current policies, guidelines and standards, and o Identification and prioritization of projects and strategies.

This project is funded by the federal Safe Streets and Roads for All Action Plan Grant, therefore, all activities must be performed in strict adherence to applicable federal regulations and the developed plan must meet the requirements in the FY2022 SS4A Notice of Funding Opportunity (NOFO).

The following information will be made available to the successful Consultant for its use in the development of the Safety Action Plan:

o Available Crash data o Available GIS data o Available traffic data (volume and speed) o Available traffic signal timing data (timing database) o Previous plans/studies

The Consultant shall not be limited to the data sources listed above but shall be expected to seek additional input from whichever sources are deemed necessary to accomplish the goals of the project. This may include data produced by the consultant itself, or data sourced from entities other than the City of Suwanee (e.g. data on County-maintained roads gathered as part of GCDOT’s SS4A Action Plan).

Task 1: Administration and Goal Setting Upon receiving Notice to Proceed, the Consultant is expected to review all base data and relevant plans provided by the City and prepare for an initial kick-off meeting with the City’s mailto:NSchnepper@suwanee.com

Project Team. This meeting will be used to ensure a complete understanding of the concepts and the scope of the project and to prepare the initial schedule for the development of the Safety Action Plan.

Consultant shall meet with the City Project Team in a kick-off meeting to accomplish, at minimum, the following tasks:

o Identify primary points of contact for both the City and the Consultant o Review and discuss the proposed scope of work o Review and discuss the budget o Discuss and resolve issues and questions o Receive additional data if available o Prepare initial schedule

Following the kick-off meeting, the Consultant shall produce a Work Plan and submit it to the City for review and approval within 15 days. The Work Plan shall detail project personnel, status coordination, schedule with deliverable deadlines, fee breakdown, quality control and assurance plan, and project controls.

The Consultant shall provide monthly progress reports and invoices.

Task 1 Deliverables:

o Work Plan o Monthly Progress reports

Task 2: Research and Safety Analysis The Safety Action Plan will be developed in accordance with the U.S. Department of Transportation SS4A guidelines as found on the SS4A Self-Certification Eligibility Worksheet, and the Consultant will be responsible for the following:

o Conducting a thorough safety analysis to include:

▪ Analysis of existing conditions and historical trends to baseline the level of crashes involving fatalities and serious injuries within the City;

▪ Analysis of the location where there are crashes, the severity, as well as contributing factors and crash types;

▪ Analysis of systemic and specific safety needs is also performed, as needed (e.g., high risk road features, specific safety needs of relevant road users; and,

▪ A geospatial identification (geographic or locational data using maps) of higher risk locations.

o Utilize available crash data, GIS data, traffic data, traffic signal timing data, and previous plans/studies.

o Seek additional input from relevant sources to accomplish project goals, including the GCDOT SS4A Action Plan.

Task 2 Deliverables:

o Safety Analysis Summary of Findings

Task 3: Strategies and Priorities o Manage any committee, task force, implementation group, or similar body that may be established and charged with the plan’s development, implementation, and/or monitoring.

o Prepare a resolution of commitment for consideration by the City of Suwanee

City Council toward reaching an eventual goal of zero roadway fatalities and serious injuries, to include either setting a target date to reach zero or setting targets to achieve significant declines in roadway fatalities and serious injuries by a specific date.

o Conduct public engagement activities to include:

▪ Direct engagement with the public and relevant stakeholders, including the private sector and community groups;

▪ Incorporation of information received from the engagement and collaboration into the plan; and

▪ Coordination that includes inter- and intra-governmental cooperation and collaboration, as appropriate.

o Identify and be prepared to perform an analysis of underserved communities if necessary, including both population characteristics and initial equity impact assessments of proposed projects and strategies, to include:

▪ Considerations of equity using inclusive and representative processes;

▪ The identification of underserved communities through data; and

▪ Equity analysis, in collaboration with appropriate partners, focused on initial equity impact assessments of the proposed projects and strategies, and population characteristics.

o Assess current City policies, plans, guidelines, and/or standards to identify opportunities to improve how processes prioritize safety; and recommended implementation strategies through the adoption of revised or new policies, guidelines, and/or standards.

o Identify a comprehensive set of projects and strategies to address the safety problems characterized by the Action Plan; to include time ranges when projects and strategies may be deployed, and articulation of project prioritization criteria.

o Develop an evaluation plan describing how progress will be measured over time that includes, at a minimum, outcome data. Performance measures shall include equity, costs, and lessons learned and recommendations, as per the Performance Measurement Information section of the executed Grant Agreement.

Task 3 Deliverables:

o Draft of a Vision Zero Resolution o Public Engagement report o Equity Analysis Summary of Findings o Policy Analysis Summary of Findings o Prioritized list of safety projects o Evaluation plan

Task 4: Plan Preparation Develop the Safety Action Plan following U.S. Department of Transportation SS4A guidelines.

The Consultant shall be responsible for providing digital information as a part of the final deliverable package at the completion of the project. The finalized Safety Action Plan shall be submitted in both pdf and Word format along with any GIS files used to develop the plan.

Task 4 Deliverables:

o Submit the finalized plan in both PDF and Word format, along with any GIS files used.

V. PROPOSAL REQUIREMENTS

o Proposals should be no more than 15 pages in length o Proposers should provide six (6) hard copies of their proposal and one copy on a

USB drive.

o Proposals should be delivered to the City of Suwanee city hall by the date and time above at the following address as formatted below. Proposals submitted after the deadline may not be considered.

ATTN: Matt Gore Public Works Director 330 Town Center Ave.

Suwanee, GA 30024 o Respondents may choose the format of their proposal, including space allotted to each requirement, but proposals should include the following:

▪ Proposed methodology and technical approach.

▪ Team qualifications and experience, including resumes of key project management personnel and their designated backups. Individuals assigned to the project should possess the necessary technical knowledge and prior experience in managing grant programs. Their expertise should encompass evaluating applications, confirming adherence to eligibility criteria, ensuring the submission of mandatory documents, monitoring award notifications and fund disbursements, and systematically documenting and communicating vital metrics to federal bodies. Any changes in key project management personnel after the contract award must be approved by the City of Suwanee.

▪ Project management plan, including a timeline that adheres to the completion deadline. The contracted firm will be mandated to organize consistent interactions with the City, whether face-to-face, via telephonic means, or video conferences, based on the City's preference. The project management plan shall also include regular updates detailing progress and highlighting specific areas of interest as stipulated by the City. A progress report will be required with every invoice submitted to the City. A contingency plan detailing the roles of designated backups to ensure project continuity in case of any unforeseen changes in personnel shall also be provided.

▪ Detailed budget breakdown based upon the budgeted amount of

$250,000.

▪ References and evidence of past performance that showcase your team’s capabilities and experience with similar projects.

▪ Description of the feasibility, capability, and innovative aspects of any potential technological solutions.

▪ Proof of compliance with the SS4A Grant's terms and conditions.

▪ Proof of compliance with all laws governing work in the United States and the State of Georgia, including immigration compliance.

VI. SELECTION PROCEDURE

City staff will review proposals for completeness and responsiveness to the requirements listed above. Proposals will then be evaluated based upon the following criteria.

o Methodology and technical approach o Team qualifications and experience o Project management approach, including adherence to the timeline o Cost-effectiveness o References and past performance o Feasibility, Capability, and Innovation of Proposed Approach o Compliance with RFP requirements, SS4A Grant terms and conditions, and all applicable local, state, and federal guidelines o Demonstrated familiarity with SS4A Action Plan development

Based upon these criteria, City staff will shortlist up to three firms, who will then be interviewed.

Selection of a consultant will be made based upon staff analysis of the proposal and content of the consultant interview.

VII. ADDITIONAL INFORMATION

All work must comply with the requirements outlined in the U.S. Department of Transportation Grant Agreement and General Terms and Conditions under the Fiscal Year 2022 Safe Streets and Roads for All (SS4A) Grant Program: FHWA Projects.

The total funding available for this project is $250,000, as per the grant agreement. No additional funding is anticipated. Consultants must fit their proposed budget within this limit, however, they do not have to adhere to the proposed budget by plan component as seen in the grant application.

Those from outside the City’s organizational structure are anticipated to work in tandem with City personnel throughout the project's duration. The City retains the right to make the final decision on all matters. All associated materials, i.e., work papers, correspondence, documents, or other forms of evidence, are the property of the City.