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HomeMy WebLinkAboutVision Zero Strategy - RFPREQUEST FOR PROPOSAL INVITATION FOR BIDS 2023-RFP-212 VISION ZERO STRATEGY (ROADWAY SAFETY PLANNING & PUBLIC ENGAGEMENT) City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 RELEASE DATE: September 28, 2023 DEADLINE FOR QUESTIONS: October 16, 2023 RESPONSE DEADLINE: November 2, 2023, 12:00 pm RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO: https://procurement.opengov.com/portal/cityofpalmdesert City of Palm Desert REQUEST FOR PROPOSAL Vision Zero Strategy (Roadway Safety Planning & Public Engagement) I. Background and Introduction ............................................................... II. Notice Inviting Proposals ...................................................................... III. Scope of Services .................................................................................. IV. Requests for Clarification ...................................................................... V. Content and Format of Proposal ........................................................... VI. Selection Process .................................................................................. VII. Evaluation Criteria ................................................................................ VIII. Submittal Requirements ....................................................................... IX. General Conditions ............................................................................... X. Protests................................................................................................. Attachments: A - Sample- Vision Zero Strategy Agreement B - Previous Planning Document - Palm Desert General Plan (2016) C - Previous Planning Document - Local Roadway Safety Plan (2016) D - Previous Planning Document - CVAG Active Transportation Plan (2016) E - Previous Planning Document - SCAG Socal Connect (2020) F - Previous Planning Document - Walk & Roll Bicycle & Pedestrian Gap Analysis (2022) G - Previous Planning Document - City Council Study Session - Active Transportation Program (2022) Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 3 1. Background and Introduction 1.1. Summary The City of Palm Desert (“City”) is requesting proposals from qualified firms (“Proposers”) for Vision Zero Strategy (Roadway Safety Planning & Public Engagement) (“Services”) to establish a Professional Services Agreement ("Agreement"). To serve and promote the welfare of its residents, the City intends to procure the Services, as described below. Professional engineering and design services to conduct a Palm Desert Vision Zero Strategy, inlcuding a Safe Routes to School Plan, Safe Routes for Seniors Plan, Investment Strategy, Dashboard and Monitoring Tools, and a Public Engagement Campaign. 1.2. Background The City is a charter city in the State of California. The City is a thriving community of approximately 50,000 full-time and 32,000 seasonal residents. It is located in the Coachella Valley in eastern Riverside County, part of the low desert region of Southern California. The City features big-city resources in a friendly, small-town setting, offering first class educational opportunities, safe and clean streets, as well as plentiful shopping and community events. Palm Desert is considered the geographical, educational and retail center of the Coachella Valley. Incorporated in 1973, the City operates under a council-manager form of government with a five-member City Council elected at large. Each council member serves a four-year term. The City Council meets on the second and fourth Thursdays of the month at Palm Desert City Hall, 73-510 Fred Waring Drive. 1.3. Contact Information Chris Gerry Project Manager Email: cgerry@cityofpalmdesert.org Phone: (760) 776-6335 Department: PW - Capital Improvement Projects 1.4. Timeline The above scheduled dates are tentative and City retains the sole discretion to adjust the above schedule. Nothing set forth herein shall be deemed to bind City to award a contract for the Services and City retains the sole discretion to cancel or modify any part of or all of this RFP at any time. Release of Request for Proposal September 28, 2023 Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 4 Pre-Proposal Meeting (Non-Mandatory) October 12, 2023, 1:00pm Palm Desert City Hall Administrative Conference Room 73-510 Fred Waring Drive Palm Desert, CA 92260 Last Day to Submit Questions for Clarification October 16, 2023, 12:00pm Clarifications Issued by City on or before October 18, 2023, 5:00pm Deadline for Receipt of Proposals submitted on or before November 2, 2023, 12:00pm 2. Notice Inviting Proposals 2.1. NOTICE RFP No.: 2023-RFP-212 Project Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) Project No. (if applicable): N/A PUBLIC NOTICE IS HEREBY GIVEN that proposals will be received by the City of Palm Desert (“City”) electronically through the City of Palm Desert’s ("City") online bid management provider (“OpenGov Procurement”), until 12:00 pm, Thursday, November 2, 2023. Proposals may not be submitted by fax, email, telephone, mail, hand delivery, or other means; any proposals received through any means other than OpenGov Procurement will be returned to the proposer unopened. The City is requesting proposals to provide: Professional engineering and design services to conduct a Palm Desert Vision Zero Strategy, inlcuding a Safe Routes to School Plan, Safe Routes for Seniors Plan, Investment Strategy, Dashboard and Monitoring Tools, and a Public Engagement Campaign. The award of this contract is subject to available budget adequate to carry out the provisions of the proposed Agreement including the identified scope of work. The City reserves the right to reject any or all proposals determined not to be in the best interest of the City. The City of Palm Desert is committed to inclusion and diversity and welcomes proposals and bids from contractors, consultants, and vendors of all faiths, creeds, ancestries, and ethnicities without regard to disability, gender identity, sexual orientation, or immigration status. The City condemns and will not tolerate prejudice, racism, bigotry, hatred, bullying, or violence towards any group within or outside of our community. Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 5 2.2. SCOPE OF SERVICES The Services sought under this Request for Proposals (“RFP”) are set forth in more detail in the Scope of Services Section, incorporated herein by this reference. Notwithstanding the inclusion of such Services in the Scope of Services Section, the final scope of Services negotiated between City and the successful Proposer shall be set forth in the Professional Services Agreement (“Agreement”) executed by and between City and the successful Proposer. A copy of the Agreement is attached and incorporated herein by this reference. 2.3. PREVAILING WAGE - ADDITIONAL REQUIREMENTS FOR FEDERAL FUNDING A. If the Services are funded in whole or in part by federal funds or otherwise requires compliance with the Davis-Bacon Fair Labor Standards Act, the successful Proposer and all its subcontractors shall pay the higher of the state or federal prevailing wage rates. The Prevailing Wage Determination can be found in the #Attachments. 2.4. REGISTRATION Interested proposers may register as vendors and download the Request for Proposals (“RFP”). To register, visit the City's electronic bidding website, OpenGov Procurement, and proceed to "Subscribe" as a vendor with the City to receive new project notifications. Interested proposers may "Follow" the RFP to view and/or download the RFP details, receive addenda alerts and notices, and draft and submit a response. 2.5. PRE-PROPOSAL MEETING A “non-mandatory” pre-proposal meeting is to be held at 1:00 pm on Thursday, October 12, 2023, at Palm Desert City Hall Administrative Conference Room 73-510 Fred Waring Drive Palm Desert, CA 92260. Failure to attend this meeting will not preclude a Proposer from submitting a proposal. Attendance at the pre-proposal meeting will ensure the Proposer understands the full scope of the Services requested. 3. Scope of Services 3.1. Project Summary Through the U.S. Department of Transportation, Federal Highway Administration, the City of Palm Desert (City) received a Safe Streets and Roads for All (SS4A) grant totaling $970,000 (including $20,000 in City administrative costs) to undertake planning and public engagement efforts to reduce local roadway fatalities and injuries. These collective activities consist of the City's Vision Zero Strategy (Strategy) including: • Safe Routes to School Plan: $320,000 • Safe Routes for Seniors Plan: $80,000 • Public Engagement Activation: $400,000 • Investment Strategy: $100,000 Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 6 • Dashboard and Monitoring Tool: $50,000 Activities will be consolidated in a Final Strategy and include priority recommendations to pursue in a future Notice of Funding Opportunity (SS4A Implementation Grant). The City anticipates all activities to be completed in 18 to 24 months, with prioritizing planning efforts (Safe Routes to School, Safe Routes for Seniors, and Investment Strategy). All tasks below also take into consideration the recommendations and information from existing planning documents. The Consultant, through collaboration with the City, shall collect and review existing policies, programs and data. Existing planning documents for reference to all tasks below include, but are not limited to: • City of Palm Desert o General Plan, including PD Link (2016) o Local Roadway Safety Plan (2021) o Walk and Roll (2022) o Active Transportation Program Study Session (2022) • Coachella Valley Association of Governments o Active Transportation Plan (2016) o CV Link (2022) • Southern California Association of Governments o SoCal Connect (2020) The scope of work has been thoroughly outlined; however, the Consultant is encouraged to submit imaginative and inventive concepts beyond the defined scope, which will be taken into thoughtful consideration in the review process. Finally, please identify if any funding categories above should be recommended for reallocation among other categories (within the scope of work). 3.2. Safe Routes to School Plan Palm Desert is home to a collective of eight (8) public schools committed to providing education for our children and adolescents. Unless specified otherwise below, these schools are located within Palm Desert and consist of: Elementary Schools: • Abraham Lincoln Elementary School • George Washington Charter Elementary School • James Earl Carter Elementary School • Ronald Reagan Elementary School Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 7 • Gerald Ford Elementary School (located in Indian Wells) Middle Schools: • Palm Desert Charter Middle School • Colonel Mitchell Paige Middle School (located in La Quinta) High Schools: • Palm Desert High School The City's Local Road Safety Plan previously identified the need to improve safe access to schools for walking and biking to help reduce safety risks posed by traffic volumes associated with student pick-up and drop-off. Building upon this recommendation, the Consultant shall develop a Safe Routes to School Plan (School Plan) that provides clear and implementable recommendations to create safer, more comfortable walking and bicycling options for Palm Desert school children, their families and residents. Through stakeholder engagement, the School Plan will identify safety, infrastructure, and programmatic barriers to walking and bicycling to and from each school. The School Plan development process itself will provide opportunities to educate and encourage students at public elementary, middle and high school. Note: In addition to educational opportunities that will be addressed in the School Plan, the Consultant shall include recommended capital improvements to improve roadways and incorporate such recommendations into the Investment Strategy. Task 1: Existing Conditions The Consultant shall review existing conditions, including: • Gather background data for each school. • Identify opportunities and constraints, and standards by which recommended updates will be set to guide the preparation of the School Plan, and include existing land uses, current and projected housing and land use development, population characteristics, and travel projections. • Conduct traffic counts at up to three (3) locations near each project school, including pedestrian and bicyclist counts, in order to assess demand that can inform areas for improvement and prioritize potential projects. • Prepare a base map for each school to show the school location, physical conditions and travel information such as enrollment boundaries, yellow school bus routes and ridership, transit lines, school site improvement plans, and crossing guard locations. Deliverables: • Existing Conditions Memorandum • School traffic counts • Base maps for schools Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 8 Task 2: Collisions and Gaps Analysis The Consultant shall conduct a collisions and gaps analysis, including: • Conduct a bicycle and pedestrian collision analysis using the most recent data available, with data supplemented by the City for each school. • Identify challenges, needs and gaps in the bicycle and pedestrian networks (using the base maps). Deliverables: • Collisions and Gaps Analysis Memorandum Task 3: Outreach and Engagement Note: Events will be publicly noticed to ensure maximum attendance. Public notices will be in English and Spanish. Spanish and sign language interpreters will be present, as requested. The Consultant shall conduct outreach and engagement, including: • With input from the City, the Consultant shall prepare a detailed Outreach and Engagement Plan that includes school and community engagement tools and events to be used throughout the development of the School Plan. The Outreach and Engagement Plan will consist of a strategy to fully engage disadvantaged communities, including outreach in Spanish and means to reach groups that may not participate in traditional planning events. • Develop content for a School Plan webpage on the City’s website and social media platforms. The purpose of this content is to promote outreach and education materials, document workshops, promote parent surveys, workshops, walk audits, the Draft School Plan, and eventually view the Final School Plan. The website shall also allow stakeholders to submit feedback without attending meetings. The Consultant shall provide a online mapping tool to identify barriers and recommendations for suggested improvements around a school. • Use the standardized Student Travel Tally and Parent Survey questionnaires from the National Center for Safe Routes to School to collect data on student travel modes and parent attitudes about walking and bicycling to school. Data collection will be conducted twice, once at the beginning of the School Plan project and once at the end. • Conduct up to four (4) School Workshops for school staff, parents, law enforcement, fire department, and other SRTS stakeholders. The workshops will be based on the National SRTS Course from the National Center for Safe Routes to School. The purpose of the workshops will be to introduce the School Plan, educate on the 6 E’s of SRTS (Engagement, Equity, Encouragement, Education, Engineering, and Evaluation). At least two (2) workshops will be held at a school or location near a disadvantaged school. Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 9 • The Consultant will lead school staff, City staff, parents/caregivers, residents, and other interested stakeholders on a walking audit of each of the School Plan project school sites during the morning arrival or afternoon dismissal period. The purpose of these walk audits is to observe conditions and behaviors and identify challenges or impediments that currently limit walking and biking. The Consultant will verify existing conditions of facilities. The Consultant will provide participants who are unable to participate in the walk audit with another way to give input such as through a web-based mapping tool where participants can “pin” locations and write the issues or concerns for the marked location. • The Consultant will conduct “pop-up workshops” at up to three (4) public events, such as farmer’s markets or community fairs, in order to inform and solicit feedback from the community on the School Plan. Deliverables: • Outreach and Engagement Plan • Project website • Survey • Virtual Engagement Memorandum • PowerPoint presentation and photos • Student Travel Tallies and Parent Surveys Analysis Memorandum • Four (4) School Workshops • Walk Audit Reports • Photos • Outreach materials • Three (3) “Pop-up workshops” at public events Task 4: Advisory Committee In collaboration with the City, the Consultant shall participate in various types of Advisory Committee meetings. The Consultant shall prepare Advisory meeting agendas, presentations and meeting notes. The Advisory Committee may convene 4 to 6 times. The Advisory Committee shall advise the Consultant on potential project and programmatic recommendations that align with their goals. The Advisory Committee shall also provide input prior to major engagement activities and will review key project deliverables prior to posting to the public or decision-makers. Deliverables: • Advisory Committee Meetings - Room preparation and reservation (if offsite) Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 10 • Advisory Committee Meetings - Presentations, agendas and notes Task 5: Crossing Guard Analysis School Crossing Guards (Crossing Guards) are an important part of the community and serve a vital role in the lives of students who walk or bicycle to school. Crossing Guards help students safely cross the street at key locations and remind drivers of the presence of pedestrians. Working closely with the City and school districts, the Consultant shall: • Develop a methodology to prioritize crossing guard locations informed by the California Manual on Uniform Traffic Control Devices (CAMUTCD), as well as engineering judgement. • Using methodology, conduct an in-depth analysis of current locations of Crossing Guards and make recommendations for maintaining, changing, or adding Crossing Guard locations. The Consultant shall use the California School Crossing Guard Training Guidelines (Guidelines) developed by the California Department of Public Health and Caltrans to identify and assess Crossing Guard training needs. Deliverables: • Crossing Guard Prioritization Memorandum Task 6: Recommendation and Prioritization The Consultant shall use the information collected activity, including information from the Advisory Committee and stakeholder outreach, in order to: • Develop infrastructure improvement recommendations within a half-mile radius of each project school for the purposes of improving the non-motorized transportation network for students and parents to walk and bike to school safely and conveniently. Recommendations shall include preliminary cost estimates so that the recommendations can be incorporated into future grant applications for implementation. • Create equity-framed and data-driven Project Prioritization Methodology that meets the needs of the City and school districts. • Develop Suggested Routes Maps for each project school with suggested routes for families to walk or bicycle to and from school. Maps shall also include safety tips for drivers and active transportation users. The Suggested Routes Maps shall be made available to schools both digitally and in paper copies. The Suggested Routes Maps shall be available in English and Spanish. • Prepare engagement, equity, encouragement, education, and evaluation program recommendations to complement the infrastructure recommendations to promote a culture that embraces active transportation. Deliverables: Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 11 • Infrastructure Improvement Recommendations Memorandum (including maps and cost estimates) • Project Prioritization Methodology Memorandum • Suggested Routes Maps • Programmatic Recommendations Memorandum Task 7: Draft and Final Strategy The Consultant shall prepare a Draft School Plan for City staff review. The Draft School Plan will be aligned with existing local and states policies and procedures and shall include a summary of actionable next steps for implementing the project recommendations. Based on City staff comments on the Draft School Plan, the Consultant shall revise the Draft Public-School Plan into a formatted final format to be presented to stakeholders and the public. The Consultant shall prepare the Final School Plan in formatted, electronic form that addresses comments received from stakeholders and the public. The Final School Plan will include a summary of next steps towards implementation (specifically, an SS4A Implementation grant). Deliverables: • Draft School • Draft Public-School Plan • Final School Plan Task 8: City Council Review and Approval In collaboration with the City, the Consultant shall present the Final School Plan for the City Council's review and consideration. The Consultant shall respond and resolve any critical issues, so that the City Council can adopt the Final School Plan. Deliverables: • City Council Staff Report • Presentation 3.3. Safe Routes for Seniors Plan Palm Desert has a large population of seniors and retirees. Situated in the Coachella Valley, this region attracts retirees and seasonal residents due to its warm climate, desert landscapes, golf courses, and various amenities tailored to older adults. In addition, the City's Local Road Safety Plan identified seniors and aging drivers as an important safety focus. This component of the study shall evaluate transportation infrastructure and mobility programs that will make it easier and safer for seniors. The Consultant shall develop a Safe Routes for Seniors Plan (Senior Plan) that provides clear and implementable recommendations to create safer, more comfortable walking and bicycling options for Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 12 Palm Desert seniors. Through stakeholder engagement, the Senior Plan shall identify safety, infrastructure, and programmatic barriers to walking and bicycling to and from up to five (5) location (to be determined). The Senior Plan development process itself will provide opportunities to educate and encourage seniors as well. Task 1: Existing Conditions The Consultant shall review existing conditions, including: • Gather background data on seniors (e.g., housing, community centers, and demographics) that describe locations and movement of seniors. • Identify opportunities and constraints, and standards by which recommended updates will be set to guide the preparation of the Senior Plan, and include existing land uses, current and projected housing and land use development, population characteristics, and travel projections. • Conduct traffic counts at up to three (3) locations based upon the background data and City staff discussions, including pedestrian and bicyclist counts, in order to assess demand that can inform areas for improvement and prioritize potential projects. • Prepare a base map for each location, physical conditions and travel information. Deliverables: • Existing Conditions Memorandum • Location traffic counts • Base maps for locations Task 2: Collisions and Gaps Analysis The Consultant shall conduct a collisions and gaps analysis, including: • Conduct a bicycle and pedestrian collision analysis using the most recent data available, with data supplemented by the City for each location. • Identify challenges, needs and gaps in the bicycle and pedestrian networks (using the base maps). Deliverables: • Collisions and Gaps Analysis Memorandum Task 3: Outreach and Engagement Note: Events will be publicly noticed to ensure maximum attendance. Public notices will be in English and Spanish. Spanish and sign language interpreters will be present, as requested. The Consultant shall conduct outreach and engagement, including: Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 13 • With input from the City, the Consultant prepares a detailed Outreach and Engagement Plan that includes senior and community engagement tools and events to be used in the development of the Senior Plan. The Outreach and Engagement Plan shall consist of a strategy to engage disadvantaged communities, including outreach in Spanish and means to reach groups that may not participate in traditional planning events. • Develop content for a Senior Plan webpage on the City’s website and social media platforms. The purpose of this content is to promote outreach and education materials, document workshops, promote parent surveys, workshops, walk audits, the Draft Senior Plan, and eventually view the Final Senior Plan. The website shall also allow stakeholders to submit feedback without attending meetings. The Consultant shall provide an online mapping tool to identify barriers and recommendations for suggested improvements around locations. • Conduct up to four (4) workshops for the Senior Plan stakeholders. The purpose of the workshops are to introduce the Senior Plan. At least two (2) workshops will be held at a location near a disadvantaged area. • The Consultant shall lead seniors and interested stakeholders on a walking audit of each of the identified locations. The purpose of these walk audits is to observe conditions and behaviors and identify challenges or impediments that currently limit walking and biking. The Consultant shall verify existing conditions of facilities and provide participants who are unable to participate in the walk audit with another way to give input such as through a web-based mapping tool where participants can “pin” locations and write the issues or concerns for the marked location. • The Consultant will conduct “pop-up workshops” at up to three (3) public events, such as farmer’s markets or community fairs, in order to inform and solicit feedback from the community on the Senior Plan. Deliverables: • Outreach and Engagement Plan • Project website • Survey • Virtual Engagement Memorandum • PowerPoint presentation and photos • Four (4) Senior Workshops • Walk Audit Reports • Photos • Outreach materials Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 14 • “Pop-up workshops” at up to three (3) public events Task 4: Advisory Committee In collaboration with the City, the Consultant shall participate in various types of Advisory Committee meetings. The Consultant shall prepare Advisory meeting agendas, presentations and meeting notes. The Advisory Committee may convene 4 to 6 times. The Advisory Committee shall advise the Consultant on potential project and programmatic recommendations that align with their goals. The Advisory Committee shall also provide input prior to major engagement activities and will review key project deliverables prior to posting to the public or decision-makers. Deliverables: • Advisory Committee Meetings - Room preparation and reservation (if offsite) • Advisory Committee Meetings - Presentations, agendas and notes Task 5: Recommendation and Prioritization The Consultant shall use the information collected throughout the project, including information from the Advisory Committee and stakeholder outreach and engagement, in order to: • Develop infrastructure improvement recommendations within a half-mile radius of each project location for the purposes of improving the non-motorized transportation network for seniors to walk and bike safely and conveniently. Recommendations shall include preliminary cost estimates so that the recommendations can be incorporated into future grant applications for implementation. • Create equity-framed and data-driven Project Prioritization Methodology that meets the needs of seniors, as well as yields projects that are positioned well for future SS4A Grant Implementation funds. • Develop Suggested Routes Maps for each location with suggested routes for seniors. Maps shall also include safety tips for drivers and active transportation users. The Suggested Routes Maps shall be made available both digitally and in paper copies. The Suggested Routes Maps shall be available in English and Spanish. • Prepare engagement, equity, encouragement, education, and evaluation program recommendations to complement the infrastructure recommendations to promote a culture that embraces active transportation. Deliverables: • Infrastructure Improvement Recommendations Memorandum (including maps and cost estimates) • Project Prioritization Methodology Memorandum • Suggested Routes Maps Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 15 • Programmatic Recommendations Memorandum Task 6: Draft and Final Strategy The Consultant shall prepare a Draft Senior Plan for City staff review. The Draft Senior Plan will be aligned with existing local and states policies and procedures and shall include a summary of actionable next steps for implementing the project recommendations. Based on City staff comments on the Draft Senior Plan, the Consultant will revise the Draft Senior Plan into a formatted Public Draft Senior Plan to be presented to the Senior stakeholders and the public. The Consultant shall prepare the Final Senior Plan in formatted, electronic form that addresses comments received from seniors and other stakeholders. Deliverables: • Draft Senior Plan • Public Draft Senior Plan • Final Senior Plan Task 7: City Council Review and Approval In collaboration with the City, the Consultant shall present the Final Senior Plan to City Council. The Consultant shall respond and resolve any critical issues, so that the City Council can adopt the Final Senior Plan. The Final Senior Plan will include a summary of next steps towards implementation. Deliverables: • City Council Meeting - Presentation 3.4. Public Engagement and Activation The City and regional agencies have invested heavily in the active transportation network throughout Palm Desert. While continuing to make infrastructure improvements, the City equally desires to inform the community regarding how to safely and comfortably use the network. The City intends to develop a locally branded, well-advertised and participatory Vision Zero Campaign (Campaign). A substantial amount of funds are allocated toward Campaign activities due to the ability to make an immediate and memorable impact. Therefore, although not required, the Consultant is encouraged to pursue a professional marketing services in order to develop strategies and materials. The Campaign shall become part of the City’s overall communication strategy and may include visible components such as street banners and murals, active information sharing and activities at City events, and use of an Advisory Committee aimed at changing the culture of driving, walking and biking for better safety. Ultimately, the goal of this activity is to develop and execute a comprehensive public marketing Campaign aimed at promoting safe and comfortable biking practices within Palm Desert. The Campaign will focus on raising awareness, educating residents and visitors, and encouraging the use of biking infrastructure. Task 1: Campaign Goals and Objectives The Consultant shall: Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 16 • Meet with City staff to identify to Campaign objectives, including key insights, objectives, strategies, and guidelines (Discovery Meeting). • Develop a Creative Brief resulting from the discussions of the Discovery Meeting. • Allow City staff make revisions to Creative Brief until acceptable to all parties. Deliverable: • Creative Brief Memorandum Task 2: Ideation and Concept Development The process of ideation and concept development is a crucial stage in the creation of a Campaign. It involves generating creative ideas, themes, and visual concepts that effectively convey the Campaign's messages and resonate with the target audience. This process transforms the insights and objectives outlined in the Creative Brief into tangible and compelling creative concepts that drives the campaign's design and content. Therefore, the Consultant shall: • Develop detailed descriptions and visual representations of the chosen creative concepts that were generated during the ideation process. These concepts outline the overarching theme, messaging, visuals, and tone of the campaign. • Develop visual presentations or documents that effectively communicate each selected concept to City staff. These presentations include: o Mockups o Sketches o Storyboards o Other visual aids that help convey the essence of the ideas. • Present to City staff the creative concepts and incorporate feedback accordingly. Deliverable: • Finalized Creative Concepts Memorandum Task 3: Content Creation Once having approved the Finalized Creative Concepts, the Consultant shall begin producing the actual Campaign materials. Content creation could include designing visuals, creating copy, producing videos, and developing any other creative assets needed for the Campaign. The City encourages the Consultant to use creative techniques to effectively communicate the Campaign's messages and objectives. • Develop content based on the Finalized Creative Concepts. The content shall be created for various platforms and events, including: Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 17 o Multi-platform approach that coordinates with local media outlets to feature Campaign- related stories and interviews. o Workshops and webinars for residents of all ages and specific targeted groups to be determined (e.g., youth, seniors). • Present to City staff the creative concepts and incorporate feedback accordingly. Deliverables: • Campaign Content Memorandum (including campaign content) Task 4: Campaign Workflow Using the approved Campaign content, the Consultant shall develop a Campaign workflow (sequence of marketing activities), including: • Dates and Durations: Dates for the start and end of the Campaign, and the duration of Campaign phases and activities. • Key Milestones: Events or deadlines in the Campaign, such as the launch date, major promotions, events, or the end of the Campaign. • Task Breakdown: Individual tasks and activities that need to be completed including, content, design, approvals, and launch preparations. • Assigned Responsibilities: Designation of who is responsible for each task or activity. • Dependencies: Indications of tasks that are dependent on the completion of other tasks. • Channels and Platforms: Specification of which marketing channels and platforms will be used for each activity (e.g. social media, events). • Content Creation and Approval: Time allocated for creating and reviewing content, including design, copywriting, and multimedia elements. • Launch and Distribution: Dates for launching specific campaign components, such as advertisements, social media posts, and email sends. • Monitoring and Evaluation: Periods for monitoring campaign performance, analyzing metrics, and making adjustments based on data. • Reporting: Time allocated for generating reports on the campaign's performance and impact, which can be shared with stakeholders. Deliverables: • Campaign Workflow Memorandum Task 5: Campaign Implementation Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 18 The Consultant shall implement the Campaign workflow by launching and disseminating marketing activities and materials that have been prepared during previous tasks. The Consultant shall monitor the performance of the Campaign, track metrics, and make real-time adjustments as needed to optimize results and ensure the Campaign is meeting its objectives. The Consultant shall be heavily involved throughout the implementation of the Campaign, including: • Campaign Oversight: Oversee the execution of the Campaign to ensure that it aligns with the established strategy, goals and messaging. • Content Coordination: Coordinate the creation and deployment of Campaign content, including social media posts, blogs, and other materials. • Quality Control: Ensure the consistency and quality of all Campaign materials and communications across different channels. • Channel Management: Manage distribution of Campaign content on various platforms, such as social media, emails, and advertising networks. • Real-time Engagement: Monitor and respond to audience interactions, comments, and messages on social media, email, and other channels. • Performance Monitoring: Track key performance indicators to assess campaign performance and make data-driven decisions for optimization. • Adjustments and Optimization: Based on performance data, make adjustments to campaign strategy, messaging, targeting or tactics. • Coordination with Partners: Coordinate with external parties to ensure a unified approach. • Reporting: Generate regular or periodic reports that summarize Campaign performance, insights, and outcomes for the client. • Feedback and Communication: Provide updates to the client on the Campaign's progress, discuss results, and address questions or concerns. • Problem-solving: Identify and address any issues or challenges that arise during the execution phase and finding solutions. • Continual Strategy Alignment: Ensure the Campaign's execution remains aligned with the overarching marketing strategy and goals. • Client Collaboration: Collaborate with the City to gather feedback, insights, and any changes they might want to implement. • Adaptation to Trends: Stay updated on industry trends and adjusting Campaign tactics to leverage emerging opportunities. Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 19 • Ad Campaign Management (if applicable): If paid advertising, manage the setup, targeting, and optimization of the Campaign. Task 6: Performance Evaluation At the conclusion of the Campaign, the Consultant shall assess the overall performance, impact, and outcomes after its execution. The insights gained from this analysis are essential for future Campaign improvements and strategic planning. The appropriate metrics are to be determined and agreed upon by parties, but tasks may include: • Data Collection: Gather relevant data and metrics from various sources, including website analytics, social media insights, email performance, conversion rates, and any other key performance indicators that were tracked during the Campaign. • Audience Engagement: Analyze how the target audience engaged with the Campaign content. • Conversion Analysis: Assess the effectiveness of the Campaign in terms of conversions and determine if the desired actions were achieved. • Channel Effectiveness: Evaluate the performance of different marketing channels used in the Campaign. • Content Assessment: Review quality and impact of the Campaign content, visuals, and messaging (i.e., what resonated with the audience). • Feedback Review: Consider feedback received from the audience, clients, stakeholders, and team members. • Lessons Learned: Identify the challenges, successes, and learnings from the Campaign. • Documentation: Document the findings, insights, and recommendations from the analysis. Findings are critical for future Campaigns. • Reporting: Prepare a report of the Campaign's performance, including key metrics, insights and recommendations for optimization. • Client Presentation: Present the post-Campaign analysis to the City, discussing the outcomes, insights, and lessons learned. Deliverables: • Campaign Performance Evaluation - Memorandum • Campaign Performance Evaluation - Presentation 3.5. Investment Strategy The purpose of the Investment Strategy is to consolidate newly formed and outstanding recommendations across planning documents to prioritize and pursue capital improvement projects in Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 20 the future. Specifically, the City is strongly interested in developing a detailed scope of priorities to pursue in a SS4A Implementation grant. Task 1: Review and Consolidate Planning Documents The City has various planning documents that have identified infrastructure needs to improve the active transportation network. While the City has constructed numerous capital improvements in its active transportation network, there remains other recommendations that have yet to be implemented. Furthermore, the Consultant is being requested to develop two additional new planning documents (Safe Routes to School and Safe Routes for Seniors) that include recommended infrastructure improvements. Proposed activities for this task include: • Review existing local and regional planning documents to identify recommended projects that remain outstanding. • Review newly formed capital project recommendations (i.e., School Plan and Senior Plan) in context of existing planning documents. • Work with City staff to identify which projects have been completed and which projects still remain (may require Consultant fieldwork). • Consolidate outstanding recommendations from existing and newly formed planning documents on spreadsheet. Include key information about the proposed capital projects including, but not limited to, improvement type, roadway segment, and referenced planning document. Deliverables: • Capital Project Spreadsheet (without Prioritization) Task 2: Prioritize Capital Projects Following the consolidation of outstanding capital projects, the Consultant shall proceed with the crucial task of prioritizing these projects. With the overarching goal of eliminating fatalities and injuries in the Strategy, the Consultant shall: • • Evaluate capital projects based on potential to enhance safety, feasibility of implementation, and contribution to Strategy objectives. • Evaluate capital projects based on compatibility with previous SS4A Implementation grant criteria to identify competitive application in future. • Use industry standard methodology for prioritizing capital projects. • Establish a well-defined hierarchy that guides resource allocation and efforts for maximum impact. • Memorandum identifying the methodology for Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 21 • Update previous spreadsheet with draft prioritization of capital projects. Deliverables: • Meet with City staff to discuss prioritization methodology. • Prioritization Methodology Memorandum • Updated Capital Project Spreadsheet (with Prioritization) Task 3: Draft and Final Investment Strategy The Consultant shall prepare a Draft Investment Strategy for City staff review. The Draft Investment Strategy shall include, but is not limited to: • Introduction: Outline the history and purpose of the Investment Strategy. The introduction shall acknowledge the U.S. Department of Transportation and describe the City's intention of using this Investment Strategy to pursue federal funds (SS4A Implementation) in the future. • Document Review: Describe the existing and newly formed planning documents taken into consideration of the Investment Strategy. • Methodology: Describe the methodology used to prioritize the capital projects identified in the Investment Strategy. • Comprehensive Recommendations: Using the agreed-upon methodology, the Consultant shall develop and include recommendations, including cost estimates. • Grant Recommendations: Following the development of prioritized recommendations, the Consultant shall develop and include detailed descriptions, costs and preliminary concept maps identifying at least $10 million in priority capital projects that align with previous SS4A Implementation grant guidelines. Deliverables: • Draft Investment Strategy • Meet with City staff to discuss Draft Investment Strategy • Draft Public Investment Strategy • Final Investment Strategy Task 8: City Council Review and Approval In collaboration with the City, the Consultant shall present the Final Investment Strategy for the City Council's review and consideration. The Consultant shall respond and resolve any critical issues, so that the City Council can adopt the Final Investment Strategy. Deliverables: Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 22 • City Council Meeting - Presentation 3.6. Dashboard and Monitoring Tool The City intends to invest in the development of a publicly accessible and highly visible Vision Zero Dashboard (Dashboard) that will be maintained beyond the scope of this grant to track progress in reducing traffic injuries and deaths. This tool will provide both accountability for progress and a means to quantify the impacts of program activities, allowing pivots and re-enforced efforts where results suggest they should be made. The data framework shall include injury and crash data from various sources, and incorporate demographic, transportation, and other relevant information. Task 1: Identify and Develop Content The Consultant shall build a strong foundation of relevant, accurate and timely injury, crash, and other supporting information in Palm Desert. The Consultant shall identify gaps in data and define a plan to resolve. Proposed tasks for identifying and developing content include: • Meet with City staff to finalize scope, solidify a schedule, and gather feedback on data and analysis needs. • Gather available City data including injury, crash, transportation, infrastructure gaps, and demographics. Review with City staff to identify gaps. • Work with City staff to determine how to incorporate existing planning documents to represent community needs and concerns. • Work with City staff to identify data that may require data sharing agreements (e.g., aggregate data on injuries from local hospitals). • Work with agency staff and data providers to identify sensitive data and develop methods to share this data securely or apply data scrubbing techniques to produce data products that could be shared with wider audiences. • Identify and recommend data sources to address data gaps and planning support needs. Review with City staff and incorporate feedback into final data plan. Planning support needs include the ability to: o Conduct safety analysis o Identify High Injury Network (HIN) o Identify actions that can reduce crashes. o Develop crash reduction tool using actions identified in last task along with relevant research and data on effectiveness. Task 2: Design Data Dashboard The Consultant shall design a Dashboard that allows for sharing of crash and injury data in forms that are understandable to different audiences (e.g., summary data for community members; ability to drill down Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 23 to details for staff and policy makers). The Consultant shall automate data interfaces to minimize need for manual data loads. Include capability to display information on Vision Zero strategies and progress. Proposed tasks for designing data dashboard include: • Work with City staff to define requirements for data dashboard. o Technical o User interface o Reporting • Develop proposed technical architecture for data dashboard. • Review with City staff and incorporate feedback into final design. o Back-end database o Data interfaces / APIs o Web interface • Recommend software solution options to implement technical architecture in alignment with budget. Review options with City staff and incorporate feedback into final software solution recommendation. Task 3: Develop and Implement Data Dashboard Develop, test, and implement data dashboard. Proposed tasks for developing and implementing data dashboard: • Work with City staff to procure and configure selected software solution. • Develop technical documentation for data dashboard solution. • Review with City staff and revise with feedback. 4. Requests for Clarification All questions, requests for interpretations or clarifications, either administrative or technical must be requested in writing VIA THE "Q&A" tab through the City’s online bid management provider (“OpenGov- Procurement”). All written questions, if answered, will be answered in writing, conveyed to all interested firms, and posted through OpenGov-Procurement. Oral statements regarding this RFP by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be received in writing by 12:00 pm (local time) on Monday, October 16, 2023. 5. Content and Format of Proposal Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 24 5.1. Proposal (WITHOUT COST)* Proposals shall be concise, well organized and demonstrate qualifications and applicable experience. Proposals shall be organized and include page numbers for all pages in the proposal. The proposal shall be uploaded here, in the following order and shall include: A. Cover Letter 1. This letter should briefly introduce the firm, summarize the firm’s general qualifications, include an executive summary of the specific approach which will be used to deliver the work scope; and identify the individual(s) name, address and phone number authorized to negotiate Agreement terms and compensation. B. Experience and Technical Competence 1. Background: Provide history of the firm’s consulting experience which specifically addresses the individual or firm’s experience with similar Service as described in this RFP. 2. References: The proposal shall include a list of recently completed projects that are similar in scope and function to this RFP. Provide a description of the project, client name, and the name, title, and telephone number of the primary contact person. C. Firm Staffing and Key Personnel 1. Staffing: Provide the number of staff to be assigned to perform the Services and the names/discipline/job title of each as well as your firm’s capacity to provide additional personnel as needed. 2. Key Personnel: Identify key persons that will be principally responsible for working with the City. Indicate the role and responsibility of each individual. 3. Team Organization: Describe proposed team organization, including identification and responsibilities of key personnel. 4. Subcontractors: The Proposer shall identify functions that are likely to be subcontracted and identify the subcontractor that is anticipated to perform each function. D. Proposed Method to Accomplish the Work 1. Describe the technical and management approach to providing the Services to the City. Proposer should take into account the scope of the Services, and general functions required. Include a draft first year schedule of tasks, milestones, and deliverables that will provide for timely provision of the Services. In reviewing the scope of Services and goals described herein, the Proposer may identify additional necessary tasks and is invited to bring these to the City’s attention within the discussion of its proposed method to accomplish the work. *Response required Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 25 5.2. Fee Proposal* Please provide a lump-sum, not-to-exceed fee proposal for the scope of Services. The fee proposal shall include hourly rates for all personnel for “Additional Work” (as such term is defined in the proposed Agreement attached herein). *Response required 5.3. Non-Collusion Declaration* The undersigned declares: I am an authorized representative of my company, the party making the foregoing Bid, to certify the following. The Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The Bid is genuine and not collusive or sham. The Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid. The Bidder has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, or to refrain from bidding. The Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid Price of the Bidder or any other Bidder, or to fix any overhead, profit, or cost element of the Bid Price, or of that of any other Bidder. All statements contained in the Bid are true. The Bidder has not, directly or indirectly, submitted his or her Bid Price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose. Any person executing this declaration on behalf of a Bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the Bidder. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. ☐ Please confirm *Response required 5.4. SAM.gov* Please enter your legal entity name for SAM.gov verification. *Response required 5.5. Type of Business* ☐ C Corporation (if corporation, two signatures are required) ☐ S Corporation (if corporation, two signatures are required) ☐ Limited Liability C Corporation (if corporation, two signatures are required) ☐ Partnership ☐ Limited Liability Partnership Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 26 ☐ Sole Proprietor/Individual ☐ Other *Response required 5.6. Litigation* Provide litigation history for any claims filed by your firm or against your firm related to the provision of Services in the last five (5) years (or type "N/A"). *Response required 5.7. Changes to Agreement* The City standard professional services agreement contract is included as an attachment herein. The Proposer shall identify any objections to and/or request changes to the standard contract language in this section of the proposal (or type "N/A"). If you are identifying changes here ALSO upload a copy of the redlined Language/Agreement with your Proposal. Changes requested may effect the City's decision to enter into an Agreement. *Response required 5.8. No Deviations from the RFP* In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this RFP including, but not limited to, the Agreement. If any exceptions are taken, such exceptions must be clearly noted here, and may be reason for rejection of the proposal. As such, Proposer is directed to carefully review the proposed Agreement and, in particular, the insurance and indemnification provisions therein (or type "N/A"). Maximum response length: 5000 characters *Response required 5.9. Project Team Resumes* Submit resumes of all key personnel/support staff that will produce work product for the Services. Describe their qualifications, education, and professional licensing. *Response required 5.10. List the Signatory(s) Authorized to Sign and Bind an Agreement.* (If two (2) signatures are required, include the following information for both signatories) A. Full Name B. Title C. Physical Business Address D. Email Address E. Phone Number *Response required Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 27 5.11. Certification of Proposal: * The undersigned hereby submits its proposal and, by doing so, agrees to furnish services in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP. ☐ Please confirm *Response required 6. Selection Process A. During the evaluation process, the City reserves the right, where it may serve the City's best interest, to request additional information or clarifications from Proposers, or to allow corrections of errors or omissions. B. It is the City’s intent to select a Proposer best evidencing demonstrated competence and professional qualification to perform the Services. The City reserves the right to reject all proposals, select by proposal review only or interview as needed. Certain Proposers may be selected to make a brief presentation and oral interview after which a final selection will be made. The successful Proposer will be selected on the basis of information provided in the RFP, in-person presentations, and the results of the City’s research and investigation. Upon selection of a Proposer, the City will endeavor to negotiate a mutually agreeable Professional Services Agreement with the selected Proposer. In the event that the City is unable to reach Agreement, the City will proceed, at its sole discretion, to negotiate with the next Proposer selected by the City. The City reserves the right to contract for services in the manner that most benefits the City including awarding more than one contract if desired. C. After negotiating a proposed Agreement that is fair and reasonable, City staff will make the final recommendation to the City Council concerning the proposed Agreement. The City Council has the final authority to approve or reject the Agreement. 7. Evaluation Criteria The City will evaluate proposals based on the following criteria: No. Evaluation Criteria Scoring Method Weight (Points) 1. Content of the proposal, including the work plan 0-5 Points 35 (35% of Total) 2. Proposer’s experience and performance 0-5 Points 35 (35% of Total) 3. Team members’ experience and performance 0-5 Points 10 (10% of Total) Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 28 4. Comments by references 0-5 Points 5 (5% of Total) 5. Fee proposal 0-5 Points 15 (15% of Total) 8. Submittal Requirements 8.1. General It is strongly recommended that the Proposer submit proposals in the format identified in this RFP to allow the City to fully evaluate and compare the proposal. All requirements and questions in the RFP should be addressed and all requested data shall be supplied. The City reserves the right to request additional information which, in the City’s opinion, is necessary to assure that the Proposer’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the Agreement. 8.2. Preparation Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Responses should emphasize the Proposer’s demonstrated capability to perform the Services. Expensive bindings and promotional materials, etc., are not necessary or desired. However, technical literature that supports the approach to providing the Services and work plan should be forwarded as part of the proposal. Emphasis should be concentrated on completeness, approach to the work and clarity of proposal. 8.3. Site Examination Proposers may visit the City and its physical facilities to determine the local conditions which may in any way affect the performance of the work; familiarize themselves with all federal, state and local laws, ordinances, rules, regulations, and codes affecting the performance of the work; make such investigations, as it may deem necessary for performance of the Services at its proposal price within the terms of the Agreement; and correlate its observations, investigations, and determinations with the requirements of the Agreement. 8.4. Authorization The proposal shall be signed by an individual, partner, officer or officers authorized to execute legal documents on behalf of the Proposer. 8.5. Confidentiality of Proposal Proposals submitted in response to this RFP shall be held confidential by City and shall not be subject to disclosure under the California Public Records Act (Cal. Government Code section 6250 et seq.) until after either City and the successful Proposer have completed negotiations and entered into an Agreement or City has rejected all proposals. All correspondence with the City including responses to this RFP will become the exclusive property of the City and will become public records under the California Public Records Act. The City will have no liability to the Proposer or other party as a result of any public disclosure of any proposal or the Agreement. Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 29 If a Proposer desires to exclude a portion of its proposal from disclosure under the California Public Records Act, the Proposer must mark it as such and state the specific provision in the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. For example, if a Proposer submits trade secret information, the Proposer must plainly mark the information as “Trade Secret” and refer to the appropriate section of the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. If a request is made for information marked “Confidential”, “Trade Secret” or “Proprietary” (“Proprietary Information”), the City will provide Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction. Proposer shall have five (5) working days after receipt of such notice to give City written notice of Proposer's objection to the City's release of Proprietary Information. Proposer shall indemnify, defend and hold harmless the City, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal action brought to compel the release of Proprietary Information. Proposals which indiscriminately identify all or most of the proposal as exempt from disclosure without justification may be deemed unresponsive and disqualified from further participation in this RFP. 8.6. Submittal Instructions The proposal must be received no later than 12:00 pm, on or before Thursday, November 2, 2023 through the City’s electronic bidding system, OpenGov Procurement. It is solely the responsibility of Proposer to see that its proposal is properly submitted in #Content and Format of Proposal in proper form and prior to the stated closing time. The City’s electronic bidding system will not accept late proposals. The City will only consider proposals that have transmitted successfully and have been sent an email with a time stamp from the City’s electronic bidding system indicating that the proposal was submitted successfully. Proposers shall be solely responsible for informing themselves with respect to the proper utilization of the City’s electronic bidding system, ensuring the capability of their computer system to upload the required documents, and the stability of their internet service. Failure of the Proposer to successfully submit an electronic proposal shall be at the Proposer’s sole risk, and no relief will be given for late and/or improperly submitted proposals. Proposers experiencing any technical difficulties with the proposal submission process may contact OpenGov Procurement Support using the instant help chat function (located at the bottom right of the screen while on the website) during business hours, or by emailing support@procurenow.com. Neither the City nor OpenGov Procurement make any guarantee as to the timely availability of assistance or assurance that any given problem will be resolved by the proposal submission date and/or time. 9. General Conditions 9.1. Federal Requirements If the Services are funded through a federal funding source, the successful Proposer and its subconsultants/subcontractors shall be required to take cognizance of and comply with all requirements set forth in the Federal Requirements, attached and incorporated herein by this reference. Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 30 9.2. Amendments to RFP The City reserves the right to amend the RFP or issue to all Proposers addenda to answer questions for clarification. 9.3. Amendments to Proposals Unless specifically requested by the City, no amendment, addendum or modification will be accepted after a proposal has been submitted to City. If a change to a proposal that has been submitted is desired, the submitted proposal must be withdrawn and the replacement proposal submitted prior to the deadline stated herein for receiving proposals. 9.4. Non-Responsive Proposals A proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal. 9.5. Costs for Preparing The City will not compensate any Proposer for the cost of preparing any proposal, and all materials submitted with a proposal shall become the property of the City. The City will retain all proposals submitted and may use any idea in a proposal regardless of whether that proposal is selected. 9.6. Cancellation of RFP City reserves the right to cancel this RFP at any time prior to contract award without obligation in any manner for proposal preparation, interview, fee negotiation or other marketing costs associated with this RFP. 9.7. Price Validity Prices provided by Proposers in response to this RFP are valid for 90 days from the proposal due date. The City intends to award the contract within this time but may request an extension from the Proposers to hold pricing, until negotiations are complete, and the contract is awarded. 9.8. No Commitment to Award Issuance of this RFP and receipt of proposals does not commit the City to award a contract. City expressly reserves the right to postpone the proposal for its own convenience, to accept or reject any or all proposals received in response to this RFP, to negotiate with more than one Proposer concurrently, or to cancel all or part of this RFP. 9.9. Right to Negotiate and/or Reject Proposals City reserves the right to negotiate any price or provision, task order or service, accept any part or all of any proposals, waive any irregularities, and to reject any and all, or parts of any and all proposals, whenever, in the sole opinion of City, such action shall serve its best interests and those of the tax-paying public. The Agreement, if any is awarded, will go to the Proposer whose proposal best meets City’s requirements. Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 31 9.10. Non-Discrimination The City does not discriminate on the basis of race, color, national origin, religion, age, ancestry, medical condition, disability or gender in consideration for an award of contract. The City's commitment to diversity and inclusion can be found here. 10. Protests The procedures set forth in this section are mandatory and are the sole and exclusive remedy of a bidder, proposer or other vendor to dispute the award of a contract that the city solicits through a competitive process. A protest that does not comply with these procedures with these procedures may be summarily rejected and the person submitting the protest shall be deemed to have waived all rights to relief. 10.1. Protests of Solicitation Method By submitting a bid, proposal or other application for a contract award, the bidder, proposer or other vendor shall be deemed to have waived all rights to challenge the city's method for procuring the contract or any discrepancy in the solicitation process or documents. Bidders, proposers, or vendors may submit bids, proposals or other applications under protest. Protests under this section shall be submitted in writing to the official designated to receive the bid, proposal or other application and shall contain a full summary of the factual and legal basis for the protest. 10.2. Waiver Any person that: (1 ) did not directly submit a bid or proposal, (2) is not responsible or qualified to receive the contract, (3) failed to submit a responsive bid or proposal, (4) is not in line to receive the contract or is otherwise ineligible to receive the contract, (5) is otherwise not beneficially interested in the award, or (6) fails to submit a timely protest shall be deemed to have waived the right to protest the award of the contract. Any protest deemed waived will be subject to summary rejection without further consideration and the person will have no right to any relief. 10.3. Protests of Award A bidder, proposer or other vendor applying for a city contract through a competitive process may submit a written protest of the award of the contract. The protest shall identify and explain the factual and legal grounds for the protest. Any grounds not raised in the written protest are deemed waived by the protesting bidder. 10.4. Timing of Protest of Award Protests shall be submitted in writing to the official designated to receive the bid, proposal or other application within the following times: A. If of another bidder, within five (5) calendar days after the bid opening date. B. If the City makes a recommendation to the City Council/Housing Authority to award a proposal or other application, then within five (5) calendar days following the issuance of the recommendation and prior to the date of the award. Request For Proposal #2023-RFP-212 Title: Vision Zero Strategy (Roadway Safety Planning & Public Engagement) 32 C. If in response to a notice of intent to reject a bid, proposal or other application, then within five (5) calendar days following the issuance of the notice of intent. 10.5. Protest Review and Response If the protest is timely and complies with the above requirements, the City shall review the protest, any response from the challenged bidder, proposer or other vendor, and all other relevant information. The City will provide a written decision to the protester in a reasonable amount of time. If the protest is in response to a recommendation of award to the City then the protest will be considered concurrently with the award of the contract, and the approval authority's action is final. 10.6. Conflicts The protest procedures contained in this section shall not apply if a particular solicitation contains a different protest procedure. This section does not limit or eliminate a claimant's obligations under the Government Claims Act, Government Code Section 900 et seq.