Downtown_Safety_Improvements_Phase_I__ST3646_(Addendum__1_Revision).pdf

RFIP # 2026-RFIP-031

DOWNTOWN SAFETY IMPROVEMENTS PHASE I, ST3646

Issued by:

Emily Markel

Email: emarkel@flagstaffaz.gov

Submittal Deadline

Date: Friday, August 21, 2026 at 3:00 pm

TABLE OF CONTENTS

1. ADVERTISEMENT

2. SCOPE OF WORK

3. INSTRUCTIONS IN GENERAL

4. CONTRACT WITH CITY

5. FINANCIAL AND TAX CONSIDERATIONS FOR PROPOSAL

6. EVALUATION OF PROPOSAL AND CONTRACT AWARD

7. EVALUATION CRITERIA

8. PROPOSAL FORMAT

9. ATTACHMENTS

10. Vendor Questionnaire

Attachments:

A - Downtown_Safety_Improvements RFIP

AA - ATTACHMENT A QUESTIONS

1. ADVERTISEMENT

City of Flagstaff

REQUEST FOR INFORMAL PROPOSALS

SOLICITATION: Downtown Safety Improvements Phase I, ST3646

SOLICITATION NO.: 2026-RFIP-031

CLOSING DATE AND TIME: Friday, August 21, 2026, 3:00 pm Arizona Time

WHERE TO SUBMIT PROPOSALS (“PROPOSALS”): Proposals shall be submitted on the online bid platform with OpenGov at the enclosed link prior to the Closing Date and

Time.https://procurement.opengov.com/portal/flagstaffaz

CITY NEEDS: The City of Flagstaff (City) is seeking a Design Professional (Proposer) to provideDesign

Professional . A successful Proposer shall have the expertise, staff, and equipment necessary to successfully provide the services defined in this Request for Informal Proposals (RFIP or Solicitation).

INFORMATION: The RFIP and all related materials and any Addendum may be downloaded from the

OpenGov Website, https://procurement.opengov.com/portal/flagstaffaz

FUNDING: Local Funding (BAS & Transportation)

PROCUREMENT AGENT: Emily Markel. If the Procurement Agent assigned to this Solicitation cannot be immediately reached, you may contact the receptionist for the City Management Services Purchasing Division at (928) 213-2206.

PRE-PROPOSAL MEETING: There will be no pre-proposal meeting for this project.

QUESTIONS: Any questions must be received via the OpenGov platform by NO VALUE on NO VALUE.

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

2. SCOPE OF WORK

SCOPE OF WORK

Design phase services for bollard integration and signal coordination in Downtown Flagstaff

The City of Flagstaff is seeking qualified vendors to provide 100% design phase services for a project in

Downtown Flagstaff involving the installation of bollards on Aspen Avenue at the intersections of Leroux Street and San Francisco Street. The bollards must be capable of deployment during special events. Key design considerations include:

• Assessment of bollard types (removable, retractable, automated, or other recommended systems)

• Analysis of existing underground utilities and impacts on bollard feasibility

• Evaluation of how signal timing can be programmed, adjusted, or controlled in coordination with bollard operations

• Identification of mechanisms or controller configurations needed to support signal functionality

• Replacement of at least one signal pole and mast arm

• Installation of a new signal controller cabinet

DETAIL SCOPE OF WORK:

This project is located at the intersections of Aspen Avenue and Leroux Street, and Aspen Avenue and San

Francisco Street. The intent is to allow closure of this block of the one-way roadway to vehicular traffic during special events while providing pedestrian protection from errant vehicles.

The City of Flagstaff is undertaking a project to design a system that enables controlled, temporary closure of

Aspen Avenue, a one-way roadway, between Leroux Street and San Francisco Street, during special events and other programmed activities with permanent and integrated bollard and traffic signal controls. The project area includes both intersections, including comminication infrastructure between both intersections and City

Hall three blocks to the west. Aspen Avenue serves as a critical corridor used by local traffic, downtown visitors, and event participants. To enhance public safety and operational flexibility, the City seeks a consultant to develop a complete 100% design for an integrated bollard and traffic signal system capable of supporting these temporary closures.

The consultant will evaluate, recommend, and fully design an appropriate bollard system for this location. This includes consideration of removable, retractable, automated, or other industry-recommended systems that meet the City’s performance, safety, and maintenance requirements. As part of this effort, the consultant will assess existing underground utilities, identify conflicts or constraints, and determine feasible installation locations. The City expects a full evaluation of available technologies and a justified recommendation for the preffered bollard solutions.

The project also requires coordinated updates to the traffic signal system serving these intersections including communication between City Hall and both intersections, and PTZ camera installations for status monitoring at both locations. This will primarily impact traffic operation at the intersection of Aspen Avenue and Leroux

Street. The consultant will assess existing signal equipment, timing, and communications and determine required modifications to ensure the signal system operates seamlessly under both normal and event-closure conditions. Work may include programming adjustments, controller integration, and design of associated electrical, structural, and fiber optic communications components. The scope includes the replacement of at least one signal pole and mast arm, as well as the design of a new signal controller cabinet. The finall 100% design package will include all necessary civil, electrical, structural, and traffic signal design documents, specifications, and engineer’s cost estimates suitable for construction.

DELIVERABLES:

ENTER TEXT HERE

3. INSTRUCTIONS IN GENERAL

INSTRUCTIONS IN GENERAL

DUE DILIGENCE: It is a Proposer’s responsibility to examine the entire Solicitation prior to completing the

Proposal, including the form of Contract, the City of Flagstaff Terms and Conditions, and the Insurance

Requirements.

PRE-PROPOSAL MEETING: If a pre-proposal meeting is scheduled, a Proposer is strongly encouraged to attend. If scheduled concurrently with the Solicitation, the date and time of this pre-proposal meeting will be indicated on the cover page of the Solicitation. The purpose of this pre-proposal meeting shall be to respond to pre-submitted written questions and spontaneous questions during the pre-proposal meeting to clarify the

Solicitation.

QUESTIONS: All questions must be made through OpenGov at least three (3) calendar days before the Closing

Date and Time. The City will not be responsible if a Proposer adjusts a Proposal based on any verbal statements made by employees or officers of the City, particularly if such statements conflict with the Solicitation. A Proposer may request the City issue an Addendum to the Solicitation to respond to the questions.

ADDENDUM: In response to written and spontaneous questions from the pre-proposal meeting, the City shall determine whether it is necessary to issue an Addendum to the Solicitation. If the City deems that an Addendum is necessary, the Addendum will be posted to the OpenGov website. It is the responsibility of the Proposer to monitor the OpenGov website and acknowledge all Addendum to the Solicitation. If a Proposer does not formally acknowledge any and all Addendum posted to the OpenGov website, the Proposer will be deemed non-responsive at the close of the Solicitation.

DISABILITIES: A Proposer with a disability may request a reasonable accommodation in the Solicitation process by contacting the Senior Procurement Specialist as early as possible to allow time to arrange the accommodation.

COST OF PROPOSAL: A Proposer is responsible for all costs related to preparation and submittal of a Proposal.

The City will not reimburse any such costs.

LATE PROPOSALS: Late Proposals shall not be accepted on the OpenGov website. A Proposal shall be submitted in a timely manner to allow for all documents to upload to OpenGov. A Proposer shall receive a notice from OpenGov identifying that the Proposal was received. Without this notice the submittal is not valid and will not be reviewed by the City

WITHDRAWAL OF PROPOSALS: A Proposer may withdraw a Proposal before the Closing Date and Time.

The withdrawal must be signed by the Proposer’s authorized representative and submitted to the Procurement

Agent by hand delivery or mail.

PROPOSAL ACCEPTANCE PERIOD: A Proposal made in response to this Solicitation shall be valid and irrevocable for ninety (90) days after the Closing Date and Time.

IMPROPER CONTACT WITH CITY EMPLOYEES: All Proposers submitting a Proposal (including a Proposer’s employees, representatives, agents, lobbyists, attorneys, and subcontractors) will refrain from direct or indirect contact for the purpose of influencing or creating bias in the evaluation/selection process with any person who may play a part in the evaluation/selection process. This includes, but is not limited to, the Evaluation Committee, City Council Members, City Manager, Deputy City Manager(s), Division Directors, or other City Staff. This policy is intended to create a level playing field for all potential Proposers, assure that Contract decisions are made in public, and to protect the integrity of the selection process. A Proposer is responsible for bringing all questions and concerns to the Procurement Agent, but if the Procurement Agent is unresponsive, a Proposer may contact the City Manager. A Proposer may be disqualified if the Proposer: (a) contacts a quorum of the City Council or contributes to an open meeting law violation; (b) offers political support or gratuities in exchange for approval or support of a Proposal; (c) obtains information from City Staff not available to other proposers which may result in an unfair advantage in the competitive procurement process and fails to notify the Procurement Agent of this fact within 48 hours thereafter; or (d) engages in any other egregious conduct.

PROCUREMENT PROCESS: The City’s procurement process is described in the Procurement Code, which can be accessed at http://www.flagstaff.az.gov/index.aspx?NID=2991. A Proposer is not required, but is highly recommended, to review the Procurement Code. This Solicitation is intended to provide all relevant information related to the procurement so that a Proposer may submit a Proposal. In the event of any conflict, the procedure outlined in this Solicitation will be followed or the conflict will be resolved by an Addendum.

http://www.flagstaff.az.gov/index.aspx?NID=2991.

4. CONTRACT WITH CITY

CONTRACT WITH CITY

FORM OF CONTRACT: The City’s proposed form of Contract, including the terms and conditions and insurance provisions, are attached to this Solicitation as Attachment A. The final Contract will conform with this

Solicitation and other negotiated components prior to contract award.

SCOPE OF WORK: The Scope of Work is included at the beginning of this RFIP. The final Scope of Work will be found as Exhibit A of the Contract. The Scope of Work is an explicit part of the RFIP and any resulting

Contract with the City, unless otherwise specified in the RFIP.

EXCEPTIONS: As part of a Proposal, the Proposer may use the attached Exceptions to request changes to the form of License or Insurance Requirements.

CHANGES TO CONTRACT AFTER CONTRACT AWARD: Requests to change the form of Contract after

Contract award, including but not limited to changes to the Insurance Requirements may be rejected by the

City. The License shall not be modified within the first year after award where: (a) an amendment may result in a competitive advantage that was not made available to other Proposers to the Solicitation; (b) requests for changes may delay commencement of performance.

5. FINANCIAL AND TAX CONSIDERATIONS FOR PROPOSAL

FINANCIAL AND TAX CONSIDERATIONS FOR PROPOSAL

QUANTITIES: Unless the Solicitation states otherwise, the Contract will be non-exclusive. The City makes no guarantees as to the quantities of materials or services to be purchased from a Proposer.

PARTIAL AWARD: The City reserves the right to make multiple awards or to award by individual line item, by group of line items, or as a total, whichever is deemed most advantageous to the City.

ALL CHARGES: A Proposal should separately list all applicable fees, charges, and taxes. The failure to include such information may cause the City to consider a Proposal as non-responsive or non-responsible.

UNIT PRICES: Please check all math prior to submittal of a Proposal. If a Proposal unit-prices do not correspond with the multiplied subtotal or total, the unit-price shall prevail unless there is a blatant clerical error in the unit-price.

PAYMENT: Payment will be made within thirty (30) days following receipt and acceptance of material/service and a correct invoice.

DISCOUNTED PAYMENT: A Proposer may offer discounted pricing if the City pays the invoice in less than thirty (30) days. The discount period shall be computed from the date the City receives the material/service or correct invoice, whichever is later, to the date the City’s warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Discounts given for payment within ten (10) calendar days or more after City’s receipt of the materials/service and correct invoice shall be deducted from a Proposal price when evaluating a Proposal. However, the City shall be entitled to take advantage of any discount offered by a Proposal provided payment is made within the discount period.

TRANSACTION PRIVILEGE (SALES)/USE TAX: State and local transaction privilege or use tax, as required, shall be indicated as a separate item in a Proposal. The State of Arizona and City of Flagstaff both impose a transaction privilege tax and use tax. Information concerning current tax rates can be found on the Arizona

Department of Revenue website at www.azdor.gov. The City will not pay any taxes on invoices received unless an Arizona Transaction Privilege/Use Tax License Number is listed in a Proposal. The City also requires submittal of a City Business License Number from any Proposer operating any portion of its business from a building located within City limits. The City will figure applicable taxes to offers received from out of state

Proposers who do not list an Arizona Transaction Privilege/Use Tax License number for tabulation and total cost evaluation.

FEDERAL EXCISE TAXES: The City is exempt from Federal Excise Tax, including the Federal Transportation

Tax.

DELIVERY CHARGES: Delivery charges are considered non-taxable and exist only when the total charges to the ultimate customer or consumer include, as separately charged to the ultimate customer, charges for delivery to the ultimate consumer, whether the place of delivery is within or without the City, and when the taxpayer’s books and records show the separate delivery charges.

FREIGHT CHARGES: Freight charges for delivery from place of production or the manufacturer to the

Proposer either directly or through a chain of wholesalers or jobbers or other middlemen are deemed “freight-in” and are not considered delivery. Freight-in charges are taxable.

https://www.azdor.gov/

6. EVALUATION OF PROPOSAL AND CONTRACT AWARD

EVALUATION OF PROPOSAL AND CONTRACT AWARD

PROPOSAL MOST ADVANTAGEOUS TO THE CITY: The City will award a Contract to a responsible and responsive Proposer whose Proposal is the most advantageous to the City taking into consideration the

Evaluation Criteria set forth in a Solicitation.

RESPONSIBILITY: A responsible Proposer will have the capacity, skills, and experience to perform the

Contract requirements and the integrity and reliability which will assure good faith performance. In evaluating responsibility, the City may consider all matters related to a Proposer’s ability to perform the Contract satisfactorily as further described in Article 16 of the City’s Procurement Code.

The responsibility Evaluation Criteria will include:

1. A Proposer’s capacity to do the work, including adequate finances, equipment, facilities, employees, and competing commitments;

2. The competency and responsibility of a Proposer’s proposed subcontractors;

3. A Proposer’s experience in performing similar work; especially for other airports, or other similar public agencies;

4. A Proposer’s integrity and record of performance:

a. Positive factors include but are not limited to timely completion within budget, quality of work, prompt resolution of problems, good working relationships, and the ability to resolve disputes without litigation;

b. Negative factors include but are not limited to past contract terminations or deductions due to failure to perform; termination for cause due to breach; failure to comply with the Contract;

documented poor performance; customer complaints and/or negative references; unresolved disputes with project owners or subcontractors; and litigation without merit. In addition, any of the grounds set forth in Article 30 for suspension or debarment may be considered.

5. A Proposer is qualified legally to contract with the City;

6. Whether a Proposer has truthfully supplied all information concerning its responsibility requested by the Purchasing Agent; and

7. Whether a Proposer holds any required and active valid State of Arizona license(s) to conduct business or to perform the work proposed.

8. Any other Evaluation Criteria listed in the Solicitation. Examples of other Evaluation Criteria include, but are not limited to, requirement of a balanced proposal, requirement that the fee schedule or proposal identify the percentage and cost of work that each subcontractor will perform and a cap on the total project value that can be completed by subcontractors, or requirement that no work shall be subcontracted.

9. Any single factor or combination of factors may be grounds for determination of non-responsibility.

Additional factors shall include a Proposer’s past performance specifically on City or other public agency contracts. This includes threats of litigation, contract terminations for any reason, and the lack of ability to resolve disputes without litigation.

10. EVALUATION CRITERIA: Proposals will be evaluated based on the Proposer’s ability to meet the performance requirements and Scope of Work of this RFIP. To be deemed responsive, it is important for the Proposer to provide appropriate detail to demonstrate satisfaction of each criterion and compliance with the performance provisions outlined in this RFIP.

11. The following Evaluation Criteria will be used by the Evaluation Committee to select a Proposer. The

Evaluation Committee will review the initial proposal responses and score them according to the

Evaluation Criteria listed below. Depending on the total number of proposal responses to this

Solicitation, the Evaluation Committee may “short list” the proposers receiving the highest scores and may conduct formal discussions/presentations to make a final evaluation. After final evaluation of

Proposal responses, the Evaluation Committee may narrow the total number of responses down to approximately three (3) and may request “Best and Final” offers.

12. The City reserves the right to reject any and all proposals, or any part thereof; to accept any proposal or any part thereof; or to waive any informality when it is deemed to be in the City’s best interest.

13. Please reference the EVALUATION CRITERIA section for criteria and points.

The Evaluation Committee will then:

a. Engage in discussions with highest scoring Proposer. If the City and a Proposer are unable to reach an agreement, the Evaluation Committee may engage in discussions with the second-highest scoring

Proposer.

Or

b. Engage in discussions with the highest scoring Proposers (“Short List”). Following such discussions, the City may request such Proposers to make “Best and Final” offers.

PURPOSE OF DISCUSSIONS: The purpose of possible discussions with a Proposer (pursuant to Section 11.9 of the Procurement Code Manual) shall be to:

a. Determine in greater detail such Proposer’s qualifications.

b. Explore with a Proposer the scope and nature of the project, a Proposer’s proposed presented approach, the relative utility of alternate methods of approach and method of performance;

c. Determine that a Proposer will make available the necessary material, equipment and personnel to perform within the required time;

d. Agree upon compensation which is fair and reasonable, taking into account the estimated value of the required services/equipment, the scope and complexity of proposed project and nature of such services/equipment.

In conducting discussions there shall be no disclosure of any information derived from Proposals submitted by competing Proposers.

REVISIONS TO PROPOSALS: If the City calls for “Best and Final” offers, those Proposers who respond will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of Proposals prior to Contract award.

REQUESTS FOR ADDITIONAL INFORMATION: After the Closing Date and Time, the City may request that a

Proposer provide additional information related to a Proposal. Failure to provide this information within five (5) business days after communication of the request by the City will be grounds for the City to reject a Proposal, and/or to declare the Proposal as non-responsive or non-responsible.

RESERVATION OF RIGHTS: The City reserves the right to reject any and all Proposals, in whole or in part, or any line item. The City reserves the right to waive any clerical error or nonmaterial defect in the Proposal when it is deemed to be in the City's best interest. The City reserves the right to cancel or reissue a Solicitation.

NOTICE OF PROPOSED CONTRACT AWARD OR RECOMMENDATION: All Proposers will receive an email notifying them of the City’s proposed Contract award or decision to reject all Proposals, and that the City may cancel or reissue the Solicitation.

PUBLIC RECORDS: Proposals received by the City are available for public inspection after a Contract has been awarded, subject to any confidentiality restrictions.

7. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

1. a. Project Understanding and Approach:

25 points

Assessment of the proposer’s demonstrated understanding of the project objectives, constraints, operational needs, and technical requirements. Evaluation of the clarity, completeness, and feasibility of the proposed methodology.

0-100 Points 25 (25% of Total)

2. b. Relevant Experience and

Qualifications

Experience of the firm and key personnel with civil design, traffic signal engineering, downtown or constrained-site projects, and utility coordination. Strength of past performance on comparable municipal projects.

Points Based 25 (25% of Total)

3. c. Team Expertise and Availability

Qualifications, certifications, and experience of the assigned project manager and team members.

Demonstrated availability to meet project timelines and engage in regular coordination with City staff.

Points Based 20 (20% of Total)

4. d. Project Schedule and Work Plan

Assessment of the clarity and realism of the proposed schedule, including identification of major tasks, logical sequencing, and the proposer’s ability to meet expected milestones.

Points Based 15 (15% of Total)

5. e. Cost Effectiveness of Proposed Fee

Assessment of the overall cost effectiveness of the proposed fee relative to the scope, complexity, and level of effort required. This is not a lowest cost selection but will consider the reasonableness and value of the proposal.

Points Based 10 (10% of Total)

6. f. Quality and Completeness of

Submittal

Overall organization, clarity, and responsiveness to the RFP requirements, including completeness of required components and adherence to the page limit.

Points Based 5 (5% of Total)

8. PROPOSAL FORMAT

PROPOSAL FORMAT

NO HARD COPIES/ONLY ELECTRONIC SUBMISSIONS: Submit the Proposal on the OpenGov website, https://procurement.opengov.com/portal/flagstaffaz on or before the closing date listed on the first page of this

Solicitation.

Proposer shall draft the Proposal using the numbering/lettering scheme identified below:

Cover

A. Solicitation Number

B. Solicitation Name

C. Closing Date and Time

D. Company name (and logo if desired)

E. Other information/graphics as desired

Submission Requirements:

Proposals shall not exceed three (3) pages total, excluding the fee proposal and any required City forms. All content intended for evaluation must be contained within the three-page limit. Proposals exceeding this limit may be deemed non-responsive.

The three-page proposal must include the following sections:

• Project Understanding and Approach that concisely describes the proposer’s technical understanding, methodology, and key considerations

• Identification of Key Project Challenges in one to two sentences that demonstrate awareness of site constraints, utility conflicts, or coordination needs

• Relevant Experience and Qualifications summarizing the firm’s experience with similar work and the qualifications of key personnel

• Project Schedule outlining major tasks, anticipated milestones, and timeline feasibility

• Proposed Team Structure identifying key team members, roles, and responsibilities

• Fee Proposal (submitted as a separate attachment):

o Proposers shall submit a detailed fee proposal that includes:

▪ Total proposed fee

▪ Level-of-effort estimate (hours by task and by key staff)

▪ Billing rates for all personnel

▪ Estimated reimbursable expenses, if any

▪ Assumptions, exclusions, and clarifications

▪ Optional alternate designs or cost-saving options, if applicable

Graphics, diagrams, or exhibits may be included only if they fit within the three-page limit.

Applications not meeting the above-mentioned requirements will not be considered.

10. Vendor Questionnaire

Upload your Proposal here

Upload your vendor Attachment A package here.

Please download the below documents, complete, and upload.