Comprehensive_Safety_Action_Plan_-_Safe_Streets_and_Roads.pdf

CITY OF CARMEL

REQUEST FOR QUALIFICATIONS

Comprehensive Safety Action Plan - Safe Streets and Roads

Project No. 26-01

HAMILTON COUNTY, INDIANA

City of Carmel Engineering

One Civic Square

Carmel, Indiana 46032

Office: (317) 571 - 2441

Monday, January 12, 2026

TABLE OF CONTENTS

1. REQUEST FOR QUALIFICATIONS

2. SCOPE

3. INSTRUCTIONS TO VENDORS

4. ADDITIONAL TERMS AND CONDITIONS

5. QUALIFICATIONS AND REQUIREMENTS

6. SELECTION CRITERIA

7. VENDOR SUBMISSIONS

8. ATTACHMENTS

Attachments:

A - Scoring sheet

REQUEST FOR QUALIFICATIONS

City of Carmel, Indiana

Department:

Engineering Carmel City Hall,City of Carmel, Indiana 46032

Project: Comprehensive Safety Action Plan - Safe Streets and Roads

Notice is hereby given that the City of Carmel Engineering Department is requesting qualifications for Comprehensive Safety

Action Plan - Safe Streets and Roads, during regular business hours, up to, but not later than 9:00 am local time Monday, February 2, 2026 via the City's e-Procurement Portal at https://procurement.opengov.com/portal/carmelin. No late qualifications will be accepted.

Qualifications' Submittal Deadline is 9:00 am on Monday, February 2, 2026.

The purpose of this RFQ is to solicit qualifications from experienced vendors or contractors interested in providing consulting services.

Questions regarding this solicitation must be submitted to the portal prior to 5:00 pm on Tuesday, January 27, 2026. All questions and responses will be publicly posted to the portal.

The City of Carmel reserves the right to hold any or all qualifications for a period of not more than sixty (60) days and said qualifications shall remain in full force and effect during said period. The City of Carmel reserves the right to reject and/or cancel any and all qualifications in whole or in part as specified in the solicitation when it is not in the best interests of the governmental body as determined by the purchasing agency in accordance with IC 5-22-18-2.

https://procurement.opengov.com/portal/carmelin

SCOPE

1. Purpose

The purpose of this RFQ is to solicit qualifications from experienced vendors or contractors interested in providing consulting services.

2. Scope

The City of Carmel requires a comprehensive safety action plan. This plan will include strategies for managing traffic flow, reducing congestion, and improving driver behavior through education, enforcement, and traffic control measures.

Evaluating intersection design, identifying necessary traffic control devices, and establishing designated crosswalks can help improve safety for both motorists and pedestrians. Additionally, raising driver awareness about the risks associated with excessive speeds and failure to yield will be a major objective of the safety plan. By developing a comprehensive safety plan that addresses the specific concerns related to roadway connectivity, traffic congestion, speeding, and pedestrian safety, the City of Carmel can work towards creating safer roadways and reducing the number of injury and fatality-related crashes.

The key components of the action plan will:

• Provide an overview of City of Carmel’s SS4A planning process.

• Share the results of a successful and wide-ranging stakeholder and public outreach effort and summarize what the city learned.

• Establish a High-Injury Network (HIN) and Hotspot Intersections methodology that evaluates the roadway segments and intersections within the city limits with higher numbers of fatal and serious-injury (FSI) crashes.

• Summarize five years of data—why, when, how, where fatalities and injury crashes occur, the populations involved, and behavioral characteristics of crashes.

• Demonstrate city’s efforts to consider equity seriously as part of the planning process by discussing the experiences of traditionally underserved populations and understanding geographic trends such as the correlations between FSI crashes and traditionally underserved population communities.

• Review the city’s existing policies, plans, and guidelines to identify opportunities for prioritizing transportation safety.

• Establish a framework to recommend a list of potential safety projects by considering the safety analysis, equity analysis, and public engagement findings.

• Outline several safety countermeasures and describe where they might be deployed for maximum effectiveness.

• Recommend a variety of other, non-project strategic improvements that improve safety by changing behavior and identifying the responsible parties to implement these efforts.

• Detail how the plan will be updated in the future, how the city’s effectiveness at implementing the plan will be measured, and how these updates will be demonstrated to the public and other stakeholders.

INSTRUCTIONS TO VENDORS

1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and subsequent contract, the following definitions shall apply:

City: The City of Carmel, IN

Contract: The legal agreement(s) executed between City and the Successful Vendor(s). The Contract will include all the conditions and requirements set forth in this solicitation and any Addenda to the solicitation. If for a Request for Proposal, any Special Terms and Conditions and standard terms and conditions contained in the sample Agreement attached to this solicitation, and all the terms of the response submitted by Vendor as finally negotiated and accepted by the City.

Contractor/Consultant: A Successful Vendor that enters into a Contract with the City.

Contract Representative: The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and is responsible for monitoring and overseeing the Contractor's performance under this Contract.

Board of Public Works and Safety: The purchasing agency for the City authorized to execute contracts and addenda thereto on the City's behalf.

May: Indicates something that is not mandatory but permissible.

Vendor: Each individual or entity that submits a response to this solicitation.

Will: The indicated party is promising to take the action or abide by the condition.

Must: The action or condition is required.

Should: Indicates something that is recommended but not mandatory. If the Vendor fails to provide recommended information, the City may, at its sole option, ask the Vendor to provide the information or evaluate the response without the information.

Portal: The City's eProcurement portal, OpenGov, located at https://procurement.opengov.com/portal/carmelin.

2. PRE-SUBMITTAL MEETING

If one is scheduled, a Pre-Submittal Meeting will be held at the date and time stated in the timeline of this solicitation. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

3. INQUIRIES

Vendors must submit questions by the Question Submission Deadline. Telephone inquiries will not be accepted.

The City will respond as completely as possible to each question. If necessary, questions and answers will be posted as soon as available. The names of Vendors who submit questions will not be disclosed. All clarifications will be available in the Question and Answer and Addenda Sections in the portal, only the information in these sections should be used in preparing a response; verbal communications and other written documents intended to clarify and interpret will not legally bind the City. The City does not assume responsibility for the receipt of any clarifying information. Vendors must periodically check for updates.

4. ADDENDA TO REQUEST FOR PROPOSALS / QUALIFICATIONS

Solicitation Addenda, if any, will be posted to the project on the City’s portal. Vendor is responsible for checking the portal regularly for new solicitation addenda and must acknowledge each addenda to this solicitation in its response. Please note that vendors who have registered as a vendor at https://procurement.opengov.com/portal/carmelin and follow the project will receive email notifications of solicitation addenda.

5. UNDERSTANDING SCOPE OF SOLICITATION

If the solicitation is a Request for Proposals, before submitting a response to this solicitation, Vendor must familiarize itself with the Scope of the Solicitation, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Vendor will have under the Contract if awarded to Vendor. No adjustment to the financial or other terms of the Contract will be justified by Vendor's failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

If the solicitation is a Request for Qualifications ("RFQ"), before submitting a response to this solicitation, Vendor must familiarize itself with the Scope of the Solicitation, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that

Vendor will have under the terms and conditions of this RFQ. No adjustment to the financial or other terms of this RFQ will be justified by Vendor's failure to fully understand or appreciate the RFQ requirements.

6. PREPARATION OF RESPONSE

A. Form and Organization. Vendor's response must be on the forms provided in this solicitation (as applicable) or through the portal. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Vendor may copy the response forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Proprietary Information. Any proprietary information, such as financial statement, intellectual property, or business performance information, in its response that Vendor wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.” Please note that unless specifically indicated, answers to the Vendor questionnaire are not considered confidential information and will be available for public review.

C. Response Contents. Vendor must complete all the forms contained in and respond to all sections of the solicitation. Vendor must attach any requested supporting documentation.

D. Signatures. Any cover letter accompanying the response documents must be signed. The person electronically signing and initialing on behalf of Vendor must be a person authorized to legally bind

Vendor.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its response confers on Vendor no right to modify or withdraw its response after the Submittal Deadline.

H. Cost of Preparation. The City will not reimburse Vendor for the cost of developing, presenting, submitting or providing any response to this solicitation.

I. Subcontractors. Vendor must, in their response, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

J. Incomplete Information. Failure to include all requested information may deem Vendor's response unresponsive.

7. SUBMISSION REQUIREMENTS

Each Vendor must carefully examine all solicitation documents and become thoroughly familiar with all requirements prior to responding to ensure the response meets the intent of this solicitation.

Vendor is responsible for making all investigations and examinations that are necessary to ascertain conditions affecting the requirements of this solicitation. Failure to make such investigations and examinations will not relieve the Vendor from obligation to comply, in every detail, with all provisions and requirements of the solicitation.

Responses must be in PDF or Excel format ONLY. Other formats uploaded may be deemed non-responsive.

Responses may be submitted any time prior to the Submission Deadline. Vendors may modify responses that have already been submitted, before the Submission Deadline. Recording of response submission time and date will occur via the portal. To satisfy any required public opening, the Vendor list is made available in the portal after the Submission Deadline.

8. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

9. TAXES

The City is exempt from federal excise tax, including the federal transportation tax. The City is exempt from sales tax.

10. RESPONSE SUBMITTAL FORMAT

A response should be submitted on the forms and in the format specified in this solicitation and these instructions.

11. PUBLIC RECORD

The information supplied by the Vendor as part of this solicitation will become part of the City. Except as set forth below with respect to Confidential Information, submitted responses to the solicitation will be available to interested parties in accordance with the Indiana Access to Public Records Act (IC 5-14-3).

12. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Access to Public Records Act (APRA), Indiana Code 5-14-3. If Vendor believes that any portion of its response contains information that is confidential and subject to being withheld from disclosure under APRA, Vendor must, when the record is submitted, provide the City written notification of that fact. The records or portions of records that Vendor wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential. Please note that unless specifically indicated, answers to the solicitation questionnaire are not considered confidential information and will be available for public review.

If the City, after award notification, receives a public-records request to which a Contractor record marked

“CONFIDENTIAL” is responsive, City will notify Vendor in writing. Unless Vendor, within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the

City from releasing the records, the City may release the records without any liability to Vendor.

13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

By submitting a response, Vendor warrants that:

A. Preparation and submission of the response did not involve collusion or other anti-competitive practices.

B. Vendor has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No member of the City, Mayor and Council or any employee of the City involved in this solicitation process has any financial interest in Vendor's entity.

The City may disqualify Vendor from further participation in the solicitation process if the City determines that

Vendor has an actual or apparent conflict of interest or has engaged in any collusion or anti-competitive practices.

14. WHEN AND HOW TO SUBMIT RESPONSES

In order to be considered, Vendor must, no later than the Submittal Deadline, submit its response electronically through the portal at https://procurement.opengov.com/portal/carmelin.

NOTE: THE ENTIRE RESPONSE MUST BE IN "SUBMITTED" STATUS IN THE PORTAL IN ORDER

TO BE CONSIDERED. RESPONSES THAT HAVE BEEN DRAFTED IN THE SYSTEM, BUT THAT ARE

NOT IN "SUBMITTED" STATUS BY THE SUBMITTAL DEADLINE WILL NOT BE CONSIDERED.

15. RESPONSE AND ACCEPTANCE PERIOD

In order to allow for an adequate evaluation, the City requires a response to this solicitation to be valid and irrevocable for ninety (90) days after the solicitation due date and time.

16. WITHDRAWAL OF RESPONSE; BINDING RESPONSE

By submitting a response to this solicitation, Vendor is offering to enter into the Contract with the City. Vendor may withdraw a submitted response at any time prior to the Submittal Deadline. Responses can be withdrawn by clicking "unsubmit response" in the portal.

17. DISCUSSIONS/CLARIFICATIONS

After opening responses, the City may, at its discretion, conduct discussions with Vendor for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Vendor's response in order to clarify the response and assure full understanding of, and responsiveness to, solicitation requirements.

18. VENDOR REGISTRATION

In order to be eligible for award of a Contract, Vendor must:

A. Register for the portal with the City’s Finance Department as a vendor. Registration can be completed at https://www.carmel.in.gov/government/clerk-of-the-city/bid-opportunities by clicking on View

Procurement Portal and signing up. Please note that email notifications of newly published solicitations and addenda will be provided to those vendors that opt in to receive notifications.

19. UPON NOTICE OF INTENT TO AWARD

If the solicitation is a Request for Proposals, the apparent successful Vendor shall sign and file with the City, within five (5) days after Notice of Intent to Award, all documents necessary to the successful execution of the

Contract.

20. AWARD OF CONTRACT

If this solicitation is a Request for Proposals, notwithstanding any other provision of the Request for Proposals, the City reserves the right to award based on whose proposal is determined to be the most advantageous to the

City, considering the criteria set forth in the solicitation. The award may be based on factors such as price, quality, qualifications, experience, and the ability to meet project requirements. The City reserves the right to:

A. waive any immaterial defect or informality; or

B. reject all Proposals; or

C. cancel the solicitation and reissue the Request for Proposals.

A response to this Request for Proposals is an offer to contract with the City based upon the terms, conditions and Scope of the Solicitation contained in the City's Request for Proposals, any issued Addenda, and standard terms and conditions contained in the attached sample Agreement. Responses do not become contracts unless and until they are executed by the City's Board of Public Works and Safety or an authorized entity within the

City.

https://www.carmel.in.gov/government/clerk-of-the-city/bid-opportunities

21. SOLICITATION RESULTS

If this solicitation is a Request for Proposals, the name(s) of the successful Proposer(s) will be posted on the

City's portal at https://procurement.opengov.com/portal/carmelin upon issuance of a Notice of Intent to Award or upon final contract execution.

If this solicitation is a Request for Qualifications, a list of the Vendor(s) who were shortlisted will be posted on the City's portal at https://procurement.opengov.com/portal/carmelin after the qualifications are evaluated.

22. PROTESTS

If this solicitation is a Request for Proposals, a protest shall be in writing and shall be filed with the Board of

Public Works and Safety. A protest of a solicitation shall be received at the Board of Public Works and Safety not less than five (5) working days before the solicitation due date. A protest of a proposed award or of an award shall be filed within ten (10) days after issuance of notification of award or issuance of a notice of intent to award, as applicable. A protest shall include:

A. The name, address, and telephone number of the protestant;

B. The signature of the protestant or its representative;

C. Identification of the solicitation or Contract number;

D. A detailed statement of the legal and factual grounds of protest including copies of relevant documents;

and

E. The form of relief requested.

ADDITIONAL TERMS AND CONDITIONS

A. The City reserves the right to (1) accept or reject any and all Qualifications and to waive any technicalities or irregularities involving any submission and to cancel the RFQ process at any time prior to entering into a formal contract, (2) not award a contract for any or all of the specified goods and/or services that are the subject of this RFQ process, (3) award contracts for the specified goods and/or services to separate Vendors, (4) negotiate contract terms acceptable to the City with the successful

Vendor(s), (5) disregard all nonconforming, non-responsive, or conditional Qualifications, and (6) reject the response of any provider which does not submit qualifications to the City’s satisfaction.

B. Respondents to this RFQ may be requested to provide supplemental information or to make a presentation in addition to their qualification submission. The City reserves the right to request additional information and/or presentations from any organization.

C. The obligation and performance of the selected provider under the resulting contract shall be subject to compliance with the provisions of Indiana Code 5-13 and all other applicable laws, rules, regulations, and ordinances.

D. If the successful Vendor does not execute a contract within thirty (30) calendar days after the award, the

City may give notice to such Vendor of intent to award the contract to the next most qualified provider or to call for new qualifications and may proceed to act accordingly. The City assumes no cost by the

Vendors in the preparation, submission, or presentation of their Qualifications.

E. The City reserves the right to terminate any contract arising from this RFQ process with ninety (90) days' written notice. Furthermore, the City may terminate the contract without prior written notice upon the failure of the selected Vendor to comply with the terms and conditions of the Contract. Under no circumstances will any damages be paid by the City because of the termination of the Contract.

F. The successful Vendor agrees to charge only for goods and/or services specified in this RFQ. Goods and/or services not contained in this RFQ will not be rendered or charged without the prior written consent of the City.

G. Subcontracting by the Vendor without the written consent of the City is prohibited under the terms of this agreement.

H. The provider will grant the City, or its authorized representative, the privilege of inspecting, examining, and auditing, with or without notice, during normal business hours, business records directly relevant to any financial arrangement arising from this RFQ.

I. The selected Vendor shall agree to hold the City harmless from any claims and related expenses arising from the Vendor's employees or agents in the delivery of the agreed-upon goods and/or services. This includes but is not limited to property damage, bodily injury, personal injury to third parties, and damage to City premises. Resolution of any disputes arising from this process will be subject to and conducted in accordance with the laws of the State of Indiana.

QUALIFICATIONS AND REQUIREMENTS

The applicant must provide the following information to be considered:

Reputable consulting firms with expertise in delivering professional services.

SELECTION CRITERIA

Submitted Responses will be judged on the following evaluation criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. The consultant selection rating form used to evaluate and score is included in attachments for reference.

Points Based 1 (100% of Total)

VENDOR SUBMISSIONS

1. Authorized representative contact info:*

Please include the name, title, phone and email of the authorized representative

*Response required

2. I certify that I, the individual responding to this RFQ, am an authorized representative with the authority to certify and submit the following legally binding statements in this Response on behalf of my company.*

☐ Please confirm

*Response required

3. Please upload your qualifications here*

Please include qualifications, past experience and technical expertise

*Response required

4. References*

Please include the phone, email and relationship of your references below

*Response required

5. Non-Collusion Affidavit*

Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• Non-Collusion_Affidavit.pdf

*Response required https://government-project.s3.us-west-2.amazonaws.com/126738/cc58e012-6208-4c4c-a24b-ee6c0092cb12_Non-Collusion_Affidavit.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4HTQQD3O3%2F20260112%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260112T205845Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjECsaCXVzLXdlc3QtMiJHMEUCIH3VSH03bl2NGZZtyxKFYpTs2T3zblkvAyO1udR3uni1AiEA0uECZXLYNK%2B5K45I3C%2BLHE2vp%2FRzINv0hnz2WBIatPUqjgUI9P%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDEwl0qKtcfkyq2P4LCriBCZACIAwgogYefZrPfFa4AiTkgxr%2FrfPc%2BywCKccvz9Ze%2FrvdvtVUEse71dIrgLGM%2FpahAnmFd4%2F1zzMa%2FM%2Fuberq%2BuxfImwhtZSBBAn%2F4jJ74FB17KFcL2V7FggUA50KKTY5NK9tXiKXBengmpi5mrpiq%2Fo2l3YsMdogvD6LZiWucXotpI7FgGKlJSMn4BEtRSIQM6yoUZ5Mz%2BqUfXh0fE9LtIeMonfTd5YhfdSf2JfOd5dDBYfhAFwLBVHaBTvB5yDt0iakYNfeKhRYsjqN4uumBNmOBmC6tF8LDsmKEUWLINCIzv4pqNxOfMDAvB9tJeND%2F8r%2Bp04K0MWVz%2BwCjznXded1KYm6mWUTxLtNZ16YVFUDS2Uiewdz%2BCtocLESsbXbRzjWcwOJLMWmkmG4buC1gS0IMoHR88wYtyDbL4cWjGtf7LGB4nBPDer8tiQiWH2W3GAGYcyn%2BJUCGIBjmLUtWa%2Fn7gNNPaop%2BBsv7OBEOUMFXHeqyWJnPA8phc2jpwJ7GzmQvzeKZDpBU1M3eYA4GsgJbosZU4ZXoq6J2ARTikZUIzW6jpunl7SYznol1oMD3Wtf6PVPDxFQZgQNfi2zz%2BSOLcEvQ2smKRVA112ZuazXzISYBDLk6KSzgSGbSrM93i5%2FGHFcOZ4KufBvEDNw0stAu7d%2BLiy14O5McwF1YFc7XYaYX85enek35nn%2BJJnxmK9trLmstA%2FeXEB4xFknOOAKVxd4M904roplrc9aMxqYWfJr%2BnPIGz%2FdbP7uVFdvTk1X0KPlafNJlHTo0BCyU4UT9C8oGRysmUINzibiKcwipCVywY6mQGijJeNMXVvIHT9ozavHM%2FxiGzQ4SZE2GVozVJcDNn2hIqt6Uaine1uPEHYVLEMXWPo39cOZVhS%2FDkc36Mfs3QfZ6Bn8Fs76xD227jXQ1JYoT%2FJteAVCesc%2F%2Bviy0iYUOQ9uoxbjxHa8pKwH9Z9TZvw%2BJDsmbeElhYnvsSP02nOl5YJyKPlQHwmfpq%2FhA2s9er3ygG9sCaQi28%3D&X-Amz-Signature=248a5531bd7e676543d8a5a347c804e5262ea24663facf5324dc92ad0ae26a8c&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Non-Collusion_Affidavit.pdf%22&x-id=GetObject