RFP 24014 SS4A Add I.pdf

ADDENDUM I

DATE: October 25, 2023

TO: ALL PROSPECTIVE OFFERORS

FROM: Christy Bailey, Sourcing & Contract Coordinator

RE: ADDENDUM I, “RFP #24014 SS4A SAFETY ACTION PLAN”

Pursuant to RFP #24014 the following information is provided:

The Unified Government of Athens-Clarke County has decided to conduct this solicitation using a two-phase, qualifications based selection approach. Phase I – Request for Qualifications of this solicitation will consist of a submission of qualifications ONLY for the purpose of shortlisting firms to advance to the Phase II – Request for Proposals portion of this solicitation. The attached Revised Request for Proposals document hereby replaces the original RFP document included with this solicitation. Please review the Revised Request for Proposals carefully and note the updated timeline of events. Firms may ask additional questions until 3pm on Tuesday, October 31, by emailing Christy Bailey at accbids@accgov.com.

Answers to the following questions received prior to the previous deadline of October 11, 2023 are provided below.

1. QUESTION: In an effort to be environmentally friendly, would the County consider email submissions of the proposal and waive the requirement for a mailed USB submission?

ANSWER: No. Although ACCGov values sustainability, the required USB submission is minimal.

2. QUESTION: Can covers/tabs be included and not count against the 20-page limit?

ANSWER: The submission will now be done in two phases, the first phase will be submitting qualifications with a 10 page limit, excluding cover letter, table of contents, and mandatory forms.

3. QUESTION: Due to the depth/breadth of the scope requested, could up to 5 example projects/references be included and an additional 5 pages added to the page limit (for a total of 25 single-sided pages)?

ANSWER: The submission will now be done in two phases, the second phase calls for describing 5 reference projects.

4. QUESTION: Will the Table of Contents and Cover Letter count as part of the 20 page limit?

ANSWER: The submission will now be done in two phases with the first phase requiring a cover letter and Table of Contents that do not count against the 10-page limit.

5. QUESTION: Are common expenses (mileage, printing, etc.) allowed for reimbursement?

How should they be reflected in the spreadsheet?

ANSWER: These are allowable as long as the vendor provides proper documentation of the costs. Please see below for details regarding reimbursable expenses for the selected firm.

Reimbursable Expenses. The Consultant is entitled to reimbursement from the Owner for the following Project-related costs, provided that the Consultant submits proper documentation of the costs to Owner within 60 days of the date(s) such costs are actually incurred.

Miscellaneous Travel. Upon the express prior written approval of the Owner, miscellaneous travel and subsistence may be reimbursed to the Design Professional and its consultants at the same rates and conditions as set forth in the then-current travel policies for employees of the Unified Government of Athens-Clarke County, Georgia.

Reproduction of Documents. Design Professional may be reimbursed at actual cost, but not greater than the most competitive market rate, for reproductions of drawings and project manuals (specifications), for review and use by Owner.

Other Direct Expenses. Other such project direct expenses as are approved in advance in writing by the Owner.

6. QUESTION: The pricing document is called different things throughout the RFP – Price Proposal Schedule, price schedule, Price Proposal Sheet, Pricing Worksheet. Please confirm these are all referring to the same document – Attachment B – Pricing Worksheet.

ANSWER: All are referring to Attachment B - Pricing Worksheet. The pricing worksheet has been deleted from this RFP.

7. QUESTION: Please clarify the responsibilities envisioned for the architect role identified as key personnel.

ANSWER: The architect role was added to key personnel in error. It is hereby removed.

8. QUESTION: Can you share how will the points (20%) for each proposal be calculated for the cost component of the selection criteria and whether there is there a formula?

ANSWER: The cost component will not be an evaluated factor; please see the Revised Request for Proposals document for additional evaluation and scoring details.

9. QUESTION: The cost spreadsheet appears to be items that would not be expected for the SS4A project. Can you clarify which portions of the cost spreadsheet will not be required?

ANSWER: The pricing worksheet has been deleted from this RFP.

10. QUESTION: So we can allow the data and stakeholder input drive the selection of pilot projects, can the pricing on the spreadsheet for the pilot projects be less specific and more a budget line?

ANSWER: The pricing worksheet has been deleted from this RFP.

11. QUESTION: Has the City determined the preferred method of payment to the consultant (lump sum, time and material, etc.)?

ANSWER: Time & Materials: Firm will track the cost of materials, direct & indirect costs, and labor at the rate pre-determined by their proposal, etc. and invoice ACCGov as the services are rendered on a monthly basis.

12. QUESTION: If traffic calming devices are used for the “quick build” projects, how does the City intend to handle the liability with respect to the consultant? Does the City consider the traffic calming devices similar to the rest of the existing, built environment for which the City is responsible?

ANSWER: ACCGov cannot provide a definitive answer for this question as it would be entirely dependent on the circumstances. ACCGov expects any design work to be done in a workmanlike manner in accordance with established industry standards, that the selected firm will have insurance at least meeting the minimum requirements set forth in the contract documents (which may cover any allegations of negligent design), and that any indemnity obligations in the contract documents will apply to the extent that the selected firm was negligent in its design work for a particular built environment. ACCGov believes that traffic calming devices would generally be considered part of the built environment, and the Unified Government presently expects that the usual rules and principles of law associated with liability for any other sort of built infrastructure would generally apply. However, the Unified Government cannot provide legal advice or guidance, and firms should consult their own legal counsel regarding any applicable rules or principles of law.

13. QUESTION: Is there a Disadvantaged Business Enterprise requirement?

ANSWER: While it is favorable to include, it is not a requirement. The USDOT intends to use the SS4A program to support the creation of good-paying jobs with the free and fair choice to join a union and the incorporation of strong labor standards and training and placement programs, especially registered apprenticeships, in project planning stages, consistent with Executive Order 14025, Worker Organizing and Empowerment (86 FR 22829), and Executive Order 14052, Implementation of the Infrastructure Investment and Jobs Act (86 FR 64335). The USDOT also intends to use the SS4A program to support wealth creation, consistent with the USDOT’s Equity Action Plan through the inclusion of local inclusive economic development and entrepreneurship such as the utilization of Disadvantaged Business Enterprises, Minority-owned Businesses, Women-owned Businesses, or 8(a) firms.

14. QUESTION: Would you be willing to waive the bond requirements referenced in Section 10.b.vi

ANSWER: The performance & payment bonds requirements are waived for this project.

15. QUESTION: Are hard copy submissions required or just the USB Flash Drives? If so, how many copies are required?

ANSWER: Just the USB Flash Drives are required.

16. QUESTION: Are covers permitted? If so, are they included in the 20-page limit?

ANSWER: Yes, cover pages are permitted and will not count against the page limit (now 10 pages for the first phase).

17. QUESTION: Are resumes included in the 20-page limit?

ANSWER: Yes (now 10 pages for the first phase).

18. QUESTION: Section L, Hold Harmless and Indemnification, has an indemnity that is not insurable. Indemnity must be limited to negligence to be covered by a design firm’s professional liability policy. An insurable indemnity would protect the County. “Resulting from any and all operations performed” is more broad than “to the extent (the claims) are caused by the negligent performance of services.” Would the County be willing to revise the indemnity so it becomes insurable?

ANSWER: 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, resulting (whether in whole or in part) from any breach of this contract or from any negligent, grossly negligent, or reckless acts or omissions of Offeror (including Offeror’s officers, employees, and authorized agents) during Offeror’s performance of this contract. To the extent that such acts or omissions are covered by Offeror’s insurers, the amount of indemnity shall not exceed the applicable limit(s) of Offeror’s insurance coverage.

19. QUESTION: Additional Requirements C 1 Termination for cause sets forth a 10-day notice period before the effective date of termination. In professional services contracts there is often a chance to cure work that does not meet a professional Standard of Care. If done within a certain period, and to the satisfaction of the client, the design professional is often able to continue working on the project once the non-conforming work has been corrected. Can the County clarify if there is a chance to cure defective work prior to termination and what that cure period is? Can the County clarify if the design professional will be paid for work approved by the county if the contract is terminated prior to contract expiration?

ANSWER: We will not guarantee a chance to cure; while that will likely be the case, we reserve the right to terminate per Additional Requirements C.1. if it is deemed necessary. The consultant will be paid for all approved work performed under the contract, regardless of termination.

20. QUESTION: Additional Requirements C 10 Insurance b vi states that a performance bond of 100% of the project’s value is required. Bonds like this are uncommon in design professional contracts. Will a performance and payment bond be required for this contract?

ANSWER: The performance & payment bonds requirements are waived for this RFP.

21. QUESTION: Additional Requirements C 10 Insurance C requires an endorsement stating that the insurer shall provide a 60-day notice of cancellation or material change to the policy.

The industry standard endorsement language provides for 30-day notice. Would the County be willing to accept an endorsement providing for 30-day notice?

ANSWER: 30-day notices will be acceptable.

QUESTION: In reference to the price proposal, I see there are 2 tabs. One that is titled as “Section V Basic Format” and the other as “Section V Professional Services.” Are you looking to have both filled out?

ANSWER: The pricing worksheet has been deleted from this RFP.

QUESTION: Does the cover letter, resumes, and cover page count towards the 20-page limit?

ANSWER: Please see questions 3, 4, 16 & 17.

QUESTION: Can you clarify what is meant by the last bullet in Task 2 Data Collection (pg 17 of the RFP), “Coordinate with vendors as necessary”?

ANSWER: The prime consultant will need to coordinate with data vendors and equipment suppliers or other vendors as needed to accomplish the project tasks.

QUESTION: P. 17, Task 3 – Safety Action Plan Development. The RFP states, “Assist in developing a Vision Zero dashboard to track progress.” Please confirm as to whether Athens- Clarke County is asking for the consultant to develop the dashboard, and any other confirmation that Athens-Clarke County is willing to provide related to this RFP requirement.

ANSWER: We would like to develop a Vision Zero Dashboard using data pulled from ACCPD or other relevant sources. Ideally, the consultant would assist in setting up a dashboard that could be maintained by ACC Transportation & Public Works by automatically pulling data from the Police Department’s ArcGIS online database or other sources that could be automated.

QUESTION: P. 19, Evaluation Criteria, under “References and Reference Projects” The RFP states, “including applicable past work with the Athens-Clarke County Government.” How do these reference requirements align with the “References” requirements listed on page 4, under

“Proposal Format, section 5 References”?

ANSWER: “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.” – These are references that we can contact to discuss the firm’s prior work if needed. Additionally, firms can provide examples of up to five "reference projects" which represent the teams approach to design solutions for projects of similar scale and complexity. These references and reference projects will be used to evaluate the proposal.

QUESTION: The RFP states: “References should be requested for validation of the information provided by the vendor.” Is this reference requirement the responsibility of Athens-Clarke County staff, or the consultant developing the proposal?

ANSWER: Reference should be provided, as listed in the Proposal Formation section 5 References. It is the responsibility of ACCGov to contact these references if needed as a part of the evaluation process.

QUESTION: What tools does ACCGov currently use for Safety Analysis and related work?

Does ACCGov anticipate changing its current technology stack as a result of this evaluation? Is ACCGov interested in technology that would elevate and expedite current workflows associated with safety action planning and meeting Vision Zero goals?

ANSWER: ACCGov has access to Numetric through GDOT and uses that in combination with ArcGIS to perform analyses. ACCGov is interested in proposals that would elevate and expedite current workflows associated with safety action planning and meeting Vision Zero goals.

QUESTION: Does ACCGov anticipate needing to make multiple awards to meet the goals of this RFP?

ANSWER: No. We anticipate that for any work the consultant cannot perform in-house they will use a subcontractor.

QUESTION: Is it appropriate for a consultant or vendor to respond to only specific deliverables articulated in this RFP?

ANSWER: No. If you cannot complete all tasks in the RFP, please partner with another firm that has capacity to do the other pieces.

QUESTION: Task 2 - Data Collection indicates that the consultant should coordinate with other vendors, as necessary. Should respondents team on their response with vendors they would leverage to complete deliverables?

ANSWER: Yes.

QUESTION: Task 2 - Data collection - What assets should be included in the plan for data collection? Which assets should be included in the transportation asset inventory?

ANSWER: The Consultant should create a plan for data collection which should at minimum include comprehensive engagement with the public and relevant stakeholders, including the private sector and community groups; transportation asset inventory (e.g., sidewalk gaps and conditions, bike lane centerlines, road widths, number of lanes, asset conditions); bicycle, pedestrian, and vehicle movements (e.g., speed, AADT, near-miss data); and an accessibility audit.

QUESTION: What support is needed for deliverables that may change and evolve over time?

Such as:

Vision Zero Dashboards Equity Analyses Updates to HIN Asset inventory Ad-hoc/on demand analysis

ANSWER: We welcome proposals to suggest solutions for how to support and maintain deliverables that evolve over time.

QUESTION: What framework needs to be developed for ACCGov’s sidewalk and bicycle gap programs? What are ACCGov’s goals for this program? By what time is ACCGov hoping to close all gaps across these networks?

ANSWER: We need assistance identifying gaps and prioritizing which projects to address first.

Projects will be completed as funding allows. We need assistance collecting relevant data, coordinating with outside groups and disability advocates, developing constraints for each program, developing prioritization criteria and 3 options for prioritization weights, prioritizing the gaps, and developing 3 project concept lists based on the various prioritization weights. Staff will work with consultant to champion the development of these programs, and the Athens in Motion Commission will help with outreach, engagement, and recommendations that will go to Mayor and Commission. The goals for these programs are to fill in gaps in the existing network with smaller projects that would not be big enough to constitute a capital project within our SPLOST program. We need assistance determining when we plan to have all gaps closed. Part of the implementation plan would include how to fund and implement these two programs.

OTHER IMPORTANT INFORMATION:

Questions and Answers are hereby added to and become a part of RFP #24014 SS4A Safety Action Plan. This Addendum modifies and forms a part of the RFP Documents. All other terms and conditions remain unchanged.

Inquiries regarding proposals should be made to Christy Bailey, Sourcing & Contract Coordinator, in writing to accbids@accgov.com.

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 proposal based on the highest and best interest of the Unified Government of Athens-Clarke County.

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-…