RFP594 - Safe Streets and Roads for All (SS4A) Community Safety Audit Technology

RFP594
REQUEST FOR PROPOSALS
Safe Streets and Roads for All (SS4A) Community Safety Audit Technology
INTRODUCTION
The Atlanta Regional Commission (ARC) is seeking proposals from firms or teams of firms
experienced in providing digital and/or app-based geographic and road safety information,
including conducting planning and outreach, evaluation and data analysis, with experience in the
field of school-based transportation, or similar/related fields, for metropolitan areas comparable
to the 20-county area of Metro Atlanta.
ARC manages the regional Transportation Demand Management (TDM) program, which works
to impact transportation behavior change through outreach, marketing, and services to
employers, property managers, schools, community partners, and commuters working or living
in the 20-county Atlanta region. Additionally, ARC manages the Regional Safety Strategy,
which aims to improve roadway safety throughout the region through recommendations for
community programs and infrastructure. The joint goals of this work are to improve safety,
education, and access to alternative modes of transportation for schools around the region.
ARC intends to award a 20-month contract to one consultant or a team of consultants who will
work with ARC in the design, development, delivery, evaluation and reporting of one
supplemental planning activity across three metro Atlanta communities as a part of the Safe
Streets and Roads for All (SS4A) program. The project will supplement regional safety planning
to support long-range community safety around school zones in three metro communities:
Clayton County, Spalding County, and the City of Brookhaven.
The project is described in the Scope of Work below. The anticipated available funds for this
contract will be $180,000.
The funding for this work is provided through the SS4A program. Matching funds for this
project will be provided by the participating localities. Applicants interested in providing
services described in this request must comply with the requirements described herein and
requirements governing the use of SS4A funds. All documentation associated with SS4A
funding must be retained by the Awardee for seven (7) years from award without exception.
Please note that contract award for this work is contingent upon ARC receiving adequate funding
for this purpose from the US Department of Transportation (USDOT).
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PROGRAM DESCRIPTION AND BACKGROUND
The goal of this SS4A project is to improve roadway, bicycle, and pedestrian safety for youth
and families by conducting supplemental planning, implementing school-based demonstration
activities, and supporting safety infrastructure improvements in three high-need jurisdictions:
Clayton County, Spalding County, and the City of Brookhaven. The results of these efforts must
reduce the risk of crashes, increase safe access to schools, and foster long-term safety habits
among families and students.
These changes will result in measurable and reportable safety outcomes, including reductions in
youth-involved crashes, improved perceptions of safety, and increased walking and biking trips
to school. These objectives will be achieved by contracting with qualified teams to provide
trained staff to conduct surveys, audits, and outreach; by piloting site-specific safety
demonstration activities; and by monitoring performance for cost-efficiency, effectiveness, and
compliance with federal safety guidelines.
To reinforce the regional nature of the program, activities will be conducted and coordinated
across all three jurisdictions while addressing community-specific conditions. Measures and
performance targets will be determined for each jurisdiction and each participating school to
ensure accountability. These measures will require selected respondents to collect data through
app- or digital-based community bike safety audits, provide outreach support and planning,
document participation counts, and develop evaluation reports. Pedestrian audits may also be
completed if software or technology makes it possible. ARC will maintain ownership and require
access to all data, including participating schools, local partners, audit findings, and all other
items related to the SS4A program.
PROPOSAL REQUIREMENTS
All dates are tentative, provided for planning purposes, and subject to change. ARC anticipates
that a contract will be awarded in June 2026. All work activities must be completed by January
31, 2028. The successful firm or team of firms should be prepared to begin work on July 1, 2026.
ARC reserves the right to award all or part of the available funds for this project.
Proposals must include the following information:
1. Name of the lead organization and any Sub-Consultants.
2. The point of contact (name, title, phone number, mailing address, and email address) at the
lead organization.
3. Description of relevant experience on similar projects of this type and scale.
a. Include a list of at least three references within the past five years, with current
contact information.
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b. Qualifications and technical competence of the consultant/or sub-consultants in
the type of work required, including:
i. Relevant experience managing the digital platform(s) proposed in
response to this RFP; and
ii. Work with school-based transportation.
4. List of key personnel, their qualifications and roles related to the contract. Proposals should
include a project manager and deputy/assistant project manager.
5. The address of the organization's office performing the work.
6. A detailed description of the technical approach including proposed tasks for the
accomplishment of the work described in Exhibit A.
7. A proposed schedule and work plan for the accomplishment of the work described in
Exhibit A. The work plan should include estimated hours by category for each task
identified in Exhibit A. Use the format at Exhibit B-1 for the estimated hours per task.
8. A proposed project budget in the format of Exhibits B and B-1 to this RFP.
9. Provide your firm's (or firms') latest financial statements or audited financial statements.
10. Any other pertinent information.
PROPOSAL SUBMISSION THROUGH WEBSITE
Electronic Submission Requirements
All proposals must be submitted electronically through the ARC procurement website. Proposals
submitted by any other method (including email, mail, fax, or hand delivery) may not be
accepted unless specified in the solicitation document.
Respondents must register and complete the application on the ARC procurement website to
access the solicitation and submit a proposal. It is the responsibility of the respondent to
ensure successful registration and timely submission.
Proposals must be received no later than 5:00 pm EST on Thursday, June 11, 2026. The
procurement system will automatically record the date and time of submission. Late
proposals will not be accepted under any circumstances.
The Respondent(s) is solely responsible for:
* Uploading all required documents;
* Verifying that files are complete, readable, and properly labeled; and
* Ensuring submission is finalized prior to the deadline.
* Only one proposal containing all required information may be uploaded per respondent.
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ARC is not responsible for technical difficulties, internet outages, user errors, or system delays
experienced by the respondent. Respondents are strongly encouraged to submit proposals well
in advance of the deadline.
Upon successful submission, the system will provide an email confirmation. This confirmation
serves as proof of receipt.
QUESTIONS AND ANSWERS (Q&A)
Questions Regarding Solicitation
All questions concerning this RFP must be submitted electronically through the ARC
procurement website by 5:00 pm EST on Wednesday, May 20, 2026. Questions submitted
after this deadline or through any other means will not be considered.
To ensure fairness and transparency, respondents are prohibited from contacting any ARC staff,
board members, or consultants regarding this solicitation outside of the formal Q & A process.
RESPONSE TO QUESTIONS
Official responses to all timely submitted questions will be posted on the procurement
website as a written addendum by 5:00 pm EST on Tuesday, May 26, 2026. Only
written responses issued through the website shall be considered official and binding.
It is the responsibility of each respondent to regularly check the procurement website for
addenda, clarifications, and updates. Failure to review posted addenda shall not relieve a
respondent from compliance with any requirements of the RFP.
The review of written proposals and interviews will be based on the following evaluation
criteria, with the relative weights in parentheses:
1. Related experience, qualifications, and references of the firm or project team (40%)
2. Technical approach (40%)
3. Work plan and schedule (10%)
4. Proposed budget (10%)
If interviews are necessary, the short-listed firms will be invited to participate in an interview
process with an evaluation committee, to be scheduled for the week of June 22, 2026. ARC will
confirm a specific interview date and time with short-listed firms by the week of June 15, 2026.
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ARC reserves the right to award this contract based on initial proposals received without formal
interviews and to award all or part of this project to one or more firms.
Proposals shall not exceed a total of 10 pages (8.5 x 11, front and back of sheet counted as two
pages), inclusive of resumes and firm experience. Covers, end sheets, and an introductory letter
shall not count against this maximum. Font size shall be a minimum of 11 point in all cases. The
proposal must be in either Microsoft Word or PDF format.
SUMMARY TIMELINE
RFP posted Wednesday, May 13, 2026
Question Due Wednesday, May 20, 2026
Question and Answers Posted online Tuesday, May 26, 2026
Proposals due Thursday, June 11, 2026
Interviews conducted, if applicable The week of June 22, 2026
Contract awarded Late June, 2026
Work Start Date July 20, 2026
Work completed (1.5 Years) January 31, 2028
Applicants interested in providing services described in this request must comply with the
requirements described herein and requirements governing the use of SS4A funds. All
documentation associated with SS4A funding must be retained by the Awardee for seven (7)
years from award without exception.
RESTRICTION OF COMMUNICATION
From the date of the advertisement of the solicitation through the time the contract award and
selection is announced, respondents are not allowed to communicate about this solicitation or
scope with any staff of ARC, except for submission of questions as instructed in the RFP or as
provided by any existing work agreement(s). In the case of violation of this provision, ARC
reserves the right to reject the submittal of the offending respondent.
CONFIDENTIALITY AND CONFLICT OF INTEREST
ARC is subject to the Georgia Open Records law. All proposals submitted will become public
records to be provided upon request. Any information containing trade secrets or proprietary
information, as defined by state law, must be marked as confidential to prevent disclosure.
Confidential markings must be limited to the protected information. Entire proposals marked
confidential will not be honored. Additionally, conflicts of interest are governed by the ARC
Standards of Ethical Conduct available here: Standards of Ethical Conduct. Respondents must
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disclose any potential conflicts of interest that may arise from the provision of the services
described herein. Such disclosure should include the name of individual(s) with whom there is a
conflict, any relevant facts to the potential conflict, and a description of the internal controls
proposed to mitigate any such conflict. ARC's Staff Legal Counsel will determine whether such
disclosure presents a potential organizational conflict of interest that should preclude award to
the respondent.
CONTRACT REQUIREMENT
Awardees are expected to:
1. Plan and conduct outreach for family-based bike safety audits, in tandem with ARC team and
other contractors.
2. Collect and evaluate technology audit data, provide reports to detail data gathered, and
collaborate with ARC, localities and other contracted organizations and provide
recommendations for future iterations of the ARC Regional Safety Strategy and for pop-up
demonstration activities to be conducted by another contractor.
3. Provide monthly reports on project performance, schedule, and budget as well as a final
report with findings, summaries, and recommendations.
4. Maintain all documentation including e-mails, cost records, procurement documentation,
invoices, audit trails, etc. and provide this documentation as required by this contract. All
documentation associated with this effort must be retained for seven (7) years from award
without exception.
Provide the labor costs necessary for program oversight, financial accounting, and
retention of documentation supporting execution of the work tasks in this contract.
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EXHIBIT A
PROPOSED SCOPE OF WORK
The respondent should provide a detailed description of the technical approach proposed for the
accomplishment of all tasks listed below, which should be based on the respondent's experience
with similar project and/or knowledge of relevant best practices.
Task 1: Planning and Outreach
The goal of this task is to plan and conduct outreach activities aimed at distributing information
and encouraging engagement with digital/app-based geographic to capture school community
sentiments around roadway safety, particularly for bicyclists. This task will establish the
foundation for effective data collection, analysis, collaboration, and recommendations across the
three jurisdictions.
All outreach and planning activities must be conducted in close collaboration with ARC staff,
localities, school districts and administrations, and be in line with the supplemental planning to
be conducted by the contracted organization(s) managing the planning, engagement and
implementation work. Successful respondents will be aware of the overall project goals,
including being familiar with the scope of work outlined for the planning, engagement, and
implementation portion of the SS4A work, which is outlined in another RFP.
The successful respondent will develop and implement a coordinated outreach strategy designed
to engage families, schools, local jurisdictions, and community partners in conducting web-based
bike safety audits and related roadway safety activities. Outreach efforts should be tailored to the
community needs and reflect best practices in school-based transportation engagement, including
coordinating translation of materials, if deemed necessary. Engagement strategies should work to
maximize participation, ensuring representation from communities with elevated safety risks or
transportation barriers.
The selected contractor will develop materials, digital tools, and communications strategies to
support participation in family-based bike safety audits and ensure accurate and meaningful data
collection. Communication materials design and outreach should be done in collaboration with
ARC and other contracted organizations to ensure overall program consistency.
Findings from outreach activities will directly inform subsequent data analysis, evaluation, and
recommendations under Task 2, as well as pop-up demonstration activities to be conducted by a
separate contractor.
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Specific sub-tasks will include, but are not limited to:
1. Provide a fully developed web and/or app-based platform prior to the start of data
collection and outreach.
2. Develop a planning and outreach strategy for web-based family bike audits aligned with
ARC's Regional Safety Strategy goals.
3. Work with ARC and other contractors to implement outreach activities and marketing
materials to recruit and support participation in family-based bike safety audits.
4. Coordinate with ARC, localities, and partner organizations to align outreach efforts.
5. Design or update web and/or app-based platform to reflect feedback and branding, as
necessary.
6. Develop or adapt outreach materials and digital engagement tools to support geographic
and safety data collection, in close coordination with ARC and other contractors for
SS4A project work.
7. Document outreach activities, participation levels, and engagement outcomes and
produce an engagement summary.
8. Attend and organize meetings directly with school and community contacts, as deemed
necessary in conversation with ARC, to support and advance outreach work and audit
responses.
Deliverables:
1. Usable web or app-based platform to distribute to school communities, with language
translation if necessary
2. Outreach and engagement plan and resources that coincide with broader SS4A
supplemental planning activities, to be translated if necessary
3. Meeting minutes or summary notes from engagement activities
4. Family-based bike safety audit toolkit and associated materials
5. Engagement summary documenting outreach activities and participation metrics
6. Monthly progress summaries of outreach activities
Task 2: Data Collection, Analysis, and Evaluation
The goal of this task is to collect, evaluate, and analyze geographic, roadway, and trail safety
data gathered through digital/app-based platforms, and to develop recommendations that inform
future safety planning and demonstration activities.
The successful respondent will compile and evaluate data collected through Task 1 outreach
efforts. The contractor will assess user-reported concerns, geographic patterns, and opportunities
for shifts in transportation behavior towards biking across the three jurisdictions.
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All analysis activities must be conducted in collaboration with ARC staff, local jurisdictions, and
other contracted organizations. The contractor will provide detailed reports summarizing
findings and identifying key safety observations, perceived and real infrastructure gaps, and
opportunities for intervention. Recommendations should inform future iterations of the ARC
Regional Safety Strategy and help to guide pop-up demonstration activities to be implemented
by another contractor.
Evaluation methodologies should include both quantitative and qualitative analysis, with clear
documentation of data sources, assumptions, and limitations. The summary and
recommendations report should translate technical findings into actionable strategies for regional
safety improvements and school-based transportation initiatives.
As a part of the evaluation process, the contracted firm should plan to collect follow-up feedback
to capture change in behaviors or attitudes. This effort should be planned to coincide with the
demonstration activities.
Specific sub-tasks will include, but are not necessarily limited to:
1. Collect and organize digital and app-based geographic, roadway, and trail safety data.
2. Analyze data gathered through family-based bike safety audits and related outreach.
3. Collaborate with ARC and partner organizations to interpret findings.
4. Develop recommendations for updates to the ARC Regional Safety Strategy.
5. Provide guidance and recommendations to inform pop-up demonstration activities.
6. Prepare a detailed written report summarizing findings and recommendations.
7. Conduct a follow-up survey and produce results in a report.
Deliverables:
1. Draft data summary and evaluation report
2. Recommendations memorandum for future Regional Safety Strategy iterations specific to
schools in the three jurisdictions
3. Technical guidance document to inform pop-up demonstration activities
4. Monthly performance reports detailing schedule, budget, and project activities
5. Final comprehensive report and presentation with findings, summaries, and
recommendations
6. Follow-up report
Task 3: Project Administration
The successful respondent will provide comprehensive project administration, coordination,
reporting, and documentation management for the duration of the contract. This task includes
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effective coordination with ARC staff, community and jurisdiction stakeholders, and other
contractors supporting related SS4A project work.
The selected contractor will participate in regular coordination meetings with ARC and other
project partners to ensure alignment across outreach, evaluation, and demonstration planning
activities. The contractor will monitor project performance, schedule, and budget, and provide
monthly reporting updates to ARC.
All program administration should include monitoring progress toward project goals, tracking
schedules and budgets, and submitting required documentation in a timely and accurate manner.
The selected contractor will submit monthly datasheets, as applicable, and narrative progress
reports alongside invoices, produce quarterly programmatic and budget reports and participate in
review meetings, and retain all project documentation for a minimum of seven (7) years from
award without exception.
The selected contractor will also be responsible for maintaining appropriate staffing to ensure
consistent project quality and compliance throughout the grant period. Project management
processes should support coordination across tasks, timely identification of risks or delays, and
continuous communication with ARC staff. Additionally, the selected contractor will be
responsible for the management of the digital tools and app-based platforms proposed in
response to this RFP.
Findings, progress updates, and administrative records from this task will support ARC's internal
reporting needs and provide a comprehensive record of project implementation, outcomes, and
financial management.
Specific sub-tasks will include, but are not necessarily limited to:
1. Participate in kickoff and recurring coordination meetings with ARC and other
contractors.
2. Monitor and report on project performance, schedule, and budget.
3. Submit monthly invoices and accompanying narrative and data reports.
4. Maintain organized project records and documentation in compliance with ARC
requirements.
5. Provide requested documentation and audit support as required under the contract.
Deliverables:
1. Monthly progress reports and invoices
2. Quarterly programmatic and budget report documentation, and summary of monthly
reports documenting schedule, budget, and project activities
3. Meeting summaries and coordination documentation
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