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REQUEST FOR PROPOSALS (RFP) BELGRADE SAFETY ACTION PLAN CITY OF BELGRADE 91 E Central Ave Belgrade, MT October 2024 ---PAGE BREAK--- Page 2 of 12 NOTICE IS HEREBY given that the City of Belgrade (hereafter “City”) is seeking proposals from firms to support the development of a public, comprehensive Safety Action Plan in accordance with the requirements of the US Department of Transportation’s (USDOT) Safe Streets and Roads for All (SS4A) requirements. Copies of the Request for Proposals are available the City’s website. All proposals shall be provided as a single document. A paper submission (two official copies) with a USB drive with a digital version shall be delivered to the City Clerk on or before November 22, 2024 by 3:00 pm MST. Proposals shall be provided in a sealed envelope clearly marked with the firm’s name and address and addressed to Belgrade Safety Action Plan c/o City Clerk at 91 E Central Ave, Belgrade, MT 59714. Office hours for City Hall are from 8 am to 5 pm, Monday through Friday. It is the sole responsibility of the proposing party to ensure that proposals are received prior to the closing date and time, as late submittals will not be accepted and will be returned unopened. Any administrative questions regarding proposal procedures should be directed to Camille Gregory, City Clerk at (406) 388-3559 or [EMAIL REDACTED]. Questions relating to the RFP should be directed to Joe Hauck, City Engineer at (406) 388-3568 or [EMAIL REDACTED]. DATED at Belgrade, Montana, this October 15, 2024. Camille Gregory City Clerk City of Belgrade ---PAGE BREAK--- Page 3 of 12 1. INTRODUCTION The City of Belgrade (hereafter “the City”) was awarded a US Department of Transportation (USDOT) Safe Streets and Roads for All (SS4A) planning grant. The City is committed to developing a comprehensive, well-defined strategy to prevent roadway fatalities and serious injuries through a public comprehensive Safety Action Plan. Responses to this Request for Proposal (RFP) will be used to identify qualified consultants to support the development process for the Safety Action Plan. This Safety Action Plan shall list and describe preferred safety programs, projects, strategies, and safety countermeasures to be carried out and implemented by the City in the future. 2. BACKGROUND The project will develop a comprehensive Safety Action Plan for the City within the study area encompassing Belgrade City Limits and Belgrade Planning Area. The comprehensive Safety Action Plan will follow USDOTs eight-element planning model to identify improvements for the safety and resiliency of the transportation network, and to analyze the ability to respond, stabilize, and prevent serious injury or death for all users. The SS4A project will efficiently leverage existing City of Belgrade transportation and downtown plans (attached) and coordinate with current planning efforts including the City of Belgrade Master Plan. The Safety Action Plan will also coordinate with City of Bozeman and Gallatin County SS4A projects and consider the role of the newly formed Gallatin Valley Metropolitan Planning Organization (GVMPO). The SS4A project will collect and analyze data, fully involve the public, and identify alternatives and innovative and cost-effective strategies. It will develop preliminary engineering, environmental assessment, and policy changes to result in system safety improvements for current and future transportation needs of all users. The Safety Action Plan will be rooted in data analysis; consider populations that are most vulnerable to serious injury or fatality; create a prioritization framework for project implementation; and have leadership commitment to achieve zero deaths and serious injuries. 3. GENERAL INFORMATION Pursuant to the authority granted to it under MCA 7-5-4301(2)(a), the City of Belgrade seeks to procure a qualified professional consulting engineering firm (professional service provider) to provide professional engineering services to improve roadway safety by significantly reducing or eliminating roadway fatalities and serious injuries through the development of a Safety Action Plan and projects focused on all users, including pedestrians, bicyclists, public transportation users, motorists, personal conveyance and micro mobility users, and commercial vehicle operators. ---PAGE BREAK--- Page 4 of 12 The City of Belgrade shall not be held responsible for any oral instructions. Any changes to this Request for Proposals (RFP) will be in the form of an addendum, which will be posted to the City’s website. The deadline for questions related to the RFP is November 14, 2024 by 3:00 pm MST. The City of Belgrade reserves the right to reject any or all Proposals, to waive any informality or irregularity in any Proposal received, and to be the sole judge of the merits of the Proposals received. A pre‐submittal conference for the RFP will be held on November 12, 2024 at 621 Lagoon Rd, Belgrade, MT, 59714 at 11 am. City staff will discuss the scope of work, general contract issues, and respond to questions from the attendees. Staff may not be available to respond to individual inquiries regarding the project scope outside of this pre‐submittal conference, so attendance at this pre‐submittal conference is highly recommended. A summary of Q & A from the pre-submittal conference will be posted on the City of Belgrade website. To participate in the pre-submittal conference via Teams please contact Joe Hauck at [EMAIL REDACTED]. The Service Provider will be selected on the basis of demonstrated competence and qualification for the type of services required, and thereafter the City will negotiate the services agreement with what it deems to be the most qualified company. 4. GENERAL RFP REQUIREMENTS Non-Discrimination. The City of Belgarde 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. The 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 that it will not discriminate on the basis of race, color, religion, creed, sex, age, martial 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. Disadvantaged Business Enterprise. Pursuant to US Department of Transportation policy and 49 CFR Part 23, the City of Belgrade supports the participation of DBE/MBE businesses in the performance of contracts financed with federal funds under this RFP. Consultants shall conduct and document good faith efforts to involve DBE/MBE businesses in this project. If the Consultant is a DBE/MBE, a statement indicating that the business is certified DBE/MBE in Montana shall be included within the proposal. If the Consultant intends to utilize a DBE/MBE to complete a portion of this work, a statement of the Subconsultant’s certification shall be included. The percent of the total proposed cost to be completed by the DBE/MBE shall be shown within the proposal. Respondents should substantiate (within proposal) efforts made to include DBE/MBE businesses. ---PAGE BREAK--- Page 5 of 12 Efforts to Improve Racial Equity and Reduce Barriers to Opportunity. The City of Belgrade adheres to all federal requirements relating to current Davis Bacon regulations and the Civil Rights Act through its personnel and procurement policies. The City takes proactive steps to engage all community members in public planning, support non-vehicular modes of travel through shared use trail development and retain local jobs to support social equity and reduce barriers to opportunity for those in underserved portions of the community. The Demonstration portion of this project will include improved and accessible pedestrian and bicycle access along Main Street, from Grogan St to Davis St. Demonstration project features will be installed by the City of Belgrade and monitored by its staff. The improvements will include curb extensions (which decrease crossing distance and enhance pedestrian visibility), enhanced pavement markings (which will increase driver awareness of pedestrian crossings and bikes), and new signage. The observations and conclusions from the Demonstration activity will coordinated with City staff and be included in the Safety Action Plan. Consideration of Climate Change and Environmental Justice Impacts. The Safety Action Plan that will be developed is intended to formalize the City of Belgrade’s commitment to reducing and eliminating serious crashes and injuries on its transportation network. The Safety Action Plan will include the identification of potential future projects and recommended actions that the City can implement. The identified projects and strategies will include considerations of environmental impacts, climate change, and the implications for environmental justice. Efforts to Support Good-Paying Jobs and Strong Labor Standards. The City of Belgrade’s hiring process incorporates the Montana Veteran’s Public Employment Preference Act and the Montana Disability in Employment Preference Act. These acts allow eligible applicants to request a hiring preference when applying to City jobs. The City has also adopted a robust non-discrimination policy that promotes an equal employment opportunity and strictly prohibits discriminatory practices during the hiring process and while employed at the City. 5. SERVICES REQUIRED After being selected, the Professional Service Provider will execute a services agreement with the City to provide the scope of work set forth below. The Professional Service Provider and the City shall negotiate the exact scope of work after the selection. The chosen consultant will work with project partners and community stakeholders to identify and develop the Safety Action Plan and identify specific strategies and measures to reduce roadway fatalities and serious injuries within the Belgrade City Limits and Planning Area through a set of comprehensive actions. Safety Action Plan Components: Leadership Commitment and Goal Setting - An official public commitment resolution, policy, ordinance, etc.) by a governing body (City Council) to an eventual goal of zero roadway fatalities and serious injuries. The commitment must include a goal and timeline for eliminating roadway fatalities and serious injuries. ---PAGE BREAK--- Page 6 of 12 Planning Structure - A committee, task force, implementation group, or similar body charged with oversight of the Safety Action Plan development, implementation, and monitoring. Safety Analysis - Analysis of existing conditions and historical trends that provides a baseline level of crashes involving fatalities and serious injuries across a jurisdiction, locality, Tribe, or region. Includes an analysis of locations where there are crashes and the severity of the crashes, as well as contributing factors and crash types by relevant road users (motorists, people walking, transit users, etc.). Analysis of systemic and specific safety needs is also performed, as needed high-risk road features, specific safety needs of relevant road users, public health approaches, analysis of the built environment, demographic, and structural issues, etc.). To the extent practical, the analysis should include all roadways within the jurisdiction, without regard for ownership. Based on the analysis performed, a geospatial identification of higher-risk locations is developed (a High-Injury Network or equivalent). Engagement and Collaboration - Robust engagement with the public and relevant stakeholders, including the private sector and community groups, that allows for both community representation and feedback. Information received from engagement and collaboration is analyzed and incorporated into the Safety Action Plan. Overlapping jurisdictions (MDT/Gallatin County/City of Belgrade/City of Bozeman/GVMPO) are included in the process as are residents and business owners within the County and City. Plans and processes are coordinated and aligned with other governmental plans and planning processes to the extent practical. This is to include coordination with City of Bozeman and Gallatin County SS4A activities. This shall also include the results and feedback from the City of Belgrade SS4A Demonstration on Main Street. Equity Considerations - Plan development using inclusive and representative processes. Underserved communities are identified through data and other analyses in collaboration with appropriate partners. Analysis includes both population characteristics and initial equity impact assessments of the proposed projects and strategies. Policy and Process Changes - Assessment of current policies, plans, guidelines, and/or standards manuals) to identify opportunities to improve how processes prioritize transportation safety. The Safety Action Plan discusses implementation through the adoption of revised or new policies, guidelines, and/or standards, as appropriate. Strategy and Project Selections - Identification of a comprehensive set of projects and strategies, shaped by data, the best available evidence and noteworthy practices, as well as stakeholder input and equity considerations, that will address the safety problems described in the Safety Action Plan. These strategies and safety countermeasures will focus on a Safe System Approach, effective interventions, and consider multidisciplinary activities. To the extent practical, data limitations are identified and mitigated. Once identified, the list of projects and strategies is prioritized in a list that provides time ranges for when the strategies and countermeasures will be deployed short-, mid-, and long-term timeframes). The list should include specific projects and strategies, or descriptions of programs of projects and strategies, and explains prioritization criteria used. The list should contain interventions focused on infrastructure, behavioral, and/or operational safety. ---PAGE BREAK--- Page 7 of 12 Progress and Transparency - Method to measure progress over time after Safety Action Plan is developed or updated, including outcome data. Means to ensure ongoing transparency is established with residents and other relevant stakeholders. The Professional Service Provider must include, at a minimum, annual public and accessible reporting on progress toward reducing roadway fatalities and serious injuries, and public posting of the Safety Action Plan online. The Consultant shall study the USDOT guidance for development of SS4A Safety Action Plans and shall ensure compliance with intent of the USDOT program (see attached links). This Safety Action Plan shall list and describe preferred programs, projects, strategies, and measures to be carried out and implemented. 6. ACTION PLAN SCHEDULE Milestone Schedule Date RFP Publication Dates Oct 23 & 31, Nov 6 & 14, 2024 Deadline for Receipt of Proposals November 22, 2024 Selection of Professional Service Provider December 6, 2024 Contract Award and Negotiations December 16, 2024 Planned Draft Safety Action Plan Completion Date: December 1, 2025 Planned Safety Action Plan Completion Date: March 6, 2026 Planned Safety Action Plan Adoption Date: April 6, 2026 Planned SS4A Final Report Date: May 1, 2026 a. BUDGET The City of Belgrade applied for and received a Safe Streets for All Grant from the US DOT. The City of Belgrade provided additional funds for a total not to exceed amount of $285,000.00 for professional services for the Safety Action Plan. b. PROPOSAL SELECTION CRITERIA The Professional Service Provider will be selected through a qualification‐based selection process. Firms interested in providing requested scope of services to the City of Belgrade shall submit a proposal that addresses the following evaluation criteria. Applicants are encouraged to organize their submissions in such a way as to follow the general evaluation criteria listed below. Information included within the Proposal may be used to evaluate your firm as part of any criteria regardless of where that information is found within the Proposal. Information obtained from the Proposal and from any other relevant source may be used in the evaluation and selection process. The proposal shall at a minimum include the following: Cover Sheet (1‐page maximum) containing at a minimum: Company name, contact name, physical and email address. Table of Contents (1-page maximum) General Information 1. Project Summary that concisely describes the project, its goals, and proposed course of ---PAGE BREAK--- Page 8 of 12 implementation. 2. Description of company. 3. Lead firm’s primary and secondary contact information. 4. Legal company organization and organization chart with names and roles of key personnel. 5. List of applicable Montana licenses. Relevant Company Experience (20 points) Describe the firm’s experience with similar projects. For each project, provide the following information: 1. Key project staff members and their project role as it relates to transportation/corridor plan updates. 2. Statement of experience with the following: o Experience developing a comprehensive, well-defined strategy to prevent roadway fatalities and serious injuries on major roadways. o Traffic modeling, traffic analysis and warrant studies, and operational analysis of intersections. o Socioeconomic and land use forecasting. o Examination of Urban traffic operations, road network, transit services, non- motorized transportation alternatives, transportation demand management, and growth management techniques. o Identifying problems with various transportation systems and offering recommendations in the form of improvement projects and progressive programs that will relieve existing problems and/or meet the needs of the future. o Development of alternatives and recommendation for long- and short-range goals for the transportation system. o Cost estimations for recommended transportation system management improvements. o Intersection and street improvement engineering design experience for similar sized communities. o Innovative solutions to downtown traffic challenges including multimodal improvements for parking, pedestrian, bicycle, and vehicular movements. o Understanding of applicable environmental documents and amendments needed for project improvements. Public Participation (10 points) 1. Provide an outline of a public participation program detailing consultant’s plan for supporting City staff in obtaining meaningful public input from Belgrade residents, as well as County residents residing or doing business within Belgrade city limits or beyond. Coordination with Other Planning Efforts (10 points) 1. Describe the company’s approach to coordinating with other planning efforts that are expected to be in progress during the development of the Safety Action Plan. This includes, but is not limited to, the Belgrade Community Master Plan, Bozeman and ---PAGE BREAK--- Page 9 of 12 Gallatin County Safety Action Plans, and GVMPO Unified Planning Work Program (UPWP). Company Qualifications (10 points) 1. Describe the company’s history in the industry. Provide resumes of key personnel and their availability to work on this project in Appendix A. 2. Briefly describe certifications and license held by the company and key staff members in the State of Montana. 3. List and briefly describe the professional services the company provides to 3-5 other jurisdictions and the length of time the services have been provided. 4. Three to five referrals and references from the last six other municipalities or local governments for which work was performed. Contract Understanding and Approach (20 points) 1. Describe your understanding of the current needs of the City for the professional services being requested. 2. Identify and discuss any potential difficult issues your company may face in providing services for the City. 3. Identify and discuss methods to mitigate these difficulties. Approach to Contract Management (20 points) 1. Present a brief description of how the firm intends to organize and conduct the project. 2. Describe your company’s approach in initiating and establishing the service that meet the needs and requirements of the City. 3. Provide a narrative outlining a proposed scope of work that includes description of each task and work product, and a concise explanation of the firm’s approach to accomplishing the tasks. 4. Describe a proposed time schedule of work with key milestones and product deliveries. (10) Other Factors (10 points) 1. Provide the firm’s record of commitment to schedule as demonstrated on past projects. 2. Current contracts and ability to proceed 3. Office location. 4. Relevant factors impacting the quality and value of service. 5. Firm’s record of commitment to professional service budgets as demonstrated on past projects. The Proposal shall include a one‐page cover sheet plus a maximum of twenty (20) pages to address criteria outlined above (excluding resumes). Title pages, Table of Contents and section divider pages do not count toward the total page count. ---PAGE BREAK--- Page 10 of 12 All proposals shall be provided as a single document. A paper submission (two official copies) with a USB drive with a digital version shall be delivered to the City Clerk at 91 E Central Ave, Belgrade, MT, 59714 on or before November 22, 2024, by 3:00 pm MST. Failure to comply with the following criteria may be grounds for disqualification: 1. Receipt of submittal past the specified cut‐off date and time. 2. The number of originals and/or copies of the submittal specified. 3. Adherence to the maximum page criteria is critical; each page side (maximum 8 1/2” x 11”) with criteria information will be counted. Pages that have photos, charts and graphs will be counted towards the maximum number of pages. 7. SELECTION PROCESS AND SCHEDULE A Project Evaluation Committee will evaluate each Proposal according to the above criteria, as well as past performance evaluations, and select up to three finalists that will be Short Listed for the contract. The Evaluation Committee will evaluate the Short List and select the top qualified firm. If more information is required to select the top qualified firm, the Short List firms will meet with the Project Evaluation Committee for interviews. The purpose of the interview will be to expand on the information provided in the Proposal, not to repeat information already provided. Those firms selected for the Short List will be provided additional instructions by the City. Those firms not selected for further consideration will be notified. The following tentative schedule has been prepared for this project. Firms interested in this project must be available on the interview meeting date. Pre‐submittal conference: November 12, 2024, at 11 a.m. 621 Lagoon Rd, Belgrade, MT, 59714 Proposal due: November 22, 2024, at 3:00 p.m. Firms notified for interview: November 26, 2024 Interviews if needed: December 3 & 4, 2024 Following the evaluation and interviews (if needed), the Project Evaluation Committee will determine a ranking for each Short List firm based on the published criteria of this RFP. Consideration will be given to both the written Statement of Qualifications and any oral presentations or interviews. No other factors or criteria will be used in the qualification ranking. The highest ranked firm will be recommended to the City Manager and City Council for contract award. Requests for debriefings or selection decisions shall be made in writing to the City. All information submitted by firms and related Project Evaluation Committee evaluations and rankings shall be considered confidential until after contract execution and award by the City Council. The City will enter into negotiations with the selected firm and execute a contract upon completion of negotiations for the professional services for City Council approval. Contract negotiations will include, but not necessarily be limited to the following elements: scope of work, project timetable, products of work, ---PAGE BREAK--- Page 11 of 12 and fees. If the City is unsuccessful in negotiating a contract with the highest ranked team, the City may then negotiate with the second or third highest ranked team until a contract is executed. If the list of preferred design firms is exhausted without a contract being awarded, the City may decide to terminate the selection process or re-advertise. The city will not reimburse any cost associated with the preparation, submittal, or presentation of any Proposal. Consultant design firms are advised that in accordance with Montana law, any information submitted may be subject to public inspection. Firms are further advised that, while the City is constrained by budget for this work, the City does not consider cost proposals or estimates of fees in its evaluation of qualifications. Publication Dates: October 23 & 31, 2024 November 6 & 14, 2024 ---PAGE BREAK--- Page 12 of 12 SS4A Safety Action Plan Grant Relevant Documents List USDOT Notice of Funding Opportunity for the Safe Streets and Roads for All (SS4A) Discretionary Grant Opportunity USDOT Safe System Approach FHWA Complete Streets USDOT Federal Highway Administration Bicycle and Pedestrian Planning, Program, and Project Development Guidance 2020 Belgrade Downtown Design Plan 2017 Belgrade Long Range Transportation Plan