SS4A grant implementation project support consultant - RFP # 004 - 2026.pdf

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Invitation to submit proposals for

SS4A Grant Implementation, FHWA

Coordination, Federal Compliance, Procurement, and Demonstration Project

Support

RFP # 004 -2026

by

Town of Riverdale Park

5008 Queensbury Rd Riverdale Park, MD20737

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Contents

Proposal Identification Cover Page

1. Request for Proposals

2. Solicitation

3. Questions and Clarification of RFP Requirements

4. Proposal Submission

5. Scope of Work

6. Proposal Submission Requirements

7. Award of Contract

8. Federal Compliance Requirements and Certifications

9. Liability Insurance

10. Protests

11. Notice to Proceed

12. Taxes

13. General Indemnity

14. Receipt of Addendum

15. Certification Statement

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Proposal Identification Cover Page

Use this page as the Cover Page of your proposal:

TITLE: SS4A GRANT IMPLEMENTATION

PROPOSAL NO.: RFP # 004 -2026

FROM: Authorized Representative Name

Proposer Address

DATE SUBMITTED: [Date Submitted]

SUBMITTED TO: RFP-BIDQuestions@RiverdaleParkMD.Gov

Attention: Nouman Haider, Special Projects

Coordinator

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1. Request for Proposals

The Town of Riverdale Park ("Town"), in partnership with the Town of Edmonston, received $768,000 through the U.S. Department of Transportation's Safe Streets and Roads for All (SS4A) Planning and Demonstration Grant Program (Award 693JJ32440762; total project cost $960,000 including local match). As the official grantee, Riverdale Park is responsible for administering the grant, including coordination with FHWA and USDOT, federal compliance, procurement documentation, reimbursement, reporting, and overall delivery. Edmonston, as the partner jurisdiction, will take part in planning, coordination, and implementation activities.

The grant funds planning and program development, supplemental planning activities, and roadway safety demonstration projects. To carry this work forward, the Town is seeking a qualified consultant ("Contractor") to assist with implementation, FHWA coordination, federal compliance, procurement documentation, project tracking, coordination between the two Towns, and delivery of the demonstration projects.

This RFP is intended to secure structured implementation and compliance support for the remainder of the grant period. Riverdale Park will remain in responsible charge of the grant and retain final decision-making authority throughout. The successful Proposer will be required to enter into a Professional Services Agreement with the Town.

2. Solicitation This schedule estimates the time needed to complete this RFP process. The Town reserves the right to modify this schedule as needed to accommodate the completion of the process.

RFP Release Date: September 2, 2026

Last Date for Questions: September 15 ,2026, 5:00 PM

Last Date for Responses to Questions: September 18, 2026

Proposal Due Date: September 22, 2026, 12:00 Noon

Notification of Selection: TBD

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3. Questions and Clarification of RFP Requirements All questions concerning this RFP must be submitted in writing no later than 5:00 pm

September 15, 2026, via email to RFP-BIDQuestions@RiverdaleParkMD.Gov and include the Proposer’s name, point of contact, e-mail, business addresses, and telephone number. Questions submitted after this date and time may not be addressed. Questions from potential Proposers and the corresponding response will be posted on the Town’s

Website. Proposers are urged to check the Town’s website regularly for updates and revisions via addendums.

4. Proposal Submission A. To qualify to work on this project, the Proposer must submit all information requested in this RFP to RFP-BIDQuestions@RiverdaleParkMD.Gov.

B. All Proposals must remain in effect for at least 90 days from submittal. The Town reserves the right to accept Proposals individually or collectively, to accept or reject any or all Proposals, waive any informality, cancel the solicitation prior to Proposal opening, and take whatever action is in the best interest of the Town. There is no guarantee, either expressed or implied, that a contract will be awarded as a result of this RFP to any Proposer.

C. The Town may request additional information, samples, or presentations in support of Proposals. Additionally, the Town may perform an interview(s) with Proposers under consideration to clarify any information provided.

5. Scope of Work

Overview

The Town of Riverdale Park, in partnership with the Town of Edmonston, seeks to retain a qualified consultant ("Contractor") to provide SS4A grant implementation, FHWA coordination, federal compliance, procurement documentation, and demonstration project support for the remainder of the grant period. Riverdale Park will remain in responsible charge of the grant and retain final decision-making authority throughout.

The Town will procure consultant services for this scope of work in accordance with its procurement policies and applicable federal requirements, including 2 CFR Part 200. The

Town anticipates an initial engagement in the approximate range of $25,000 to $40,000, funded through the SS4A grant's Base Phase. Proposers should structure their proposal to fit within this range, and may identify priority tasks for the initial budget along with optional future-phase tasks. The final not-to-exceed amount will be negotiated based on the approved scope, level of effort, staffing plan, schedule, available SS4A funds, and documentation of cost reasonableness. No work shall begin until a written contract and notice to proceed have been issued.

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General Responsibilities

The Contractor shall perform professional consultancy services on behalf of the Town, including but not limited to:

Town of Riverdale Park

Riverdale Park is the official SS4A grantee and will retain responsible charge, grant management authority, and final decision-making authority. The Town will approve all scopes, contracts, procurement approaches, FHWA submissions, project priorities, public-facing materials, and other grant-related decisions.

Town of Edmonston

Edmonston is the partner jurisdiction. Its staff will provide local input, review materials, identify priorities, participate in coordination meetings, and support documentation related to Edmonston-specific planning and demonstration activities.

Selected Consultant

The Contractor will provide technical, administrative, compliance, coordination, and implementation support as authorized by Riverdale Park. The Contractor will not make policy decisions, procurement determinations, or funding commitments, and may not commit either Town to any course of action. The Contractor also may not communicate with FHWA/USDOT, elected officials, vendors, other consultants, or outside agencies on the Towns' behalf except as authorized by Riverdale Park.

Tasks Task 1: SS4A Project Management Plan and Implementation Framework

The consultant will prepare or update a project management plan and implementation framework for the SS4A grant, giving the Towns a practical structure for managing the remaining planning, procurement, FHWA coordination, demonstration project development, implementation, reporting, and closeout work.

Services may include: reviewing existing SS4A grant materials, grant agreement requirements, prior planning documents, project lists, FHWA correspondence, procurement records, and prior contracts; developing or updating a master SS4A implementation work plan; defining roles and responsibilities for Riverdale Park, Edmonston, FHWA/USDOT, consultants, and project partners; establishing a regular structure for staff-level coordination meetings and decision-making; identifying required approvals, sequencing, and key decision points; developing tools to track scope, schedule, budget, deliverables, FHWA approvals, and open items; flagging risks, schedule constraints, procurement needs, and compliance issues that require Town direction.

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Deliverables may include: SS4A Project Management Plan or Implementation Framework;

roles and responsibilities matrix; master project schedule; action item tracker; decision log;

risk and issue tracker.

Task 2: FHWA/USDOT Coordination Support

The consultant will assist Riverdale Park with the coordination, communication, and documentation involved in FHWA/USDOT oversight.

Services may include: preparing agendas, meeting notes, and action items for FHWA coordination meetings; tracking FHWA requests, approvals, submissions, and pending items; helping draft written responses to FHWA questions or requests for clarification;

preparing and organizing materials needed for FHWA review; maintaining an FHWA correspondence and approval log; supporting coordination on grant agreement requirements, phased approvals, demonstration project authorization, scope clarifications, budget questions, and schedule updates; helping Riverdale Park prepare for FHWA meetings and check-ins.

Deliverables may include: FHWA coordination log; meeting agendas and notes; draft response materials; approval tracker; summary of pending FHWA actions and next steps.

Task 3: Federal Grant Compliance and Documentation Support

The consultant will help Riverdale Park keep complete grant files and compliance documentation for all SS4A-funded activities.

Services may include: developing and maintaining a compliance checklist covering grant administration, procurement, consultant selection, reporting, reimbursement, project approvals, and closeout; reviewing existing project files for completeness and identifying missing documentation; assembling documentation needed for reimbursement requests, monitoring, and closeout; supporting compliance with applicable federal requirements, including the SS4A grant agreement, FHWA requirements, 2 CFR Part 200, responsible charge requirements, and Town procurement policies; preparing file indexes, document organization tools, and compliance summaries for Town use; helping the Town prepare for federal or state monitoring reviews and for grant closeout.

Deliverables may include: SS4A compliance checklist; grant file index; documentation gap list; monitoring/closeout readiness checklist; monthly compliance summary.

Task 4: 2 CFR Part 200 Procurement and Federal Requirements Support

The consultant will support procurement planning, documentation, and compliance for

FHWA-funded SS4A activities, consistent with 2 CFR Part 200, FHWA grant terms and conditions, and Town procurement policies. The consultant's role under this task is technical and administrative only; the consultant will not make procurement determinations, select vendors or consultants, direct the outcome of a procurement, commit

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Services may include: helping develop scopes of work, solicitation documents, independent cost estimates, procurement schedules, and evaluation materials for SS4A-funded consultant or contractor services; advising Town staff on the documentation required for federally funded procurements, including records needed to support competition, cost reasonableness, selection, negotiation, contract award, and contract administration; preparing and organizing procurement files for FHWA review, reimbursement, monitoring, and closeout; helping document the procurement method, evaluation process, conflict of interest considerations, cost/price analysis, and basis for contractor selection; preparing consultant kickoff materials so selected firms understand

FHWA requirements, the SS4A scope, deliverables, schedule, invoicing expectations, and documentation requirements; reviewing draft procurement and contract documents for consistency with the approved SS4A scope, the grant agreement, and applicable federal requirements; supporting Town staff in responding to FHWA questions about procurement, consultant selection, contract documentation, and project delivery; tracking procurement-related approvals, pending actions, required documentation, and deadlines.

Deliverables may include: procurement documentation checklist; draft scopes of work;

independent cost estimate templates or support materials; evaluation support materials;

procurement file summaries; cost reasonableness documentation support;

consultant/contractor kickoff materials.

Task 5: Interjurisdictional Coordination with Edmonston

The consultant will support coordination between Riverdale Park and Edmonston so both

Towns stay aligned on SS4A planning, implementation, FHWA requirements, documentation, and project delivery.

Services may include: coordinating regular staff-level check-ins between Riverdale Park and Edmonston; preparing meeting agendas, notes, and action item summaries; tracking

Edmonston-specific planning and demonstration activities; helping Edmonston staff understand SS4A requirements, deadlines, deliverables, approvals, and documentation needs; supporting Edmonston's participation in planning, project implementation, public engagement, and reporting; ensuring Edmonston-related activities are coordinated through

Riverdale Park as the official grantee; facilitating communication among Edmonston staff, Riverdale Park staff, FHWA/USDOT, and project consultants, as authorized by Riverdale

Park.

Deliverables may include: interjurisdictional coordination tracker; Edmonston action item list; meeting summaries; partner jurisdiction documentation checklist.

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Task 6: Planning and Walk, Bike, Drive Action Plan Integration

The consultant will assist the Towns with the final coordination, review, and integration of

SS4A planning deliverables, including the Walk, Bike, Drive Action Plan and related safety planning work.

Services may include: reviewing existing draft planning materials and project lists;

identifying gaps, unresolved items, or needed updates; integrating crash analysis, safety priorities, public engagement feedback, and project recommendations; organizing planning recommendations into implementation-ready project lists; aligning the Riverdale Park and

Edmonston planning efforts; preparing final planning deliverables for documentation, public review, or FHWA submission; supporting the transition from planning recommendations to project implementation.

Deliverables may include: planning deliverables review memo; gap analysis;

implementation-ready project list; Action Plan integration notes; summary of remaining planning steps.

Task 7: Demonstration Project Readiness and Implementation Support

The consultant will assist with the coordination, readiness, and tracking of SS4A demonstration projects, subject to FHWA authorization and Town direction.

Services may include: developing implementation schedules for the demonstration projects; tracking the approvals required before procurement, installation, construction, or deployment; coordinating with engineering, planning, and design consultants; reviewing demonstration project concepts and deliverables for consistency with the approved SS4A scope, grant requirements, and FHWA expectations; identifying demonstration project materials, locations, implementation constraints, and approval pathways; tracking demonstration project budgets, timelines, risks, and documentation; developing implementation checklists for temporary, quick-build, or demonstration safety improvements; documenting before/after conditions, data collection needs, public feedback, and performance measures; coordinating demonstration project closeout documentation and lessons learned.

Deliverables may include: demonstration project readiness checklist; demonstration project implementation tracker; before/after data collection framework; performance measure tracking template; demonstration project closeout summary.

Task 8: NEPA / Categorical Exclusion and Environmental Documentation Support

As needed, the consultant will assist Riverdale Park with NEPA and Categorical Exclusion

(CE) documentation, environmental review, and related FHWA coordination for the demonstration projects.

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Services may include: reviewing existing NEPA/CE approvals and any re-evaluation needs; determining whether proposed changes to a demonstration project require additional

FHWA review or a NEPA re-evaluation; preparing NEPA/CE documentation for demonstration projects, as needed; documenting project purpose and need, proposed action, funding plan, schedule, environmental resources, permits, approvals, commitments, and mitigation measures; coordinating with the Maryland Historical Trust, Maryland DNR, or other agencies on environmental review requirements, as applicable; tracking environmental commitments and required follow-up actions; preparing materials for

FHWA environmental review and approval.

Deliverables may include: NEPA/CE documentation support materials; environmental review checklist; permit and approval tracker; environmental commitments log; NEPA re-evaluation summary, if needed.

Task 9: Consultant, Contract, and Deliverable Coordination

The consultant will help Riverdale Park coordinate SS4A-related consultants, contracts, deliverables, and invoices.

Services may include: supporting consultant kickoff meetings; tracking consultant deliverables, invoices, budgets, schedules, and remaining balances; reviewing deliverables for consistency with scope, schedule, grant requirements, and Town expectations;

identifying contract issues, missing documentation, or needed approvals; preparing contract and deliverable status summaries for Town staff; supporting transitions between consultants or project phases, as needed; maintaining documentation of consultant performance, deliverables, approvals, and invoice review.

Deliverables may include: consultant/contract tracker; deliverable review checklist;

invoice/deliverable documentation summary; transition memo for consultant or project phase changes.

Task 10: Public Engagement and Advisory Committee Support

The consultant may also assist with public engagement and advisory committee coordination related to SS4A planning and implementation.

Services may include: coordinating with Riverdale Park's Walk, Bike, Drive Advisory

Committee and with Edmonston staff or advisory groups; preparing meeting materials, handouts, summaries, and follow-up notes; tracking public comments and community feedback; planning engagement for demonstration projects and safety planning deliverables; preparing plain-language project updates for community use; coordinating public-facing materials with approved Town messaging.

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Deliverables may include: meeting materials; public comment summaries; community engagement tracker; advisory committee updates; project fact sheets or presentation materials, as authorized.

Task 11: Budget, Reporting, Reimbursement, and Closeout Support

The consultant will support Riverdale Park with budget tracking, reporting, reimbursement, and closeout preparation.

Services may include: tracking SS4A budget categories, expenditures, match, remaining balances, pending obligations, and contract commitments; coordinating with Riverdale

Park finance staff on reimbursement documentation; assembling supporting documentation for reimbursement requests; supporting progress and performance reporting, as requested;

flagging budget issues, amendment needs, or scope and schedule risks for Town review;

tracking Edmonston-related costs and documentation, as applicable; assisting with closeout planning and final documentation.

Deliverables may include: budget and contract tracker; reimbursement documentation checklist; reporting support materials; match tracking support; closeout readiness checklist;

final project documentation summary.

Task 12: Transition, Knowledge Management, and Grant File Organization

The consultant will help organize project materials and support continuity through the remainder of the grant period.

Services may include: reviewing and organizing prior project materials, consultant deliverables, procurement files, FHWA correspondence, approvals, and planning documents; maintaining a centralized project tracker and document index; preparing transition memos for major project phases or consultant changes; organizing key project decisions, approvals, correspondence, and deliverables; recommending remaining steps and flagging unresolved issues and compliance needs.

Deliverables may include: transition memo; grant document index; open items list;

remaining steps memorandum; closeout and continuity file structure.

Term of Engagement

The initial contract term may run twelve (12) months from the Notice to Proceed, with the option to extend through the remainder of the SS4A grant period (period of performance through August 15, 2029) if funding is available, the scope remains necessary, and performance is satisfactory.

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6. Proposal Submission Requirements

Proposals must include the following:

Cover Letter

• Consultant name and address

• Primary contact information

Proposer Qualifications

• Years in practice

• A proposed approach and work plan by task

• Name and qualifications of the individual(s) who will perform the work

• Relevant experience with SS4A, FHWA, federal-aid transportation projects, 2

CFR Part 200 procurement documentation, NEPA/CE documentation, and local government project implementation

Fee Proposal

• Estimated hours by task

• Hourly rate

• Any direct costs

• A total proposed not-to-exceed fee

• A proposed schedule

• Anticipated deliverables, assumptions, and exclusions

• Identification of any proposed subcontractors

References

Provide at least three (3) references for comparable federal-aid transportation planning, compliance, or grant implementation engagements within the past five (5) years, including agency name, services provided, duration of engagement, and contact information.

Compliance Confirmation:

Confirmation that the Consultant can comply with applicable federal grant requirements, the SS4A grant terms, FHWA requirements, 2 CFR Part 200, and the Town's contract requirements.

7. Award of Contract

a) Proposers must submit a proposal on the entire contract. In determining which proposal best meets the Town's expectations, a Review Committee comprising

Town staff will evaluate proposals based on the following weighted criteria:

Proposed Approach and Work Plan (25%); Consultant/Contractor Qualifications and Relevant Experience (25%); Key Personnel (15%); References and Past

Performance (10%); Proposal Price and Cost Reasonableness (25%). The Town

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b) The Town reserves the right to cancel the Award of the Contract at any time prior to execution of the Contract without liability on the part of the Town.

8. Federal Compliance Requirements and Certifications This engagement is funded in whole or in part by a federal award (SS4A Award

693JJ32440762) and is subject to 2 CFR Part 200 and the applicable requirements of

Appendix II to 2 CFR Part 200. The resulting contract will include, as applicable:

• Equal Employment Opportunity and civil rights / nondiscrimination requirements

• Debarment and suspension certification

• Byrd Anti-Lobbying certification

• Contract Work Hours and Safety Standards, where applicable

• Rights to inventions and Clean Air Act / Federal Water Pollution Control Act requirements, where applicable

• Prohibition on covered telecommunications and video surveillance equipment and services

• Build America, Buy America requirements, where the scope touches demonstration project materials or installation

• Records access, audit rights, record retention, and flow-down of applicable federal requirements to any subcontracts

• This contract is limited to professional and administrative consultant services and excludes construction and physical installation of demonstration treatments.

Davis-Bacon prevailing wage requirements therefore do not apply to this scope.

Proposers must certify their ability to comply with all applicable federal requirements as part of their proposal.

Organizational Conflict of Interest

Proposers must disclose any involvement in the development of this scope of work or solicitation that could create an actual or potential organizational conflict of interest or unfair competitive advantage.

9. Liability Insurance The successful Contractor will be required to purchase and maintain during the entire term of this Agreement comprehensive general liability insurance, including cyber insurance, automobile insurance, professional errors and omissions insurance, and workers’ compensation insurance with limits of not less than those set forth below.

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Comprehensive General Liability Insurance:

Personal injury and property damage liability insurance with a single limit of $2,000,000 each occurrence/aggregate.

All insurance shall include completed operations and contractual liability coverage.

Automobile Liability Coverage:

Automobile liability insurance $1,000,000 for each occurrence/ aggregate; property damage - $500,000 for each occurrence/aggregate.)

Workers’ Compensation Insurance:

Contractors shall comply with the requirements and benefits established by the State of

Maryland for the provision of Workers’ Compensation insurance. Contractor shall provide workers’ compensation insurance meeting the statutory limits for Maryland and

Employers’ Liability limits of $500,000. All corporations are required to provide Workers’

Compensation Certificates of Insurance.

Professional Errors and Omissions Insurance:

The Contractor shall maintain a policy with limits of not less than $1,000,000 each occurrence/aggregate, to include cyber liability/data breach coverage.

The Town shall be named as an additional insured on the Comprehensive General Liability

Insurance and the Automobile Insurance. The Contractor shall provide a Certificate of

Insurance with additional insured endorsement to the Town within ten business days after the award of the contract and in any event prior to beginning work. The Certificate shall be in a form acceptable to the Town.

10. Protests Any Proposer with a concern about the award of contract may submit a protest to the Town

Manager. Protests must be submitted in writing within five (5) business days following the official public announcement of the contract award on the Town’s website.

11. Notice to Proceed After execution of the Agreement, the Town will issue a Notice to Proceed. The Notice to

Proceed shall establish the effective date upon which services under the Agreement may commence. Work performed prior to the date set forth in the Notice to Proceed shall be at the selected Contractor’s risk. Failure by the successful Contractor to commence services within five (5) days of the effective date set forth in the Notice to Proceed may be construed as a breach of the Agreement and may result in termination by the Town or other remedies available at law.

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12. Taxes The Town of Riverdale Park is exempt from the State of Maryland sales tax. Proposers shall not include sales tax in their proposal pricing. It is the responsibility of the Proposer to determine the applicability of any federal, state, or local taxes to their services.

13. General Indemnity The Contractor shall indemnify, defend, and hold harmless the Town of Riverdale Park, its

Mayor and Council, officers, employees, and agents from and against all claims, damages, losses, and expenses, including reasonable attorneys’ fees, arising out of or resulting from the performance of the services provided under this Agreement, but only to the extent caused by the negligent acts, errors, or omissions of the Contractor or anyone directly or indirectly employed by the Contractor.

14. Receipt of Addendum Proposer must acknowledge receipt of all addenda issued by the Town in connection with this Request for Proposals. Failure to acknowledge receipt of addenda may result in the

Proposal being deemed non-responsive.

Addenda, if issued, will be posted on the Town’s website and/or distributed via email to known Proposers. It shall be the responsibility of each Proposer to verify whether any addenda have been issued prior to submitting a Proposal.

15. Certification Statement I certify that I have reviewed the requirements of the Request for Proposal and that all information submitted is accurate. I affirm that I am not barred from contracting with any government entity and have not been convicted of any relevant criminal offenses. I understand that false statements may result in disqualification.

Firm name: ____________________________

Authorized Representative (Print): ____________________________

Title: ____________________________

Signature: ____________________________

Date: ________________________________