RFP _27_003 _ Safe Streets and Roads for All .pdf

Request for Proposals

SAFE STREETS AND ROADS FOR ALL (SS4A) SAFETY ACTION PLAN

CITY OF FAIRBURN, GA

RFP #27-003

The City of Fairburn, Georgia, seeks to develop a Safe Streets and Roads for All (“SS4A”) Safety Action Plan (Action Plan), meeting the requirements of the U.S. Department of Transportation Safe Streets for All program. The goal of the Action Plan is to identify and prioritize a list of specific projects that have the greatest potential to eliminate traffic fatalities and severe injuries, and potential funding sources, so that funding for implementation can be sought over the next several years.

The City Fairburn is the recipient of a FY 2025 Safe Streets and Roads for All (“SS4A”) award 693JJ32640566 and is the issuing and contracting agency for this professional services solicitation. Information about this contract opportunity is provided below and on the City’s website, located at www.fairburn.com.

1. PROCUREMENT INFORMATION

Item Information

Issuing and contracting agency City of Fairburn

RFP number and release date 27-003

Questions due Friday, November 20th, 2026, at 4PM.

Proposal due Monday, December 7th, 2026, at 2:30PM.

Anticipated selection and notice to proceed January 13th, 2027; February 8th, 2027

Contract term Final Plan Publicly Available Date: January 11, 2029, and SS4A Final Report Date:

May, 10, 2029.

Instructions for preparation and submission of proposals are included in this package. All proposals must be received at the City of Fairburn City Administration Building, 314 NW Broad Street, Fairburn, Georgia 30213 (phone: 770-964-2244) until 2:30 PM, Monday, December 7, 2026, to receive consideration.

http://www.fairburn.com/

Respondents should rely only on written addenda issued by the City of Fairburn. All questions should be submitted in writing to the City of Fairburn via electronic mail, to the procurement inbox: purchasing@fairburn.com. The last day that questions can be submitted is Friday, November 20th, 2026, at 4:00 PM.

2. PROJECT BACKGROUND AND OBJECTIVES

The City of Fairburn seeks to develop a Safe Streets and Roads for All (SS4A) Safety Action Plan (Action Plan), meeting the requirements of the U.S. Department of Transportation Safe Streets for All program. The goal of the Action Plan is to identify and prioritize a list of specific projects that have the greatest potential to eliminate traffic fatalities and severe injuries, and potential funding sources, so that funding for implementation can be sought over the next several years.

The objective of this project is to prepare an Action Plan that will set the framework for improving roadway safety by significantly reducing or eliminating the number of roadway fatalities and injuries throughout the City of Fairburn. The Action Plan shall utilize an evidence-based approach to examine trends of accident locations, conditions, and other factors that result in serious injury and fatalities on all streets within the planning area, including all State highway systems and local roadways. This project should address safety for all users including those driving, walking, or biking and be focused on all groups, especially our most vulnerable and traditionally underserved communities’ population. Through collaboration with local stakeholders and community members, as well as guidance from FHWA’s Safe System approach and SS4A’s Action Plan Components, this project will develop a comprehensive safety action plan.

The City of Fairburn is seeking a consultant/team (“Consultant”) that cannot only provide the typical qualifications necessary in the development of the Action Plan, but can also provide a proactive approach, vision, innovation, and collaboration in examining and proposing strategies and recommendations that will ensure a reduction of fatal and serious crashes for all roadway users. The City of Fairburn acknowledges the crucial role of grant funding in the successful implementation of our plans. Low-cost, high-impact strategies, as well as the use of Federal Highway Administration proven safety countermeasures, shall be considered in the development of the Action Plan. The implementation of innovative technologies or strategies to promote safety and equity shall also be considered.

3. STATEMENT OF QUALIFICATIONS SUBMISSION REQUIREMENTS AND

EVALUATION

3.1 Qualifications:

Firms to be considered shall be experienced in the analysis of existing conditions and historical crash data and in the development of highway safety plans, as well as in the area of community engagement and strategies to promote equity. At least one principal or responsible member of the firm shall demonstrate a minimum of five years’ experience in responsible charge of, or major expertise in, the field involved in this mailto:purchasing@fairburn.com

Request for Proposals (RFP). The proposer must show a minimum experience of three

(3) projects of similar scope.

If the firm intends to utilize a subcontractor to complete portions of the work, this should be noted and the subcontractor’s experience in the specific areas of the work should be specifically documented. Firms must show how they will interact with the City of Fairburn and their consultants.

3.2 REQUIRED PROPOSAL CONTENTS

The complete original proposal must be submitted in a sealed package. All proposals shall be marked, RFP #27-003, SAFE STREETS AND ROADS FOR ALL (SS4A) SAFETY ACTION PLAN. Respondents shall be responsible for the actual delivery of proposals during business hours to the City of Fairburn. It shall not be sufficient to show that the proposal was mailed in time to be received before scheduled closing time.

Firms should provide the following information related to this RFP:

• Letter of Interest

• Firm profile and qualifications

• Resumes of key personnel that will be assigned to this project

• Project Approach Summary

• A separate sealed fee proposal, consisting of no more than two pages, listing the hourly rates for each of the staff anticipated to work on the contract, and itemized list of reimbursable expenses, shall be submitted with your response.

Responses to this RFP should be in the form of a written proposal not to exceed 15 pages, excluding the cover letter. All proposals must be received at the address below no later than 2:30 PM on December 7th, 2026. All proposals, delivered by hand or other methods, should clearly indicate the information below on the outside of the sealed package or envelope. Submit one searchable PDF technical qualifications proposal. In addition, one (1) unbound and four (4) bound original copies of the complete proposal are required.

PROPOSAL: SAFE STREETS AND ROADS FOR ALL (SS4A) SAFETY ACTION

PLAN – RFP #27-003

City of Fairburn 314 NW Broad Street Fairburn, Georgia 30213 Attn: Public Works Director

• A task-based approach, deliverables, phase specific schedule aligned with grant milestones, staffing, and proposed assumptions and exclusions.

• Comparable projects with client contacts, dates, team roles, results, and whether construction or deployment was completed.

• Required forms, certifications, disclosures, and contract exceptions specified in the final

City procurement package.

• After qualifications ranking, the City will request a detailed fee proposal from the highest ranked team for negotiation. Provide costs by task, labor category, direct expenses, subconsultant, and grant phase when requested. Identify assumptions for investigations, review cycles, environmental documentation, railroad coordination, and property acquisition support. Option Phase 1 shall be separately defined and authorized. Identify proposed delegated design responsibilities, survey and boring assumptions, utility relocation and security design interfaces, permit fees, and any separately funded future services.

4. SCOPE OF SERVICES

4.1 Project Overview and Background

The Action Plan shall meet all requirements of the document titled “General Terms and Conditions Under the Fiscal Year 2025 Safe Streets and Roads for All (“SS4A”) Grant Program,” dated January 22, 2026, which is available at https://www.transportation.gov/grants/ss4a/grant-agreements under “Fiscal Year 2025.”

Articles 7–33 are in the General Terms and Conditions. The General Terms and Conditions will be part of the agreement with the successful Consultant.

The successful Consultant also states that it is required to comply with all applicable Federal laws and regulations including, but not limited to, the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR part 200); National Environmental Policy Act (NEPA) (42 U.S.C. § 4321 et seq.); and Build America, Buy America Act (IIJA, div. G §§ 70901-27).

4.2 City of Fairburn Key Tasks

The following components shall be addressed in the Action Plan:

• Leadership Commitment and Goal Setting

• Planning Structure

• Safety Analysis

• Engagement and Collaboration

• Equity Considerations

• Policy and Process Changes

• Strategy and Project Selections

• Progress and Transparency

In particular, the selected Consultant shall assist City of Fairburn staff in robust engagement with the public and community stakeholders and shall incorporate feedback from these efforts into the Action Plan. The Action Plan shall also include established performance measures meeting U.S. DOT requirements. The draft SS4A Action Plan shall be complete and ready for the City of Fairburn review no later than January 1, 2028. The final SS4A Action Plan shall be complete and ready for City of Fairburn review no later than May 10, 2029.

5. EVALUATION AND SELECTION CRITERIA

Criterion Points

Project understanding and technical approach 35

Relevant team qualifications and comparable work 30

Work plan, schedule, coordination and risk management 20

Engagement, accessibility and performance planning 15

Total 100

Selection will follow a qualifications-based process consistent with Article 15.4 of the incorporated grant terms. The City may shortlist and interview teams, rank them on technical qualifications, and negotiate scope and a fair and reasonable fee with the highest ranked team.

If agreement cannot be reached, the City may end negotiations and proceed to the next ranked team. Price is not a scoring factor. Final procurement procedures and federal contract approval requirements shall be confirmed before issuance.

6. CONTRACT AND PROJECT CONDITIONS

The City will execute the professional services contract. Applicable grant requirements shall be incorporated into the consultant agreement and subcontracts, including the executed FY 2025 SAFE STREETS AND ROADS FOR ALL GRANT AGREEMENT and its incorporated FHWA General Terms and Conditions dated June 12, 2026. The City retains recipient responsibilities.

The final procurement package shall include required licenses, insurance, indemnity, records and data rights, nondiscrimination provisions, invoicing, change control, and applicable federal clauses and approvals.

7. CONFLICTS OF INTEREST

Each respondent must include a full disclosure of all potential organizational conflicts of interest for each member of its team. The responder is prohibited from receiving any advice or discussing any aspect of the project or its procurement with any person with whom it has a conflict of interest. By submitting its proposal, each respondent agrees that, if a conflict of interest is thereafter discovered, the respondent must make an immediate and full written disclosure to the City of Fairburn that includes a description of the action that the respondent has taken or proposes to take to avoid or mitigate such a conflict. If the respondent was aware of a conflict of interest prior to award and did not disclose the conflict to the City of Fairburn, The City of Fairburn may terminate the award for default.

8. RESTRICTIONS ON COMMUNICATING WITH STAFF

From the issue date of this RFP until the results are announced, respondents are not allowed to communicate about this solicitation or scope with any City staff except for the submission of questions as instructed in the RFP. Prohibited communication includes all contact or interaction, including but not limited to telephone, emails, faxes, letters, or personal meetings, such as lunch, entertainment, or otherwise. The City of Fairburn reserves the right to reject the request of any respondents violating this provision.

9. INFORMATION & INSTRUCTIONS

Responsibility: It is the sole responsibility of the Respondent to assure that they have received the entire Request for Proposal (RFP).

Changes or Modifications to RFP: Respondents will be notified in writing of any change in the specifications contained in this RFP.

Interpretations: No verbal or written information that is obtained other than through this RFP or its addenda shall be binding on City of Fairburn. No employee of City of Fairburn is authorized to interpret any portion of this RFP or give information as to the requirements of the RFP in addition to that contained in or amended to this written RFP document.

Right of Rejection and Clarification: City of Fairburn reserves the right to reject any and all proposals and to request clarification of information from any respondent. City of Fairburn is not obligated to enter into a contract on the basis of any proposal submitted in response to this document.

Request for Additional Information: Prior to the final selection, the respondent may be required to submit additional information which the City may deem necessary to further evaluate the respondent’s qualifications.

Denial of Reimbursement: City of Fairburn will not reimburse respondents for any costs associated with the preparation and submittal of any proposal, or for any travel and/or per diem costs that are incurred.

Gratuity Prohibition: Respondents shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of City of Fairburn for the purpose of influencing consideration of this proposal.

Right of Withdrawal: A proposal may not be withdrawn before the expiration of ninety (90) days from the proposal due date.

Right of Negotiation: City of Fairburn reserves the right to negotiate with the selected respondent the fee for the proposed scope of work and the exact terms and conditions of the contract.

Exceptions to the RFP: It is anticipated that respondents may find instances where they may take exception with certain requirements or specifications of the RFP. All exceptions shall be clearly identified, and written explanations shall include the scope of the exceptions, the ramifications of the exceptions for City of Fairburn, and a description of the advantage to be gained or disadvantages to be incurred by the City as a result of these exceptions.

Indemnification: The Respondent, at its own expense and without exception, shall indemnify, defend and pay all damages, costs, expenses, including attorney fees, and otherwise hold harmless City of Fairburn, its employees, and agents, from any liability of any nature or kind in regard to the delivery of these services. The Respondent shall secure and maintain General Liability Insurance as will protect him from claims under the Workers Compensation Acts and from claims for bodily injury, death, or property damage which may arise from the performance of his services under this contract. Further, the respondent shall provide City of Fairburn with evidence and the amount of Errors and Omissions Insurance, i.e. Professional Liability Insurance currently in effect.

Rights to Submitted Material: All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all reports, charts, and other documentation submitted by respondents shall become the property of City of Fairburn when received.

Title VI/Nondiscrimination Statement: No person shall on the grounds of race, color, national origin, sex, age and handicap/disability, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity conducted by the City. The City does further commit that it will affirmatively ensure that disadvantaged business enterprises as defined in 49 CFR Part 23 will be afforded full opportunity to submit in response to this request and will not be discriminated against on the grounds of race, color, national origin, sex, age, handicap/disabled in consideration of an award.

Copies: One (1) searchable PDF, one (1) unbound original and four (4) bound original copies of the Proposal and supporting documents must be submitted in response to the RFP.

Termination of Contract: City of Fairburn may cancel the contract at any time for breach of contractual obligations by providing the successful respondent with a written notice of such cancellation. Should City of Fairburn exercise its right to cancel the contract for such reasons, the cancellation shall become effective on the date as specified in the notice of cancellation.

Assignment: The successful respondent shall not sell, assign, transfer or convey any contract resulting from this RFP, in whole or in part, without the prior written consent of City of Fairburn.

Conflict of Interest: The respondent covenants that they presently have no interest and shall not acquire any interest, directly or indirectly, which would conflict in any manner or degree with the performance of the services hereunder. The respondent further covenants that no person having any such known interest shall be employed or conveyed an interest, directly or indirectly, in the contract.

Independent Contractor: The respondent represents itself to be an independent contractor offering such services to the general public and shall not represent himself or his employees to be an employee of City of Fairburn. Therefore, the respondent shall assume all legal and financial responsibility for taxes, FICA, employee fringe benefits, workers compensation, employee insurance, minimum wage requirements, overtime, and other expenses, and agrees to indemnify, save, and hold City of Fairburn, its officers, agents, and employees, harmless from and against, any and all loss; cost (including attorney fees); and damage of any kind related to such matters. The respondent shall further understand that City of Fairburn cannot save and hold harmless and or indemnify the respondent and/or the respondent’s employees against any liability incurred or arising as a result of any activity of the respondent or any activity of the respondent’s employees performed in connection with the contract.

Contract: The contract between City of Fairburn and the respondent shall consist of (1) the RFP and any amendments thereto, (2) the proposal submitted by the respondent to the City in response to the RFP, and (3) executed contract (Consultant Agreement) between City of Fairburn and the successful respondent. In the event of a conflict in language between the documents referenced above, the provisions and requirements set forth and/or referenced in the Consultant Agreement shall govern. However, City of Fairburn reserves the right to clarify any contractual relationship in writing with the concurrence of the respondent, and such written clarification shall govern in case of conflict with the applicable requirements stated in the RFP or the respondent’s proposal. In all other matters not affected by the written clarification, if any, the RFP shall govern.

Compliance with Laws: In connection with the furnishing of supplies or performance of work under the contract, the respondent agrees to comply with the Fair Labor Standards Act, Equal Opportunity Employment Act, Georgia Security and Immigration Compliance Act, and all other applicable Federal and State laws, regulations, and executive orders to the extent that the same may be applicable and further agrees to insert the foregoing provision in all subcontracts awarded hereunder.