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HomeMy WebLinkAboutRFQ_City of Bozeman SS4A Comprehensive Safety Action Plan and Demonstration Activities_for advertisingPage 1 of 14 REQUEST FOR QUALIFICATIONS (RFQ) SS4A COMPREHENSIVE SAFETY ACTION PLAN AND DEMONSTRATION ACTIVITIES CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 February 2025 Page 2 of 14 NOTICE IS HEREBY given that the City of Bozeman (City) is seeking qualifications from collaborative teams and firms to assist with the implementation of Safe Streets and Roads for All (SS4A) Planning and Demonstration grant award. Work will include the development of a Comprehensive Safety Action Plan that meets the requirements of a qualified plan as defined under the SS4A program. The plan will use a Safe Systems approach with the goal of eliminating serious injury and fatal crashes affecting all users with a focus on the arterial and collector network within the City of Bozeman. The demonstration activities include deployment of an advanced safety data collection system at existing signal and the implementation of a safety data platform capable of importing crash data, transportation network information, and demographic data. The platform will be utilized for the development and implementation of the plan, including analysis of high injury network and prioritization of safety projects and programs. The platform will also support the evaluation tasks identified in the SS4A Grants. Copies of the Request for Qualifications are available on the City’s website All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFP Recipient email address below. Respondents are advised that Recipient’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFP title, company name and due date/time. File sizes greater than 25MB in size may be uploaded to the City Clerks’ Office upon special arrangement of the Recipient; however, it is the respondent’s sole responsibility to ensure the file upload is completed, and that the Recipient is separately notified via email of same, prior to the given deadline. Deliver RFQs via email to the City Clerk by March 17, 2025, at 3:00 PM MST. It is the sole responsibility of the proposing party to ensure that proposals are received prior to the closing time as late submittals will not be accepted and will be returned unopened. The email address for submission is: procurement@bozeman.net NON-DISCRIMINATION AND EQUAL PAY The City of Bozeman is an Equal Opportunity Employer. Discrimination in the performance of any agreement awarded under this RFQ on the basis of race, color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender identity or disability is prohibited. This prohibition shall apply to the hiring and treatment of the awarded entity’s employees and to all subcontracts. As such, each entity submitting under this notice shall include a provision wherein the submitting entity, or entities, affirms in writing it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and which also recognizes the eventual contract will contain a provision prohibiting discrimination as described above and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts. In addition, pursuant to City Commission Resolution 5169, the entity awarded a contract under this RFQ and any subcontractors must abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and affirm it will abide by the above and that it has visited the State of Montana Equal Pay for Equal Work “best practices” website, or equivalent “best practices publication and has read the material. The City of Bozeman, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award. Failure to comply with the above may be cause for the City to deem the submittal non-responsive. Any administrative questions regarding proposal procedures should be directed to: Mike Maas, City Clerk (406) 582-2321, procurement@bozeman.net. Questions relating to the RFQ should be directed to: Taylor Lonsdale, Transportation Engineer, tlonsdale@bozeman.net. DATED at Bozeman, Montana, this February 14, 2025. Mike Maas City Clerk City of Bozeman For publication on: Sunday, February 15, 2025 Sunday, March 8, 2025 I. INTRODUCTION The City of Bozeman (Owner) is seeking qualifications from a team of firms for professional services to support the implementation of two Safe Streets and Roads for All (SS4A) grant awards. The Owner intends to enter a contract with the selected team of firms that will include execution of the scope of work outlined in this RFQ. The Owner will expect a qualifying proposal to be led by a Prime consultant leading the Planning phase with teaming partners for the demonstration activities. The Owner intends to use this selection for procurement of all products required for demonstration activities. A Teaming Meeting will be held virtually to assist primes with making connections to reputable firms providing the demonstration services. This RFQ shall not commit the Owner to enter into an agreement, to pay any expenses incurred in preparation of any response to this request, or to procure or contract for any supplies, goods or services. The Owner reserves the right to accept or reject all responses received as a result of this RFQ if it is in the Owner’s best interest to do so. This procurement is governed by the laws of the State of Montana and venue for all legal proceedings shall be in the 18th Judicial District Court, Gallatin County. By offering to perform services under this RFQ, all Submitters agree to be bound by the laws of the State of Montana and of the Owner, including, but not limited to, applicable wage rates, payments, gross receipts taxes, building codes, equal opportunity employment practices, safety, non-discrimination, etc. II. PROJECT BACKGROUND In 2022, Bozeman City Commission adopted the Streets Are for Everyone (SAFE) Action Plan following the tragic death of two community members while riding bicycles. This leadership established a vision for how the city will implement a Safe Systems Approach with a clear goal of eliminating serious injuries and fatalities on Bozeman's streets. To strengthen this effort, the City of Bozeman applied for and was awarded a Safe Streets and Roads for All (SS4A) Planning and Demonstration Grant in 2023 to complete a Comprehensive Safety Action Plan and demonstrate the use of advanced safety data collection equipment at selected signalized intersections. In 2024, the city applied for and was awarded a SS4A Supplemental Planning and Demonstration Grant to augment the initial planning and demonstration grant by funding additional planning activities, additional safety data collection equipment, and a safety data platform to support plan development and evaluation. The city intends to hold a teaming meeting prior to the deadline for submittals. The intent of the teaming meeting will be for the city to answer questions on the RFQ and for potential firms and suppliers to meet and share information related to the RFQ. The budget identified in the grant applications can be found below. Deviations from the allocations may be possible but will require justification and will require an amendment to the grant agreements with FHWA. Consultant Support for Action Plan Development $250,000 Implementation and Three Years of Safety Data Platform Demonstration $144,000 Procurement and Installation of Traffic Signal Safety Analytics Equipment $200,000 III. SCOPE OF SERVICES The preliminary scope of work involved for this project is outlined below. Additional tasks and work elements may be added during contract negotiations. It is also possible that tasks or elements could be deleted through negotiation. In its proposal, the consultant may recommend addition/deletion of tasks or modification of tasks in describing its understanding and approach for the project. A. Comprehensive Safety Action Plan The Plan shall include the core components as identified in the Notice of Funding Opportunity and summarized in the SS4A Action Plan Components handout. They are: • Leadership commitment and goal setting • Planning structure • Safety analysis • Engagement and collaboration • Equity • Policy and process changes • Strategy and project selections • Progress and transparency The scope of work will generally follow the above requirements and include the following: • Project Materials:  The selected firm will be responsible for preparation of materials needed to communicate project intent and progress to City leadership, citizen advisory boards, and staff. These materials will evolve with the project and be utilized for communication throughout the project. • Community Engagement:  The selected firm will be responsible for the implementation of the projects Community Engagement plan that will be developed based on Engage Bozeman. • Data Collection/Compilation and Analysis:  SS4A Action Plans are data driven plans. The selected firm will be the lead on compiling and analyzing the data required to document the existing conditions and historical trends that provide a baseline level of crashes for all road users across the city. The city’s intent is for the selected team to utilize the safety data platform in the demonstration portion of the project to complete this deliverable. Under the Safe Systems approach particular emphasis will be placed on serious injury and fatal crashes. Analysis of systemic and specific safety needs is also required (e.g., high-risk road features, specific safety needs of relevant road users, public health approaches, analysis of the built environment, demographic data, and structural issues, in addition to any required by the City). The analysis will focus on the city’s arterial and collector network but may include all roadways within the city’s jurisdiction, regardless of ownership. The city will provide copies of any city-maintained documents, plans, geospatial data, and other background information desired by the firm. The selected firm should identify other sources of data they intend to use. • Equity:  In 2023 the City of Bozeman adopted the Belonging in Bozeman Equity & Inclusion Plan. Equity is an essential component in both the engagement and planning process, including identifying underserved communities through data and analysis in collaboration with appropriate partners. Analysis includes both population characteristics and initial equity impact assessments of the proposed projects and strategies. • Policy:  The selected firm will evaluate existing policies, plans, guidelines, standards, and similar documents to identify opportunities to improve how the city can prioritize transportation safety. The Action Plan should discuss implementation through the adoption of revised or new policies, guidelines, standards, etc. The Plan should set a target date for zero serious injuries and fatalities. • Programs:  The Plan needs to include identification of programmatic strategies aimed at eliminating serious injury and fatal crashes. These strategies should follow a Safe Systems approach. • Projects:  The Plan must include a prioritized list of projects shaped by data, stakeholder input, and equity that implement proven countermeasures to address identified safety needs. These projects should follow the Safe Systems approach. Data limitations should be identified and mitigated, and prioritization criteria should be summarized. • Progress and transparency are critical in the planning process. As such the chosen firm should be prepared to provide information that supports accurate and open sharing of information across platforms for the community and stakeholders, as requested by the city. The Plan must be formatted to be ADA compliant and ready for inclusion on the City’s website. B. Implementation of a Safety Data Platform • The platform must accept crash data from existing City of Bozeman and Montana Department of Transportation systems: including formats like Zeurcher Suite, PDF, and AASHTOWare. • The platform should utilize data from the advanced safety equipment to generate crash diagrams, analyze crash patterns, overlay demographic and street network data, and identify high injury networks and potential countermeasures. • The platform must also facilitate ongoing monitoring and evaluation of the safety plan, producing necessary evaluation information for the SS4A grant. • Implementation of the platform should demonstrate the potential increase in efficiency of project identification, including reduced staff time. C. Traffic Signal Safety Analytics Equipment Procurement and Installation • Procure and install safety analytics equipment at eight existing traffic signal locations to collect safety data including red light running, near misses, speeding, and other metrics as proposed. • The equipment must be compatible with COB and MDT signal systems (Siemens M-60 controller) and meets the requirements of 2 CFR 200.216. • The equipment should communicate data to the COB Traffic Operations Center. Proposals must clearly identify any elements of the proposed scope of work that would not be provided by the prime consultant. Any sub-consultants which comprise the overall consultant team must be identified along with a description of past working history between the firms. The city desires to complete the proposed work in a diligent manner. Proposals must clearly indicate the consultant’s anticipated schedule given their staffing and current and projected workload commitments. IV. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS Deliver RFQs via email to the City Clerk (procurement@bozeman.net) by March 17, 2025 at 3:00 PM MST. A Teaming Meeting will be hosted by the city via Teams on February 27, 2025 at NOON MST: City of Bozeman SS4A Teaming Meeting Link Meeting ID: 272 998 296 509 Passcode: AF9yx74L (https://teams.microsoft.com/l/meetup- join/19%3ameeting_MGJlZDc5YWMtZjcxYy00MWNkLWJlYWEtZDkzZTAzNWE4OGUy%40thread.v 2/0?context=%7b%22Tid%22%3a%223e6b58c0-ba2f-4c75-842e- 1ef5b2df923f%22%2c%22Oid%22%3a%220bc25167-51a5-4b42-ab23-40670d4de98a%22%7d) It is the sole responsibility of the proposing party to ensure that proposals are received prior to the closing time as late submittals will not be accepted and will be returned. All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFQ Recipient email address procurement@bozeman.net. Respondents are advised that Recipient’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFQ title, company name and due date/time. File sizes greater than 25MB in size may be uploaded to an alternate submission method upon special arrangement of the Recipient; however, it is the respondent’s sole responsibility to ensure the file upload is completed, and that the Recipient is separately notified via email of same, prior to the given deadline. D. Contact Information ALL QUESTIONS AND CONTACTS REGARDING THIS RFQ MUST BE SUBMITTED IN WRITING TO: Taylor Lonsdale, PE P.O. Box 1230 Bozeman, MT 59771-1230 tlonsdale@bozeman.net Amendments to Solicitation Any interpretation or correction of this request will be published on the City’s webpage. The deadline for questions related to this document is 12:00 PM MST on March 3, 2025. E. Selection Timeline Advertising dates: February 15 and March 8, 2025 Teaming Meeting: February 27, 2025 at NOON MST (Teams) Receipt of RFQs: No later than 3:00 p.m. MST March 17, 2025 RFQ Review Complete by Committee: March 21, 2025 Selection: March 28, 2025 With the exception of the advertising dates and advertised due date, the City reserves the right to modify the above timeline. V. SELECTION PROCEDURE A. STATEMENT OF QUALIFICATIONS Respondents must comply with the mandatory requirements provided in this solicitation. The selection process shall be conducted pursuant to all applicable Montana law including those criteria set forth in §18-8-204, MCA and applicable City policy. 1. Evaluation of RFQs. The selection committee shall consist of no less than three persons representing the City. The selection committee will review conforming RFQ responses using the criteria listed above. RFQ responses that do not contain the required documentation will be deemed nonresponsive to this solicitation and may be rejected. 2. Revisions. Responses will be accorded fair and equal treatment with respect to opportunity for discussion and revision of responses, and such revisions may be permitted, after submissions and prior to award for the purpose of obtaining best and final responses. 3. Evaluation & Elimination. After evaluating all conforming responses based on the criteria herein the selection committee may eliminate one or more or all Respondents from further review if they do not meet the qualification criteria specified herein. Any Respondents eliminated by the selection committee, at any time, or for any reason, shall have no opportunity to make revisions or participate further in the selection process. 4. Interviews. After reviewing conforming RFQ responses, the selection committee may decide to schedule interviews with qualified respondents. 5. Selection and Final Recommendation. The selection committee will tally the scores for the RFQ. At that time contract negotiations will take place between the City and successful Respondent. The City may negotiate a contract with the next highest ranked Respondent if a contract cannot be made. B. RFQ – FORM AND CONTENTS Deliver one (1) digital copy prepared as follows: i. General Instructions: a. RFQ responses must be signed by an officer or principal of your firm. b. RFQ responses must be contained in a single searchable PDF document not to exceed 20 pages total including whatever pictures, charts, graphs, tables, and text the firm deems appropriate to be part of the review of the firm's qualifications. A separate transmittal letter, cover page, cover sheets, and dividers are exempted from the page limit. c. Schedules may be submitted in addition to the page limit. d. Respondents must comprehensively read the attached Professional Services Agreement template, including but not limited to requirements under section 7, “Indemnity/Waiver of Claims/Insurance”, and provide the city with any expected revisions. ii. Firm Information: a. Firm Background and Qualifications: Provide information about the Prime firm, including location, along with all subconsultants and contractors. Describe the firm’s history. Include information identifying the firm’s annual volume of business, financial/bonding capacities, and speak to the firm’s stability in the marketplace. Information identifying the firm’s strengths and weaknesses along with special capabilities that may be appropriate to the Project will assist in the evaluation. b. Related experience with projects like the Scope of Work: Respondent must demonstrate successful experience and capacity to act as a contractor on projects of similar size, type, and complexity. Provide the name and location of each project, the client, and the contact person and phone number. Describe experience and qualifications of the professional personnel to be assigned to this project. c. Resumes of lead staff included in project: Provide detailed resumes of staff that will be assigned to work on this project, including relevant project experience and specialties or focus on their work. d. Description of Project Approach: Present a detailed description of the respondent’s preliminary project approach that relates to the scope of work presented in this RFQ. This may include tasks identified by the respondent as being included in their execution of the scope of work but not listed in this RFQ. e. Ability to meet schedule and budget: Respondent to provide the firm’s ability to meet the general schedule and budget (if provided) as outlined in this RFQ. f. Present and projected workloads: Provide the status of current and anticipated work within the firm in terms of time and magnitude for the anticipated Project schedule as it relates to availability of key personnel and your firm. Describe the firm’s capability to meet time and project budget requirements. g. Recent and current work for the City of Bozeman: Provide a list and brief description of recent projects executed for the City of Bozeman. If current staff featured in the proposal also worked on these projects, mention that. h. Claims. At any time in the last ten (10) years has your firm been assessed and paid liquidated damages after completion of a project under a contract with a public owner? i. References: Provide detailed contact information for the Owner for at least three (3) projects undertaken by your firm within the past five (5) years. C. EVALUATION CRITERIA Qualifications will be evaluated by the Selection Committee who will individually score them out of a total of 100 possible points based on the criteria below. The scoring criteria and possible point values are: • Firm Background and Qualifications (30 points) • Related Experience (20 points) • Project Approach (20 points) • Resumes of lead staff included in project (15 points) • Ability to meet schedule and budget (5 points) • Present and projected workloads (5 points) • Office location(s) (5 points) VI. FORM OF AGREEMENT The city intends to enter a cost-plus contract with the Prime firm that includes lump sum procurement of all demonstration activities. VII. CITY RESERVATION OF RIGHTS All proposals submitted in response to this RFQ become the property of the City and public records and, as such, may be subject to public review. A SUBMISSION IN RESPONSE TO THIS REQUEST FOR QUALIFICATIONS CONFERS NO RIGHTS UPON ANY RESPONDENTS AND SHALL NOT OBLIGATE THE CITY IN ANY MANNER WHATSOEVER. THE CITY RESERVES THE RIGHT TO MAKE NO AWARD AND TO SOLICIT ADDITIONAL REQUEST FOR QUALIFICATIONS AT A LATER DATE. A. This RFQ may be canceled or any or all responses may be rejected in whole or in part, as specified herein, when it is in the best interests of the City. If the City cancels or revises this RFQ, all Respondents who submitted will be notified using email. B. The City reserves the right to accept or reject any and all submissions; to add or delete items and/or quantities; to amend the RFQ; to waive any minor irregularities, informalities, or failure to conform to the RFQ; to extend the deadline for submitting proposals; to postpone award for up to 60 days; to award one or more contracts, by item or task, or groups of items or tasks, if so provided in the RFQ and if multiple awards are determined by the City to be in the public interest. C. The City reserves the right to reject the submission of any person/firm who previously failed to perform properly to the satisfaction of the City, or complete on time agreements of similar nature, or to reject the submission of any person/firm who is not in a position to perform such an agreement satisfactorily as determined by the City. D. The City reserves the right to determine the best qualified Respondents and negotiate a final scope of service and cost, negotiate a contract with another Respondents if an agreement cannot be reached with the first selected Respondents, or reject all proposals. E. The successful Respondents will be required to enter into a contract with the City, which will incorporate the Respondents' scope of service and work schedule as part of the agreement. F. This RFQ does not commit the City to award a contract. The City assumes no liability or responsibility for costs incurred by Respondents in responding to this request for qualifications or request for interviews, additional data, or other information with respect to the selection process, prior to the issuance of an agreement, contract or purchase order. The Respondents, by submitting a response to this RFQ, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFQ. G. This project is subject to the availability of funds. VIII. NONDISCRIMINATION AND EQUAL PAY POLICY The City of Bozeman requires each entity submitting under this notice shall affirm, on a separate form provided, that it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, sexual preference, gender identity, or disability in fulfillment of a contract entered into for the services identified herein and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts it enters into in the fulfillment of the services identified herein. Failure to comply with this requirement shall be cause for the submittal to be deemed nonresponsive. In addition, pursuant to City Commission Resolution 5169, the entity awarded a contract under this RFQ and any subcontractors must abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and affirm it will abide by the above and that it has visited the State of Montana Equal Pay for Equal Work “best practices” website, or equivalent “best practices publication and has read the material. The City of Bozeman, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award. IX. MISCELLANEOUS A. No Oral Agreements. No conversations or oral agreements with any officer, employee, or agent of the City shall affect or modify any term of this solicitation. Oral communications or any written/email communication between any person and City officer, employee or agent shall not be considered binding. B. No Partnership/Business Organization. Nothing in this solicitation or in any subsequent agreement, or any other contract entered into as a result of this solicitation, shall constitute, create, give rise to or otherwise be recognized as a partnership or formal business organization of any kind between or among the respondent and the City. C. Employment Restriction and Indemnity. No person who is an owner, officer, employee, contractor, or consultant of a respondent shall be an officer or employee of the City. No rights of the City’s retirement or personnel rules accrue to a respondent, its officers, employees, contractors, or consultants. Respondents shall have the responsibility of all salaries, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums appurtenant thereto concerning its officers, employees, contractors, and consultants. Each Respondent shall save and hold the City harmless with respect to any and all claims for payment, compensation, salary, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums in any way related to each respondent’s officers, employees, contractors and consultants. D. Accessibility. Upon reasonable notice, the City will provide assistance for those persons with sensory impairments. For further information please contact the ADA Coordinator David Arnado at 406-582-3232 or the City’s TTY line at 406-582-2301. E. Procurement. When discrepancies occur between words and figures in this solicitation, the words shall govern. No responsibility shall attach to a City employee for the premature opening of an SOQ not properly addressed and identified in accordance with these documents. F. Governing Law. This solicitation and any disputes arising hereunder or under any future agreement shall be governed and construed and enforced in accordance with the laws of the State of Montana, without reference to principles of choice or conflicts of laws. X. ATTACHMENTS The following exhibits are incorporated in this RFQ: Appendix A: Non-Discrimination Affirmation Appendix B: Professional Services Agreement Sample Appendix C: 2023 and 2024 SS4A Applications END OF RFQ Attachment A NONDISCRIMINATION AND EQUAL PAY AFFIRMATION ____________________________________(name of entity submitting) hereby affirms it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and acknowledges and understands the eventual contract will contain a provision prohibiting discrimination as described above and this prohibition on discrimination shall apply to the hiring and treatments or proposer’s employees and to all subcontracts. In addition, ____________________________________(name of entity submitting) hereby affirms it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and has visited the State of Montana Equal Pay for Equal Work “best practices” website, or equivalent “best practices publication and has read the material. ______________________________________ Name and title of person authorized to sign on behalf of submitter