Safe Routes to School Plan.pdf

REQUEST FOR PROPOSALS (RFP)

PROFESSIONAL SERVICES FOR

The City of Anaheim

Safe Routes to School Plan

CITY OF ANAHEIM

Public Works Department

Traffic Engineering Division 200 S. Anaheim Boulevard, Suite 276

Anaheim, CA 92805

Cory Wilkerson Principal Transportation Planner cwilkerson@anaheim.net

KEY RFP DATES (Subject to change at discretion of City):

Issue Date: July 9, 2026 Deadline for Requests for Information: July 20, 2026, 3:00 p.m.

Final date City will send Addenda July 23, 2026, 5:00 p.m.

Proposal Due Date: August 10, 2026, 3:00 p.m.

City Council Approval: September 29, 2026 (anticipated) Commencement of Services Within 30 days of Approval mailto:cwilkerson@anaheim.net

REQUEST FOR PROPOSALS (RFP)

NOTICE IS HEREBY GIVEN that the City of Anaheim (City) is soliciting Proposals from qualified firms (Proposers) to prepare a Safe Routes to School Plan for the City of Anaheim.

The City will accept Proposals in response to this RFP until August 10, 2026, at 3:00 p.m.

Proposals shall be submitted via the OpenGov portal.

The City will not consider proposals received after this date/time.

The City reserves the right to request hard copies of proposals, if needed. Hard copies must be submitted within a reasonable time.

All questions, concerns or comments regarding this RFP may only be submitted via OpenGov vendor portal. Answers to such inquiries, as well as any revisions to the request for proposal, will be publicly posted on the vendor portal in the form of an addendum. The City of Anaheim’s policy is to provide fair and open competition and to ensure that accurate and complete information is communicated to all interested parties. Therefore, any verbal or written communication between any Proposer or its representatives, agents or others acting on their behalf, and any other City of Anaheim employee, contractor, commission member, or elected or appointed official regarding this procurement are strictly prohibited from the time the RFP is issued until the date of execution of the contract. Any violation of the communication process set forth in this section may be grounds for disqualification of the offending firm from participation in this procurement.

TABLE OF CONTENTS

Request for Proposals Background Scope of Work General Information Proposal Content Requirements Proposal Selection Criteria

Attachment 1: Draft Professional Services Agreement Attachment 2: Conflict of Interest Form Attachment 3: Safe Streets for All Planning and Demonstration Grant Application

Request for Proposals City of Anaheim

The City of Anaheim Safe Routes to School Action Plan represents an initiative to advance walking and biking as safe and healthy ways to get to and from school in our community. Anaheim has made great strides in promoting walking and biking as safe and viable transportation options. Infrastructure improvements and local planning efforts within the past decade helped bring active transportation to the forefront of the City’s agenda. However, collisions involving people walking and biking have continued to occur. Anaheim's Local Road Safety Plan (LRSP) analyzed collisions over the span of 2015-2019. During that time a total of 449 pedestrian-involved collisions occurred, representing 3.8% of all collisions within the City. Of the 449 collisions, 19 were fatal and 50 were reported serious injuries. During that same study period there were 460 bicycle-involved collisions, representing 3.6% of all collisions in the City. Of the 460 bicycle-involved collisions, one was fatal and 27 were reported serious injuries. One of the implementation actions identified in the LRSP for improving traffic safety was the pursuit of grant funds for Safe Routes to Schools projects and programs. This Project will directly support that implementation action and result in a reduction of frequency and severity of collisions near Anaheim schools.

The City is setting a maximum budget of $980,000 to prepare the plan. The selected Proposer (hereinafter referred to as “Consultant”) will lead this effort, as an extension of City staff.

The City of Anaheim secured a Safe Street for All (SS4A) grant to engage in supplemental planning of their existing LRSP and create a comprehensive Safe Routes to School Action Plan (SRTS Plan).

This effort aims to increase traffic safety by reducing the frequency and severity of traffic collisions near and around Anaheim schools and corridors. The proposed SRTS Plan will identify and prioritize SRTS intervention and infrastructure improvements based on a robust data analysis and input from students, families, faculty, and other stakeholders. The project will build upon the 2022 Local Road Safety Plan which included significant stakeholder outreach between 2020-2022. The Project will expand that outreach to focus on the City’s disadvantaged communities, and the residents and businesses that are located near the City’s schools.

Background Twelve school districts and more than 100 schools serve the City of Anaheim. This unique characteristic calls for a Citywide Safe Routes to School Action Plan. This Citywide Plan anticipates all public schools and locally serving private or charter schools will participate in the plan’s coordination and development. Key components of the Safe Routes to School Action Plan include:

1) walking audits at each school location,

2) Safe Routes to School maps,

3) conceptual renderings and engineering cost estimates, and

4) prioritized list of projects

Proposer Eligibility Anaheim is soliciting proposals from qualified firms to provide the following services.

• Transportation Planning;

• Outreach and Coordination; and

• Project Study Report Equivalent (PSRE) Level Engineering

CONTRACTOR(s) or subcontractors performing relevant work must hold and maintain a valid business license in accordance with all applicable federal, state, and local laws. Qualified PROPOSER(s) that meet the requirements set forth in this RFP, and are capable of providing the services requested, are encouraged to participate.

Scope of Work Listed below are general tasks the consultant is expected to incorporate into their proposed scope of work. These tasks are not intended to be a comprehensive list, or the only tasks required for this project. Each consultant shall, based on their own expertise, develop a comprehensive and detailed scope of services necessary to achieve completion of the project objective.

Task 1: PROJECT MANAGEMENT

The City shall be the lead agency for the SRTS Plan, and the designated City Project Manager will coordinate project management through the Traffic Engineering Section of the Public Works Department. However, because this Project will require multi-jurisdictional cooperation with other agencies, the Consultant shall show a demonstrated ability to interface and coordinate with multiple agencies. Other agencies will provide necessary input on project design including:

• Public Works Department

• Planning & Building Department

• Anaheim Police Department

• OCTA

• Caltrans

• Orange County Healthcare Agency

• School Districts

• Schools

The Consultant shall be expected to interface both locally with City staff and other affected agencies as necessary, as well as participating in discussions and presentations with the wider design team at periodic project milestones. In order to ensure a timely progression of the project from inception to final deliverable, the following activities should be anticipated once the Notice to Proceed (NTP) is authorized and as the Project progresses:

• Project Kick-off Meeting

• PDT Meetings

• Project Schedule Management

• Monthly Progress Reports

• Monthly Cost Accounting

• Quality Assurance / Quality Control

Of particular importance is the PDT Meetings, these meetings shall be scheduled at a frequency agreed to by the City and Consultant up to a weekly basis as the Project requires. The consultant shall prepare, update, and provide staff with a punch list prior to the meeting. City staff will be participating and guiding the development of the Safe Routes to School Plan throughout the process.

Task 1: Summary of Deliverables

Develop draft and final Project Plan

Meeting minutes and materials

Develop and Implement QA/QC plan and procedures

Invoicing, progress reporting, and regular coordination with the PM

Task 2: COMMUNITY OUTREACH AND DATA COLLECTION

The City of Anaheim recognizes that community outreach is a crucial part of any planning process regardless of the level of detail of the plan. For this Project we also recognize that the community outreach and data collection efforts will represent a substantial portion of the work. The City believes that the most effective plan is one that is built by the community for the community. As such, this Project will be conducted in an open and transparent manner with community members and stakeholders participating throughout the process.

Walking Audits and School Site Observations:

The Consultant and City staff shall facilitate a walking audit at each of the individual public-school sites; as well as locally serving charter school sites. Effort shall be made to observe each school site during either pick up or drop off periods. The walking audits shall make every effort to identify uplifted sidewalks, missing curb ramps, potential crosswalk locations, needed bicycle infrastructure, traffic calming measures, and any traffic signal improvements. Each walking audit shall be coordinated with the school administration and include the participation of students and/or parents.

Data collection:

Further data collection efforts may include but not be limited to; traffic counts, collision data for the past five years, posted speed limit, 85% speed limit, lane configurations, street classification, lane widths, traffic citations, street lighting, trees, transit stops, transit boarding/alighting, street crossings, and adjacent land uses. Consultant should assume the need to conduct bicycle and pedestrian counts and modal surveys for each school site using industry best practices.

Community Meetings:

The Consultant and City staff shall convene two community meetings with community members and stake holders; including public transit organizations, school district administration, law enforcement, public health organizations, nonprofit partners, elected or appointed boards/committee members, and interested neighborhood associations. The first community meeting shall take place at the start of the project to provide community members and stakeholders an overview of the development of the Plan. The second meeting will present the findings and draft of the Safe Routes to School Plan to the community members and stakeholders.

Task 2: Summary of Deliverables

Sign-in Sheets

Photos and Walk Audit Summaries

Counts and Surveys

Community Meeting Flyers

Task 3: GIS MAPPING

The Consultant shall create new Safe Routes to School maps for each school site that identifies all of the needed improvements/infrastructure gaps in the school area and dictates the official Safe Routes to School. These maps shall be designed to meet the standards of the City GIS staff. Each school site shall be prioritized based on identified criteria. Cost estimates for identified improvements shall be developed by the Consultant for the purpose of the City pursuing future grant opportunities.

Task 3: Summary of Deliverables

Safe Routes to School Maps for each School Site

GIS Shapefiles

Task 4: SAFE ROUTES TO SCHOOL CORRIDORS

The Consultant shall identify six (6) Safe Routes to School corridors that link multiple school sites together and have a similar theme of improvements. These corridors shall be prioritized based on identified criteria. Cost estimates for identified improvements shall be developed by the Consultant for the purpose of the City pursuing future grant opportunities.

Task 4: Summary of Deliverables

Six (6) PSRE level conceptual drawings

Engineering Cost Estimates for each Corridor

Task 5: CITYWIDE SAFE ROUTES TO SCHOOL PLAN

The Consultant shall prepare a comprehensive and citywide Safe Routes to School Plan. The report shall incorporate and be structured around the 6 E’s:

• Education

• Encouragement

• Enforcement

• Engineering

• Evaluation

• Equitable Outcomes

All recommended projects and programs shall include order of magnitude or planning level cost estimates. The Consultant shall be available to attend a City Council meeting and present the final draft of the Safe Routes to School Plan for adoption.

Task 5: Summary of Deliverables

Draft Safe Routes to School Plan

Presentation Power Point for City Council Meeting

Final Safe Routes to School Plan

General Information

1. The Consultant acknowledges that the submittal of a Work Order Proposal shall be in accordance with the Terms and Conditions of the previously executed on-call agreement between the City and the Consultant.

2. The City has attempted to provide all information available related to this RFP. It is the responsibility of each Proposer to review, evaluate, and, where necessary, request any clarification prior to submission of a Proposal. If any person contemplating submitting a response to this Request for Proposals is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, a written request for clarification/interpretation may be submitted via email no later than 3:00 pm on July 20, 2026. If the City determines that clarification or interpretation of this RFP is necessary, the City will issue addenda to this RFP to all Proposers via email. The last date that the City will post Addenda will be July 23, 2026, no later than 5:00 p.m. The City will not be responsible for any other explanations, corrections to, or interpretations of the RFP and its addenda, including any oral information, provided outside of the addenda.

3. All proposals submitted to the City shall become the property of the City of Anaheim. The City reserves the right to reject any or all submitted proposals.

4. Where two or more Consultants desire to submit a single Proposal in response to this RFP, they should do so on a prime-subconsultant basis. The City intends to contract with a single firm and not with multiple firms doing business as a joint venture. If subconsultants are used, the Consultant shall provide the same assurances of competence for the subconsultant plus the demonstrated ability to manage and supervise the subcontracted work. Subconsultants shall not be allowed to further subcontract with others for work under the Agreement. The provisions of the Agreement shall apply to all subconsultants in the same manner as the Consultant/

5. The City reserves the right to withdraw this Request for Proposal at any time for any reason. All firms submitting a proposal will be duly notified of any change in the status of this Request for Proposal.

6. The agreement resulting from this Request for Proposal will be in effect until the completion of the project.

7. The fee schedule submitted with the proposal shall be consistent with the original on-call agreement and stay in effect for the duration of the project work.

8. The Consultant shall identify and provide a Project Manager [single individual/point of contact] to coordinate with the City. The Consultant’s Project Manager shall be reasonably accessible at all times during normal working hours. If at any time the level of performance falls below expectations, the City may request that a Consultant’s employee be changed and request another person be assigned, subject to approval by the City. The selected Consultant shall maintain the same Project Manager for the duration of the project, as specified in the approved proposal. In the event the authorized Project Manager terminates employment, the Consultant shall make a demonstrated and concentrated effort to maintain the Project Manager in the key managerial position, unless extreme conditions prohibit continuance. Any substitution of the Project Manager will require written City approval.

9. Each Proposer shall exercise reasonable care and diligence to avoid submitting a Proposal that could result in a conflict of interest if the City were to select the Proposer as a Consultant. This obligation shall apply to the Proposer; the Proposer’s employees, agents, and relatives; sub-tier consultants; and third parties associated with accomplishing work and services in Proposer’s Proposal. In the event the Proposer has reason to believe that a conflict of interest may exist for the Proposer in regard to this RFP, the Proposer should consult with its legal counsel prior to responding to this RFP. The City may reject the Proposal of any Proposer found to have an actual conflict of interest on that basis.

10. All responses to this RFP accepted by the City shall become the exclusive property of the City.

Upon execution of a PSA, all Proposals accepted by the City shall become a matter of public record and regarded as public, with the exception of those elements of each proposal considered business or trade secrets and plainly marked as “trade secret,” and which are exempt from disclosure under the California Public Records Act. Any element of a proposal that a Proposer desires not to be public record shall be clearly marked as set forth above, and any blanket statement (i.e., regarding entire pages, documents, or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required under the California Public Records Act or otherwise by law (despite the bidder’s request for confidentiality), the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

Proposal Content Requirements

The proposal shall be as concise as possible and should not include any elaborate or unnecessary promotional items. The length of the proposal shall not exceed twenty (20) double-sided pages, including the cover letter, appendices, charts, pictures, tables, schedule and resource allocation, relevant project experience and fee proposal, but excluding front and back covers, section dividers, addendum acknowledgements and appendices. Note: resumes may be provided as appendices. The proposal shall be double-sided letter sheets (8.5” x 11”). Font size shall be a minimum 11-point Arial (standard). It shall include the following items in the order below:

1. Cover Letter: The Consultant’s proposal shall include a cover letter signed by an official authorized to bind the firm and shall contain a statement to the effect that all information submitted with the proposal is true and correct and that the fee proposed is valid for at least one-hundred and twenty

(120) calendar days. Include legal name of company, State of incorporation, corporate address, telephone, email address and type of business entity. Include name, title, address, and telephone number of the contact person identified during the period of proposal evaluation. Include acknowledgement of receipt of all RFP addenda, if any.

2. Firm and Team Experience: Provide a brief overview of the firm. Provide a list of individuals that will be performing the work along with individual resumes. Describe the role of each member of the team and provide a table delineating the responsibilities of each member, the percentage of time they are available to work on this project and an organization chart. Name the other projects assigned to key project team members which may impact this project schedule during this contract.

3. Project Manager: Designate a representative who will be the Project Manager assigned to direct the services under this agreement and who will be the main contact for the City.

4. Work Plan: Proposal shall include a statement of ability to perform the scope of work. Proposal shall include an outline which demonstrates the firm’s understanding of the Scope of Work and a description of the Consultant’s proposed methodology that it will employ for each task in the Scope of Work. This section shall also include any suggestions or special concerns that the Consultant feels that it should make the City aware of or additional tasks not noted in this RFP as requirements that the City may need for the successful completion of the project. The Proposal shall note additional tasks in a section titled ADDITIONAL SERVICES.

5. Schedule: Provide a detailed schedule using the project tasks in the RFP. The detailed schedule shall identify all pertinent tasks, time required to complete each task, milestones, times for City review (use 15 calendar days for each review), time for revising drafts, and tentative completion date to complete the tasks. The Consultant should make the City aware of any potential issues with meeting this deadline or opportunities to accelerate the work. Note: Per SS4A grant requirements, this project must be completed by December 2028.

6. Resource Hour Allocation Table: Provide a Resource Hour Allocation Table to show the amount of time allotted for the Project Manager and other team members for the project as well as the total estimated working hours proposed to complete the project for the prime and all sub-consultants.

Show both the number of the total estimated working hours and the dollar amount in the proposal.

The proposal fee shall be submitted concurrently with the technical proposal. Previous Projects: Provide a list of previous similar projects (in size and scope) completed recently with references. Project information should include a project description, year completed, and client name, along with a person to contact, a telephone number and email address. The Proposer may submit any additional relevant samples (design plans, pictures, etc.) beyond the Proposal Length as an appendix to the proposal.

7. Project Manager Previous Projects: For the Project Manager, the Proposal shall show examples of similar projects, and the Project Manager’s record of completion of projects on schedule and within budget

8. Quality Assurance and Quality Control (QA/QC): Provide a description of the firm’s QA/QC Process/procedures and explain how it will ensure quality work and on-time product delivery.

9. Sub-contract work – If any portions of the project will be sub-contracted, provide the following information for the sub-contractor(s):

a) Firm(s) name(s), principals and proposed project staff’s contact information

b) Description of services the firm(s) will perform

c) Firm’s experience in providing required services

d) Description of any special facilities, expertise, or abilities of the subcontractor relevant to the performance of services described herein.

10. References: Provide a minimum of three (3) references. Include the name, title, address, telephone number and email address of the person(s) at the client organization who is most knowledgeable about the work performed.

11. Conflict of Interest Statement – The proposal shall certify that they have reviewed and understand the conflict-of-interest statement in Attachment 2. The Proposal must include a signed conflict of interest statement.

12. Project Fee Schedule – The Consultant’s fee proposal shall be submitted concurrently with the technical proposal. It shall include a Project Fee Schedule where applicable and as outlined in the Scope of Work, clearly indicating the grand total and optional items.

The Department of Public Works reserves the right to withdraw this solicitation at any time for any reason. The City will notify all firms preparing a Proposal of any change in the status of this solicitation.

The successful Consultant shall file insurance coverage and provide indemnification provisions and hold harmless clauses in favor of the City, as described in the Sample Professional Services Agreement. This solicitation does not commit the City to pay any cost incurred in the preparation of a proposal.

Proposal Selection Criteria

In compliance with Council Policy 4.1 (Selection of Professional Consultants), the selection committee will rank Proposals and recommend a Consultant based upon the following criteria:

EVALUATION CRITERIA PERCENTAGE

OF SCORE

Ability of the Consultant to perform the specific tasks outlined in the RFP 15%

Qualifications of the specific individuals who will work on the project 20%

Amount of time and involvement of key personnel who will be involved in respective portions of the project

15%

Reasonableness of the fee requested to do the work 10%

Demonstrated record of success by Consultant on work previously performed 10%

The specific method and techniques to be employed by the consultant on the project or problem

30%

Total 100%

Please note that part of the evaluation criteria takes into consideration the responsiveness of a Proposal.

If a Proposal does not include all of the information required by this RFP, the City may consider the Proposal nonresponsive and reject said Proposal without evaluation. The City will consider late submittals as nonresponsive, and the City shall reject said Proposals. The City will not allow submittal of additional information after the due date.

The selection committee will score all Proposals deemed to meet all minimum RFP requirements based on established criteria, which have been weighted and will be assigned points that measure the responsiveness to each identified criterion. The total number of points earned will be tallied for each proposal, and the proposals will be rank ordered, based upon the submitted written materials.

The City reserves the right to conduct, or not to conduct oral interviews with and/or require presentations from the highest-rated Proposer(s). The decision whether to conduct oral interviews/presentations rests solely with Department of Public Works and the decision is final. If the City chooses to conduct oral interviews, the selection committee will ask Proposer(s) scoring in the top percentile to attend such interview. Proposers should be ready to attend a meeting within five (5) business days of notification.

Proposers agree that the submission of a Proposal is permission by them for the City to verify all information contained in their Proposal. If the City believes it is necessary, the selection committee may request additional information from a Proposer. Failure to comply with any such request may disqualify a Proposer from further consideration.

Upon the completion of the evaluation process using the above criteria, the selection committee will select the most qualified Proposer(s). Staff will then negotiate an agreement with the selected Proposer(s) and provide a formal Notice to Proceed (NTP), which will be issued as the official approval for the proposal.