Safe Streets and Roads For All (SS4A) Comprehensive Safety Action Plan

REQUEST FOR PROPOSAL
Planning Services For City of Pooler
Safe Streets and Roads For All (SS4A)
Comprehensive Safety Action Plan
I. INTRODUCTION
The City of Pooler, (hereinafter referred to as "CITY"), a municipality within the State
of Georgia, is seeking proposals for a Comprehensive Safety Action Plan (Safety
Action Plan). This Request for Proposal (RFP) outlines the requirements and
instructions for submitting a proposal for the project, the evaluation process, and the
terms and conditions of the potential contract.
This project is funded by the Federal Safe Streets and Roads for All (SS4A) Action
Plan Grant with matching dollars from the CITY. Qualified consultants will be required
to comply with all applicable regulations of the CITY and the State of Georgia. All
activities must be performed in strict adherence to applicable Federal regulations,
and the developed plan must meet the requirements in the FY2026 SS4A Notice of
Funding Opportunity (NOFO)
II. PURPOSE
The purpose of this RFP is to solicit competitive proposals from qualified firms
experienced in transportation planning and engineering to develop a Safe Streets
and Roads For All (SS4A) Safety Action Plan. The CITY is committed to ensuring that
the project is completed in compliance with all applicable laws, within the established
budget, and within the specified time frame.
III. SCOPE OF WORK
The CITY is seeking professional consulting services to prepare a Comprehensive
Safe Streets and Roads for All (SS4A) Safety Action Plan focused on reducing and
eliminating roadway fatalities and serious injuries on all public roadways within the
CITY limits, including both State routes and locally maintained streets.
The selected consultant shall be responsible for all aspects of project management,
technical analysis, stakeholder engagement, coordination, and preparation of all
documents and deliverables necessary to complete an SS4A compliant Safety Action
Plan in accordance with the requirements of the Federal Highway Administration and
the U.S. Department of Transportation.
The CITY's responsibilities shall be limited to providing available existing
transportation plans, studies, and data; designating a single point of contact;
providing stakeholder meeting space; and reviewing consultant deliverables at key
milestones.
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The consultant shall develop and execute a detailed project management plan and
perform all work necessary to produce a complete Safety Action Plan, including, but
not limited to, the following components required by the SS4A grant program:
1) Leadership Commitment and Goal Setting
2) Planning Structure
3) Safety Analysis
4) Engagement and Collaboration
5) Policy and Process Changes
6) Strategy and Project Selections
7) Progress and Transparency
The consultant shall be responsible for, at a minimum, the tasks listed below and
shall provide a detailed description in its proposal of how each task will be
accomplished, including the proposed methodology, schedule, staffing, and
deliverables:
* Developing and maintaining the project schedule and budget;
* Conducting all data collection, analysis, and technical evaluations;
* Preparing and facilitating all public and stakeholder engagement activities;
* Coordinating with applicable local, regional, and state agencies;
* Preparing draft and final plan documents, maps, graphics, and presentation
materials;
* Incorporating CITY and stakeholder comments;
* Ensuring that all deliverables satisfy SS4A program requirements and are
suitable for adoption by the CITY.
* The consultant shall furnish all labor, supervision, equipment, software,
materials, and incidentals required to complete the project.
IV. ELIGIBILITY CRITERIA
* Must be a legally registered entity in the State of Georgia with a valid
business license.
* Demonstrated experience in transportation planning or engineering.
* Ability to provide proof of required insurance and bonding (as applicable).
* Must comply with Georgia's Open Records Act (O.C.G.A. 50-18-70 et seq.),
which governs the transparency of public contracts and submissions.
* Proof of previous experience on projects of a similar size and scope, ideally
within Georgia or local government entities.
V. PROPOSAL SUBMISSION INSTRUCTIONS
Proposals must be submitted by August 19, 2026, at 2:00PM. Late submissions will
not be considered. Proposals should be submitted in one of the following formats:
A. Mail to: City of Pooler
Attn: City Clerk
100 US Highway 80 SW
Pooler, GA 31322
B. Deliver in person to: City Clerk
City of Pooler
100 US Highway 80 SW
Pooler, GA 31322
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Proposals should include the following documents:
* Cover Letter: A letter introducing the company, key personnel, and
expressing interest in the project.
* Company Profile: An overview of the company, including size, background,
and qualifications.
* Detailed Proposal: Including methodology, timeline, costs, and relevant past
project examples.
* References: At least three (3) client references with relevant project
experience.
* Proof of Insurance and Bonding (if applicable): Include certificates of
insurance and bonds required by the State of Georgia and the Municipality.
* Georgian Business License: Proof of business registration within Georgia.
VI. PUBLIC BID OPENING
Bids will be publicly opened at Wednesday, August 19, 2026, at 2:00 p.m. at the
following location:
Pooler City Hall
Second Floor Training Room
100 US Highway 80 SW
Pooler, GA 31322
The public opening will allow for transparency and will provide all interested parties
an opportunity to witness the bid opening process. All submitted proposals will be
read aloud and recorded for the public record. Interested parties are welcome to
attend the bid opening.
VII. PROPOSAL EVALUATION CRITERIA
Proposals will be evaluated based on the following criteria:
* Experience and Qualifications (45%): Relevant experience in similar projects,
expertise of proposed team members, and successful past projects.
* Technical Approach (30%): The proposed solution, methodology, and
approach to meeting the Municipality's needs.
* Cost (5%): The total cost, including breakdowns, justifications, and any
value-added services.
* Timeline (10%): The ability to complete the project within the required
timeframe.
* References and Past Performance (10%): Client feedback and past
performance on projects of similar scope.
The CITY reserves the right to request clarifications, additional information, and
to conduct interviews or presentations if necessary.
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VIII. CONTRACT TERMS AND CONDITIONS
The successful proposer will be required to enter into a formal agreement with the
CITY. Key terms of the contract may include, but are not limited to:
* Payment Terms: Details regarding the payment structure, including milestone
payments or lump sums. The CITY cannot agree to pay late fees, interest, or
penalties, including without limitation attorney's fees and costs of litigation.
* Termination Clause: Specific provisions under which the Municipality may
terminate the contract.
* Compliance with Laws: The contractor must comply with all relevant
municipal, state, and federal laws, including the Georgia Procurement Manual.
* Insurance and Bonding: The contractor must provide adequate insurance and
bonding as required by the State of Georgia and the Municipality.
* Open Records Act: The Municipality is bound by Georgia's Open Records Act,
and all submissions are subject to public inspection unless otherwise
protected under the law.
* Indemnification: The contractor must indemnify and hold harmless the CITY
from claims, damages, and liabilities arising from the performance of the
contract. The CITY cannot agree to indemnify or hold harmless the
consultant.
* Waiver and Limitation of Liability: The COTU will not waive any claims, limit
the liability of consultant, or allow disclaimer of warranties, for any reason.
IX. PROPOSAL TIMELINE
RFP Release Date: June 8, 2026
Deadline for Submission of Questions: July 31, 2026
Proposal Submission Deadline: August 19, 2026
Proposal Evaluation Period: August 19, 2026 - September 9, 2026
Estimated Council Approval: September 21, 2026
Contract Start Date: September 22, 2026
X. QUESTIONS AND CLARIFICATIONS
All inquiries regarding this RFP should be submitted in writing to the RFP contact
person by the specified deadline. The CITY will provide written responses to all
questions and distribute them to all interested vendors.
Deadline for Questions: July 31, 2026
RFP Contact Name: Caroline Hankins
Email Address: chankins@pooler-ga.gov
Phone Number: (912)748-7261 ext. 114
XI. CONTACT INFORMATION
For additional information or clarification regarding this RFP, please contact:
RFP Coordinator: Caroline Hankins
Title: Assistant City Manager
Email: chankins@pooler-ga.gov
Phone: (912)748-7261 ext. 114
Mailing Address: 100 US Hwy 80, Pooler, GA 31322
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XII. APPENDICES
Appendix A - Indemnity Provision
Appendix B - GA Security and Immigration Compliance Act of 2006
Compliance Form
Appendix C - Contractor Affidavit Under O.C.G.A 13- 10- 91(B) (1)
Appendix D - Non-Collusion Affidavit
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APPENDIX A:
Indemnity Provision
CONTRACTOR (or Lessee or Vendor) assumes entire responsibility and liability for losses,
expenses, demands and claims in connection with or arising out of any injury, or alleged
injury (including death) to any person, or damage, or alleged damage, to property of CITY
of others sustained or alleged to have been sustained in connection with or to have arisen
out of or resulting from the performance of the work/service by the ARBORIST, his
SUBCONTRACTORS, agents, and employees, including losses, expenses, damages sustained
by CITY, and agrees to indemnify and hold harmless the CITY, its officials, employees or
volunteers from any and all such losses, expenses, damages, demands and claims and
agrees to defend any suit or action brought against them, or any of them, based on such
alleged injury or damage, and to pay all damages, cost and expenses in connection
therewith or resulting therefrom. As an integral part of this agreement, CONTRACTOR
agrees to purchase and maintain during the life of this contract, contractual liability
insurance in the amount required in the general liability insurance requirements and to
furnish proper evidence thereof.
Above provision specifically applies to the contract dated ________________________
between the City of Pooler and _____________________________________________
for Certified Arborist Contract Services.
_________________________________
SIGNATURE
_________________________________
PRINT NAME
_________________________________
PRINT COMPANY
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APPENDIX B:
Georgia Security and Immigration Compliance Act of 2006 Compliance Form
The City of Pooler complies with the requirements of O.C.G.A. 13-10-19 and requires that
all CONTRACTORS and SUBCONTRATORS comply with Rule 300-10-1-.02 as a condition of
awarding contracts.
The CONTRACTOR certifies that the following employee-number category is applicable to the
CONTRACTOR: (initial one only)
_____ Ten (10) or more employees
_____ Fewer than (10) employees
The CONTRACTOR agrees that in the event the CONTRACTOR employs or contracts with any
SUBCONTRACTOR in connection with the covered contract, the CONTRACTOR will secure
from the SUBCONTRACTOR such SUBCONTRACTOR indication of the employee-number
category applicable to the SUB CONTRACTOR.
In the event the A CONTRACTOR employs or contracts with any SUB CONTRACTOR in
connection with the covered contract, the CONTRACTOR will secure from such SUB
CONTRACTOR attestation of the SUBCONTRACTOR's compliance with O.C.G.A. 13-10-91
and Rule 300-10-1-.02 by the SUB CONTRACTOR'S execution of the SUB CONTRACTOR
affidavit shown in Rule 300-10-1-.08 or a substantially similar SUBCONTRACTOR affidavit
and will maintain records of such attestation for inspection by the public employer at an
time. Such SUBCONTRACTOR affidavit shall become part of the CONTRACTOR /SUB
CONTRACTOR agreement.
_________________________________
AUTHORIZED OFFICER/AGENT SIGNATURE
_________________________________
AUTHORIZED OFFICER/AGENT PRINT NAME
_________________________________
AUTHORIZED OFFICER/AGENT TITLE
_________________________________
DATE
NOTARY SEAL: SUBSCRIBED AND SWORN BEFORE ME
ON THIS, THE DAY OF
_________________________________
DATE
_________________________________
NOTARY PUBLIC SIGNATURE
_________________________________
NOTARY PUBLIC COMMISSION EXPIRATION
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APPENDIX C:
Contractor Affidavit Under O.C.G.A 13- 10- 91(B) (1)
By executing this affidavit, the undersigned CONTRACTOR verifies its compliance with
O.C.G.A. 13- 10-91, stating affirmatively that the individual, firm or corporation which is
engaged in the physical performance of services on behalf of _______________________
has registered with, is authorized to use and uses the federal work authorization program
commonly known as EVerify, or any subsequent replacement program, in accordance with
the applicable provisions and deadlines established in O.C.G.A. 13-10-91. Furthermore,
the undersigned CONTRACTOR will continue to use the federal work authorization program
throughout the contract period and the undersigned CONTRACTOR will contract for the
physical performance of services in satisfaction of such contract only with SUBCONTRACTOR
who present an affidavit to the CONTRACTOR with the information required by O.C.G.A.
13-10-91(b). CONTRACTOR hereby attests that its federal work authorization user
identification number and date of authorization are as follows:
Federal Work Authorization User Identification Number ____________________________
Date of Authorization ____________________________
Name of Contractor ____________________________
Name of Public Employer ________________________
I hereby declare under penalty of perjury that the foregoing is true and correct.
_________________________________
AUTHORIZED OFFICER/AGENT SIGNATURE
_________________________________
AUTHORIZED OFFICER/AGENT PRINT NAME
_________________________________
AUTHORIZED OFFICER/AGENT TITLE
_________________________________
DATE
NOTARY SEAL: SUBSCRIBED AND SWORN BEFORE ME
ON THIS, THE DAY OF
_________________________________
DATE
_________________________________
NOTARY PUBLIC SIGNATURE
_________________________________
NOTARY PUBLIC COMMISSION EXPIRATION
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APPENDIX D:
Non-Collusion Affidavit
State of Georgia; County of Chatham;
_________________________________, being first duly sworn, deposes and says that
1. He/she is (owner, partner, officer, representative, or agent) of the CONTRACTOR that
has submitted the attached Bid;
2. He/she is fully informed respecting the preparation and contents of the attached Bid and
of all pertinent circumstances respecting such Bid;
3. Such Bid is genuine and is not a collusive or sham Bid;
4. Neither the said CONTRACTOR nor any of its officers, partners, owners, agents,
representatives, employees, or parties in interest, including this affiant, has in any way
colluded, conspired, connived or agreed, directly or indirectly, with any other
CONTRACTOR, firm or person to submit a collusive or sham Bid in connection with the
Contract for which the attached Bid has been submitted or to refrain from bidding in
connection with such Contract, or has in any manner, directly or indirectly, sought by
agreement or collusion or communication or conference with any other CONTRACTOR,
firm or person to fix the price or prices in the attached Bid or of any other
CONTRACTOR, or to fix any overhead, profit or cost element of the Bid price or the Bid
price of any other bidder, or to secure through any collusion, conspiracy, connivance or
unlawful agreement any advantage against the or any person interested in the proposed
Contract; and
5. The price or prices quoted in the attached Bid are fair and proper and are not tainted by
any collusion, conspiracy, connivance or unlawful agreement on the part of the
CONTRACTOR or any of its agents, representatives, owners, employees, or parties in
interest, including this affiant.
_________________________________
AUTHORIZED OFFICER/AGENT SIGNATURE
_________________________________
AUTHORIZED OFFICER/AGENT PRINT NAME
_________________________________
AUTHORIZED OFFICER/AGENT TITLE
_________________________________
DATE
NOTARY SEAL: SUBSCRIBED AND SWORN BEFORE ME
ON THIS, THE DAY OF
_________________________________
DATE
_________________________________
NOTARY PUBLIC SIGNATURE
_________________________________
NOTARY PUBLIC COMMISSION EXPIRATION
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