SS4A Safety Action Plan Development

Agency:	City of Kalamazoo
State:	Michigan
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services 541690 - Other Scientific and Technical Consulting Services 611430 - Professional and Management Development Training
Posted Date:	Feb 13, 2024
Due Date:	Mar 13, 2024
Solicitation No:	Reference number: 92593-001.0
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
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Closing date March 13, 2024, 03:00 PM

Reference number 92593-001.0
Status Open
Summary The City of Kalamazoo is seeking a proposal for the development of the City of Kalamazoo’s SS4A Safety Action Plan utilizing the allocated funding from the SS4A Planning grant. The intent is to provide the City of Kalamazoo with a Safety Action Plan - a roadmap for improving the safety of the roadway for all users.

92593-001.0 RFP Document (PDF, 906KB)

1. INTRODUCTION/OBJECTIVE

The City of Kalamazoo (City or COK) is seeking a proposal for the development of the City of Kalamazoo’s SS4A Safety Action Plan utilizing the allocated funding from the SS4A Planning grant. The intent is to provide the City of Kalamazoo with a Safety Action Plan - a roadmap for improving the safety of the roadway for all users. An additional benefit of such plans would be the ability to compete for SS4A implementation dollars to carry out the projects proposed in the plans.

The consultant for this effort will coordinate the development of the SS4A Safety Action Plan and will provide the City specific guidance to meet its Vision Zero and Complete Streets goals. In addition to identifying the location and need of safety improvements, this planning document will provide an engagement plan, following the City’s Public Participation Policy & Engagement Toolkit. The Safety Action Plan will be a cohesive planning document, incorporating current City planning documents and SS4A supplementary plans, and made available to the public for comment and review prior to formal adoption by City Commission.

Interested consultants should familiarize themselves thoroughly with the most recent SS4A NOFO (Notice Of Funding Opportunity) and City documents and policies, including the 2025 Master Plan, Complete Streets Policy, Street Design Manual, and Public Participation Policy, all of which can be found at imaginekalamazoo.com/plans. Attention should be given to the sections of the NOFO for the Planning and Demonstration Grants. It is imperative all planning work for this effort aligns with the intent and requirements of SS4A.

2. CONTRACT PERIOD AND EXTENSIONS

The contract shall be in effect commencing on Consultant’s receipt of Notice to Proceed from the City and continuing through January 31, 2025. The City may opt to extend the contract upon mutual agreement of both parties made in writing.

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Department of Management Services

Purchasing Division

241 West South Street

Kalamazoo, MI 49007-4796

Phone: 269.337.8020

Fax: 269.337.8500

www.kalamazoocity.org

purchasing@kalamazoocity.org

REQUEST FOR PROPOSALS (RFP)

The City of Kalamazoo, Michigan is soliciting sealed proposals for:

Project Name: SS4A Safety Action Plan Development

Proposal Reference #: 92593-001.0

RFP ISSUE DATE: February 13, 2024

Number of Copies Required: Two (2) paper copies +

One (1) electronic copy (USB thumb drive)

PROPOSAL DUE/OPENING DATE: March 13, 2024 at 3:00 p.m. Local Time (ET)

Electronic Proposals Will Not Be Accepted

MAILING ADDRESS & INSTRUCTIONS

Mail to:

Purchasing Division

241 W. South Street

Kalamazoo, MI 49007

Questions about this RFP should be directed to:

Department Contact: George Waring, Senior Civil

Engineer at (269) 303-7844 or

waringg@kalamazoocity.org

Include on the Envelope the Project Name and Proposal Reference Number (above). All Envelopes Must

Be Sealed.

You are invited to submit a proposal for this project. Specifications, terms, conditions and instructions for

submitting proposals are contained herein. This Request for Proposals with all pages, documents and

attachments contained herein, or subsequently added to and made a part hereof, submitted as a fully and

properly executed proposal shall constitute the contract between the City and the successful proposer when

approved and accepted on behalf of the City by an authorized official or agent of the City. Please review

the proposal document as soon as possible and note the DEADLINE FOR QUESTIONS in the Instructions

to Proposers.

All proposers shall complete and return the Proposal and Award page(s) and submit all information

requested herein in order for a proposal to be responsive. FAILURE TO DO SO MAY RESULT IN THE

PROPOSAL BEING REJECTED AS NON-RESPONSIVE. The proposal document shall be returned

in its entirety, in a properly identified and sealed envelope to the Purchasing Division at the above address.

PROPOSALS MUST BE RECEIVED BEFORE THE DUE DATE - LATE PROPOSALS WILL

NOT BE CONSIDERED. The City reserves the right to postpone the proposal opening for its own

convenience.

TABLE OF CONTENTS

SECTION

PAGE #

APPENDICES

Statement of No Proposal

A. Non-Discrimination

I. Instructions to Proposers

1–2

B. SS4A Clauses

II. Proposal & Award

3–7

III. Indemnity & Insurance

8–9

IV. Scope of Work & Special Cond. 10 – 18

V. Terms & Conditions

19 – 22

CITY OF KALAMAZOO – REQUEST FOR PROPOSALS Proposal Reference #: 92593-001.0

SS4A Safety Action Plan Development

STATEMENT OF NO PROPOSAL

NOTE: If you DO NOT intend to bid on this commodity or service, please complete and return this

form immediately. Your response will assist us in evaluating all responses for this important project and

to improve our bid solicitation process.

The Purchasing Division of the City of Kalamazoo wishes to keep its proposers list file up-to-date. If, for

any reason, you cannot supply the commodity/service noted in this proposal solicitation, this form must be

completed and returned to remain on the particular proposal list for future projects of this type.

If you do not respond to this inquiry within the time set for the proposal opening date and time noted,

we will assume that you can no longer supply this commodity/service, and your name will be removed

from this proposal list.

_____

Specifications too "tight", i.e. geared toward one brand or manufacturer only (explain

below).

_____

Specifications are unclear (explain below).

_____

We are unable to meet specifications.

_____

Insufficient time to respond to the Request for Proposal.

_____

Our schedule would not permit us to perform.

_____

We are unable to meet bond requirements.

_____

We are unable to meet insurance requirements.

_____

We do not offer this product or service.

_____

Remove us from your proposers list for this commodity or service.

_____

Other (specify below).

REMARKS:

___________________________________________________________________________

____________________________________________________________________________________

SIGNED: _________________________________ NAME:__________________________________

(Type or Print)

TITLE: __________________________________ DATE:___________________________________

FIRM NAME: ________________________________________________________________________

(if any)

ADDRESS:___________________________________________________________________________

(Street address)

(City)

(State)

(Zip)

PHONE: _________________________________ FAX: ____________________________________

EMAIL: ____________________________________________________________________________

CITY OF KALAMAZOO – REQUEST FOR PROPOSALS

SS4A Safety Action Plan Development

Page 1

Proposal Reference #: 92593-001.0

SECTION I - INSTRUCTIONS TO PROPOSERS

1. EXAMINATION OF PROPOSAL DOCUMENT-Before submitting a proposal, proposers shall

carefully examine the specifications and shall fully inform themselves as to all existing conditions

and limitations. The proposer shall indicate in the proposal the sum to cover the cost of all items

included on the proposal form.

2. PREPARATION OF PROPOSAL-The proposal shall be legibly prepared in ink or typed. If a unit

price or extension already entered by the proposer on the Proposal and Award form is to be altered,

it shall be crossed out and the new unit price or extension entered above or below and initialed by the

proposer with ink. The proposal shall be legally signed and the complete address of the proposer

given thereon.

All proposals shall be tightly sealed in an envelope plainly marked SEALED PROPOSAL and

identified by project name, bid opening date and time. Proposals opened by mistake, due to improper

identification, will be so documented and resealed. The Purchasing Division will maintain and

guarantee confidentiality of the contents until the specified opening date and time. Facsimile bids

will not be accepted.

3. EXPLANATION TO PROPOSERS-Any binding explanation desired by a proposer regarding the

meaning or interpretation of the Request for Proposal (RFP) and attachments must be requested in

writing, at least 10 business days before the proposal opening and with sufficient time allowed for

a reply to reach all prospective proposers before the submission of their proposal. Any information

given to a prospective proposer concerning the RFP will be furnished to all prospective proposers as

an amendment or addendum to the RFP if such information would be prejudicial to uninformed

proposers. Receipt of amendments or addenda by a proposer must be acknowledged in the proposal

by attachment, or by letter or fax received before the time set for opening of proposals. Oral

explanation or instructions given prior to the opening will not be binding.

4. CASH DISCOUNTS-Discount offered for payment of less than thirty (30) days will not be

considered in evaluating proposals for award. Offered discounts of less than thirty (30) days will be

taken if payment is made within the discount period, even though not considered in evaluation of the

proposal.

5. WITHDRAWAL OF PROPOSALS-Proposals may be withdrawn in person by a proposer or

authorized representative, provided their identity is made known and a receipt is signed for the

proposal, but only if the withdrawal is made prior to the exact time set for receipt of proposal. No

proposal may be withdrawn for at least one hundred twenty (120) days after proposal opening.

6. ALTERNATE PROPOSALS-Proposers are cautioned that any alternate proposal, unless specifically

requested or any changes, insertions or omissions to the terms and conditions, specifications or any

other requirement of this RFP may be considered non-responsive, and at the option of the City, result

in rejection of the alternate proposal.

7. LATE PROPOSALS-Any proposal received at the office designated herein after the exact time

specified for receipt will not be considered. (Note: The City reserves the right to consider proposals

that have been determined by the City to be received late due to mishandling by the City after receipt

of the proposal and no award has been made.)

8. UNIT PRICES-If there is a discrepancy between unit prices and their extension, unit prices shall

prevail.

CITY OF KALAMAZOO – REQUEST FOR PROPOSALS

SS4A Safety Action Plan Development

Page 2

Proposal Reference #: 92593-001.0

9. PROPOSAL SUBMITTAL- Proposers can submit sealed proposals in one of the following ways:

9.1. Mail your proposal, to be received before the proposal due date and time indicated in the

RFP document, to the City of Kalamazoo at the following address:

City of Kalamazoo

Purchasing Division

241 West South Street

Kalamazoo, MI 49007

9.2. Deliver your proposal to City Hall In-Person before the proposal due date and time

indicated in the RFP document.

9.3. Deliver your proposal to the Treasurer’s Office Payment Drop Box located in the

northwest corner of City Hall (see photos below) before the proposal due date and time

indicated in the RFP document.

1. Open drop box located at City Hall.

2. Insert SEALED PROPOSAL here.

10. PROPOSALS SUBMITTED LIST- The Purchasing Division makes an effort to post the list of

submitted proposals to the City of Kalamazoo website within 24 hours after the proposal due

date and time at: https://www.kalamazoocity.org/bidopportunities. However, in certain cases the

posting of the list may extend beyond the 24-hour window.

CITY OF KALAMAZOO – REQUEST FOR PROPOSALS

SS4A Safety Action Plan Development

Page 3

Proposal Reference #: 92593-001.0

SECTION II

PROPOSAL AND AWARD

The undersigned having become thoroughly familiar with and understanding all of the proposal/contract

documents incorporated herein, agrees to provide consulting services as specified herein:

SS4A Safety Action Plan Development

The total combined price to be paid for all services provided by

Consultant pursuant to this Contract shall not exceed:

$INCLUDE IN PRICE PROPOSAL

A price proposal shall be submitted in a separate sealed envelope marked “Price Proposal”. The

pricing in the sealed envelope shall be the only listed pricing in the proposal. This Price Proposal

shall only be opened by City personnel after the scoring of other evaluation criteria has been completed.

The total combined not-to-exceed price quoted must include all costs associated with the performance of

the services specified, including materials, supervision, labor, insurance, transportation, delivery, fuel or

other surcharges, demurrage, and related costs. Charges not listed in the RFP response will not be

allowed. All prices and fees must be in U.S. dollars.

Price stated shall be firm for the full term of this Contract.

This project is being funded with Safe Streets and Roads for All (SS4A) grant funds, therefore all

proposals must include the forms included in Appendix B (in addition to the forms contained in this

Proposal and Award section), signed by the proposing firm, in order for a proposal to be considered

responsive.

The successful proposer will be required to provide the City with their active Unique Entity ID

(UEI) number and registration from SAM.gov in order to be awarded this contract.

Proposer/Contractor has examined and carefully studied the bidding documents and attachments, and

acknowledges receipt of the following addenda:

Addendum No:

_________ __________ __________ __________ __________

Dated:

_________ __________ __________ __________ __________

Proposer shall provide all of the information as requested herein with their proposal. Failure to do so

and/or failure to provide post-proposal requested information may be cause for rejecting the

proposal as non-responsive.

By my signature below, I certify that the firm bidding on this contract, when making hiring decisions,

does not use a past criminal conviction as a bar to or preclude a person with a criminal conviction from

being considered for employment with the bidding firm unless otherwise precluded by federal or state

law. I further certify that I have read and agree to be bound by the provisions of the City’s Non-

Discrimination Clause found in Appendix A and as updated by City Ordinance 1856.

Signed:_______________________________________ Name:_________________________________

Title: ________________________________________

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SS4A Safety Action Plan Development

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