RFP FY2023 SS4A Safety Action Plan Chamblee P.pdf

Safe Streets and Roads for All (SS4A)

RFP: FY2023 SS4A Safety Action Plan – Chamblee Public Works

REQUEST FOR PROPOSALS

To Provide

Comprehensive Safety Action Plan

RFP: FY2023 SS4A Safety Action Plan – Chamblee Public Works

Proposal Due Date:

October 14, 2024

City of Chamblee

3518 Broad Street

Chamblee, GA 30341

Introduction and Purpose:

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. The Chamblee Mobility

Plan is a comprehensive transportation plan for the City of Chamblee. It provides a data-driven, community -supported framework for how Chamblee should invest in its transportation system over the next 20 years. The City of Chamblee is seeking to develop a Safety Action Plan to coordinate existing efforts and develop new streets, bicycle lanes, pedestrian paths and adjust the street network at key locations. This

Action 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 micro mobility.

The project will be led by the City of Chamblee’s Public Works Department. Federal funds will be used to procure a professional consultant(s) to assist with the safety analysis, community engagement, and a written plan with measurements and specific project recommendations based on data and public input. The primary deliverable will be a publicly available Comprehensive Safety Action Plan.

The City of Chamblee requests proposals from qualified consulting firms to prepare a

Comprehensive Safety Action Plan. This project will be funded with federal funds and the total project cost is $300,000. The Consultant must comply with all federal procurement requirements. Proposals are due on or before the October 14, 2024, no later than 5:00 P.M. (Eastern Standard Time). Proposals shall be submitted electronically.

Proposals received after the deadline will not be accepted. The City of Chamblee reserves the right to accept or reject any proposals or to make no award at all, extend the period for accepting proposals, advertise the RFP at any time, and waive any minor irregularities in any proposals. Please note that no information given will be binding upon the City unless such notification is issued in writing as an official addendum to this

RFP.

Proposal Requirements

The proposal shall be submitted on one-sided 8.5” x 11” pages in no smaller than 10-point font and shall be organized and numbered following the format below.

1. Cover Letter

The cover letter should express interest and highlight relevant qualifications. The cover letter shall be signed by a person with the corporate authority to enter any contract which results from the RFP. The cover letter shall include the Contractor’s Georgia

Contractors License number.

2. Qualifications & Related Experience

Each proposer shall document its staff, experience, and qualifications by describing at least three (3) experiences with similar project scopes and experience managing similarly structured contracts. Proposals shall contain the following information.

A. A description of the team’s project understanding and project approach, methodology and schedule that sufficiently addresses the scope of work.

B. A description of the consultant team’s experience with similar projects that have included transportation planning, corridor studies, access management, and innovative and creative design.

C. Identification of the key personnel who will be assigned to the project, including resumes, with a description of their respective roles and an estimate of their level of participation in the project.

D. Description of any specialty equipment/software or capabilities.

E. Other supporting documentation which demonstrates the ability to successfully perform the work.

3. Budget

Provide a fixed cost proposal for all personnel requirements and any other applicable costs associated with the services to be provided. Include the hourly rates of those individuals that may perform work under this contract. Include a breakout of hours and cost for each major task area, and an overall indication of the level of effort

(percentage of overall project team hours) allocated to each task. The City has a budget of $300,000 available for this project and proposals exceeding this amount will not be considered.

4. References

Each proposer is required to include three (3) verifiable references for similar projects on the provided form (Form 2).

5. Required Forms

All forms in Appendix A must be completed and submitted with the proposal. They include:

A. Proposal Form

B. List of References

C. Contractor Affidavit & Agreement

D. Subcontractor Affidavit

E. City of Chamblee Disclosure Form

F. Immigration & Security Form

Scope of Work The scope of the project is to develop a Safety Action Plan with a Vision Zero basis. The goal of the Action Plan is to develop a holistic, well-defined strategy to prevent roadway fatalities and serious injuries for all users. The Safety Action Plan must include all the components laid out by the U.S. Department of Transportation (DOT) in the SS4A grant notice of funding availability.

Project Management: The consultant will manage the study and coordinate plan documentation, public engagement events, data collection, and stakeholder coordination. The consultant will host regular meetings with the City of Chamblee’s staff assigned to this planning process and will submit monthly progress reports including performed work, upcoming events and milestones, and status of the schedule.

Stakeholder and Public Engagement: The consultant will develop and implement a robust stakeholder and public engagement plan for the planning process. A strong emphasis should be placed on equity in outreach activities. All outreach materials, including flyers, emails, social media posts, and event invitations, should be translated into multiple languages relevant to the community. This ensures that non-English speaking residents are informed and can participate. Additionally, the consultant shall provide avenues for residents and business owners to submit feedback in their preferred language, whether through translated surveys, comment cards, or online platforms. At a minimum, this engagement schedule should include the following:

• Identification of, and engagement activities for, key communities that may be disproportionately impacted by traffic risks and traditionally underserved by safety efforts.

• Online and in-person communication strategy for sharing plan information and engagement events with residents and stakeholders.

• Steering committee of diverse community stakeholders and residents that provides direction and feedback on the planning process.

• Timeline for stakeholder and public engagement activities.

• Strategy for effective and consistent messaging.

• A minimum of 2 public engagement events to garner feedback on plan recommendations.

Data Collection: The consultant will collect and review existing programs, policies, planning documents and provide a summary of the current state of efforts to address transportation safety in Chamblee, GA. The consultant should also review strategies that other cities are using to address safety, identify programs that have evidence of measurable success, and provide an assessment of the most effective and efficient methods used to achieve outcomes. As part of this task, the consultant must at a minimum:

• Review existing local, regional, state, and federal Plans, studies, and initiatives related to roadway safety improvements to identify opportunities to improve processes for prioritizing transportation safety and collaboration that could lead to improved effectiveness of safety analysis, project development, and implementation for the City;

• Assess the quality and completeness of existing available data including crash, transportation, land use, and demographic data; and

• Develop recommendations based on literature, policy, and data review on best analysis strategies and data requirements.

Safety Analysis: The consultant will conduct an analysis of existing safety conditions and historical trends that provides a baseline level of crashes involving fatalities and serious injuries across the City. This safety analysis shall include an examination of locations where there are crashes and the severity of the crashes, as well as contributing factors and crash types by relevant road users (personal motorists, bicyclists, pedestrians, freight, etc.). An analysis of systemic and specific safety needs should also be performed, as needed (e.g., high-risk road features, specific safety needs of relevant road users, public health approaches, analysis of the built environment, demographic, and structural issues, etc.). To the extent practical, the analysis should include all roadways within the City of Chamblee, without regard for ownership.

Transportation Equity Review: The consultant will perform a transportation equity review to better understand how current transportation systems, services, and decision-making processes impact the lives of all users, including underserved and underrepresented communities in the City. This must include an analysis of systems, services, and processes that support safe and easy-to-use multimodal options, amenities that are accessible to all populations for reaching destinations independently, and strategies to reduce socioeconomic disparities experienced by underserved and underrepresented communities.

As part of this task, the consultant should develop and assess regional transportation indicators that easily measure transportation barriers in the Town and/or potential structural inequalities that different population groups may face. These indicators should include, at minimum:

• Accessibility;

• Connectivity;

• Effectiveness;

• Environment;

• Health;

• Mobility;

• Safety;

• Level of community engagement; and

• Other equity indicators, as required.

Implementation Matrix: The consultant will develop an implementation matrix that identifies potential projects, strategies, recommendations, and a schedule for future grant opportunities. The implementation matrix will list potential projects that are feasible and applicable for grant funding, conceptual infrastructure improvements with estimated costs, and schedule for implementation. Considerations should be made for fiscal and staff capacity required to achieve traffic safety goals and meet SS4A objectives after plan adoption. A project readiness timeline for each strategy and project should be included for short-term (0-5 years), mid-term (5- 10 years), and long-term (10+ years).

Administrative Draft/ Final Plan: The consultant will prepare an administrative draft of the Safety Plan for staff and steering committee review prior to finalization of the document. Upon final review and approval by the City, the consultant will develop a final draft that is visually appealing, easy for policymakers and stakeholders to understand and communicates action plan recommendations. The report should be able to be used both digitally and in hard copy format.

Executive Summary and Fact Sheet: The consultant shall develop an executive summary with a fact sheet to easily communicate high level planning document takeaways. The summary should include graphics, plan highlights and be visually engaging.

Deliverables: Upon final Project completion, the consultant will be responsible for providing a high-resolution document in PDF and Word format. All meeting summaries, technical analyses and public outreach materials should be included as an appendix of the Plan report.

Submittal Information

• Proposal should not exceed 20 pages.

• Proposals are due on or before the submission deadline of October 14, 2024 at

5:00 pm as noted in the schedule of events above.

• Proposals must be emailed in a pdf format to RFPinfo@chambleega.gov, ATTN:

Christopher Poythress, City of Chamblee, Department of Public Works. The subject line of the email should include the RFP number, the bid title, and opening date.

• The results of the bid will be posted on the City’s website.

https://www.chambleega.com/519/Procurement) after the bid is awarded.

• All Proposals must be good for 90 calendar days.

• The offerer is responsible for all costs incurred by the offeror or his/her subcontractors in responding to the request for proposals.

• Additional supplemental information may be submitted under a separate cover to aid in the selection process (example: resumes, description of similar projects, references, and a description of the conceptual approach to meeting project requirements.

• The City will not accept any proposal submitted after the deadline regardless of any reasons that may cause your proposal to be late.

• The City reserves the right to waive any informalities or irregularities of proposals, to request clarification or information submitted in any proposal, to request additional information from any applicant, or to reject any or all proposals and to re-advertise for proposals. The City also reserves the right to extend the date or time scheduled for review of proposals. Award, if made, will be to the applicant deemed by the City, in the sole discretion, to be the most advantageous to the

City with qualifications, price, and other factors considered.

Proposal Schedule

Event Date

RFP 9/12/24

Pre-Proposal Meeting:

3518 Broad Street

Chamblee GA 30341

9/23/24

Deadline for Question Submission 9/25/24

Response to Questions 9/30/24

RFP Submittal

RFPinfo@chambleega.gov

10/14/24

Recommendation of City Council November

Notice of Award and Contract to Selected Firm November mailto:RFPinfo@chambleega.gov https://www.chambleega.com/519/Procurement mailto:RFPinfo@chambleega.gov

Evaluation Criteria

The City intends to award the contract to the consultant deemed most qualified and responsive to the requirements of the project. The selection of a consultant shall be based on qualifications submitted as well as project references, staff capacity and overall project cost. Criteria for selection will include the following:

The consultant team’s experience with similar projects that have included transportation planning, corridor studies, access management, and innovative and creative design.

20 points

Specific qualifications of the consultant’s project manager and key personnel’s experience related to the development of similar studies

20 Points

Understanding of the overall project scope and completeness of the proposal

20 points

The consultant’s project approach and methodology, work plan, capacity to complete the work, creativity, problem-solving, and specialized experience necessary for the project

20 Points

The consultant's current workload, availability of key personnel, and record of past performance. Ability to complete in timeframe given.

20 Points

Maximum Total Points Available 100 Points

Additional Resources

Respondents are encouraged to review project planning resources on the SS4A website at https://www.transportation.gov/grants/SS4A/resources.

Proposed Key Safety Action Plan Dates

Milestone Schedule Date

Project Start 12/01/24

Draft Plan Completion Date: 7/31/25

Final Plan Completion Date: 8/31/25

Final Plan Adoption Date: 9/30/25

SS4A Final Report Date: 12/31/25 https://www.transportation.gov/grants/SS4A/resources

APPENDIX A:

Required Documents

PROPOSAL FORM

Proposal of___________________________________________________________ (Hereinafter called "Offeror"), organized and existing under the laws of the State of

__________________________, doing business as ________________________________*. In compliance with your RFP, the Offeror hereby proposes and agrees to perform and furnish all work for the requirement known as RFP # Safe Streets for All (SS4A) Plan in strict accordance with the Proposal Documents, within the time set forth therein, and at the price proposed. By submission of this Proposal, the Offeror certifies, and in the case of a joint Offer, each party thereto certifies as to its own organization that: 1. The Offeror has examined and carefully studied the Proposal Documents and the Addenda, receipt of all of which is hereby acknowledged at Section V-B. 2. The Offeror agrees that this proposal may not be revoked or withdrawn after the time set for the opening of proposals but shall remain open for acceptance for a period of one hundred twenty

(120) days following such time. Authorized Representative/Title (print or type) Authorized

Representative (Signature) Date

Company Name

Contact

Address

Phone

Email

By checking this box, I acknowledge that I have read all requirements and will meet requirements listed in RFP # Safe Streets for All (SS4A) Plan if awarded.

Authorized Representative (Print) Authorized Representative (Signature)

Authorized Representative Title (Print) Date

List of References

Reference 1

Client/Organization Name: __________________________________________________________________

Project Name/Description: ___________________________________________________________________

Projects Scope: (Briefly describe the scope, key objectives, and deliverables):

Project Timeline: _____________________________________________________________________________

Contact Person’s Name: ______________________ Contact Person’s Title: _____________________

Contact Person’s Email: _______________________ Contact Person’s Phone: __________________

Reference 2

Client/Organization Name: __________________________________________________________________

Project Name/Description: ___________________________________________________________________

Projects Scope: (Briefly describe the scope, key objectives, and deliverables):

Project Timeline: _____________________________________________________________________________

Reference 3

Client/Organization Name: __________________________________________________________________

Project Name/Description: ___________________________________________________________________

Projects Scope: (Briefly describe the scope, key objectives, and deliverables):

Project Timeline: _____________________________________________________________________________

STATE OF ____________

COUNTY OF ___________

CONTRACTOR AFFIDAVIT AND AGREEMENT

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the physical performance of services on behalf of the City of Chamblee, Georgia has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A.

§ 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b).

Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification

Number

Date of Authorization

Name of Contractor

Name of Project

City of Chamblee, Georgia

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _________, 20___ in

_____________________ (city), ______ (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or

Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ______ DAY OF

______________, 20___.

NOTARY PUBLIC

[NOTARY SEAL]

My Commission Expires:

STATE OF _____________

COUNTY OF ___________

SUBCONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. § 13-10-

91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with _______________________ (name of contractor) on behalf of the City of Chamblee, Georgia has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period, and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91(b). Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five (5) business days of receipt. If the undersigned subcontractor receives notice that a sub-subcontractor has received an affidavit from any other contracted sub-subcontractor, the undersigned subcontractor must forward, within five (5) business days of receipt, a copy of the notice to the contractor.

Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification

Number

Date of Authorization

Name of Contractor

Name of Project

City of Chamblee, Georgia

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _________, 20___ in

_____________________ (city), ______ (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or

Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ______ DAY OF

______________, 20___.

NOTARY PUBLIC

[NOTARY SEAL]

My Commission Expires:

RFP:

RFP: