COMPREHENSIVE SAFETY ACTION PLAN

Request for Proposals (RFP)
Engineering and Planning Services
Comprehensive Safety Action Plan
City of Fitchburg, Wisconsin
Issued By
City of Fitchburg Public Works Department
July 31, 2026
For further information regarding this RFP, contact
Ross T. Kahler, P.E.
Senior Project Engineer - Transportation
ross.kahler@fitchburgwi.gov
(608) 270-4266
Proposals must be submitted by
11:00 a.m.
August 31, 2026
Late proposals will be rejected

Table of Contents
1. General Information ................................................................................................. 1
1.1 Background .......................................................................................................... 1
1.2 Project Description ............................................................................................... 1
1.3 Project Management Team .................................................................................. 3
1.4 Scope of Work ...................................................................................................... 3
2. Preparing and Submitting a Proposal ....................................................................... 6
2.1 General Information .............................................................................................. 6
2.2 Costs to Prepare RFP .......................................................................................... 7
2.3 Submitting the Proposal ....................................................................................... 7
2.4 Required Elements in Response .......................................................................... 7
3. Proposal Selection and Award Process ................................................................... 8
3.1 Selection Criteria .................................................................................................. 8
3.2 Interviews ............................................................................................................. 8
3.3 Right to Reject Proposals and Negotiate Contract Terms .................................... 8
4. Contract Terms and Conditions................................................................................ 9
4.1 Inclusion of Proposer's Terms and Conditions ..................................................... 9
4.2 Agreement for Engineering Services .................................................................. 10

1. General Information
1.1 Background
The City of Fitchburg (City) is a suburban community of about
36,000 residents located just south of Madison in South Central
Wisconsin. The City has approximately 145 miles of streets, not
including State and County highways.
The City has received funding from the Federal Highway
Administration (FHWA) Safe Streets for All (SS4A) Program via the
Greater Madison Metropolitan Planning Organization (MPO) to
develop a Comprehensive Safety Action Plan (Plan) for the City.
The Plan will identify and prioritize roadway safety concerns and
outline implementation of projects and strategies to address these
issues. The goal of the plan is to create a strategy encompassing
all road users to eliminate fatalities and serious injuries on the
City's roads. The Plan will enable the City to pursue additional
funding sources to implement the projects in the Plan.
1.2 Project Description
The City seeks proposals from qualified professional planning or
engineering consulting firms to develop the Plan and to update the
City's Traffic Management Process (TMP) to align with the Plan.
This RFP describes the scope of work, selection process, and
required proposal content. Proposals will be evaluated based on
qualifications, experience, implementation plan, and cost. The City
reserves the right to select a firm based on criteria that serves the
City's best interests.
The Plan will help the City prioritize and fund safety projects. Staff,
elected officials, and the public want a clearer picture of safety
concerns on the City's roads, paths, and sidewalks that covers
bicycles, pedestrians, drivers, and vulnerable road users. Staff will
use this plan to prioritize safety projects and synchronize other road
projects with safety concerns. Elected officials will use this plan to
share with residents and budget for prioritized projects. The public
will use this plan to be aware of safety concerns in the City and
gain knowledge of what the City plans to do about those concerns.
The Plan must meet all the requirements for Comprehensive Safety
Action Plans as defined by the FHWA SS4A program including:
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1. Leadership commitment and goal setting - an official public
commitment by a high-ranking official and/or governing body to an
eventual goal of zero roadway fatalities and serious injuries.
2. Planning structure - a committee, task force, implementation group
or similar body charged with oversight of the Plan development,
implementation, and monitoring.
3. Safety analysis - analysis of existing conditions and historical
trends that provides a baseline level of crashes involving fatalities
and serious injuries across a jurisdiction. Should include an
analysis of locations where there are crashes and the severity of
the crashes, as well as contributing factors and crash types by
relevant road users and analysis of systemic and specific safety
needs. Include all roads within the City of Fitchburg, including
County and State highways. This Plan should use the MPO's High
Injury Network (HIN) to identify higher-risk locations.
4. Engagement and collaboration - robust engagement with the public
and relevant stakeholders, including the private sector and
community groups, that allows for both community representation
and feedback. Information received through engagement and
collaboration should be analyzed and incorporated into the Action
Plan. Overlapping jurisdictions are to be included in the process.
Plans and processes should be coordinated and aligned with other
governmental plans and planning processes to the extent
practicable.
5. Policy and process changes - assessment of current policies,
plans, guidelines, and/or standards to identify opportunities to
improve how processes prioritize transportation safety. The Action
Plan should discuss implementation through the adoption of revised
or new policies, guidelines, and/or standards, as appropriate.
6. Strategy and project selections - include identification of a
comprehensive set of projects and strategies-shaped by data, the
best available evidence and noteworthy practices, and stakeholder
input-that will address the safety problems described in the Action
Plan. These strategies and countermeasures should focus on a
Safe System Approach and effective interventions and consider
multidisciplinary activities. To the extent practicable, data limitations
should be identified and mitigated. Once identified, the projects and
strategies should be prioritized in a list that provides time ranges for
when the strategies and countermeasures will be deployed (e.g.,
short-, mid-, and long-term timeframes). The list should include
specific projects and strategies, or descriptions of programs of
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projects and strategies, and explains prioritization criteria used. The
list should contain interventions focused on infrastructure,
behavioral, and/or operational safety with references and data
demonstrating measurable results from prior implementations.
7. Progress and transparency - include, at a minimum, annual public
and accessible reporting on progress toward reducing roadway
fatalities and serious injuries and public posting of the Action Plan
online.
1.3 Project Management Team
The main contact and project manager is:
Ross T. Kahler, P.E.
Senior Project Engineer - Transportation
Fitchburg City Hall
5520 Lacy Road
Fitchburg, WI 53711
ross.kahler@fitchburgwi.gov
(608) 270-4266
Other members of City staff will be designated as the Project
Management Team and provide support and guidance on the Plan.
1.4 Scope of Work
The selected firm will work under direction of the Project
Management Team to perform the following tasks:
A. Project Management
* Kick-off Meeting - lead a kick-off meeting to discuss Plan
goals, tasks, timeline, City expectations, and grant
requirements. All key staff from the Consultant and City will
attend.
* Check-in Meetings - lead monthly check-in meetings
through the Plan development process. Provide agendas
and minutes for each meeting. Include monthly progress
reports following 2 CFR Part 200 requirements and outline
work performed; upcoming milestones; status of scope,
schedule, and budget; and mitigation strategies for possible
risks.
* Schedule - develop a schedule which meets the timelines
presented in this RFP and has realistic deadlines for each
major milestone.
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* Steering Committee - in coordination with the Project
Management Team, compile a list of stakeholders to be
invited to the Steering Committee to guide plan
development.
* Grant Reporting - complete all FHWA and MPO grant
reporting requirements.
B. Review of Existing Plans & Policies
Review and integrate relevant components of these documents
into this Plan:
* City of Fitchburg Vision Zero Resolution (R-69-25)
* City of Fitchburg Capital Improvement Plan
* City of Fitchburg Traffic Management Process
* City of Fitchburg Transit Plan
* City of Fitchburg Bicycle & Pedestrian Plan
* City of Fitchburg Comprehensive Plan
* MPO Regional Safety Action Plan
* MPO High Injury Network
* Greenfield Neighborhood Plan
* South Stoner Prairie Neighborhood Plan
* McGaw Park Neighborhood Plan
* Northeast Neighborhood Plan
* Healthy Neighborhoods Initiative Strategic Plan (update
underway in 2025-2026)
* City in Motion Economic Development Strategy (update
underway 2026)
* Southdale Neighborhood Plan
* Dane County Regional Housing Strategy
* Capital Area Regional Planning Commission Regional
Development Framework
* Connect Greater Madison 2020 Regional Transportation
Plan
* Neighboring Community Plans
* City of Madison Southwest Area Plan
* City of Madison Comprehensive Plan
* City of Verona Comprehensive Plan
* Town of Verona Comprehensive Plan
* Town of Dunn Comprehensive Plan
* Village of Oregon Comprehensive Plan
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Recommendations for additional plans to be included should be
included in the proposal.
C. Data Collection and Analysis
In coordination with the Project Management Team, develop a
list of data points and analysis types needed to inform the Plan.
Consultant will collect and analyze all required data. A draft data
collection and analysis strategy should be included in the
proposal.
* Minimum locations to include: all 31 signalized
intersections, 17 roundabouts, 5 interchanges in the City,
and all HIN locations identified in the MPO Regional Safety
Action Plan. Include off-street paths if applicable.
* Minimum data types to include: 5-year crash history; 50%,
85%, and 95% speeds; peak hour and daily motor vehicle
volumes; bicycle and pedestrian volumes.
* Minimum analysis to include: contributing factors to fatal
and serious injury crashes, City specific high-injury network,
motor vehicle level of service (LOS) for all movements and
motor vehicle, bicycle, and/or pedestrian mitigation
recommendations for LOS D or lower, and concept designs
to address safety issues.
D. Public Outreach and Engagement
In coordination with the Project Management Team, develop a
public outreach strategy including at minimum a City-wide
survey with social media and engagement tools, two public
information meetings, two steering committee meetings, and
two City committee/council meetings. A draft public outreach
strategy should be included in the proposal.
E. Implementation Strategy
In coordination with the Project Management Team, develop an
implementation strategy for the safety improvements identified
in the plan. The implementation strategy should include a
project priority ranking, possible grants, possible pilot projects,
implementation schedule, concept designs, and approximate
costs. A draft implementation strategy should be included in the
proposal.
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F. Comprehensive Safety Action Plan and Traffic Management
Process
Develop a draft Plan which includes a one- or two-page fact
sheet explaining the Plan in an easy-to-follow format, existing
plan and policy review, analysis of all collected data, outreach
efforts, survey results, meeting minutes, implementation
strategy, concept designs, cost estimates, and all other
information above. The draft Plan will be presented to the
Committee of the Whole, Transportation and Transit
Commission, Steering Committee, and the public for review and
comment. The comments shall be reviewed, and appropriate
revisions shall be made to the draft Plan.
Using the draft Plan and comments, develop the final Plan and
updated Traffic Management Process for review and approval
by Common Council. All meeting summaries, public feedback,
and technical analyses should be included as an appendix.
G. Proposed Schedule
July 31, 2026 RFP document made available.
August 31, 2026 Proposal deadline at 11:00 a.m.
September 1-11, 2026 Interviews (if needed)
September 15, 2026 Consultant Notification
September 21, 2026 Scoping Meeting
September 30, 2026 Contract Execution
July 31, 2027 Draft Action Plan Submittal
September 30, 2027 Final Action Plan Submittal
October 26, 2027 Final Action Plan Approval
H. Project Budget
The total budget for the Plan is $300,000. 80% of the budget is
funded through the SS4A program and 20% is locally funded.
2. Preparing and Submitting a Proposal
2.1 General Information
The evaluation and selection of a consultant and the contract will be
based on the information submitted in the vendor's proposal plus
references and any required oral presentations. A response may be
rejected if it fails to meet each of the requirements of the RFP.
Elaborate proposals (e.g. expensive artwork) beyond that sufficient
to present a complete and effective proposal, are not necessary or
desired.
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2.2 Costs to Prepare RFP
The City of Fitchburg is not liable for any cost incurred by proposers
in replying to this RFP.
2.3 Submitting the Proposal
No Proposals shall be considered unless submitted electronically
via email to the project manager by the submittal deadline. The City
of Fitchburg reserves the right to reject any or all Proposals, to
waive any informalities in the process, and to award the Contract in
the best interests of the City.
2.4 Required Elements in Response
Consultants responding to this request shall provide the following
information in their RFP response in the order listed herein.
Proposals are not to exceed 20 pages.
A. Cover letter - The letter should be addressed to the Project
Manager and must contain, at a minimum, the following
information limited to one page:
* Certification that the information and data submitted is
true and complete to the best knowledge of the individual
signing the letter,
* The name, address, telephone number, and e-mail of the
individual to contact regarding the submittal.
* Acknowledgement of addenda (if applicable),
* The letter shall be signed by an authorized principal or
partner of the firm.
B. A description of the qualifications, experience, organizations
and resources of the firm limited to two pages.
C. Experience with similar projects. Please submit a detailed
description of three similar, previously completed plans,
including the following information:
* The actual cost of the project versus estimate
* Examples of successful implementation projects with
data showing the effectiveness (if no projects have been
implemented, include other locations where similar
projects have been successful)
* The date of the plan completion
* Contact information for the client (name, address,
telephone number)
D. Qualifications of personnel that would be assigned to work on
the project. The respondent shall identify the
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function/responsibility of each individual identified (e.g. project
manager, technician, etc.). Experience summaries of these key
individuals shall be provided, with emphasis on previous
experience in similar roles on similar projects (and particularly
those identified under "Experience with similar projects"). If
applicable, include a description of sub-consultants, indicating
what portion of the work is to be done by them.
E. Project approach including identification of specific tasks that
will be completed, public engagement strategy, a proposed
project timeline, and overall cost for the work.
3. Proposal Selection and Award Process
3.1 Selection Criteria
The City will select the consultant through a qualification-based
selection process. Requests for Proposals will be reviewed based on
the following factors:
* Approach and scope of work - 30 points
* Engagement & equity strategy - 20 points
* Team experience & project experience - 20 points
* Overall cost, cost effectiveness, and value - 15 points
* Schedule & capacity - 10 points
* Quality of submittal - 5 points
3.2 Interviews
Selected consultants may be required to make oral presentations to
supplement their proposals if requested by the City of Fitchburg.
According to the proposed schedule for the RFP, if needed, oral
presentations are tentatively scheduled for September 1-11, 2026.
The City will make every reasonable attempt to schedule each
presentation at a time that is agreeable to the proposer. Failure of a
proposer to conduct a presentation to the City on the date
scheduled may result in rejection of the vendor's proposal.
3.3 Right to Reject Proposals and Negotiate Contract
Terms
The City reserves the right to reject any and all proposals and to
negotiate the terms of the contract, including the award amount,
with the selected proposer prior to entering into a contract. If
contract negotiations cannot be concluded successfully with the
highest scoring proposer, the agency may negotiate a contract with
the next highest scoring proposer.
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