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Request for Qualifications Regarding the Envisioning Safe Streets for All (SS4A) in Jackalope City, Douglas, Wyoming The intent of this Request for Qualifications (RFQ) is to create a transparent process for interested parties to evaluate existing conditions and build a comprehensive safety action plan to enable the City of Douglas to effectively address mobility needs and issues. RFQ’s will be accepted electronically until 3:00PM MST, September 30, 2024, and will be evaluated immediately following. Please send your PDF response to: Clara Chaffin [EMAIL REDACTED] Subject: “RESPONSE TO RFQ: SS4A GRANT” ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 2 of 30 Section One Introduction and Summary The City of Douglas is soliciting Qualifications for the project: Envisioning Safe Streets for All (SS4A) in Jackalope City. The purpose of this project is to evaluate existing conditions and build a Comprehensive Transportation Safety Action Plan to enable the City of Douglas, Wyoming, to begin addressing mobility needs and issues. The ultimate goal is to ensure all roads and pathways within the City are developed for any user of any age or ability. It is anticipated that work associated with this RFQ will begin immediately following Contract approval. Completion will be required by June 2026 unless a grant extension is obtained. Electronic RFQ’s with a budget amount must be received by the Clara Chaffin at [EMAIL REDACTED] with the Subject “RESPONSE TO RFQ: SS4A GRANT” no later than 3:00PM MST, September 30, 2024. It is expected that work should begin on October 28, 2024, upon anticipated approval by City Council at their October 14, 2024, regular meeting and successful execution of contracts. Section Two City of Douglas Recognized as the Jackalope Capital of the world, the City of Douglas, population 6,400±, is a growing Wyoming community located in east central Wyoming in Converse County along the Interstate 25 corridor approximately 50 miles East of Casper, WY. Our legacy is rooted in the Oregon Trail pioneers, railroads, and the wild western frontier. That pioneering spirit essential to survival in the old west still exists today. Douglas has been called one of the best 100 Small Towns in America and was recently selected as the best small town in the western United States to practice medicine. Douglas has a diverse economy and high quality of life grounded in traditional family values. With breathtaking views, Douglas sits at an elevation of 5,000 feet, resting at the foot of the beautiful Laramie Mountain range and beside the North Platte River, and is only a short distance from the Medicine Bow National Forest and Glendo Reservoir. This beautiful location offers many outdoor recreational opportunities such as hunting, fishing, boating, and hiking. In addition to being the official home of the Jackalope and a Tree City USA, Douglas is also the home of the Wyoming State Fairgrounds and Pioneer ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 3 of 30 Museum, Wyoming Law Enforcement Academy, Douglas Railroad Interpretive Center, Douglas Community Golf Course, and many other attractions. Douglas has a strong economic base primarily influenced by the availability of rail access, nearby coal resources and related mining operations, as well as exploration and production activities associated with oil, gas, and uranium reserves in Converse County The current municipal boundaries can be found online via the Converse County Mapserver. Section Three Project Background The City of Douglas received a United States Department of Transportation (USDOT) Safe Streets for All (SS4A) Planning Grant for the development of a Comprehensive Action Plan. The City was awarded $400,000 in federal funding with a local match of $100,000 for a project total of $500,000. Staff time will be used to as the local match. Between 2019 and 2024, Douglas suffered 85 crash events resulting in 27 injuries and 1 death. The vision of the City is to provide safe and accessible mobility for all persons throughout the entire community resulting in a zero-fatalities-goal in Douglas, Wyoming. As Douglas has developed, incompatible uses have been built adjacent to eachother, such as schools and truck stops, causing traffic congestion and threats to child safety. Streets not previously built for commercial trucks are now heavily used resulting in trucks driving on sidewalks. Solving the problem is difficult as rural community where funding is limited for alternate transportation options. It has long been recognized that the City of Douglas has insufficient accessibility and aging infrastructure with mobility hazards. Engineers and Public Works Staff work each year to update a 5-year Capital Improvement Plan (CIP) identifying the greatest needs. Through the CIP, the City focuses on updating as many streets and pathways as possible each fiscal year. However, Staff and Elected Officials have recognized a need for an in-depth city-wide comprehensive plan to identify priorities across all mobility needs. In Fiscal Year 2023-2024, the City Council adopted the first ever Unified Budget and Strategic Doing plan which identified Commitments, Outcomes, Strategies, and Key Progress Indicators (KPI’s). Strategic Doing for Fiscal Year 2024-2025 is even more ambitious in the Outcome “Well-Connected City (WCC)” with over $13 Million budgeted in FY2025 to achieve four Strategies and 22 KPI’s. ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 4 of 30 Strategy #1 Increase Streets & Alleys Productivity and Safety. WCC-01 SS4A Grant: Complete city-wide survey of storm drain system. WCC-02 SS4A Grant: Complete city-wide survey of manhole and valve elevation. WCC-03 SS4A Grant: Complete city-wide survey of street conditions. WCC-04 SS4A Grant: Complete city-wide survey of street sign locations and conditions (focus on sign pollution). WCC-05 Perform department equipment daily checks and operator maintenance. Strategy #2 Water/Sewer: Replace 4% of Infrastructure with complete water and sewer each year to maintain and 2% for new). WCC-06 Identify and map all lead and copper water lines. WCC-07 Complete Olds Road/Landfill Road project. WCC-08 North 2nd Street Bridge Project: West Clay to Antelope Creek. WCC-09 Adams: Complete Adams Street project. WCC-10 Project 1200: Complete engineering for the Downtown Infrastructure improvements. WCC-11 Project 1025P: Complete construction for the Downtown sewer project. Strategy #3 Continued Investment and Extension of Life of Infrastructure. WCC-12 Rehabilitate or slurry-seal 90,000 SY of road surface in coordination with water and sewer line improvements. WCC-13 Reline Sheep Mountain Well Tank. WCC-14 Install SCADA Control System and reporting improvement at the WWTP. WCC-15 Increase resiliency and redundancy for the water system through developing additional water resources. WCC-16 Replace wastewater blower header lines and flow metering equipment. WCC-17 Continue Sheep Mountain Level II project (drilling new well). WCC-18 Begin construction on the Middle School Lift Station project. WCC-19 Begin construction on the Clearfield Booster Station project. WCC-20 Complete propagation study for meter reading. Strategy #4 Focus on Mobility Safety. WCC-21 TAP Grant: Install sidewalk on East Richards Street. WCC-22 SS4A Grant: Hire consultant to complete the Comprehensive Safety Action Plan. ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 5 of 30 The purpose of this project is to evaluate existing conditions and build a comprehensive safety action plan to enable the City of Douglas, to begin addressing mobility needs and issues. The ultimate goal is to ensure all roads and pathways within the City are developed for any user of any age or ability. The Comprehensive Transportation Safety Action Plan will be developed over two years enabling the City to address all seasons, activities/events, and travel fluctuations throughout the year. The two-year time period will also enable extensive community visioning and engagement to ensure solutions are geared towards citizen needs, wants and desires. At a minimum, the project team will: 1. Branding & Visioning: Establish a brand for the project to enable quick recognization of the effort. Develop a variety of visioning products such as images and videos to be used thoughtout the project and in Implementation. 2. Community Engagement - Visioning and Goal Setting: Establish a Public/Private Steering Committee which will oversee the Comprehensive Transportation Safety Action Plan process, development, implementation, and progress. Identify and gather strategic stakeholders. Coordinate with partners such as the Wyoming Department of Transportation, Converse County, and Outdoor Enthusiasts. Coordinate Community Engagement activities with exisitng community events/meeting. Community Engagement will include the following at a minimum: a. Inclusive & Representative: Involve the whole community in analysis and determining needs and wants. b. User Focus: Focus on children, older adults, individuals with disabilities, and persons with limited mobility options. c. Motorist Focus: Focus on motorists and appropriate safe routes. d. Commercial Focus: Focus on freight vehicles including their routes through town and ability to deliver products. 3. Community Character - Evaluate Existing Conditions & Safety Analysis: Evaluate existing conditions, including but not limited to, Streets, Sidewalks, Pathways & Trails, Accessibility, Pedestrian Safety, Vehicular Safety, all Mobility Safety, Intersections, Crossings, Signals, Lighting, and Signage. 4. Evaluate Mobility Options: Evaluate mobility options including, but not limited to, Personal Conveyance, Micro-Mobility, E-mobility, Bicycle, Pedestrian, Vehicular, Public Transportation, Community Connections, Emergency Vehicles, and Commercial Vehicles. 5. Produce: Produce a minimum of the following resources. a. Community Engagement Narrative: Outlining discoveries from community engagement, visioning, and goal setting activities. ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 6 of 30 b. Assess Current Standards: Including Municipal Code, development standards, process, procedures, policies, and protocols. c. Existing Conditions Report: Outlining existing conditions of every street and pathway currently existing within the City of Douglas as well as missing mobility elements (such as: missing sidewalks, ADA corners, vehicular/pedestrian lighting, e-mobility infrastructure, etc.). Updated GIS files will be included with GPS markers. d. Identify Solutions: Search for low-cost, high-impact approaches to issues identified ensuring equity, including, and safety for all. Deploy a Safe-Systems approach for all roadway networks (City/County/State/Private) and pathways/ sidewalks/trails. Determine appropriate connections throughout the community and into the County. Provide a comprehensive list of strategies and projects to improve safety. e. Recommendations: Identify and prioritize projects and strategies that address the needs recognized through community engagement and evaluation. Include alternative mobility options to reduce greenhouse gas emissions. f. Funding Options: Outline available funding opportunities to successfully implement the Comprehensive Action Plan. g. Implementation: Produce Outcomes, Strategies, and Key Performance Indicators (KPI’s) for safety improvements to the City’s comprehensive transportation network. As a part of the City’s 2024-2025 Strategic Doing Well Connected City (WCC) the Streets & Alley’s Department Staff will be performing survey’s and evaluation as identified in the table above. Staff time will be used as the City’s grant match. Currently, the City is also engaged in development of the Douglas Blueprint which includes: 1. Community Blueprint (aka Comprehensive Plan). 2. Downtown Activiation including updates to the 2015 Downtown Master Plan, the 2018 Downtown Historic District Guidelines, and the 2010 Downtown Historic Distric Rehabilitation Standards. 3. Historic Preservation Plan. ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 7 of 30 4. Arts & Culture Brand Book (aka Sketch Book). 5. Activiation and/or Redeveloment: The 112 (112 North 2nd Street), Jackalope Square, and Walnut Street Parking Lot. 6. Code Audit (not transportation related). In June 2024, the second year of Unified Budget and Strategic Doing (SD) was adopted. The adoption included 4 Commitments with 8 Strategies and 20 Key Progress Indicators (KPI’s) and 8 Outcomes with 24 Strategies, and 93 KPI’s. The Commitments identified are: • Demonstrating Unwavering Fairness (DUF) • Advancing Dynamic Operations (ADO) • Securing Financial Stability (SFS) • Encouraging Collaboration (EC) The Outcomes identified are: • Fun, Uplifting, Neat & Tidy Community (FUN) • Well-Connected City (WCC) • Prosperous & Stable Economy (PSE) • Preserve Natural Pristine Resources for All Generations (PNPR) • Unique & Promotable Identity (UPI) • Engaged & Informed Neighbors (EIN) • Appealing & Safe Community (ASC) • Building Community (BC) Please see attached SD Infographic for more detail. ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 8 of 30 Section Four Scope of Services The purpose of this project is to evaluate existing conditions and build a Comprehensive Transportation Safety Action Plan to enable the City of Douglas, to begin addressing mobility needs and issues. The ultimate goal is to ensure all roads and pathways within the City are developed for any user of any age or ability. The Comprehensive Transportation Safety Action Plan will be developed over two years enabling the City to address all seasons, activities/events, and travel fluctuations throughout the year. Federal Requirements: The Comprehensive Safety Action Plan is funded through the Safe Streets for All (SS4A) grant program. The project will be administered in adherence to the requirements of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards. The selected consultant will comply with all applicable terms and conditions of the Federal Highway Administration and all applicable state and federal regulations. This includes regulations and policies related to nondiscrimination, equal employment opportunity, lobbying, as well as any agreements between the City of Douglas and the Federal Highway Administration. Timeline: The timeline started with the finalization of the Grant Agreement on June 24, 2024. The City has two years to complete the project. Grant extensions with appropriate justifications may be approved, but there is no guarantee. Grant Administration: The selected consultant will perform the majority of the Grant Administration in partnership with the Community Development Director and the Finance Director. Consultant will adhere to all requirements outlined by the U.S. Department of Transportation and as outlined in the Grant Agreement (attached). Project Management: The selected consultant will be responsible for coordinating regular project meetings with the City including producing all meeting materials, notices, attendance lists, minutes/summaries, etc. A project timeline should be provided in the proposal and updated as needed during the life of the project. Format: The City requests a straight-forward, clear and concise, effective short document. Public Engagement: Focused public engagement activities targeting all segments of the community. The two-year time period will also enable extensive community visioning and engagement to ensure solutions are geared towards citizen needs, wants and desires. Public engagement is encouraged to be done in collaboration with other engagement activities primarily towards the beginning of the project. Topics/Outputs: It is anticipated that the following topics will be reviewed and included. This list is subject to change. 1. Branding & Visioning. 2. Community Engagement – Visioning & Goal Setting. a. Inclusive & Representative. b. User Focus. c. Motorist Focus. d. Commercial Focus. 3. Community Character - Existing Conditions & Safety Analysis. ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 9 of 30 4. Updated GIS Files. 5. Solutions & Recommendations. 6. Opportunities and Funding Mechanisms. 7. Implementation. Implementation: Provide clear and measurable administration and implementation. Documentation: At a minimum, provide documentation of all activities, draft reports, and final reports electronically. This is subject to change based on idea-generating conversations between the selected consultant and the City. Delivery: Consultants will create and deliver a Comprehensive Safety Action Plan in compliance with SS4A Standards. Consultants must adhere to all guidelines for Action Plans outlined in the SS4A Action Plan Components (attached). Consultants will ensure that each of the requirements is met, and components are included in the final document. Meetings: progress meetings will be held with Staff. These progress meetings may be held virtually. Presentations: Final presentations will be required to the Planning & Zoning Commission and the City Council. City Council will adopt the plan. Section Five RFQ Submittal Requirements RFQ’s must include the following information: 1. Introductory Requirements a. Transmittal Letter RFQs must have a transmittal letter signed by an authorized representative of the applicant’s company confirming the applicant’s availability to accomplish this project and a commitment to complete the project in a timely manner. b. Project Understanding A statement describing the applicant’s understanding of the project and any special skills the applicant will bring to the project. c. Alignment Ability to recognize and align to ongoing efforts such as the Douglas Blueprint and link to those efforts. 2. General Information a. Provide the following company information: i. Firm name. ii. Business address. iii. Primary contact name, email, and telephone number. iv. Year established. v. Type of ownership. ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 10 of 30 b. Experience i. Provide information on the applicant’s background and experience on similar projects. ii. Provide background of key members in the team and their specific experience in previous projects that would relate to this project. iii. Describe any specific skills the applicant team would bring to this project. c. Proof of Insurance i. Include statement proof of the following will be provided if awarded the contract: 1. Comprehensive General Liability Insurance Applicant shall have comprehensive general liability insurance coverage during the entire term of the contract, against claims arising out of bodily injury, death, damage to or destruction of the property of others, including loss of use thereof in an amount not less than one million dollars ($1,000,000) each occurrence and two million dollars ($2,000,000) in general aggregate. 2. Workers’ Compensation or Employers Liability Insurance Applicant shall provide proof of workers’ compensation coverage, for all employees working on this project. Applicant’s coverage shall be under the Wyoming Workers Safety and Compensation program if statutorily required or such other workers’ compensation insurance as appropriate. Applicant’s insurance shall include Stop Gap coverage in the amount not less than five hundred thousand dollars ($500,000) per employee for each accident and disease. Applicant shall also supply proof of worker’s compensation and employer’s liability insurance on any sub-applicant. 3. Professional Liability or Errors and Omissions Liability Insurance Applicant shall provide proof of professional liability insurance or errors and omissions liability insurance to protect Committee from any and all claims arising from Applicant’s alleged or real professional errors, omissions or mistakes in the performance of professional duties by Applicant or his sub-applicants in an amount no less than five hundred thousand dollars ($500,000). 4. Business Automobile Liability Applicant shall maintain, during the entire term of the Contract, automobile liability insurance in an amount not less than five hundred thousand dollars ($500,000) per occurrence. d. Potential or Perceived Conflicts of Interest i. Any potential or perceived conflicts of interest must be disclosed. 3. Project Approach, Schedule and Presentations a. Provide narrative detailing the applicant’s philosophy and approach to complete the project as described. It is expected the applicant will have a robust public involvement program that will include at a minimum those items identified in Section 4. b. Provide an overall project schedule including the timing of major tasks, progress reports, public participation events and draft reports. c. Describe the applicant’s ability to prepare and present findings and recommendations to staff, local appointed and elected officials and other interested parties. In addition to the public process ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 11 of 30 in 3.a. above, the applicant will be expected to conduct a minimum of one joint work session with the City Council and the Planning & Zoning Commission to review the project prior to final submittal. The Council and Commission may request a second joint work session to present final deliverables. d. Describe deliverables for the overall project and each phase of the project. d. Provide any additional information or approaches felt to be relevant to indicate the applicant’s ability to successfully complete this project. 4. Resumes a. Provide resumes of individuals who will be working on the project. For each individual, describe their proposed role and list their relevant experience as requested in 2b above. 5. References Provide references from at least three similar projects for which the applicant has provided survey and reporting services. References are to include the name of a project contact along with their position, email address and telephone number. Each reference is to include a description of the services provided to the client and the applicant’s specific role. 6. Copies Provide one electronic copy containing the entire submittal in PDF format emailed to [EMAIL REDACTED] with “RESPONSE TO RFQ: SS4A GRANT” in the subject field. A link is acceptable for larger documents. 7. Project Costs Provide an overall expected project cost. This may be expressed in a range. The applicant may include expenses broken down into line items showing the cost of each major task as well as the overall cost. The RFQ is to be signed by an official authorized to bind the offer and is to contain a statement to the effect that the RFQ is a firm offer for a ninety (90) day period from opening. The RFQ is also to provide the following information: name, title, address, email address, and telephone number of the individual(s) with authority to contractually bind the company and also who may be contacted during the period of RFQ evaluation for the purpose of clarifying submittal information. Section Six Selection Procedures, Schedule and Budget Written questions regarding this RFQ should be submitted to Clara Chaffin at [EMAIL REDACTED] no later than 3:00PM MST, August 30, 2024. Responses to questions will be emailed to everyone who submitted questions or who notified Clara Chaffin they would like to receive responses. Responses will also be posted on the City of Douglas Bid page. All communication during the solicitation process will be directed to Clara Chaffin. No other contact will be made regarding this RFQ with any City staff, City Council, Agents, Consultants, etc. during the RFQ process. Failure to comply with this requirement will result in the offending applicant being removed from consideration. All responses to this RFQ must be received via email to [EMAIL REDACTED] with the subject titled “RESPONSE TO RFQ: SS4A GRANT” by 3:00PM MST, September 30, 2024. ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 12 of 30 Evaluation of RFQ’s will be completed by members of the Committee. RFQ’s will be evaluated based on the following criteria: 1. Specialized experience or technical expertise of the organization and its personnel in connection with the scope of services provided, and complexity of the project. 2. Ability to recognize and align to ongoing efforts, such as the Douglas Blueprint and Strategic Doing, and link to those efforts. 3. Past record of performance on contracts, including quality of work, timeliness, and cost control. 4. Capacity of the organization to perform the work within time limitations, taking into consideration the current planned workload of the firm. 5. Familiarity of the organization with this type of project or problems applicable to the scope of services. 6. Cost of services based upon the hourly rate sheet. Anticipated Timeline (subject to change) • RFQ Issued: August 19, 2024. • RFQ Questions Due: 3:00PM MST August 30, 2024. • RFQ Q&A Posted: 3:00PM MST, September 4, 2024 • RFQ Due: 3:00PM MST, September 30, 2024. • Possible Interviews: October 1-4, 2024. • RFQ Council Approval: October 14, 2024. • Execute Contracts with Consultant: October 15-25, 2024. • Consultant Begin Work: October 28, 2024. • Grant Completed: June 2026. All RFQ’s are to be submitted to: Clara Chaffin [EMAIL REDACTED] Subject: “RESPONSE TO RFQ: SS4A GRANT” We look forward to working with you! ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 13 of 30 ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 14 of 30 ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 15 of 30 ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 16 of 30 ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 17 of 30 ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 18 of 30 ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 19 of 30 ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 20 of 30 ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 21 of 30 ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 22 of 30 ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 23 of 30 ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 24 of 30 ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 25 of 30 ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 26 of 30 ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 27 of 30 ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 28 of 30 ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 29 of 30 ---PAGE BREAK--- RFQ: Envisioning Safe Streets for All (SS4A) in Jackalope City Page 30 of 30