Revised Request for Proposals 24014 _ ACC Saf.pdf

THE UNIFIED GOVERNMENT OF

ATHENS-CLARKE COUNTY

DATE: October 25, 2023

TO: Transportation Engineering Design & Planning Consultant Firms

SUBJECT: REVISED RFP #24014 Athens-Clarke County Safe Streets for All (SS4A) Plan

The Unified Government of Athens-Clarke County (ACCGov) is soliciting statements of qualifications from firms experienced in Vision Zero, transportation and bicycle/pedestrian planning, and engineering design to support ACCGov in the creation of a Safety Action Plan in accordance with Safe Streets and Roads for All (SS4A) guidelines for the Transportation & Public Works Department.

This RFP is broken into two phases: Phase I Request for Qualifications (RFQ) and Phase II Request for Proposals (RFP).

The Phase I Request for Qualifications (RFQ) seeks to identify potential providers for the Scope of Services for the project/contract listed in Section IV. Firms that respond to this RFQ, and are determined by ACCGov to be sufficiently qualified, may be deemed eligible, and invited to offer a technical approach and/or possibly present and/or interview for these services. All respondents to this RFQ are subject to instructions communicated in this document, and are cautioned to completely review the entire RFQ and follow instructions carefully. ACCGov reserves the right to reject any or all Statements of Qualifications or Technical Approach, and to waive technicalities and informalities at the discretion of ACCGov.

All inquiries regarding this solicitation should be made to Christy Bailey, Sourcing & Contract Coordinator, at accbids@accgov.com.

IMPORTANT- A RESTRICTION OF COMMUNICATION IS IN EFFECT FOR THIS PROJECT.

From the advertisement date of this solicitation until successful respondents are selected and the award is made official and announced, firms are not allowed to communicate about this solicitation or scope with any staff of The Unified Government of Athens - Clarke County (ACCGov) including ACCGov Commission Members, ACCGov Mayor and ACCGov Manager, except for the submission of questions as instructed in the RFQ, or as provided by any existing work agreement(s). For violation of this provision, ACCGov reserves the right to reject the submittal of the offending respondent.

The estimated range of this project is between $800,000 - $900,000.

Attached hereto is the Request for Qualifications (Phase I) and Request for Proposals (Phase II) instruction document. The written requirements contained in this document shall not be changed or superseded except by written addendum from the Unified Government of Athens-Clarke County Purchasing Division of the Finance Department. Failure to comply with the written requirements for this solicitation may result in rejection of the submission by the Unified Government of Athens- Clarke County.

One (1) USB Flash drive with a copy of the Statement of Qualifications. Submissions are to be sealed, marked with the offeror's name and address and labeled, “RFP #24014 Phase I Athens-Clarke County Safe Streets for All (SS4A) Plan” and delivered to:

The Unified Government of Athens-Clarke County Finance Department, Purchasing Division bailec Highlight

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375 Satula Avenue Athens, Georgia 30601

Not later than 3:00 P.M. ET, Tuesday, November 7, 2023

Firms that respond and are determined by ACCGov to be sufficiently qualified will be invited to offer a proposal and participate in an interview (Phase II).

A qualified interpreter for the hearing impaired is available upon request at least 10 (ten) days in advance of the proposal opening date. Please call (706) 613-3088 for more information. This service is in compliance with the Americans with Disabilities Act (ADA).

Hand delivered copies may be delivered to the above address ONLY between the hours of 8:00 a.m. and 5:00 p.m. E.T., Monday through Friday, excluding holidays observed by the Unified Government of Athens-Clarke County.

The Unified Government of Athens-Clarke County reserves the right to reject any and all proposals, to waive any technicalities or irregularities, and to award the contract based on the highest and best interest of the Unified Government of Athens-Clarke County.

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TABLE OF CONTENTS

SECTION TITLE

I PHASE I REQUEST FOR QUALIFICATIONS INSTRUCTIONS

II PHASE II REQUEST FOR PROPOSAL INSTRUCTIONS

III REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

IV SCOPE OF SERVICES

A. INTRODUCTION AND PURPOSE

B. GENERAL REQUIREMENTS

C. ADDITIONAL REQUIREMENTS

D. DEFINITIONS

E. SPECIFIC TASKS

V MANDATORY PROPOSAL FORMS

A: PROPOSAL FORM

B: ADDENDA ACKNOWLEDGEMENT

C: CERTIFICATION FORM

D: JOINT VENTURE STATEMENT OF INTENT

E: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

CONTRACTOR AFFIDAVIT & AGREEMENT

VI DOCUMENTS CHECKLIST

ATTACHMENT A: WHAT YOUR BUSINESS NEEDS TO KNOW ABOUT GEORGIA’S E- VERIFY

REQUIREMENTS

ATTACHMENT B: TITLE VI COMPLAINT FORM

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SECTION I – PHASE I REQUEST FOR QUALIFICATIONS INSTRUCTIONS

ALL SUBMISSIONS WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND MAY BE

SUBJECT TO DISCLOSURE.

A complete signed Statement of Qualifications must include:

PROPOSAL FORMAT: Offerors are expected to examine the specifications and all instructions. Failure to do so will be at the offeror’s risk. Each offeror shall furnish the information required by the solicitation. The Statement of Qualifications must be signed by an officer of the company, who is legally authorized to enter into a contractual relationship in the name of the offeror.

PROPOSAL FORMAT: There is a 10 page limit, excluding cover letter, table of contents, business information, financial information, orgizational chart, and mandatory forms. All submissions should include the information outlined below and in the following order:

1. Cover Letter: A brief cover letter of introduction and interest.

2. Table of Contents: Including all sections and subsections.

3. Business Information: State the full name and address of your organization and the branch office or subordinate element that will perform the services described in this proposal. Include a telephone number, the point of contact and official signature of an authorized company representative. Indicate whether you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are incorporated and/or licensed to operate.

4. Qualifications and Experience: Include an organization chart and summary resumes of key personnel proposed for the project, including designations of the team leader, the consultant responsible for safety analyses, public engagement lead, the person responsible for all proposed communications with ACCGov staff and all proposed sub-consultants and a description of their roles.

a. Current Project Assignments: Identify the current project assignment(s), the number of hours per month spent on each project, and the currently identified completion date(s) for projects currently being managed by the key individuals proposed for our project.

5. Financial Information and Documentation: Provide relevant information regarding organizational stability and strength. Documentation may include:

a. A statement of organizational structure (e.g., sole proprietorship, partnership, corporation, joint venture, etc.), information regarding the make-up of that structure (e.g., owner, partners, board of directors joint venture partners, etc.), a listing of financial references.

b. Failure to Complete Prior Projects - disclose whether the Offeror (or any general partner or joint venture of the

Offeror) has ever failed to complete a similar project. If so, list the date of commencement of the project and the entity for which the project was to be performed, and explain why the project was not completed.

c. Disclose information and provide an explanation regarding any contracts involving the offeror or joint venture firm within the last three years which exceeded initial program or project budget, exceeded initial schedule, and any contract penalties or damages assessed.

6. Other Relevant Information: Include any other relevant information concerning your firm’s qualifications in this section.

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7. Mandatory Forms:

a. Proposal Form

b. Addenda Acknowledgement

c. Certification Form

d. Joint Venture Statement of Intent

e. Georgia Security & Immigration Compliance (GSIC) Affidavit Contractor Affidavit & Agreement

SELECTION CRITERIA FOR PHASE I: Criteria for Evaluation of Statements of Qualifications:

A. Project Manager, Key Team Leader(s) and Prime’s Experience and Qualifications – 30%

The Selection Committee will evaluate all firms on their Experience and Qualifications, which shall account for a total of thirty (30%) percent of the total evaluation. The following criteria for scoring Phase I of the evaluation will be utilized to determine which firms are shortlisted:

1. Project Manager education, registration, relevant engineering experience, relevant project management experience, experience creating similar comprehensive transportation plans with a focus on safety and community engagement.

2. Key Team Leaders’ education, registration, relevant technical experience, and relevant experience creating similar comprehensive transportation plans with a focus on safety and community engagement.

3. Prime Consultant’s experience in delivering projects of similar complexity, size, scope, and function.

B. Project Manager, Key Team Leader(s) and Prime’s Resources and Workload Capacity – 20%

The Selection Committee will evaluate all firms on their Resources availability and Workload Capacity which shall account for a total of twenty (20%) percent of the total evaluation. The following criteria for scoring the Resources and Workload Capacity will be utilized to determine which firms are shortlisted:

1. Project Manager Workload

2. Workload capacity of Key Team Leader(s)

3. Resources dedicated to delivering project

4. Ability to Meet Project Schedule

SUBMITTAL FORMAT: ALL Statement of Qualifications must be submitted in a sealed envelope or container with the OUTERMOST container stating the company name, address, telephone number, the solicitation number and TITLE (RFP #24014 Phase I Athens-Clarke County Safe Streets for All (SS4A) Plan)

One (1) USB Flash drive with a copy of the Statement of Qualifications

Offerors are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service. No responsibility shall attach to the Unified Government of Athens-Clarke County for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper or Improper address. Proposals via facsimile will NOT be considered.

ALL DOCUMENTS SUBMITTED ON USB FLASH

DRIVE MUST BE IN A SINGLE PDF FILE

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SECTION II – PHASE II PROPOSAL INSTRUCTIONS

ALL SUBMISSIONS WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND MAY BE

SUBJECT TO DISCLOSURE.

Only finalist firms from Phase I will be invited to submit a Proposal (Phase II). NOTE: Scores from Phase I will be carried forward to Phase II.

THESE INSTRUCTIONS ARE INTENDED SOLELY FOR THOSE FIRMS IDENTIFIED AND

NOTIFIED AS FINALISTS. Final Instructions will be provided to the Finalists in the notification.

A complete signed Proposal must include:

PROPOSAL FORMAT: Offerors are expected to examine the specifications and all instructions. Failure to do so will be at the offeror’s risk. Each offeror shall furnish the information required by the solicitation. The proposal must be signed by an officer of the company, who is legally authorized to enter into a contractual relationship in the name of the offeror.

PROPOSAL FORMAT: There is a 10 page limit, excluding mandatory forms. All submissions should include the information outlined below and in the following order:

1. Cover Page: Each submittal must have a separate cover page for Phase II submittal and each must indicate the response is for Phase II, list the RFP #, RFP Title, proposing firm’s full legal name and the specific project contract being submitted on to include the Project Numbers, PI Numbers, County, and Description.

2. Table of Contents: Including all sections and subsections

3. Technical Approach:

a. Provide any unique technical approaches your firm offers relative to addressing anticipated public engagement, use of any alternative methods for comprehensive safety planning, and/or management of the project.

b. Identify any unique challenges of the project and how your firm intends to mitigate these challenges, including quality control, quality assurance procedures.

c. Provide any specific qualifications, skills, knowledge of the project and project area which may uniquely benefit the firm and project, and your ability and willingness to meet time requirements.

4. Past Performance:

References: Include a minimum of three references for contracts of a similar nature, preferably public sector references. Include the name, address, telephone number, point of contact and description of the contract for each reference. Examples of no more than five "reference projects" which represent the design teams approach to design solutions for projects of similar scale and complexity, and the information on these projects must indicate the contributions of proposed key personnel in the design and development of the "referenced projects" cited in the submittal.

Past performance may be evaluated through the checking of project references for the proposed project manager as well as the firm. ACCGov will check these references at random. For this reason, attention should be paid to the references provided to ensure that the contact information provided is accurate and the individual references are reachable. Other past performance information which may be utilized includes knowledge that any member of the Selection Committee has pertaining to the past performance of the firm on any project.

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5. Other Relevant Information: Include any other relevant information concerning your firm’s technical approach in this section.

SELECTION CRITERIA FOR PHASE II: Criteria for Evaluation of Statements of Qualifications:

A. Technical Approach – 40%

The Selection Committee will evaluate the shortlisted firms (Finalists) on their Technical Approach, which shall account for a total of forty (40%) percent. The Selection Committee shall utilize the following additional criteria for scoring Phase II of the evaluation to determine the highest ranked/most qualified (NOTE: Scores from Phase I will be carried forward and combined with the scores from the Phase II to determine the final ranking of Finalists):

1. Provide any unique technical approaches your firm offers relative to addressing anticipated public engagement, use of any alternative methods for comprehensive safety planning, and/or management of the project.

2. Identify any unique challenges of the project and how your firm intends to mitigate these challenges, including quality control, quality assurance procedures.

3. Provide any specific qualifications, skills, knowledge of the project and project area which may uniquely benefit the firm and project, and your ability and willingness to meet time requirements.

B. Past Performance – 10%

The Selection Committee may consider information provided via references provided for relevant projects, knowledge any selection committee member has of performance on relevant projects, and performance evaluations or knowledge presented on ACCGov or DOT projects. The Selection Committee will consider all factors in their totality and score from Poor to Excellent when arriving at a final score for the Past Performance.

ACCGov reserves the right to request a presentation/interview on any project/contract as determined in its best interests.

Any additional detailed Technical Approach instructions and requirements, beyond those provided in this document, for the finalists will be provided in the Finalist Notification. Members of the Selection Committee will review the Technical Approach (and will attend the presentation/interview if so chosen).

Firms shall not address any questions, prior to the award announcement, to anyone other than the designated contact.

SUBMITTAL FORMAT: ALL Proposals must be submitted in a sealed envelope or container with the OUTERMOST container stating the company name, address, telephone number, the solicitation number and TITLE (RFP #24014 Phase II Athens-Clarke County Safe Streets for All (SS4A) Plan)

One (1) USB Flash drive with a copy of the Proposal

Offerors are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service. No responsibility shall attach to the Unified Government of Athens-Clarke County for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper or Improper address. Proposals via facsimile will NOT be considered.

ALL DOCUMENTS SUBMITTED ON USB FLASH

DRIVE MUST BE IN A SINGLE PDF FILE

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SECTION III - REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

A. INTRODUCTION

PURPOSE

The Unified Government of Athens-Clarke County (ACCGov) is seeking proposals from firms or a team of firms experienced in Vision Zero, transportation and bicycle/pedestrian planning, and engineering design to support ACCGov in the creation of a Safety Action Plan in accordance with Safe Streets and Roads for All (SS4A) guidelines. The SS4A Action Plan will be in accordance with the U.S. Department of Transportation guidelines and include the following Action Plan Components:

• Safety Analysis

• Public Involvement

• Identification and analysis of underserved communities

• Assessment of current policies, guidelines and standards

• Identification and prioritization of projects and strategies

• Implementation and evaluation of quick-build pilot studies to inform action plan strategies.

The selected firm will provide services per the scope of services as indicated in Section IV of this request for proposal (RFP). ACCGov intends to award an initial contract or contracts for work during fiscal year 2024.

B. SCHEDULE OF EVENTS

The following Schedule of Events represents ACCGov’s best estimate of the Schedule that will be followed. All times indicated are prevailing times in Athens, Georgia. ACCGov reserves the right to adjust the Schedule as ACCGov deems necessary.

https://accgov.webex.com/accgov/j.php?MTID=m663eb99664ab208b4901c9583d6564df

PHASE I DATE TIME

a. ACCGov issues public advertisement of RFP # 24014 9/22/2023 ----------

b. Pre-proposal Conference (Optional)*

10/3/2023 10:00

AM

c. Deadline for submission of written questions and requests for clarification 10/11/2023 3:00 PM

d. Posting of Addendum One 10/25/23 ----------

e. Deadline for submission of additional questions & requests for clarification 10/31/23 3:00 PM

d. Deadline for submission of Statements of Qualifications

11/7/2023 3:00 PM

e. ACCGov completes evaluation and issues notification and other information to finalist firms**

11/14/2023

PHASE II

f. Deadline for submission of written questions from finalists 11/21/23 3:00 PM

g. Deadline for submission of Technical Approach and Past Performance 12/5/2023 3:00 PM

h. Short List Interviews 12/7/2023 TBD

i. Selection of Preferred Firm 12/15/23 End of Day

*An Optional pre-proposal conference via WEBEX to respond to all inquiries with regards to this project will be held at

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** The Selection Committee reserves the right, based on the number of qualified responses to advance all firms to Phase II. This will accelerate the start of Phase II from the attached table and all firms will be notified of the revised schedule when they are notified that have been advanced to Phase II.

C. CONTACT PERSON

The contact person for this RFP is Christy Bailey, Sourcing & Contract Coordinator. Explanation(s) desired by the offeror(s) regarding the meaning or interpretation of this RFP must be requested from the contact person, in writing at accbids@accgov.com.

IMPORTANT- A RESTRICTION OF COMMUNICATION IS IN EFFECT FOR THIS PROJECT.

From the advertisement date of this solicitation until successful respondents are selected and the award is made official and announced, firms are not allowed to communicate about this solicitation or scope with any staff of The Unified Government of Athens - Clarke County (ACCGov) including ACCGov Commission Members, ACCGov Mayor and ACCGov Manager, except for the submission of questions as instructed in the RFQ, or as provided by any existing work agreement(s). For violation of this provision, ACCGov reserves the right to reject the submittal of the offending respondent.

D. MINIMUM PROPOSAL ACCEPTANCE PERIOD

Proposals shall be valid and may not be withdrawn for a period of 120 days from the date specified for receipt of proposals.

E. ADDITIONAL INFORMATION/ADDENDA

The Unified Government of Athens-Clarke County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the proposal due date. Offerors should not rely on any representations, statements or explanations other than those made in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail.

Request for additional information or clarifications must be made in writing no later than the date specified in the Schedule of Events. The request must contain the offeror's name, address, phone number, and fax number, and email address.

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changed the Owner’s requirements

Offerors who obtain this Request for Proposal from Georgia Procurement Registry or Athens Clarke County/Purchasing (https://www.athensclarkecounty.com/Bids.aspx)or from other than the Purchasing Division are advised to re-visit the above websites to obtain any addenda which may be issued prior to the proposal closing date. The Unified Government of Athens-Clarke County assumes no responsibility for Offerors’ failure to acknowledge any addenda issued

F. LATE PROPOSALS, WITHDRAWALS, MODIFICATIONS AND REJECTIONS

Proposals shall not be modified, withdrawn, or canceled by the offeror for a period of one hundred twenty (120) days following the time and date designated for the receipt of proposals, and each offeror so agrees in submitting his proposal. Negligence on the part of the Offeror in the preparation of his proposal shall not be grounds for the modification or withdrawal of a proposal after the time set for proposal closing. Proposals received after the proposal due date and time are late and will not be considered. Modifications received after the proposal due date are also late and will not be considered

G. PROPOSAL CLOSING

Proposal schedule prices will not be opened or read aloud publicly. A list of names of firms providing proposals may be obtained from Georgia Procurement Registry or Athens Clarke County Bids or via email request to E-Mail:

accbids@accgov.com after the proposal due date and time stated herein. A tabulation of prices may be obtained upon award.

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H. NON-COLLUSION AFFIDAVIT

By submitting a proposal, the offeror represents and warrants that such proposal is genuine and not sham or collusive or made in the interest or on behalf of any person not therein named and that the offeror has not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other person, firm or corporation to refrain from proposing and that the offeror has not in any manner sought by collusion to secure to that offeror any advantage over any other offeror.

By submitting a proposal, the offeror represents and warrants that no official or employee of the Unified Government of Athens-Clarke County has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise therefrom.

I. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

By submitting a proposal and executing the attached Affidavits, the offeror verifies its compliance with O.C.G.A.

§13-10-91. The offeror further agrees to maintain records of such compliance and shall provide a copy of each such verification to Unified Government of Athens-Clarke County, at the time the subcontractor(s) is retained to perform such services.

J. COST INCURRED BY OFFERORS

All expenses involved with the preparation and submission of proposals to the Unified Government of Athens- Clarke County, or any work performed in connection therewith shall be borne by the offeror(s). No payment will be made for any responses received or for any other effort required of or made by the offeror(s) prior to the commencement of work as defined by a contract approved by the governing body of the Unified Government of Athens-Clarke County.

K. EQUAL OPPORTUNITY POLICY STATEMENT

U.S. Department of Justice regulations, 28 Code of Federal Regulations, Section 42.405, Public Dissemination of Title VI Information, require recipients of Federal financial assistance to publish or broadcast information in news media. Advertisements must state that the program is an equal opportunity program and/or indicate that Federal law prohibits discrimination. Additionally, reasonable steps shall be taken to publish information in languages understood by the population eligible to be served or likely to be directly affected by the program. The following is the public notice used by ACCGov (and consultant performing work for ACCGov:

ACCGov, Georgia hereby gives public notice that it is the policy of ACCGov to assure full compliance with Title VI of the Civil Rights Act of 1964, the Civil Rights Restoration Act of 1987, and related statutes and regulations in all programs and activities. It is our policy that no person in the United States of America shall, on the grounds of race, color, national origin, sex, age, or disability be excluded from the participation in, be denied the benefits of, or be otherwise subjected to discrimination under any of our programs or activities.

Any person who believes he/she has been subjected to unlawful discriminatory practice under Title VI has a right to file a formal complaint. The formal complaint must be filed in writing or in person with the ACCGov Title VI Coordinator within one hundred-eighty (180) days from the date of the alleged discriminatory act or upon notice of the discriminatory act. Title VI Discrimination Compliant Forms may be obtained by going to the ACCGov’s website or by calling the ACCGov Title VI Coordinator at (706) 613-3012.

Athens – Clarke County Unified Government in accordance with Title VI of the Civil Rights Act of 1964 and 78 Stat. 252, 42 USC 2000d--42 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, part 21, Nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all proposers that it will affirmatively ensure that any contract entered into pursuant to this advertisement, Disadvantaged Business Enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award.

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It is the policy of the Athens-Clarke County government that no person or business shall be excluded from participation, denied the benefits of, or otherwise discriminated against in relation to the award and performance of any contract or subcontract on the grounds of race, color, creed, national origin, age, or sex.

L. DBE (MBE) GOAL:

Athens-Clarke County Unified Government has a goal of 15% overall annual goal for Disadvantaged Business Enterprise (DBE) participation. This goal is not to be considered as a fixed quota, set aside or preference.

Athens-Clarke County Unified Government will monitor and assess each consultant services submittal for their Disadvantaged Business Enterprise (DBE) participation and/or good faith effort in promoting equity and opportunity in accordance with ACCGov policy and GDOT requirements.

For more information or for questions on Title VI and the DBE (MBE) Goal please contact:

The Unified Government of Athens-Clarke County Office of Inclusion

Remy Epps, Diversity & Inclusion Officer remy.epps@accgov.com Phone: (706) 613-3015 https://www.accgov.com/7679/Inclusion-Office

Physical Address: 301 College Avenue City Hall, Suite 301

Athens, Georgia 30601

Mailing Address: P. O. Box 1868 Athens, Georgia 30603

M. HOLD HARMLESS AND INDEMNIFICATION

The Offeror agrees, insofar as it legally may, to indemnify and hold harmless the Unified Government of Athens- Clarke County, its officers, employees and agents from and against all loss, costs, expenses, including attorneys' fees, claims, suits and judgments, whatsoever in connection with injury to or death of any person or persons or loss of or damage to property resulting from any and all operations performed by Offeror, its officers, employees, and agents under any of the terms of this contract.

N. SITE VISIT:

Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event, shall failure to inspect the site constitute grounds for a claim after contract award.

O. AWARD OF CONTRACT

This request is not an offer to contract or a solicitation of bids. This request and any proposal submitted in response, regardless of whether the proposal is determined to be the best proposal, is not binding upon ACCGov and does not obligate ACCGov to procure or contract for any services. Neither ACCGov nor any respondent submitting a response will be bound unless and until a written contract mutually accepted by both parties is negotiated as to its terms and conditions and is signed by the Mayor of The Unified Government of Athens-Clarke County and a respondent containing such terms and conditions as are negotiated between those parties. ACCGov reserves the right to waive non-compliance with any requirements of this RFQ/P and to reject any or all proposals submitted in responses. Upon review of responses, ACCGov will determine the respondent(s) proposal that in the

Page | 12 sole judgment of ACCGov is in the best interest of ACCGov (if any is so determined), with respect to the evaluation criteria stated herein. ACCGov then intends to conduct negotiations with such respondent(s) to determine if an acceptable contract may be reached.

P. Joint-Venture Proposals, Sub-Consultants, and Vendors

ACCGov does not generally desire to enter into “joint-venture” agreements with multiple firms. In the event two or more firms desire to “joint-venture”, it is strongly recommended that one incorporated firm propose and maintain status as the Program Management firm with the remaining firms participating as major firms. Any joint-venture, proposed and established as a separate business entity, should have its own set of books and supporting documentation sufficient for an audit trail. Transactions should be recorded consistent with the joint-venture agreement, and care must be taken to ensure that the joint-venture bears its equitable share of the costs. Therefore, “unpopulated joint-ventures” would not have an adequate accounting system suitable for cost reimbursement contracts.

However more traditional “populated joint-ventures” are welcomed. A populated joint-venture is where an alliance is brought to life by infusing it with working capital, employees, and control systems. The alliance implements all necessary business systems, including payroll processing, purchasing, property control, etc. The alliance will develop its own indirect rate structure and calculates its own indirect cost rates, based on the direct and indirect costs it incurs.

Sub-Consultants shall generally be considered any team member which is performing any service which typically requires prequalification, which is subject to the Audit and Accounting System Requirements, and whose services are billed as costs. Sub-Consultant Team Members must be written into the resulting Agreement and are subject to all terms and conditions in the Agreement. Vendors shall be considered any team member which is performing any service which typically does not require prequalification, which is not subject to the Audit and Accounting System Requirements, and whose services are billed as direct expenses. Vendors may not be written into the resulting Agreement and may not be subject to all terms and conditions in the Agreement.

Q. MULTIPLE AWARDS

The Unified Government of Athens-Clarke County reserves the right to make multiple awards or to award a contract by individual line items or alternatives, by a group of line items or alternatives, or to make an aggregate award, whichever is deemed most advantageous to the Unified Government. If the Unified Government determines that an aggregate award to one offeror is not in the Unified Government's best interest, "all or none" offers shall be rejected.

R. PLACE OF PERFORMANCE

The Unified Government of Athens-Clarke County will not contemplate traveling outside the City of Athens to the contractor’s facility for custom fitting or alterations. The offeror shall insert in the spaces provided in the price schedule the address of the plants or facilities location(s) that he intends to use.

S. QUALIFICATION OF OFFERORS

The Unified Government of Athens-Clarke County may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the work and the offeror shall furnish to the Unified Government all such information and data for this purpose as may be requested. The Unified Government reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the Unified Government that such offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

The Unified Government of Athens-Clarke County contractors/vendors must have a current Athens-Clarke County business license if they are physically located in Athens-Clarke County or if they perform a service in Athens- Clarke County.

Proposals from any offeror that is in default on the payment of any taxes, license fees, or other monies due to the

Unified Government will not be accepted.

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T. ALTERNATE PROPOSALS

Alternate proposals or proposals that deviate from the requirements of this solicitation will not be considered. Offerors shall not insert in their proposal any written statement which will have the effect of making any material change or changes in the Scope of Services or in any contract between the parties covering subject matter thereof.

U. OPEN RECORDS

In accordance with OCGA Section 50-18-72(a)(34) Any trade secrets obtained from a person or business entity that are required by law, regulation, bid, or request for proposal to be submitted to an agency. An entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10. If such entity attaches such an affidavit, before producing such records in response to a request under this article, the agency shall notify the entity of its intention to produce such records as set forth in this paragraph. If the agency makes a determination that the specifically identified information does not in fact constitute a trade secret, it shall notify the entity submitting the affidavit of its intent to disclose the information within ten days unless prohibited from doing so by an appropriate court order. In the event the entity wishes to prevent disclosure of the requested records, the entity may file an action in superior court to obtain an order that the requested records are trade secrets exempt from disclosure. The entity filing such action shall serve the requestor with a copy of its court filing. If the agency makes a determination that the specifically identified information does constitute a trade secret, the agency shall withhold the records, and the requester may file an action in superior court to obtain an order that the requested records are not trade secrets and are subject to disclosure;

V. NON-DISCRIMINATION ORDINANCE

Contractor agrees to abide by and be bound by Chapter 6-21 of the Code of Athens-Clarke County, Georgia, regarding Unlawful Discrimination and agrees to ensure that any and all subcontractors operating pursuant to this solicitation also agree to abide by and be bound by Chapter 6-21 of the Code of Athens-Clarke County, Georgia.”

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SECTION IV - SCOPE OF SERVICES

A. INTRODUCTION AND PURPOSE

The Unified Government of Athens-Clarke County (ACCGov) is a unified city/county government located in the northeast section of the state of Georgia and is approximately sixty (60) miles northeast of Atlanta, Georgia. The Unified Government of Athens-Clarke County (the government’s official name) was formed in 1991 by a referendum which required the combining of The City of Athens and Clarke County. ACCGov serves an area population of approximately 129,000 with annual growth projected at 1% per year. ACCGov provides a multitude of local and state-funded services, which includes, but is not limited to, Public Safety, Utility, Courts, Corrections, Tax and Fire Services. ACCGov employs approximately 1,900 people.

With injuries and fatalities related to roadway crashes on the rise, it has become vital to change our paradigm with respect to addressing road safety. Vision Zero is a program to eliminate roadway fatalities with a holistic approach.

This program aligns with the U.S. Department of Transportation’s National Roadway Safety Strategy and goal of zero roadway deaths. Towards this goal, the Bipartisan Infrastructure Law established the new SS4A discretionary grant program to help fund initiatives to prevent roadway deaths and serious injuries.

ACCGov is seeking to develop a Safety Action Plan to coordinate existing efforts and develop a holistic, well-defined approach to roadway safety. A board of residents will oversee plan development, maintaining inclusive and representative processes. This plan will place an emphasis on equity, ensuring that the prioritization of vulnerable groups is written into policies and procedures. These groups include historically disadvantaged communities as well as people walking, biking, riding transit, and using micromobility. ACCGov will adopt a Safe Systems Approach to safety planning by mapping crashes alongside data from bicycle, pedestrian, and vehicle movements, traffic counters, and road networks in order to identify high-risk roads. ACCGov owns and maintains the backbone of transportation infrastructure in ACCGov including 1270 lane-miles of public roadways, 234.5 miles of sidewalks, 47 miles of bike lanes, and 13.4 miles of trails. Identifying substandard sections and gaps in infrastructure will be an important part of the planning process. Consultants will use the data collected to set a timeline for when high risk roads will be addressed and when it's believed zero traffic fatalities can be achieved. SS4A grant funding will also be utilized to purchase the materials needed to conduct feasibility studies employing low-cost, quick-build strategies to inform future, permanent projects. This will create opportunities for stakeholder engagement and feedback on ideas tested in the community. By incorporating evidence-based projects and strategies ACC will ensure equitable investment in the safety needs of under-served communities.

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

B. GENERAL REQUIREMENTS

1. Physical Security: The contractor shall safeguard all Unified Government of Athens-Clarke County property provided for contractor use. At the close of each work period, vehicles, facilities, support equipment, and materials shall be secured.

2. Access Control: When public facilities are used, Athens-Clarke County staff will facilitate access.

3. Equipment and Materials: If requested, Athens-Clarke County will make public spaces available for the engagement and facilitation portions of this project. The contractor is to provide all other labor, equipment, and materials required to complete this project.

4. Contract Performance Period: : Contract performance period shall commence upon date of award and shall be completed within an 18 month period unless terminated by either party with written notice of termination thirty (30) days prior to the proposed date of termination. Termination by the Unified Government of Athens-Clarke County can be immediate upon contractor failure to comply with any of the terms.

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5. Hours Of Operation: Coordinate with ACCGov on working hours for each facility/project. In some instances, work may be required outside of normal business hours.

6. Ordering and Payment: Performance will be ordered by issuance of a purchase order for the period of performance. Payment for work performed shall be paid monthly upon receiving invoicing with an attached copy of each certificate of receipt of service for that month signed by owner/team leader. The contractor shall ensure that all invoices clearly reflect the purchase order number. All original invoices must be mailed or hand-delivered to Athens-Clarke County Accounts Payable, P.O. Box 1748, Athens, GA 30603 or Athens-Clarke County Accounts Payable, 375 Satula Avenue, Room 175, Athens, GA 30601. A duplicate invoice may be submitted to the department. Failure to comply with this provision may result in delayed payments for services rendered.

a. The Contractor shall prepare and submit invoices to the Finance Office address specified on individual orders. If the invoice does not comply with these requirements, the Finance Office will return it with the reasons why it is not a proper invoice. A proper invoice must include the items listed below.

(i) Name and address of the Contractor.

(ii) Invoice date and invoice number. (The Contractor should date invoices as close as possible to the date of the mailing or transmission.)

(iii) Purchase order number for supplies delivered or services performed.

(iv) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

(v) Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms).

(vi) Name and address to whom payment is to be sent.

(vii) Name (where practicable), title, phone number, and mailing address of the person to notify in the event of a defective invoice.

(viii) Any other information or documentation required by the contract (e.g., evidence of shipment).

b. In the event orders are made via monthly or period purchase orders, the contractor may provide a summary invoice for all deliveries made during a billing period, identifying the delivery tickets covered therein, stating their total dollar value. A summary invoice shall be supported by receipt copies of the delivery tickets. Delivery tickets or sales slips shall contain:

(i) Name of supplier

(ii) Purchase Order number

(iii) Ship to Department and Address

(iv) Description, Quantity, unit price, and extension of each item.

(v) Date of delivery or shipment.

(vi)

C. ADDITIONAL REQUIREMENTS

1. TERMINATION FOR CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the resulting contract, in whole or in part, for failure to comply with any provisions of the contract as outlined by providing a written notice to the successful vendor at least ten (10) days before the effective date of termination. The successful vendor will not be relieved of any outstanding responsibilities or unfinished obligations under this contract.

The successful vendor has the right to terminate this contract for cause by providing a written notice of intent to the Purchasing Administrator to terminate at least thirty (30) days prior to the effective date of the contract termination.

2. CONTRACT RENEWAL TERMS

Not Applicable.

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3. TERMINATION WITHOUT CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the contract at any time without cause, in whole or in part, by providing a written notice to the other party at least thirty (30) days before the effective date of termination. The other party will not be relieved of any outstanding responsibilities or unfinished obligations under this contract that were incurred prior to termination.

4. REPORTING DISPUTES: The contractor shall report any contract disputes and/or problems to the

Purchasing Administrator, both verbally and in writing, within 48 hours of their occurrence.

5. INDEPENDENT CONTRACTOR: The contractor shall not be an employee of the Unified Government of Athens-Clarke County, but shall be an independent contractor. Nothing in this agreement shall be construed as authority for the contractor to make commitments which shall bind the Unified Government or to otherwise act on behalf of the Unified Government, except as the Unified Government may expressly authorize in writing.

6. SAFETY: The contractor shall take every precaution at all times for the protection of persons and property, including the Unified Government of Athens-Clarke County's employees and property and its own. The contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work under this contract.

The contractor shall maintain an adequate safety program to ensure the safety of contractor employees, subcontractor employees, and all other individuals working under this contract. In addition, the contractor must also provide the Unified Government of Athens-Clarke County with a written safety program that he intends to follow in pursuing work under this contract. No work under this contract will be permitted until the Unified Government is assured that the contractor has an adequate safety program in effect.

7. SUBCONTRACTS: No portion of the work shall be subcontracted without the prior written consent of the

Unified Government of Athens-Clarke County Purchasing Division. If a portion of the work is approved for subcontracting, the contractor shall remain fully liable and responsible for the work to be done by the subcontractor(s) and shall assure compliance with all requirements of this contract.

8. ESTIMATED QUANTITIES: The quantities of items specified in the Proposal Schedule are estimates only and are not purchased by this contract. Except as this contract may otherwise provide, if the Unified Government of Athens-Clarke County requirements do not result in orders in the quantities described as "estimated", that fact shall not constitute the basis for an equitable price adjustment. Delivery shall be made only as authorized by orders issued in accordance with the Ordering clause. Subject to any limitations in the Order clause or elsewhere in this contract, the Contractor shall furnish to the Unified Government all items specified in the Proposal Schedule and called for by orders issued in accordance with the Ordering clause

9. CHANGES: Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

10. INSURANCE.

a. The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance specified below. The insurer shall be in good standing within the state of Georgia through the Insurance Commissioner’s Office and must be rated “A” or better, with AM Best Company.

b. Before commencing work under the contract, the Contractor shall provide to Athens Clarke County, Attn: Purchasing Administrator, a Certificate of Insurance evidencing the required kinds and amounts of insurance. The minimum kinds and amounts of insurance shall be:

i. Workers’ Compensation – Contractors are required to comply with applicable Federal and

Georgia State workers’ compensation statutes. Policies covering Workers’ Compensation liability shall provide coverage of statutory benefits and employers liability of at least

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$1,000,000 each accident; at least $1,000,000 each employee for disease and $1,000,000 policy limit for disease.

ii. General Liability - $2,000,000 aggregate; $1,000,000 per occurrence; 50,000 fire damage;

5,000 medical expenses; 2,000,000 products completed operations; 1,000,000 personal and advertising injury or greater. Coverage should be on a per occurrence basis.

iii. Automobile Liability – Automobile liability insurance shall be written on the comprehensive form of policy – Combined single limit of at least $1,000,000 to include Hired Autos and Non-owned Autos. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract.

iv. Excess Liability - $1,000,000 on a per occurrence basis

v. Professional Liability - $1,000,000 on a per occurrence basis

c. The Certificate of Insurance evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting The Unified Government of Athens Clarke County’s interest shall not be effective until 30…