RFQ Comprehensive Safety Action Plan final 2.docx

CITY OF LAFAYETTE, GEORGIA

MAYOR AND COUNCIL

REQUEST FOR QUALIFICATIONS

FOR

ENGINEERING SERVICES TO ESTABLISH A

COMPREHENSIVE SAFETY ACTION PLAN

Issue Date: November 26, 2025 Submission Deadline: December 17, 2025 – 2:00 p.m. EST

The City of LaFayette is hereby issuing this Request for Qualifications (RFQ) to firms that have the capability and interest in undertaking and performing the scope of work described below.

The City will conduct this procurement using qualifications‑based selection procedures consistent with applicable federal and state requirements for architect–engineer and related professional services. Statements of Qualifications should not contain any cost, price, or rate information for this project. The City will rank firms based solely on qualifications and will negotiate scope and compensation with the top‑ranked firm. If the City is unable to reach agreement, it will terminate negotiations and proceed to the next most qualified firm, and so on, until an agreement is reached.

Each firm is officially a consultant. Each consultant must submit a package containing an original, four (4) copies, and one (1) digital copy of its response labeled “Sealed RFQ for LaFayette SS4A Comprehensive Safety Action Plan” to the City of LaFayette no later than 2:00pm Eastern Time on December 17, 2025 to David Hamilton, City Manager, 207 S Duke St, LaFayette, GA 30728.

Responses may be submitted in person or by mail. All responses will be logged in and date and time stamped. Any response package that is received after the date and specified time will be logged and date and time stamped as “late” and returned unopened to the consultant. Responses shall include:

1. Name of the Prime and sub-consultants that will comprise the team. Identify the Executive Officer of each company.

2. Identify the proposed Project Manager for the team who will be the primary point of contact for the City of LaFayette (City) for day-to-day operations.

3. List the key personnel who will participate in performing the scope of work. Provide a resume for each listed team member; including sub-consultants and key personnel who will be completing a portion of the scope of work. Please describe previous engagements where the sub-consultants have worked with the prime consultant.

4. Provide an organizational chart depicting the relationships between the team members and agencies.

5. Provide three (3) recently completed (related & relevant) projects within the last five (5) years that demonstrate the abilities and skills of the team members to carry out the tasks identified in the scope of work. Be sure to include a key client contact with their current daytime phone number.

6. Provide a proposed list of required tasks and milestones to address the study goals identified in the scope of work.

7. Provide a proposed project schedule that includes key tasks, duration, milestones and deliverables that will complete the scope of work within a ten (10) month timeframe.

8. Provide a flow chart depicting key task activities and sequence.

9. Any innovative or supplemental methods proposed by the consultant that would provide value to the City of LaFayette.

**An authorized officer of the prime consultant firm shall sign all proposal submissions** RFQ SELECTION PROCESS

All responses received shall be subject to an evaluation by the city. The city reserves the right to reject any and all proposals in whole or in part.

The selection of the successful consultant will be made solely by the city. There will be no pre- proposal conference conducted by the city. However, the consultant may ask questions to discuss the contents of this RFQ and the expectation of the city related to this work effort. These questions must be submitted via email to Clay Tracy, Project Manager, at ctracy@lafga.org; questions and answers received will be provided to all participants via the GA procurement website.

If in the judgment of the city, changes in the contents of the RFQ are required, an addendum will be issued by the city. Any addendum that may be issued will be posted on the GA Procurement website.

Due to potential conflict of interest, no consultant or a person representing a consultant may arrange or meet with the individual members of the city to discuss any items or matters related to this RFQ during the period between the date of the release of this RFQ and the date the city makes the decision selecting the successful consultant.

The city shall rank each proposal against the stated criteria. The city reserves the right to contact a firm to obtain written clarification of information submitted and to contact references to obtain information regarding performance reliability and integrity.

All questions or requests for clarification regarding this RFQ shall be submitted by email or in writing no later than 12:00 p.m. Eastern Time December 5, 2025. All questions submitted and their answers will be provided via an addendum posted on the GA procurement website the following day. No telephone inquiries shall be accepted.

RFQ EVALUATION AND SELECTION PROCESS

Responsiveness Review: The City will review submissions for responsiveness to the RFQ requirements (including the prohibition on cost content). Non-responsive submissions may be rejected.

Evaluation of Qualifications: The City will evaluate responsive submissions against the published criteria below. The City may establish a shortlist of the most highly qualified firms for further consideration.

Discussions/Interviews (Optional): The City may conduct discussions or interviews with at least three (3) of the most highly qualified firms, if practicable. Discussions will be limited to qualifications, understanding, approach, and capacity. No price or cost information shall be requested or considered.

Final Ranking: Following evaluations and any discussions/interviews, the City will rank firms based solely on qualifications.

Negotiations with Top-Ranked Firm: The City will request a detailed cost proposal from the top-ranked firm only and negotiate scope, level of effort, and fair and reasonable compensation. If the City and the top-ranked firm cannot reach agreement, the City will terminate negotiations and proceed with the next most qualified firm, and so on, until an agreement is reached.

Award: Upon successful negotiations, the City will finalize and execute the contract.

Submissions will be evaluated upon the following criteria and weights:

UNDERSTANDING OF PURPOSE AND TECHNICAL APPROACH: 20 PERCENT

FIRM EXPERIENCE ON SIMILAR PROJECTS: 20 PERCENT

KEY PERSONNEL QUALIFICATIONS AND AVAILABILITY: 20 PERCENT

CAPACITY TO PERFORM WITHIN SCHEDULE: 30 PERCENT

PAST PERFORMANCE AND QUALITY MANAGEMENT: 10 PERCENT

The City reserves the right to seek written clarifications, verify information, and contact references regarding performance, reliability, and integrity.

DISCUSSIONS/INTERVIEWS

The City may hold discussions or interviews with the most highly qualified firms. Following discussions, the City may request clarifications or limited supplemental materials that do not include price information, and will then finalize rankings based on qualifications.

TYPE OF CONTRACT

The anticipated contract type is cost‑plus‑fixed‑fee or other method permitted under applicable regulations, to be determined during negotiations with the top‑ranked firm. The City will evaluate the proposed fee for fairness and reasonableness based on cost analysis of direct labor, other direct costs, an accepted indirect cost rate (if applicable), and fixed fee. The City will follow applicable FHWA/23 C.F.R. part 172 requirements regarding recognition of audited indirect cost rates when engineering and design related services are procured.

Consultants and sub-consultants shall comply with FHWA Order 4470.1A “Certification of Indirect Costs” in accordance with FAR.

INSURANCE

Any consultant contracted by the City shall be required to provide a Certificate of Insurance on acceptable forms with limits acceptable to and approved by the city prior to commencing work.

PROHIBITED CONTENT AND COMMUNICATIONS

Submissions must not include any pricing. All questions must be submitted in writing by the deadline; responses will be made publicly available to ensure equal access to information. Firms must disclose any actual or potential organizational conflicts of interest in their SOQ and provide a mitigation plan, if applicable 2 C.F.R. § 200.319.

PROPOSED TIMEFRAME

SCOPE OF WORK

COMPREHENSIVE SAFETY ACTION PLAN

PURPOSE

The City of LaFayette, Georgia, is seeking a qualified consultant to assist staff in the development of a Comprehensive Safety Action Plan consistent with the objectives of the Safe Streets & Roads for All or SS4A Program.

The City of LaFayette (City) is committed to promoting a safe, efficient, accessible, and reliable transportation network for all users of the transportation system. As a city with a heavily utilized road network; multi-modal needs; and a robust development environment – elevating and incorporating well thought out safety strategies and actions is viewed as critical to the continued economic vitality of the city.

The central goal of this work effort is to develop a comprehensive safety action plan that will thoroughly take account of the full range of variables that substantially influence both operational and safety outcomes across the city – resulting in a grounded plan of appropriate and implementable safety strategies.

This RFQ provides the interested consultant / consultant team, hereafter referred to as “consultant,” with specific information concerning the goals of this work effort. This RFQ provides sufficient information to enable the consultant to prepare and submit a proposal for consideration by the City.

WORK STATEMENT: PLAN GOALS

1. Development of a comprehensive safety action plan that will identify and document the range of variables that influence safety outcomes for all users of the transportation system.

2. Examine city trends for traffic safety as well as the principal risk considerations across the city (i.e., location; concentration; proximity to schools / parks / developments of regional impact, etc.).

3. Ensure that solutions and issues are coordinated with neighboring jurisdictions.

4. Review city plans and policies for how they reflect and prioritize safety in planning design; and identify effective, grounded and area appropriate recommendations to minimize risk.

5. Provide a comprehensive course of action to incorporate a “safe system approach”.

6. Preparation and delivery of the final work product is expected to address federal and state regulations, transportation performance management requirements, as well as SS4A programmatic requirements.

SERVICES TO BE PROVIDED / SCOPE OF WORK

City of LaFayette seeks a transportation consultant to undertake the following scope of work. Task 1: Project Management Plan:

The consultant will:

· Develop a project management and public engagement plan within 10 days of the notice to proceed.

· Submit monthly progress reports covering performed work; upcoming tasks / milestones; status of scope / schedule and any issues to be aware of.

· Prepare any necessary information required for reporting to the FHWA.

· Facilitate and participate in periodic meetings of the City Council and Stakeholder Committee.

Task 2: State of Practice & Data Collection / Review:

The consultant will:

· Review FHWA / GDOT guidelines, policies, and regulations related to the development of Comprehensive Safety Action Plans; and the “Safe Systems Approach,” as well as applicable Transportation Performance Management requirements.

· Review local and statewide plans, studies and initiatives particularly relevant to LaFayette given current and future growth projections; specifically, this shall include an assessment of current policies, guidelines and standards utilized across the city.

Task 3: Public Participation & Identifying Needs:

The consultant will:

· Develop and implement a public outreach effort to ensure broad based access and input from across the planning area; an important component of this process will include identification and engagement for those disproportionately impacted by traffic risks and / or traditionally underserved by safety planning efforts.

· Complete an assessment of the feedback received (i.e., safety concerns; locations of interest, etc.) and how the feedback will be incorporated into the Safety Action Plan.

Task 4: Crash Data Analysis:

The consultant will:

· Collect and review crash, traffic, and roadway data for at least the most recent 5-year period to understand critical safety issues and provide insight into trends, causes, and patterns of transportation safety throughout the city.

· Analyze existing conditions and historical trends that provide a baseline level of crashes. This should include an analysis of the crash locations; the severity of the crash; as well as crash type by transportation system user (vehicle; pedestrian; motorcycle; bicyclist, etc.).

· Summarize key crash characteristics and determine the most likely contributing factors linking crash activity with applicable roadway characteristics such as speed limits, intersection controls, streetlights, pedestrian or railroad crossings, etc. in order to develop an appropriate understanding of the patterns, trends and opportunities for implementable strategies.

· Develop a High Injury Network of the key intersections and roadway segments in LaFayette.

Task 5: Prepare Draft & Final Plan; Present Final Report The consultant will adhere to:

· Leadership Commitment and Goal Setting: An official public commitment to an eventual goal of zero roadway fatalities and serious injuries.

· Planning Structure: A committee, task force, or similar body charged with oversight of the Action Plan development, implementation, and monitoring.

· Safety Analysis: Analysis of existing conditions and historical trends that provides a baseline level of crashes involving fatalities and serious injuries across the MPO Planning Area.

· Engagement and Collaboration: Robust engagement with the public and relevant stakeholders, including the private sector and community groups, that allows for both community representation and feedback.

· Policy and Process Changes: Assessment of current policies, plans, guidelines, and/or standards to identify opportunities to improve processes and prioritize transportation safety.

· Strategy and Project Selections: Identification of a comprehensive set of projects and strategies, shaped by data, the best available evidence and noteworthy practices, as well as stakeholder input and equity considerations, that will address the safety problems described in the Action Plan.

· Progress and Transparency: Method to measure progress over time after an Action Plan is developed or updated, including outcome data.

Task 6 - Safety Action Plan Summary Sheet / Outreach Materials. The consultant will submit:

· A one-to-two-page document summarizing the Safety Action Plan contents and making all City communities aware of the SS4A program and their eligibility to apply for grant funding.

SCHEDULE

The consultant must agree to begin work upon issuance of a notice to proceed by City and to complete this work within ten (10) months (or by October 30, 2026) of the date of notice to proceed. Additional consideration will be given to firms that can complete the project prior to May 1, 2026. The work shall be guided by a detailed project management plan, prepared by the consultant and furnished to the city within one week of receipt of notice to proceed, and approved by the city. Monthly payments for the work shall be made to the consultant with the consultant providing a detailed invoice and progress report.

PROJECT MANAGEMENT

The consultant will submit monthly invoices accompanied by supporting documentation including monthly progress reports to the City Manager outlining status of work elements; any delays or concerns; and schedule updates. Progress report briefings will be held during this project. The consultant shall be responsible for the logistics for these meetings.

MEETINGS

Stakeholder meetings shall be conducted by the consultant during the course of this project. The consultant shall be responsible for the logistics for these meetings. The specific number of meetings shall be negotiated between the consultant and the City Manager.

PRESENTATIONS

One (1) technical presentation (PowerPoint) shall be made to City Council as specified by the City Manager, following the completion of the Plan.

SPECIFICATIONS FOR WORK

All documentation shall be in Microsoft Word or later and Adobe Portable Document Format (PDF). Any programming source codes, form designs, raw source database (in dBase III format, with field coding definition sheet) and other ancillary files shall be transferred to the City in addition to the executable applications at the closure of each task or any moment specified by the City Manager.

DELIVERABLES

The consultant will provide digital copies of the draft and final Comprehensive Safety Action Plan. Draft work tasks / chapters will be submitted as prepared throughout the schedule. The final draft of the completed Plan must be submitted by October 30, 2026.

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