RFP download and submission

Overview

The City of Spearfish, in conjunction with the Federal Highway Administration (FHWA), is soliciting proposals from qualified Consultants (Consultant) to prepare a Safe Streets and Roads for All (SS4A) Safety Action Plan. This plan is aimed at eliminating fatal crashes and significantly reducing severe injury crashes related to the city's street system. Responses are requested in accordance with the conditions and instructions set forth in this Request for Proposals (RFP) and are due by 11:59 PM MT on June 13th, 2025.

Background

Spearfish is located along the Interstate 90 corridor in the northern Black Hills. The city offers close proximity to outdoor recreation, a vibrant local food and shopping scene, and is less than an hour's drive from Rapid City, the state's second-largest city. With a population of approximately 13,282 and an estimated serviceable population of 18,000, Spearfish has experienced steady growth over the past decade. It is also home to Black Hills State University, a public institution with an annual enrollment of approximately 3,500 students.

City of Spearfish leadership is committed to creating safe, inclusive streets that prioritize the well-being and mobility of all users. Using the Safety Action Plan as a guide, the city is prepared to invest in low-cost, high-impact initiatives to enhance transportation safety and accessibility across the community.
The city adopted a new Comprehensive Plan, Adventure Ahead, in March 2025. The current Master Transportation Plan, adopted in 2011, is due for an update. Traffic safety was analyzed as part of the transportation plan but is dated and limited in scope. The Safety Action Plan will be developed prior to the update of the Master Transportation Plan and should establish a foundation for a Complete Streets approach to all transportation planning efforts. The city is also in the process of developing Engineering Design Standards, expected to be adopted later this year.

Project Description

In collaboration with city leadership, a project advisory group, and the community, the consultant will create a Safety Action Plan with the goal of significantly reducing or eliminating roadway fatalities and serious injuries in Spearfish for all roadway users including pedestrians, bicyclists, public transportation users, motorists, and micromobility users. The plan will promote a culture of safety by fostering collaboration, applying context-sensitive transportation design standards, and incorporating strategies that anticipate human error and minimize impact forces to reduce crash severity and save lives.
The objectives of the planning process include:

1. Comprehensive Street Safety Assessment: Conduct a thorough assessment of the existing street infrastructure, including sidewalks, crosswalks, bike lanes, signage, and traffic flow patterns, to identify areas of concern and potential hazards. This assessment will be data-driven, utilizing accident reports, pedestrian and cyclist feedback, and traffic flow data to guide the decision-making process.
2. Stakeholder Engagement and Community Input: Engage community members through public meetings, surveys, and workshops to gather input and insights on street safety issues, concerns, and potential solutions. This collaborative approach will ensure that the planning process reflects the needs and aspirations of all residents, including pedestrians, cyclists, public transit users, and motorists.
3. Research and Adapt Best Practices: Analyze local and national data on successful street safety initiatives, best practices, and evidence-based interventions. This research will inform the development of a customized strategy for Spearfish, considering the unique characteristics of our community.
4. Action Plan Development: Based on the assessment findings, community input, and best practices research, develop a comprehensive plan that outlines specific strategies and measures to improve street safety and accessibility. This plan will include short-term and long-term goals, recommended infrastructure improvements, educational campaigns, enforcement strategies, and policy recommendations.
5. Collaboration and Partnerships: Foster collaboration with key stakeholders, including peer communities, local advocacy groups, school district, law enforcement, and other jurisdictions, to ensure coordinated efforts and maximize the impact of street safety initiatives. Building strong partnerships will facilitate the implementation of the action plan and provide ongoing support for sustainable change.

Expected Project Timeline

Consultant Selection: June 30th, 2025

Draft Plan Completion Date: September 2025

Final Plan Completion Date: November - December 2025

Final Plan Adoption Date: January 15th, 2026

SS4A Final Report Date: February 1st, 2026

Submission Requirements

The city will negotiate a professional services agreement with the successful respondent. All respondents are responsible for the costs incurred in responding to this proposal. Proposals should include the following information addressing how the respondent proposes to achieve the project goal and stated objectives.

1. Cover Letter: The cover letter should the organizations high-level qualifications, project manager, and any other person authorized to negotiate and sign an agreement with the city. Two page maximum.
2. Organization and Project Team: The proposal should include a description of the organization, including qualifications, technical expertise, and staff capacity to provide the services requested within the expected timeline. Please include experience working on projects similar in nature and the proposed project team members. Subcontractors or partners that will work on the project should also be identified.
3. Project Approach: The proposed approach to achieving the project goal and objectives including methods of completing a street safety assessment, project management strategy, and public engagement plan.
4. Budget: A total of $200,000 is budgeted for this project. The proposed budget should include a breakdown of costs associated with the delivery of the Safety Action Plan.
5. Examples of Related Work and References: Provide at least one (1) related work example and three (3) client references. Letters of recommendations may also be included.
6. Completed IRS form W-9: The selected consultant will be paid with federal grant funds. Please provide a completed IRS form W-9 and certification that the business and its individuals are not suspended or debarred from federal work.

Submission and Selection

Proposal packages should be submitted in PDF format through the city's website by 11:59 PM MT on June 13th, 2025. Proposals will be reviewed for completeness to ensure that all aspects of the proposed services and the requested information noted above have been included. Proposals will be ranked, weighted equally between qualifications, team, and approach by a committee of elected officials, staff, and community members. The committee will formulate a recommendation and negotiate the scope of work and a professional services agreement with the selected consultant. The consultant should be prepared to answer questions from the Spearfish City Council and, at their request, present the proposal prior to approval.

Questions regarding this RFP may be directed to Jaymia Ecker, Assistant Planning Director, by email, j.ecker@spearfish.gov, or phone, 605-722-2559.