Request for Proposals Issued: August 23, 2023 Proposal Due Date: September 8, 2023
NOTE: LATE PROPOSALS WILL NOT BE ACCEPTED.
FAXED OR EMAILED PROPOSALS WILL NOT BE ACCEPTED.
The City of Elizabethtown is seeking qualified firms to prepare a “Vision Zero” Action Plan, or a comprehensive safe transportation analysis and improvement plan. This project will be funded with Safe Routes for All (SS4A) Planning grant funding. This plan will be used to apply for future SS4A Implementation grant opportunities.
Firms will be evaluated based on project team’s experience, project completion background, current work load, proposed scheduling, and project approach.
Based on evaluation of submitted qualifications, the City will invite firms to be interviewed to present their approach.
Questions must be submitted in writing to Melissa Harrell-Nepi no later than August 31, 2023 at melissa.harrell-nepi@elizabehttownky.gov.
Submissions meeting the requirements of the RFQ must be submitted no later than 3 PM ET on September 8, 2023. The City of Elizabethtown reserves the right to reject any/all Qualifications not meeting the requirements of this Request for Qualifications.
Introduction and Background
The City of Elizabethtown is a full-service city operating within central Kentucky and is the county seat of Hardin County and serves approximately 32,000 residents. Situated at the crossroads of major highways including Interstate 65, Elizabethtown is centrally located within the region and state. The population and vehicular traffic flows double due to the regional attraction as a place to work, shop, dine, and entertain.
Scope Of Services
The City of Elizabethtown, KY is soliciting proposals from qualified firms for the development of a “Vision Zero” Action Plan, or a comprehensive safe transportation analysis and improvement plan. This plan is anticipated as a GIS-based, data-driven approach that looks at both reactive and systemic analyses to significantly reduce both serious injury and fatality crashes.
Elizabethtown has been proactive in our work toward finding cost-effective safety projects to reduce fatal and serious injury crashes. From 2016 to 2020, Elizabethtown experienced 19 fatalities within the city limits. Further, Elizabethtown has strong working relationships with the Kentucky Transportation Cabinet at both the district and central office levels and with the Radcliff-Elizabethtown MPO. These relationships led to the use of KYTC HSIP demonstration funding for Kentucky’s first RCUT corridor on US-31W which has experienced significant reductions in serious crashes in the first year since construction. Our city also volunteered to work with KYTC to develop plans for 11 mini-roundabouts at various intersections where crashes had been overrepresented. Several of these mini roundabouts are in the 32.5% of Elizabethtown that is designated as a transportation disadvantaged census tract. As part of the mini-roundabouts demonstration project, a two-mile portion of KY 251 is also being converted from a four-lane undivided road to a three-lane road with improved facilities for pedestrians and bicyclists. Our community leaders are committed to continuing improvements to reach our goal of zero deaths by the year 2050.
Additionally, this Action Plan is intended to be used in applying for future Safe Streets for All (SS4A) Implementation Grant opportunities. For the plan, an emphasis will be placed on evaluating where crashes are overrepresented in transportation disadvantaged parts of the community so that additional resources can be directed there. Low-cost and high-impact countermeasures including multi-modal safety measures, street lighting, and intersection/signal improvements (signing, striping, retroreflective backplates, rumble strips, mini-roundabouts) will be the emphasis in proposed improvements.
Any research, data collection, supplemental planning activities (including demos) are to be completed, documented, and presented as part of the assessment study and Action Plan.
Supplemental Planning
Supplemental planning, and/or conduct demonstration activities that will inform the development of an Action Plan, may be incorporated as well. The comprehensive safety action plan may include the following key component(s):
• Leadership commitment and goal setting that includes a goal timeline for eliminating roadway fatalities and serious injuries.
• Planning structure through a committee, task force, implementation group, or similar body charged with oversight of the Action Plan development, implementation, and monitoring.
• Safety analysis of the existing conditions and historical trends that provides a baseline level of crashes involving fatalities and serious injuries across a jurisdiction, locality, Tribe, or region.
• Engagement and collaboration with the public and relevant stakeholders, including the private sector and community groups, that allows for both community representation and feedback.
• Equity considerations developed through a plan using inclusive and representative processes.
• Policy and process changes that assess the current policies, plans, guidelines, and/or standards to identify opportunities to improve how processes prioritize transportation safety.
• Strategy and project selections that identify 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 Action Plan.
• Progress and transparency methods that measure progress over time after an Action Plan is developed or updated, including outcome data.
Supplemental planning activity examples
• Topical safety sub-plans focused on topics such as speed management, vulnerable road users, accessibility for individuals with disabilities, Americans with Disabilities Act of 1990 (ADA) transition plans, health equity, safety-focused Intelligent Transportation System implementation, lighting, or other relevant safety topics
• Road safety audits
• Additional safety analysis and expanded data collection and evaluation using integrated data
• Targeted equity assessments
• Follow-up stakeholder engagement and collaboration
• Reporting on the progress from Action Plan implementation for transparency
• Other roadway safety planning activities that enhance an Action Plan
Demonstration activity examples
• Feasibility studies using quick-build strategies that inform permanent projects in the future (e.g., use of paint and plastic delineator posts to experiment with impermanent roadway design changes, use of removable barriers to reallocate roadway space).
• Various Manual on Uniform Traffic Control Device (MUTCD) engineering studies that further safety applications of the MUTCD (e.g., evaluating warrants for traffic signal installation, high-visibility crosswalk markings, bike lane treatments).
• Pilot programs for behavioral or operational activities
• Pilot programs that demonstrate safety benefits of technologies not yet adopted in the community (e.g., variable speed limits, technology for adaptive signal timing, adaptive lighting, Intelligent Transportation Systems, vehicle-to-infrastructure technology). Eligible technologies must be commercially available and at a prototype or advanced technological readiness level.
Inquiries
All inquiries about the Request for Qualifications (RFQ) should be directed by email to: melissa.harrell-nepi@elizabethtownky.gov.
Selection Schedule
RFQ published / distributed August 23, 2023
Last day for questions due to the City August 31, 2023
Last day for proposals due to the City September 8, 2023
Interviews completed September 26, 2023
Council Approval October 2, 2023
Consultant Submittal
Responses to this request for proposals should provide six (6) bound original proposals and one (1) CD or USB-drive containing a digital copy of the complete proposal package in PDF format. Proposals should include the following information in the order listed.
• Cover letter and introduction including the name of the firm, address, and the name and contact information of the person(s) authorized to represent the company regarding all matters related to the proposals. Contact information for the representative must include the phone number and email address.
• Name and contact information of the firm’s project manager that would be assigned to the project.
• A statement of qualifications of the firm and the project manager and other key team members assigned to perform the work.
• A statement of the firms understanding of the work required and the manner in which the firm plans to approach it. Describe how the firm will approach project and implementation and evaluating/selecting alternatives and the firm’s expectation of the City’s responsibilities.
• Proposed work plan that identifies the tasks necessary to respond to the Scope of Services and to meet the project requirements as described in this RFQ. A final work plan will be mutually developed following selection of the Consultant.
• Identification of the deliverables.
• If available, up to three (3) references from other (preferably similarly sized) governmental agencies with Safe Streets For All (SS4A) grant and/or similar projects, within the last five (5) years; that are familiar with the project, the firm’s quality of work, the firm’s performance, including schedule and budget control. Include the contact name and telephone number. • Schedule: A thorough and detailed schedule should be presented outlining key milestone completion dates and proposed deliverables.
• Cost Section detailing the individual components of the total cost, and time associated with those components.
• The Proposal must include the following statement: “This proposal represents all costs to cover and include all labor and supervision, materials, equipment, machinery, apparatus, tools, services, transportation, and all other facilities, licenses, permits, taxes, fees, charges, excises, services, expenses and incidentals of any description whatsoever necessary to perform and complete finish in a professional workman like manner and to the complete satisfaction and approval of City of Elizabethtown, KY, free from all liens or claims of laborers, material providers, suppliers, or subcontractors and in conformity in all respects with all applicable federal, state, county or municipal laws, ordinances, rules or regulations, all working things contemplated by the RFQ in contract.”
Proposals/responses must be received by 3:00 PM ET on September 8, 2023 to be considered by the City. If the proposal is submitted by mail rather than hand-delivery, the sealed envelope containing the bid must be enclosed in another envelope addressed as stated below. Proposals submitted by mail should indicate on the outside envelope, lower left corner, the following: Sealed bid for City of Elizabethtown “Vision Zero” Transportation Study. NOTE: Late bids will not be accepted and will not be opened.
If mailed, please address to:
Melissa Harrell-Nepi, Project Administrator
P.O. Box 550
Elizabethtown, KY 42702-0550
If overnighted or by hand-delivery, please address to:
Melissa Harrell-Nepi, Project Administrator
City of Elizabethtown
200 West Dixie Avenue
Elizabethtown, KY 42701
Evaluation Procedures
1. Proposals will be evaluated by a panel of reviewers including City staff and other community representatives. It is the City’s intent to schedule interviews with the selected firms during the last week of September 2023. Following the committee review, the finalist will be recommended to City Council for final approval. During the evaluation process, the City reserves the right to request additional information or clarifications from the submitting firms.
2. Criteria to be used in the selection process include:
• Submission compliance
• Understanding of City’s needs/goals
• Project approach
• Project schedule
• Past performance
Additional Information
1. Proposals in response to this RFQ will be valid for ninety (90) days from the proposal due date. The City reserves the right to ask for an extension of time if needed.
2. The City reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this RFQ, unless clearly and specifically noted in the proposal submitted.
3. The City is not responsible for any costs incurred by any firm in the preparation of the proposal including, but not limited to, expenses associated with the preparation of the proposal, attendance at interviews, or preparation of any future contract documents.
4. This RFQ is only a solicitation for information. The City is not obligated for any part of the project described. The City reserves the right to reject any or all proposals submitted, to waive any irregularity in a proposal, and to accept or reject any item or combination of items, when to do so would be to the advantage of the City. The City also has the right to reject any proposal that does not contain all elements and requested information. The City will not be held liable for any losses by any firms throughout this process.
CITY OF ELIZABETHTOWN
“VISION ZERO” TRANSPORTATION STUDY
RFQ ADDENDUM #1
Date: September 5, 2023
This addendum is to the City of Elizabethtown’s Request for Qualifications for the “Vision Zero” Transportation Study. This addendum is in support of the initial RFQ that was dated August 23, 2023. This is the first (and final) addendum to the original RFQ.
The purpose of this addendum is to clarify and update the original RFQ document as amended based on the desire by the City to clarify and assure a better understanding of the transportation study consultant services.
This addendum document will clarify the following items within the RFQ document:
1.1 Clarification – The selection schedule includes tentative dates.
Tentative Selection Schedule
RFQ published / distributed August 23, 2023
Last day for questions due to the City August 31, 2023
Last day for submission due to the City September 8, 2023
Interviews completed September 26, 2023
Council Approval October 2, 2023
1.2 Clarification – This is a Request for Qualifications and is NOT a Request for Proposals. Your RFQ response submission should include the information related to qualifications and no pricing information.
The City will ask that you sign and complete the information below to acknowledge the receipt of Addendum #1.
__________________________ Signature
__________________________ Printed name
__________________________ Company name
__________________________ Company address
