Town of Hornellsville Request for Qualifications.pdf

Town of Hornellsville SS4A 693JJ32640699 RFQ

Request for Qualifica�ons (RFQ) Consultant Services: SS4A Comprehensive Safety Ac�on Plan

Town of Hornellsville, New York Safe Streets and Roads for All: Town of Hornellsville Safety Ac�on Plan

Federal Award Number 693JJ32640699

OVERVIEW

The Town of Hornellsville, New York, Steuben County, NY, is seeking qualifica�ons from experienced firms or teams to develop a Comprehensive Safety Ac�on Plan (“Ac�on Plan”) that meets the criteria established by the U.S. Department of Transporta�on’s Safe Streets and Roads for All (SS4A) program1. This Plan will posi�on the Town of Hornellsville for future SS4A implementa�on funding and related opportuni�es.

The purpose of this project is to improve safety, accessibility, and connec�vity for people of all ages and abili�es traveling within, to, and from the Town of Hornellsville, with a focus on people walking, biking, rolling, using mobility devices, and any other motorized devices. The Ac�on Plan will:

● Iden�fy and analyze safety issues and risk factors using data on crash frequency, severity, and other safety concerns;

● Incorporate community input and par�cipa�on (including at least one community mee�ng);

● Integrate findings and lessons from all data obtained; and

● Develop a priori�zed set of projects, strategies, and policies to address iden�fied safety needs.

● Comply with the executed SS4A Grant Agreement, all applicable USDOT General Terms and Condi�ons, 2

CFR Part 200, Title VI of the Civil Rights Act, the Americans with Disabili�es Act, and all applicable federal, state, and local laws, regula�ons, cer�fica�ons, and contract provisions incorporated into the final agreement.

The project is within the geographical boundaries of the Town of Hornellsville to include all public roadways within the geographic boundaries of the Town of Hornellsville, including Town-owned roadways and other roadway facili�es where safety condi�ons affect travel within, to, and from the Town. The Ac�on Plan shall iden�fy roadway ownership and implementa�on responsibility for recommended projects.

The selected Consultant will:

1 https://www.transportation.gov/grants/SS4A;

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● Manage and facilitate all requirements of the awarded grant.

● Lead the prepara�on and produc�on of the Comprehensive Safety Ac�on Plan in accordance with SS4A requirements.

● Coordinate with local partners conduc�ng various plan components.

● Integrate all partner contribu�ons into a cohesive, clearly organized final document and communicate effec�vely with all partners to avoid duplica�on of effort and ensure consistency across project elements.

The final document will include dis�nct appendices outlining the par�cular needs and priority projects for the Town of Hornellsville.

AVAILABLE CONTRACT BUDGET

The Town of Hornellsville received a Safe Streets and Roads for All award consis�ng of $120,000 in federal funding and $30,000 in required non-federal match, for a total approved project budget of $150,000.

Subject to confirma�on of the approved grant budget and any costs retained directly by the Town, the Town an�cipates establishing a consultant contract with a total not-to-exceed amount of $150,000. Respondents shall not compete on total contract price. Each respondent shall instead describe the scope, level of effort, staffing, deliverables, engagement ac�vi�es, demonstra�on-project support, grant-administra�on assistance, and other services it proposes to provide within the fixed available budget.

All proposed costs must be necessary, reasonable, allocable to the project, consistent with the executed SS4A Grant Agreement, and allowable under 2 CFR Part 200. The final scope of services will generally follow the tasks described in this RFQ and may be refined during contract nego�a�ons provided such refinements remain consistent with the approved SS4A Grant Agreement. The Town reserves the right to adjust the consultant contract amount if a por�on of the approved project budget must be retained for Town-administered ac�vi�es or other eligible project expenses.

PROJECT ELEMENTS AND ROLES

The following table summarizes an�cipated project elements and poten�al lead en��es. The Consultant is expected to serve as the overall project lead and integrator, ensuring all work meets SS4A requirements and is fully coordinated.

ELEMENT DELIVERABLE

Working document that explains how the consultant and Town will organize, control, document, and complete the SS4A project.

● Project Management Plan

Comprehensive Safety Ac�on Plan document (mee�ng SS4A requirements)

● Dra� Ac�on Plan

● Final Ac�on Plan

Data collec�on and analysis (crash data, systemic risk, other concerns)

● Exis�ng Condi�ons Memorandum

● Crash Safety Analysis

Demonstra�on projects around iden�fied concerns

● Demonstra�on Project Documenta�on

Community input and par�cipa�on (surveys, mee�ngs, online tools) with community members, hospitals and local businesses.

● Public Engagement Plan and Survey

● Public Engagement Summary

● Town Board Presenta�on

Mapping and GIS

● Exis�ng roadway and jurisdic�onal map;

● Crash-loca�on maps, with fatal and serious-injury crashes dis�nguished;

● Crash trends by mode and contribu�ng factor;

● High-Injury Network or priority safety-network map;

● Systemic-risk maps iden�fying loca�ons with elevated risk even where crashes have not yet occurred;

● Vulnerable-road-user and pedestrian/bicycle safety maps;

● Community-reported concern map;

● School, public health, emergency service, business, transit, and other important des�na�on maps;

● Demonstra�on-project loca�on maps;

● Priori�zed project and strategy map;

● Roadway ownership map iden�fying Town, County, State, City, and Village jurisdic�on; and 2

● GIS data and metadata suppor�ng each final map.

The final scope of work will be developed in collabora�on with the selected Consultant and partners and may refine or adjust these responsibili�es.

Mapping and Conceptual Project Development The Consultant shall prepare mapping and planning-level conceptual materials sufficient to document safety condi�ons, communicate recommended improvements, support project priori�za�on, and posi�on the Town for future SS4A Implementa�on Grant and other funding opportuni�es.

At a minimum, mapping shall include:

• Roadway network and roadway ownership;

• Fatal and serious-injury crash loca�ons and paterns;

• High-injury, priority, or systemic-risk loca�ons and corridors;

• Safety concerns iden�fied through public and stakeholder engagement;

• Important community des�na�ons and vulnerable-road-user generators;

• Demonstra�on-project loca�ons, where applicable; and

• Priori�zed projects, strategies, and policy recommenda�ons.

The Consultant shall provide planning-level conceptual drawings for a mutually agreed-upon number of priority loca�ons or representa�ve project types. Conceptual materials may include annotated aerial imagery, plan-view concepts, typical sec�ons, intersec�on or crossing diagrams, demonstra�on-project layouts, and before-and-a�er visualiza�ons.

Conceptual drawings shall be suitable for planning, public engagement, interagency coordina�on, preliminary cost es�ma�ng, and future grant applica�ons. They shall be clearly iden�fied as conceptual and shall not cons�tute final engineering design, construc�on documents, or authoriza�on for construc�on.

All final maps, GIS layers, geodatabases, metadata, conceptual drawings, and editable source files shall be provided to the Town in formats compa�ble with the Town’s available so�ware.

TIMELINE

The an�cipated contract dura�on is approximately seventeen (17) months from No�ce to Proceed through final acceptance of the Comprehensive Safety Ac�on Plan. The Consultant shall prepare a detailed Project Management Plan and schedule within thirty (30) days of No�ce to Proceed. Consultant Selec�on is an�cipated in September 2026, with Contract Award an�cipated in October 2026.

The final Ac�on Plan deliverable is due no later than June 1, 2028. More detailed schedule expecta�ons will be discussed with the selected Consultant and reflected in the final contract.

FEDERAL AND STATE REQUIREMENTS

This project is funded through the U.S. Department of Transporta�on’s SS4A program and is subject to applicable federal and state requirements, including but not limited to:

● 2 CFR Part 200 (Uniform Administra�ve Requirements, Cost Principles, and Audit Requirements for Federal Awards);

● Applicable USDOT and SS4A program guidance; and

● Nondiscrimina�on and civil rights requirements (e.g., Title VI).

The selected Consultant will be required to comply with all applicable federal, state, and local requirements, and to execute any necessary cer�fica�ons and assurances as part of the contract.

RESPONSE REQUIREMENTS

Proposals should be concise yet sufficiently detailed to allow the Town Board to evaluate the firm’s capabili�es and approach. Your response should include the following sec�ons:

● Firm Profile & Relevant Experience

○ Brief overview of your firm or team, including office loca�ons, service areas, and relevant exper�se.

○ Provide at least three (3) examples of similar projects you have conducted within the last five years that are relevant to the scope indicated above.

● Project Understanding and Approach

Provide a detailed narra�ve describing:

○ Your understanding of the Town of Hornellsville context and safety challenges;

○ Your methodology for data collec�on, analysis, and systemic safety evalua�on;

○ Your strategy for community engagement;

○ Your approach to coordina�ng with hospital, public health and other community partners;

○ Your plan for developing and priori�zing safety projects, strategies, and policies;

○ How you will ensure compliance with all SS4A requirements and deliver an ac�onable, implementa�on-ready plan.

● Project Team

○ Iden�fy the Project Manager and key staff;

○ Provide résumés or bios emphasizing relevant experience;

○ Demonstrate capacity to complete the project within the required �meline.

● References Provide three (3) references for clients whose projects were completed within the past five years.

Include: contact name, organiza�on, email, phone number, and a brief project descrip�on.

● Proposed Alloca�on of Effort Each respondent shall provide a proposed alloca�on of the available contract budget, including:

• Tasks and subtasks;

• Deliverables;

• Es�mated hours by staff classifica�on and task;

• Hourly billing rates;

• Subconsultant costs;

• Grant-management and repor�ng assistance;

• Op�onal or enhanced services included within the fixed budget;

• Assump�ons, exclusions, and proposed Town or partner contribu�ons; and

• Total proposed contract amount of $150,000.

The budget alloca�on will be reviewed to assess the respondent’s understanding, proposed level of effort, efficient use of available funds, and ability to provide the greatest value within the fixed project budget.

EVALUATION AND SELECTION

The Hornellsville Town Board will evaluate all components, including expense breakdown, as part of a single, unified qualifica�on review process. Qualifica�ons will be evaluated using the following criteria:

● Project understanding and approach

● Relevant SS4A and transporta�on safety experience and past performance

● Team qualifica�ons and availability of project team

● Proposed scope, deliverables, and level of effort within the fixed budget

● Community engagement and partner-coordina�on approach

● Schedule, quality control, and grant management capacity

The Town Board will evaluate respondents based on qualifications, technical merit, demonstrated experience, proposed level of effort, deliverables, and overall value offered within the fixed available contract budget. Total proposed price will not be a differentiating selection factor because all respondents are required to propose a total contract amount of $150,000.

Following ranking, the Town may interview one or more respondents and will negotiate the final scope, task budget, deliverables, schedule, and contract terms with the highest-ranked respondent. If the Town cannot reach a satisfactory agreement, it may terminate negotiations and proceed to the next-ranked respondent.

All reports, GIS data, databases, graphics, presenta�ons, spreadsheets, survey results, photographs, and other work products prepared under this contract shall become the property of the Town of Hornellsville.

QUESTIONS

Direct all ques�ons to:

Town of Hornellsville Grants Office Richard Scavo, Project Coordinator; tohgrants@towno�ornellsville.com 607-295-9660

SUBMISSION INSTRUCTIONS

Submit one (1) PDF containing your qualifica�ons by August 27, 2026 at 1:00 pm (local �me) to:

Jessica LaFrance, Town Clerk P.O. Box 1 Arkport, New York 14807 Email: tohclerk@towno�ornellsville.com Subject line: “SS4A RFQ Response – [Firm Name]”

Late submissions may not be considered.

We look forward to hearing from you.