ESBD_383072_1731690434005_RFQ 2024-085 Qualifications Package - Release.pdf

City of Waco, Texas Request for Qualifications

RFQ 2024-085

Waco MPO Place Based Safety and Demonstration Projects

Issue Date: November 15, 2024 Question Due: December 04, 2024, at 5:00, P.M. CT

Closing Date & Time: December 12, 2024, at 2:00 P.M. CT Opening Date & Time: December 12, 2024, 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 Dial In

Thursday, November 21, 2024 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

RFQ 2024-085 Page 1 mailto:pcampos@wacotx.gov http://www.waco-texas.com

BONFIRE ELECTRONIC BIDDING

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 Data base system, Bonfire.

We ask vendors to register with 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 Bonfire with registration or customer support issues.

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

MINORITY, WOMEN-OWENED BUSINESS ENTERPRISE (MWBE)

The City of Waco is committed to providing fair and equal opportunities for all vendors, especially those who face disadvantages in bidding and providing services to the City. The City collects and reports data on the MWBE status of vendors to the federal government as part of this effort. Vendors are asked to fill out the MWBE form and submit it with their offer when they respond to a bid or proposal solicitation.

The MWBE status helps the City ensure that small and disadvantaged businesses are included in the competitive solicitation process. However, the MWBE status does not determine the award of a contract.

RFQ 2024-085 Page 2 https://waco-texas.bonfirehub.com/login

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

RFQ 2024-085 Page 3 https://wacotx.zoomgov.com/j/1606713370?pwd=dzmWZdDvxhH2dft0YHCp9Fct8OZKhz.1 https://wacotx.zoomgov.com/j/1614094612?pwd=xdUKsUOGS2fEnF2eOx9FO4uCmLif48.1

TABLE OF CONTENTS

Register Interest form

I. Schedule for Solicitation for Competitive Sealed Proposal II. Contact with City of Waco III. Definitions IV. Requested Services V. Request For Qualifications – 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) Additional Terms for Services

(3) Exhibits to FHWA Grant Agreements Under Fiscal Year 2023 SS4A Program (dot.gov)

(4) Insurance & Indemnification Requirements

(5) Sales Tax Information

(6) HB1295 Information Sheet

(7) Protest Procedure

C. Forms to Complete and Return

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

(2) Business Identification Form

(3) W9 Tax Form

(4) Conflict of Interest Questionnaire (CIQ form)

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

(6) HB 89 (Energy Form)

(7) HB 89 (Firearms Form)

(8) HB 89 (Israel Form)

(9) Foreign Terrorist Organization Form

(10) Women Owned Business & HUB Certification

(11) Litigation Disclosure

(12) Certification Regarding Debarment

(13) Non-collusion Affidavit

(14) Texas Public Information Act

(15) Drug Free Workplace

RFQ 2024-085 Page 4

City of Waco, Texas RFP No. 2024-085

Waco MPO Place Based Safety 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

RFQ 2024-085 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 Qualifications

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 RFQ Pre-Submittal Meeting 10:00 a.m CT (Via Zoom Video & Dial In) Deadline for Questions by 5:00 p.m. CT Qualification Opening 2:01 p.m. CT (Via Zoom Video & Dial In) Evaluation of Technical Submission Possible Interviews (Via Zoom Video) Establish final ranking of proposals

November 15, 2024 November 21, 2024 December 04, 2024 December 12, 2024

Week of December 16, 2024 December 2024

January 2025

Tentatively, the final selection decision will be made and submitters will be notified of award by January 21, 2025. 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

RFQ 2024-085 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) “VRU” means Vulnerable Road Users and refers to nonmotorized road users, who do not have the protection of a vehicle shell such as pedestrians and pedalcyclists as well as persons with disabilities or reduced mobility and orientation.

RFQ 2024-085 Page 7

IV. REQUESTED SERVICES

A. Scope of Services The Waco Metropolitan Planning Organization (MPO) is seeking consultants qualified to manage the planning, execution, and evaluation of demonstration projects focused on improving vulnerable road user (VRU) safety through low-cost, high-impact interventions across McLennan County, TX. The selected consultant will oversee sub-consultants and ensure that all phases of the project are carried out in a timely manner, with a focus on interventions that have the potential to be scalable or made permanent. The six demonstration projects will take place in high-visibility, high-impact locations, including a downtown Waco corridor, Baylor University, Valley Mills Drive, and key school zones, all chosen for their significant safety challenges and traffic volumes. These projects will implement FHWA Proven Safety Countermeasures and meaningful placemaking strategies designed to enhance pedestrian and cyclist safety, improve quality of life, and prioritize equitable access to transportation in historically underserved communities and Disadvantaged Census Tracts.

The consultant will manage public engagement efforts, coordinate data collection, and conduct pre-post analysis to assess the effectiveness of these interventions. The findings will inform future updates to the MPO’s Comprehensive Safety Action Plan (CSAP) and provide guidance on the scalability of the projects to other areas of the region. A final report, incorporating quantitative data, visual documentation, and stakeholder feedback, will be completed (no later than June 2027 or within 30 months of grant execution). Planning and design of the projects must be completed within 3 to 6 months of contract execution.

The installation of the projects must be completed within 6 to 9 months following completion of planning and design. The project will remain focused on delivering long-term safety improvements aligned with Vision Zero goals. The MPO aims to engage in planning efforts which lead to improved safety outcomes for McLennan County as well as increased public trust and confidence in the MPO and its initiatives. 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;

RFQ 2024-085 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.

RFQ 2024-085 Page 9

V. STATEMENT OF QUALIFICATIONS (SOQ)

A. Submission of Information:

Submitters are cautioned that it is each submitter’s sole responsibility to submit information related to the evaluation categories, and the City is under no obligation to solicit such information if it is not included with the SOQ. Failure of a submitter to submit such information may cause an adverse impact on the evaluation of the specific SOQ.

B. Submitter Review of RFQ:

Submitters are responsible for examining and being familiar with all terms, conditions, provisions, and instructions of the RFQ and their responses. Failure to do so will be at the submitter’s risk and will not be a determinative factor when awarding the contract for services. Submission of a proposal indicates acceptance by the firm of the conditions contained in the RFQ.

C. Encouraging Competition:

The conditions, terms, provisions, and information of this RFQ are written to encourage maximum response to the RFQ. There is no intent to discriminate against any submitter but rather, to set a definite standard of professional quality and experience desired for this project.

D. Submission Contents:

Qualified firms should submit their qualifications through the City of Waco’s Bonfire portal at 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 (4) 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:

(1) Title Page: Title page showing the RFQ subject, the RFQ number, the firm’s name;

the name, address and telephone number of the contact person, and the date of the

SOQ.

(2) Table of Contents

(3) Transmittal Letter: A signed letter of transmittal briefly stating the submitter’s understanding of the work to be done and a statement as to why the firm believes it to be the best qualified to perform the engagement.

(4) Detailed SOQ: The detailed SOQ should follow the order set out as follows:

(a) General Requirements: The purpose of the SOQ is to demonstrate the qualifications, competence, and capacity of the firm to undertake this project. It must also specify a project approach that will meet the requirements in the RFQ.

(b) License to Practice in the State of Texas: An affirmative statement should be included that the firm and all assigned professional staff are properly licensed or registered to practice in the state of Texas.

(c) Firm Qualifications and Experience: The submitter should state the size of the firm, the location of the office from which the work on this project is to be performed, the number and nature of the professional staff to be employed in this project on a full-time basis, and the number and nature of the staff to be so employed on a part-time basis.

RFQ 2024-085 Page 10

(d) Joint Venture or Consortium: If the submitter is a joint venture or consortium, the qualifications of each firm comprising the joint venture or consortium should be separately identified and the firm that is to serve as the principal should be noted, if applicable.

(e) Partner, Supervisory and Staff Qualifications and Experience: Identify the principal supervisory and management staff, including partners, managers, other supervisors, and specialists, who would be assigned to the project. If required, indicate whether each such person is registered or licensed to practice in Texas.

Provide information on the experience of each person, including information on relevant continuing professional education for the past three (3) years and membership in professional organizations relevant to the performance of this project.

(f) Consultants and Firm Specialists: Consultants and firm specialists mentioned in response to this request for qualifications can only be changed with the express prior written permission of the City of Waco, which retains the right to approve or reject replacements. Partners, managers, other supervisory staff, and specialists may be changed if those personnel leave the firm, are promoted, or are assigned to another office. Other project personnel may be changed at the discretion of the submitter if replacements have substantially the same or better qualifications or experience.

(g) Organizational Chart: Attach a one-page copy of your business organizational chart for the portion of your business that will be involved with this project, complete with names and titles. On the chart mark the people who will be involved in this project.

(h) Business Operation: If the submitter has operated under any other names within the last ten (10) years, provide those names.

(i) Ownership Changes: If submitter anticipates any mergers, transfer of organization ownership, management reorganization, or departure of key personnel within the next twelve (12) months, provide a description of what is anticipated and how that could impact work on this project if awarded the contract.

(5) Additional background information on no more than 5 pages:

(a) Experience with Similar Projects: For the firm's office that will be assigned responsibility for the project, list the most significant projects (maximum - 5) performed in the last five years that are similar to the project described in this request for qualifications. These projects should be ranked on the basis of total staff hours. Indicate the scope of work, date, engagement partners, the original estimate and final cost, whether or not the work was completed within the specified schedule, and the name, email address, and telephone number of the principal client contact.

(b) Project Approach: The SOQ should set forth a proposed approach for the design services, including any special considerations and possible challenges in completing the project. The SOQ should also identify any special assistance that will be requested from City of Waco staff that will be involved in the project.

(c) References: Each response should provide the City at least five (3) references for the firm (and any consultants) that the City may contact to discuss performance on other similar work. At least one of these references must be someone that the firm worked with within the last 24 months. For each reference: project name and

RFQ 2024-085 Page 11

E. No Price Information The selection of a design firm under this RFQ shall be in accordance with Chapter 2254 of the Texas Government Code. Do not include any price information within the SOQ. SOQs containing any price information will be automatically disqualified.

F. Completeness of Submission:

(1) Submitters are responsible for examining and being familiar with all instructions and terms and conditions of this solicitation, and the submitter’s response.

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

G. Response Date and Location Responses to this solicitation must be received by 2:00 pm (Central Time) on December 12, 2024. The City prefers that vendors use the new Bonfire portal at waco-texas.bonfirehub.com/ login , paper submissions will still be received at the address listed below via Delivery Services or Personal Delivery to:

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

If using U.S. Mail, note that U.S. Mail is initially received at Waco City Hall and then delivered to the office of Purchasing Services by a City courier. That delivery may occur a day or more after being received at Waco City Hall. Allow additional time in advance of the proposal due date for U.S. Mail delivery. If the Purchasing Office has not received the proposal by the stated deadline, the proposal will be returned unopened.

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:

"RFQ 2024-085

Waco MPO Place Based Safety and

Demonstration Projects" Closing: 2:00 pm (Central Time) on December 12, 2024

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

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

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

RFQ 2024-085 Page 12

PCampos Highlight

H. Modifications to or Withdrawal of Submission:

Submissions cannot be modified after the submission deadline.

Submissions (in PAPER ONLY) 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.

(2) The written modification may be submitted by electronic transmission (email) or personal delivery to the Purchasing Agent identified earlier in this document. The written modification must be received by the City prior to the closing time.

A submission may also be withdrawn (Bonfire vendor’s can withdrawal their own submission) by providing the notice in person by a representative of the submitter who can provide proof of his/her authority to act for the submitter. The representative will be required to execute a receipt reflecting the submission is being withdrawn.

I. Authorized Signature:

A SOQ must be manually signed by a person having authority to contractually bind the submitter. Any erasures or other changes must be initialed by the person authorized to sign the SOQ or others who are able to show evidence of authority to execute or sign or behalf of the submitter.

J. SOQ is an Indication of Ability to Perform Requested Services:

The SOQ submitted by a firm is an indication of the ability of the firm to perform the requested services.

K. Agreement; Exceptions:

(1) Submission of an SOQ indicates the submitter agrees to the terms, conditions, and other provisions contained in the RFQ, unless the submitter clearly and specifically presents in its proposal any exceptions to the terms, conditions, and other provisions contained in the RFQ.

(2) Exceptions presented in an SOQ are not to be considered incorporated into the contract between the City and the selected submitter unless and until the City agrees to accept such exceptions.

(3) The selected submitter must acknowledge and agree that the contract resulting from this RFQ includes the terms, conditions, and other provisions contained in the RFQ, the submittal provided in response to this RFQ (including any exceptions accepted by the City) which is acceptable to the City and is not in conflict or contravention of the RFQ, and any other documents mutually agreed upon by the City and the selected submitter.

(4) No oral statement of any person shall modify or otherwise change or affect the terms, conditions, or specifications stated in the RFQ or the resulting contract.

L. Cost to Develop Submission:

Costs for developing and assembling submissions in response to this solicitation are entirely the responsibility and obligation of the submitter and shall not be reimbursed in any manner by the City.

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Criteria Scoring Point

Available

1) Project Understanding and Approach:

a) Adequacy of project methodology

b) Alignment with MPO vision represented in RFQ

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

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 on roadway safety

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

VI. EVALUATION OF SUBMITTALS & AWARD OF CONTRACT

A. General Procedure:

The submitted SOQs will be initially reviewed and evaluated by a Project Review Committee. Each SOQ should be submitted as completely and accurately as possible. The City reserves the right to request additional information or clarifications, oral discussions, or presentations in support of the submitted SOQ. The City also reserves the right to allow corrections of errors or omissions.

B. Evaluation Criteria:

Firms meeting the mandatory criteria below will have their SOQs evaluated for technical quality. A point formula will be used during the review and evaluation process by the Project Review Committee to score SOQs. The following represent the principal selection criteria:

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C. Final Selection:

The Project Review Committee will determine, with City Manager’s Office review, whether to schedule oral interviews with the top-rated firms. If interviews are requested, the submitters will have an opportunity to make a presentation and answer questions from the Project Review Committee. After the interviews, those submitters will be ranked by the committee on a 100-point scale using the following criteria:

(1) Firm qualifications and experience (Maximum 45 points)

(2) Expertise and experience of personnel and individuals (Maximum 45 points)

(3) Communication ability (Maximum 10 points)

Based on all information and review, the scores from the Statement of Qualifications submittals and the scores for the oral interviews (if conducted) will be combined and presented to the City Manager’s Office. The City Manager’s Office shall establish the final ranking of the firms.

The City shall then seek to negotiate a contract with the firm ranked first. If an agreement cannot be reached, efforts to negotiate a contract will then proceed with the firm ranked second. This process will be followed until a satisfactory contract can be negotiated.

D. Contract Award and Execution:

The final contract must be awarded and approved by the Waco City Council if the amount of the contract will exceed $50,000.00. 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.

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.

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APPENDIX A

(1) Scope of Professional Services Required

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Waco Metropolitan Planning Organization

Waco MPO Place-Based Safety and Demonstration Projects

SECTION 1 – INTRODUCTION

1.1 OVERVIEW

The Waco Metropolitan Planning Organization (MPO) is seeking consultants qualified to manage the planning, execution, and evaluation of demonstration projects focused on improving vulnerable road user (VRU) safety through low-cost, high-impact interventions across its planning area of McLennan County, TX. The selected consultant will oversee sub-consultants and ensure that all phases of the project are carried out in a timely manner, with a focus on interventions that have the potential to be scalable or made permanent. The six demonstration projects will take place in high-visibility, high-impact locations, including a downtown Waco corridor, Baylor University, Valley Mills Drive, and key school zones, all chosen for their significant safety challenges and traffic volumes. These projects will implement FHWA Proven Safety Countermeasures and meaningful placemaking strategies designed to enhance pedestrian and cyclist safety, improve quality of life, and prioritize equitable access to transportation in historically underserved communities and Disadvantaged Census Tracts.

The consultant will manage public engagement efforts, coordinate data collection, and conduct pre-post analysis to assess the effectiveness of these interventions. The findings will inform future updates to the MPO’s Comprehensive Safety Action Plan (CSAP) and provide guidance on the scalability of the projects to other areas of the region. A final report, incorporating quantitative data, visual documentation, and stakeholder feedback, will be completed (no later than June 2027 or within 30 months of grant execution). Planning and design of the projects must be completed within 6 to 9 months of contract execution.

The installation of the projects must be completed within 6 to 9 months following completion of planning and design. The project will remain focused on delivering long-term safety improvements aligned with Vision Zero goals.

The MPO aims to engage in planning efforts which lead to improved safety outcomes for users of mobility spaces in McLennan County as well as increased public trust and confidence in the MPO and its initiatives.

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SECTION 2 – SCOPE OF WORK

Waco MPO Comprehensive Safety Action

Plan

2.2 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.

2.3 DESCRIPTION OF WACO MPO PLACE-BASED SAFETY AND DEMONSTRATION PROJECTS

The Waco MPO seeks a firm or team to oversee the design, implementation, and evaluation of six demonstration projects aimed at improving safety for VRUs in high-impact, high-visibility locations across its planning area. This will involve collaborating with and overseeing sub-consultants for the design and implementation of the projects, ensuring the successful execution of low-cost, scalable interventions that will inform future MPO planning efforts. This undertaking is required to include, at the minimum:

1. Preliminary Research and Literature Review: Conduct a comprehensive review of existing studies on VRU safety, focusing on low-cost, high-impact interventions and effective and creative placemaking strategies. Analyze case studies of similar demonstration projects successfully implemented in local contexts, emphasizing lessons learned and best practices

2. Public Engagement and Integration of Local Knowledge: Facilitate public engagement initiatives, including public meetings and focus groups, to incorporate local knowledge and to address specific safety concerns related to VRUs. Coordinate closely with local agencies, advocacy groups, businesses, and other stakeholders throughout the project to ensure alignment with community priorities and MPO planning objectives.

3. Design and Implementation of Demonstration Projects: Engage sub-consultant(s) with local knowledge and relevant experience to collaboratively develop and implement targeted interventions in each designation project location. This process will involve close communication and collaboration with MPO staff to ensure that the suggested and executed projects effectively address local conditions and incorporate community input. The consultant and sub-consultants will work together to ensure the timely installation of these projects within 9 to 12 months of contract execution, tailored to the specific needs of each location.

4. Ongoing Monitoring, Analysis, and Adjustments: Conduct regular assessments of project effectiveness, including a detailed analysis of safety data before and after implementation, with an emphasis on identifying trends in crash rates and user behavior. Use community feedback to make necessary adjustments to interventions throughout the project, optimizing safety and overall user experience.

5. Final Report and Recommendations: Prepare a comprehensive report that includes the following elements:

RFQ 2024-085 Page 18

• An executive summary outlining key findings and recommendations

• The preliminary research and literature review, detailing the methodologies employed

• A discussion of FHWA Proven Safety Countermeasures, established best practices for similar projects, and examples of appropriate context-specific interventions used in similar projects

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

• A discussion of public and stakeholder engagement efforts throughout the project

• Individual sections of the report regarding each demonstration project, detailing design features, implementation strategies, and outcomes

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

• Actionable recommendations for scaling successful interventions and integrating findings into the MPO’s CSAP, along with suggestions for addressing any ongoing safety concerns identified during the course of the project

2.4 RELEVANT STUDIES

The consultant should review studies on VRU safety, focusing on low-cost, high-impact interventions and their application in diverse environments, as well as research on placemaking and creative approaches to improving mobility spaces. Relevant materials should include case studies of successful demonstration projects, particularly those that emphasize scalability and long-term sustainability, along with strategies for enhancing safety near schools, major roadways, and activity centers. The consultant should also analyze existing data on VRU safety challenges within McLennan County to inform the design of innovative, context-sensitive solutions that align with the MPO’s safety-focused planning efforts.

2.5 SCOPE OF WORK

The Waco MPO intends to retain a qualified firm to develop these components:

1. Budget and Schedule

2. Literature Review

3. Location Boundary Identification

4. Plan, Design, and Implement Safety Demonstration Projects for Locations

5. Manage Community Outreach Efforts

6. Attend and contribute to the activities of the Safety Action Task Force

7. Receive Concurrence from MPO Policy Board

8. Compile Data and Develop a Final Report

9. Attend TAC and Policy Board Meetings

10. Satisfy FHWA SS4A Reporting Requirements

11. Organize, Coordinate, and Develop Activities with Project Partners (TxDOT Waco Dist. and

Relevant Cities)

RFQ 2024-085 Page 19

The following details each potential task with task deliverable information:

Task 1. 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 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 Kick off meeting with Waco MPO staff and selected consultant to negotiate final task budget and determine final schedule with milestones to complete the tasks.

Deliverable:

1) Finalized budget and detailed project schedule.

Task 2. Literature Review The consultant will conduct a targeted literature review to support the development of effective demonstration projects for VRU safety in McLennan County.

Task 2.1 Identify and analyze studies on low-cost, high-impact safety interventions relevant to VRU safety in similar roadway contexts.

Task 2.2 Review place-based planning and placemaking strategies that have been proven to enhance community engagement and improve safety outcomes.

Task 2.3 Compile best practices for improving pedestrian, cyclist, and VRU safety, with a focus on context-sensitive solutions.

Deliverable:

1) A comprehensive literature review summarizing key findings, methodologies, and best practices that will inform the design and implementation of the demonstration projects.

Task 3. Location Boundary Identification Work with MPO staff to refine and finalize the specific boundaries for each demonstration project location, considering both the general areas already identified and the unique needs of each corridor.

Identified locations include:

• Baylor Campus/La Salle Ave. (between University Parks Dr. and the traffic circle), Waco, TX: La Salle Avenue serves as a dividing line between low-income neighborhoods and Baylor University. Its uses are largely divided between students and local traffic, neither of which can confidently move safely across the corridor as a pedestrian or cyclist.

• Valley Mills Dr., Waco, TX: With eight lanes of traffic, no turn lane, and a complete lack of appropriate pedestrian crossings, interventions along this corridor will focus on improving safety outcomes for pedestrians and bicyclists who must utilize the space despite its safety record. This location is a crash hotspot, and a school exists in the area.

• Downtown Waco, TX: This location provides an opportunity for placemaking and prioritization of pedestrian use which will allow the MPO the opportunity to gain community buy-in and test intervention effectiveness within the context of the County’s most urban space. Additionally, downtown has three schools with significant safety challenges for VRUs.

• Loop 340 (Between HW 84 and I-35), Bellmead, TX: The portion of Loop 340 in which demonstration projects would be implemented is located at Bellmead’s primary activity center. While it contains a significant amount of retail traffic, it is also home to the City’s

RFQ 2024-085 Page 20 high school, which lacks safe and appropriate pedestrian infrastructure, and has five schools in the nearby area.

• Loop 340 and US 77, Robinson, TX: This location has recently become problematic with the addition of service roads to Loop 340. Traffic in this area combines too much variation in speeds, directions including sudden U-turns and thereby making the neighborhoods significantly challenging for VRUs.

• Hewitt Drive (Panther Way to Regal, including intersections), Hewitt, TX: Midway Middle School students along this corridor are unable to safely move throughout this area.

This intersection represents the highest number of crashes on Hewitt Drive, and a total of four schools are located in the area.

Task 3.1 Conduct site assessments for each location to evaluate existing conditions, safety concerns, and potential for impactful interventions.

Task 3.2 Collaborate with MPO staff and local stakeholders to review community input and gather insights into the most critical intervention needs.

Task 3.3 Analyze safety data, including crash histories and VRU patterns, to determine the most appropriate and effective boundary lines for each project.

Deliverable:

1) A boundary identification report, which will define the exact geographic scope for each demonstration project, along with a rationale based on site-specific needs and potential interventions. This report will guide the subsequent design and implementation process.

Task 4. Suggest, Design, and Implement Interventions for Locations Suggest, design, and implement effective interventions at each demonstration project location, with a focus on addressing local safety and mobility challenges. Select and manage sub-consultants with relevant local knowledge and experience, while also overseeing overall project management.

Task 4.1 Collaborate with sub-consultants to perform detailed site analyses, identify specific safety concerns and intervention opportunities.

Task 4.2 Propose scalable, context-sensitive interventions designed to enhance safety and mobility for vulnerable road users.

Task 4.3 Manage sub-consultants in the development of design plans and specifications, ensuring they align with project goals and local conditions.

Task 4.4 Oversee the entire implementation process, manage project timelines, budgets, and coordination with MPO staff to ensure successful project completion.

Deliverable:

1) Provide a comprehensive intervention design and implementation report, documenting the selected interventions, design plans, and outcomes of the project management process.

Task 5. Manage Community Outreach Efforts Lead community and stakeholder outreach efforts to ensure that the perspectives of local residents, users of mobility spaces, business owners, and city and school district leadership are integrated throughout the development and implementation of the demonstration projects.

Task 5.1 Facilitate meetings, workshops, and presentations with local communities, business owners, and relevant city and school district leadership to gather input on safety concerns and proposed interventions.

Task 5.2 Engage directly with users of mobility spaces through methods such as surveys, interviews, and site visits to understand their needs and how the interventions may

RFQ 2024-085 Page 21 impact their daily movements.

Task 5.3 Maintain ongoing communication with city and school district leadership and stakeholders to ensure transparency and alignment with project goals.

Deliverable:

1) Provide a stakeholder engagement summary report, documenting the outreach activities, key feedback from stakeholders, and how this input was incorporated into the project’s design and implementation.

Task 6. Attend and Contribute to the Activities of the Safety Action Task Force

Task 6.1 Prepare and present project findings, proposed interventions, and implementation strategies to the Safety Action Task Force for review.

Deliverable:

1) Receive agreement from the Safety Action Task Force confirming concurrence on the proposed plans, designs, and engineering of the projects and allowing for their implementation.

Task 7. Receive Concurrence from MPO Policy Board Responsible for gaining concurrence from the MPO Policy Board on the proposed demonstration projects and interventions. This will require collaboration with MPO staff to ensure alignment with regional planning goals.

Task 7.1 Prepare and present project findings, proposed interventions, and implementation strategies to the Policy Board for review.

Task 7.2 Address feedback and recommendations from Policy Board members, incorporating necessary revisions into project plans.

Task 7.3 Coordinate with MPO staff to finalize project details and secure formal approval from the Policy Board.

Deliverable:

1) Receive concurrence from the Policy Board in the form of a directive action confirming concurrence on the proposed projects and allowing for their implementation.

Task 8. Compile Data and Develop a Final Report Compile data collected throughout the project and develop a comprehensive final report summarizing findings, project outcomes, and recommendations for future actions.

Task 8.1 Analyze pre- and post-intervention data, including safety metrics, mobility improvements, and public feedback, to assess the effectiveness of each demonstration project.

Task 8.2 Collaborate with sub-consultants to gather visuals, such as diagrams, photos, and maps, alongside relevant tables and statistical analysis to illustrate the projects’ impact.

Task 8.3 Organize all project information, including the literature review, stakeholder engagement summaries, and design implementation outcomes, into a cohesive and data-driven final report.

Deliverable:

1) A comprehensive final report, including an executive summary, data analysis, visuals, and recommendations for future projects.

RFQ 2024-085 Page 22

Task 9. Attend TAC and Policy Board Meetings Consultant will attend at least six meetings each with the Waco MPO TAC and the Waco MPO Policy Board. Attending biweekly meetings with MPO staff to review data will be required and should be factored into the task of receiving concurrence from the MPO Policy Board.

Task 10.1 Attend at least six meetings with the TAC and six meetings with the Policy Board.

Deliverable:

1) Attend at least six meetings with the TAC and six meetings with the Policy Board.

2) PDF copies of 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

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.

Task 11. Organize, Coordinate, and Develop Activities with Project Partners (TxDOT Waco Dist. and Relevant Cities) For successful project delivery Consultants must work closely with project partners such as TxDOT Waco District and relevant cities.

Task 11.1 Execute a clear strategy for organizing, coordinating, and developing activities with project partners.

Deliverable:

1) Provide content and material to MPO staff for regular and consistent meetings and activities to ensure that all project partners are fully informed.

2.6 PROPOSED PROJECT TIMELINE

1) Budget and Schedule ~ January 15, 2025

2) Literature Review ~ March 15 – April 15, 2025

3) Base Phase: Planning and Design ~ July 31, 2025

4) Organize and conduct at Least Six Public Meetings ~ January 31, 2025 – July 2025

5) Planned NEPA Completion ~ July 31, 2025

6) Option Phase 1: Final Design/Engineering ~ September 30, 2025

7) Option Phase 2: Installation and Construction ~ June 15, 2026

8) Complete Evaluation ~ March 15, 2027

9) Compile Data and Develop Final Report ~ June 30, 2027

10) Satisfy FHWA “Reporting Requirements” ~ January 31 2025 – July 31, 2027

11) Close of Contract – July 31, 2027

2.7 QUALIFICATIONS

The Waco MPO is seeking to contract with an innovative and proactive consulting firm that values creative thinking in its planning activities. A desire to collaborate and effectively communicate

RFQ 2024-085 Page 23 with MPO staff, project partners, stakeholders, and sub consultants is necessary. The selected firm must be able to complete work within the time frame and budget specified in the contract.

The Consultant or Firm shall be:

• A professional firm whose sole source of income is derived from the professional services they offer to the clients they represent.

• An independent professional consulting firm without any affiliation with contractors, suppliers, manufacturers, or any interest that could be construed as a conflict of interest to the proposed project.

• A professional firm that has experience in safety analysis and reporting of projects of comparable scope and size. The consultant should demonstrate successful and verifiable experience in providing such services for similar projects and for public sector clients.

• A professional firm with experience working in the areas described in the scope of work, especially such experience as related to small-urban and rural areas, and projects located in Texas.

• Candidates should demonstrate exceptional problem solving, interpersonal, and communication skills.

• The qualifications submittal shall provide the qualifications and experience of the consultant team that will be available for the development of the Waco MPO Place-Based Safety and Demonstration Projects. It is expected that team members would include planning expertise in public outreach and related marketing.