2025 As_Needed Professional Services RFQ 2025.pdf

Request for Qualifications For the

2025 HCWA As-Needed Professional Engineering Consulting Services

SCHEDULE: RFQ AVAILABLE: Wednesday, October 8, 2025

RFQ BID DURATION (Days): 30 DEADLINE FOR QUESTIONS: Friday, October 31, 2025 At 4:00 PM EST RFQ DUE DATE: Friday, November 7, 2025 At 2:00 PM EST

RFQ NUMBER: 2025-001

RFQ Submission (online through Bid Net Direct):

https://www.bidnetdirect.com/georgia/henrycountywaterauthority

Requests for information related to this solicitation should be directed, in writing, via Bid Net Direct

Jeff Allen, HCWA Purchasing Manager

Please note, no phone calls please. To have a fair and competitive process all firms must have access to the same information; therefore, telephone inquiries are grounds to reject your submission.

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Table of Contents

2.0 SCOPE OF SERVICES:

3.0 SUBMISSION INSTRUCTIONS:

3.1 SUBMISSION OF QUALIFICATIONS:

3.2 COMMUNICATION WITH OFFICIALS:

3.3 ADDITIONAL INFORMATION / ADDENDA:

3.4 PROPOSALS AND PRESENTATION COST:

3.5 PROPOSALS – STATEMENT OF QUALIFICATIONS SUBMITTAL FORMAT:

3.6 OPEN RECORDS ACT AND OWNERSHIP:

3.7 LATE OFFERS:

3.8 SOLICITATION AMENDMENTS:

3.9 CANCELLATION OF SOLICITATION AND REJECTION OF OFFERS:

4.0 EVALUATION AND SELECTION POLICIES:

4.1 EVALUATION AND AWARD CRITERIA:

4.2 TERMS

4.3 CONTRACTOR AFFIDAVIT AND AGREEMENT & RESPONSIBILITY:

4.4 NON-COLLUSION AFFIDAVIT:

4.5 NOTICE TO PROCEED:

4.6 INFORMALITIES AND IRREGULARITIES:

4.7 INDEMNITY:

5.0 ATTACHMENT A:

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The Authority recognizes the importance of creating equal opportunity for all vendors to participate in the Authority’s procurement process. Through its Supplier Inclusion Program, the Authority is committed to diversity and non-discrimination in its business operations. The Authority encourages all contractors and consultants to consider Minority-Owned Business Enterprise (MBE), Veteran- Owned Business Enterprise (VBE), and Woman-Owned Enterprise (WBE) when selecting sub-contractors or consultants. The Authority does not provide any preferences in awarding bids or contracts to businesses who are MBE, VBE, and WBE, nor will the inclusion or identification by a prime contractor of any MBE, VBE, and WBE be used as a factor in evaluating, scoring, accepting or rejecting proposals or bids.

1.0 PROJECT DESCRIPTION:

The Henry County Water Authority (HCWA or Authority) is soliciting Statements of Qualifications (SOQ) from qualified engineering consulting firms registered in the State of Georgia to provide professional engineering consulting services for water and sewer infrastructure design on an as-needed basis (also referred herein as the “Project”). These services are intended to support HCWA in its mission to deliver safe and reliable water and sewer services to its customers. SOQ packages will only be accepted from firms with relevant engineering experience and resources to serve as the primary consultant.

The Authority’s intent is to select three (3) or more firms to partner with for a period of three (3) years, with a renewal option not to exceed two additional one (1) year periods.

The firms selected through this process will be pre-qualified to receive Requests for Proposals from HCWA for as-needed professional services as outlined in the Scope of Services section herein. In certain cases, task orders or projects may be directly assigned to one of the selected consultants based on availability, specialized expertise, or other factors determined to be in the Authority’s best interest. Professional Service Agreements will be authorized between the Authority and the selected consultant prior to initiating each project.

2.0 SCOPE OF SERVICES:

The selected firm(s) will provide engineering consulting services that may include, but are not limited to:

• Water System Design:

o Design of water distribution systems, including pipelines, pump stations, and storage tanks.

o Hydraulic modeling and analysis.

o Preparation of technical specifications and bid documents.

• Sewer System Design:

o Design of sanitary sewer systems, including gravity sewers, lift stations and force mains, and rehabilitation projects.

o Hydraulic modeling and analysis.

o Preparation of technical specifications and bid documents.

o Inflow and infiltration studies.

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• Permitting and Regulatory Compliance:

o Assistance with obtaining permits from relevant local, state, and federal agencies, as well as encroachment agreements with other utility providers.

o Compliance with environmental regulations and standards.

• Construction Management Support:

o Construction Bid & Award services.

o Review of contractor submittals and shop drawings.

o Construction monthly progress meetings.

o Review of Contractor periodic pay requests.

o Change order analysis and recommendations.

o Review of Contractor Substantial and Final completion o Project As-builts

• Planning and Studies:

o Feasibility studies for infrastructure projects.

o Master Plan Updates for Water and Sewer (long range and short-range planning).

Note: Design work for plant upgrades or new treatment facilities is not a component of this RFQ. Professional consulting services for those types of projects will be secured separately by HCWA as needed.

3.0 SUBMISSION INSTRUCTIONS:

3.1 SUBMISSION OF QUALIFICATIONS:

Interested firms must submit a Statement of Qualifications (SOQ) that follows the guidelines and requested information specified in Section 3.5.

All submissions shall be submitted via Bid Net Direct https://www.bidnetdirect.com/georgia/henrycountywaterauthority with the title of the submission being:

“2025 HCWA As-Needed Professional Engineering Consulting Services”

Submissions must be received as specified on the schedule included on the cover page of this package. No Submission will be accepted after the due date and time. Any Submission received after this date and time or via any other method will be rejected. In addition to the information stated above, the company name and address of the Responder should be clearly stated on the email.

3.2 COMMUNICATION WITH OFFICIALS:

Respondents are directed not to contact evaluating committee members, Authority Members, and/or staff members until award has been made.

ALL QUESTIONS, OR RFIs, SHALL BE ADDRESSED Via Bid Net Direct https://www.bidnetdirect.com/georgia/henrycountywaterauthority

TO THE CONTACT INCLUDED ON THE COVER PAGE.

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3.3 ADDITIONAL INFORMATION / ADDENDA:

Any ambiguity, conflict, discrepancy, omissions or other errors discovered in this solicitation must be reported immediately via Bid Net Direct to HCWA, and a request made for modifications or clarification. Request for additional information or clarifications must be sent via Bid Net Direct https://www.bidnetdirect.com/georgia/henrycountywaterauthority prior to the date listed on the cover. Request for additional information or clarifications will be received by email. The request must contain the RESPONDENTS’S name, address, phone number, and email address and addressed to the HCWA Purchasing Department, c/o Mr. Jeff Allen.

The Authority will issue responses to inquiries, and any other corrections or amendments it deems necessary, in written addenda issued prior to the Solicitation opening date.

RESPONDERS should not rely on representations, statements or explanations other than those made in this solicitation, or in any addendum to this solicitation. Where there appears to be a conflict between the RFQ and any addenda issued, the last addendum issued will prevail.

It is the RESPONDER’S responsibility to be sure all addenda were received. The RESPONDER shall verify with the designated contact person, prior to submitting their Statement of Qualifications (SOQ), that all addenda have been received.

3.4 PROPOSALS AND PRESENTATION COST:

The Authority will not be liable in any way for costs incurred by the RESPONDERS in the preparation of their SOQ in response to the RFQ, nor for the presentation of their qualifications or participation in any discussions or negotiations.

3.5 PROPOSALS – STATEMENT OF QUALIFICATIONS SUBMITTAL FORMAT:

To facilitate and expedite review, the Authority asks that all RESPONDERS follow the response format outlined below. Failure to submit your response in the format requested may result in the reduction of your overall evaluation score. To assist in preparing your response, the Authority’s selection procedures are also described herein. Please abide by all requirements set forth to avoid any risk of disqualification.

Note: The Statement of Qualifications (SOQ) shall be limited to 20 pages or less, using a minimum of an 11-point font, formatted on 8-1/2”x11” letter sized paper. Any exhibits, affidavits, or other enclosure information requested may be included in an appendix and will not count toward the page limit.

Introduction:

Provide a cover letter no longer than (2) two pages in length, signed by an authorized representative of your firm. The cover letter should contain at a minimum the following:

• A brief introduction of the firm and statement addressing the understanding of services to be provided under this contract.

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• The name, title, phone number, email address, and street address of the person in the CONSULTANT’s organization who will respond to questions about the SOQ submitted.

• Acknowledgement of receipt of any addenda.

Table of Contents:

The table of contents should follow the cover letter and include the information below.

Include a clear identification of the material included in the [qualifications] by page number.

• Section 1 – Firm Qualifications o Overview of the firm’s experience in water and sewer infrastructure design.

o Description of projects completed within the past five years that are similar to the work described in the Scope of Services.

List only projects involving current staff comprising your proposed team, and identify key staff members involved on each project.

All projects should be located within the State of Georgia.

Include a brief description, the date services were performed, name, address, and phone number of the representative/contact of the owner having knowledge of the firm’s work, the dollar amount and total time period involved.

o Firm Team Members Provide a list of the team members who will be performing the work, their title, and their proposed role.

Provide resumes of those key personnel.

• Current Title

• Licenses and Certifications

• Relevant Academic Degree(s)

• Office Location

• Number of Years of Total Experience

• Tenure with Current Firm

• Unique qualifications, skills, or abilities o Overview of Firm’s experience working with, and completing engineering design projects for HCWA.

• Section 2 - Approach to Services o Description of the firm’s approach to delivering as-needed services

(constructability of design, budget management, risk management, conflict management, construction administration).

o Identify work within the Scope of Services where subconsultants would be utilized by the firm (i.e. surveying, geotechnical, environmental, etc.), and list the Firm’s preferred subconsultant for each.

o Proposed methods for ensuring a quality, timely and cost-effective project.

o Proposed process or methods for effective and efficient communication with the

Owner (HCWA) and the Owner’s contractors.

o Proposed process for identifying and communicating to the Owner, work that is necessary and required, but beyond the authorized scope of work.

• Section 3 – References o Contact information for at least three references from similar service contracts, and/or projects.

• Section 4 – Fee Schedule:

7 | P a g e o Hourly rates for personnel.

o Reimbursable expenses: a detailed description of reimbursable expenses, if any, shall be included.

o Any other applicable fees or charges.

• Section 5 – Additional Information:

o Any other relevant information the firm wishes to include.

• Section 6 – Attachments:

o All attachments/forms required by the RFQ shall be fully executed by the

RESPONDER and submitted. Failure to do so might mean that your qualifications will be considered nonresponsive.

3.6 OPEN RECORDS ACT AND OWNERSHIP:

A. All materials submitted in connection with this [RFQ] will be public documents and subject to the Open Records Act and all other laws of the State of Georgia and the United States of America and subject to the open records policies of the Henry County Water Authority. All such materials shall remain the property of the HCWA and will not be returned to the respondent.

B. All reports, models, spreadsheets, maps and any other materials produced for this project(s), whether in published or digital format, will be provided to and become the property of the

HCWA.

3.7 LATE OFFERS:

Late submittal of qualifications will be rejected.

3.8 SOLICITATION AMENDMENTS:

The HCWA reserves the right to seek clarifications, modify the schedule and procurement process before the qualifications due date and time. If the change is material, Respondent acknowledgement of the change is necessary to ensure that the Respondent received and considered the change when preparing the qualifications. Failure to acknowledge a material change may be cause for rejection of the qualifications.

3.9 CANCELLATION OF SOLICITATION AND REJECTION OF OFFERS:

A. HCWA reserves the right to reject or accept any or all qualifications and to waive technicalities, informalities and minor irregularities in qualifications received. Failure to observe any of the instructions and/or conditions in this Request for Qualifications may constitute grounds for rejection of qualifications.

B. HCWA reserves the right to determine, at its sole discretion, whether any aspect of a consultant’s submission meets the criteria of this RFQ. HCWA also reserves the right to seek clarification and modify the procurement process and schedule. In the event that this RFQ is withdrawn or the project(s) cancelled for any reason, HCWA has no liability to

8 | P a g e any respondent for costs or expenses in connection with this RFQ or otherwise.

4.0 EVALUATION AND SELECTION POLICIES:

4.1 EVALUATION AND AWARD CRITERIA:

A. Responses that have been clearly identified as non-responsive, non-responsible, incomplete, or otherwise unacceptable are eliminated from further consideration. All other qualification submittals shall be reviewed by HCWA, concentrating on the selection criteria listed below.

B. The Authority reserves the right to request supplemental information, and/or conduct in-person interviews during the evaluation period as needed. Selections will be made as deemed in the Authority’s best interest.

C. The selection criteria shall include, but is not limited to the following:

1. Firm’s experience and qualifications.

2. Demonstrated understanding of HCWA’s needs.

3. Approach and methodology.

4. Cost effectiveness.

5. Communication Process & Standards

6. References and past performance.

7. Other qualifications/criteria deemed to be in the best interest of the Authority

D. HCWA will post a status update to Bid Net Direct once selections have been finalized.

4.2 TERMS

Given the special advisory nature of the Engineering Consultant, it is HCWA’s desire to enter into a long-term relationship with the selected firms. HCWA will execute a general services agreement with task orders for specific projects with the selected Engineering Consultants.

It is anticipated, but not guaranteed, that the selected, pre-qualified firm(s) will provide services for three to five years. This term is subject to annual renewal, and may be terminated at any time by either party with sufficient notice as stated in the contract.

4.3 CONTRACTOR AFFIDAVIT AND AGREEMENT & RESPONSIBILITY:

Pursuant to the Georgia Security and Immigration Compliance Act of 2006 as amended, the Contractor understands and agrees that compliance with the requirements of O.C.G.A.

Section 13-10-91 and Georgia Department of Labor Rule 300-10-1-.02 are conditions of this Contract. The Contractor further agrees that such compliance shall be attested by the Contractor through execution of the contractor affidavit required by Georgia Department of Labor Rule 300-10-1-.07, or a substantially similar contractor affidavit. The Contractor’s fully executed affidavit is attached hereto as “Attachment A” and is incorporated into this Contract by reference herein. The Contractor further understands and agrees that, in the event the

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Contractor employs or contracts with any subcontractor or subcontractors in connection with this Contract, the Contractor shall secure from each such subcontractor an attestation of the subcontractor’s compliance with O.C.G.A Section 13-10-91 and Georgia Department of Labor Rule 300-10-1-.02 by causing each such subcontractor to execute the subcontractor affidavit required by the Georgia Department of Labor Rule 300-10-1-.08, or a substantially similar contractor affidavit. The Contractor further understands and agrees that the Contractor shall require the executed subcontractor affidavit to become a part of the agreement between the Contractor and each such subcontractor. The Contractor agrees to maintain records of each such subcontractor attestation required hereunder for inspection by the Authority at any time. Contractor shall provide the Authority with a firm written estimate of the total price to complete the job based on the material & labor prices set forth in this ITB. Each respondent shall submit a completed Contractor Affidavit and Agreement. This form is included with the qualification documents.

4.4 NON-COLLUSION AFFIDAVIT:

Respondent declares that the qualifications is not made in connection with any other respondent submitting qualifications for the same project, and that the qualifications is bona fide and is in all respects fair and without collusion or fraud. Each respondent shall execute an affidavit of non-collusion.

4.5 NOTICE TO PROCEED:

To be determined by the HCWA.

4.6 INFORMALITIES AND IRREGULARITIES:

Henry County Water Authority has the right to waive minor defects or variations of a qualifications request from the exact requirements. If the Authority determines that insufficient information to properly evaluate the qualifications is submitted by the respondent, then the Authority reserves the right to require such additional information as it deems necessary after the time set for receipt of qualifications.

4.7 INDEMNITY:

The Contractor agrees to defend, indemnify, and hold HCWA and all of its officers, agents, employees, and elected officials harmless against any and all claims for damages, costs, and expenses of persons or property that may arise out of, or be occasioned by, or from any negligent act, or omission of the Contractor, or any agent, servant, or employee of the Contractor in the execution of the performance of this agreement, without regard to whether such persons are under the direction of HCWA agents or employees. That any claims, interpretations or litigation arising in regard to this Contract or in regard to the performance on the work contemplated under the terms of this Contract shall be heard and determined by the presiding Judge of the Superior Court of Henry County, Georgia. The Contractor does hereby specifically consent, submit and agree to said Court having jurisdiction over the Contractor and their terms and subject matter of this Contract. This Contract shall not be submitted to or be determined by arbitration and the parties expressly

10 | P a g e acknowledge that the Federal Arbitration Act shall not apply and any right to demand arbitration is hereby expressly waived. Any references to arbitration contained in this Contract or in any other documents of HCWA that may apply to this Contract are hereby specifically deleted.

5.0 ATTACHMENT A:

• INSURANCE REQUIREMENTS

• DRUG FREE WORKPLACE

• RESPONSE SIGNATURE AND CERTIFICATION

• CORPORATE CERTIFICATE

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ATTACHMENT A

Insurance Requirements

Where work is to be performed on HCWA property, including right of ways and easements Consultant shall, at their own expense maintain the following insurance:

TYPE OF INSURANCE

MINIMUM ACCEPTABLE LIMITS OF

LIABILITY

1. Commercial General Liability

A. Per Occurrence $1,000,000.00 B. Fire and Legal Liability (any one fire) $50,000.00 C. Medical Expense (any one person) $5000.00 D. Personal and Advertising Injury 1,000,000.00 E. General Aggregate $2,000,000.00 F. Product- COMP/OP AGG $1,000,000.00

2. Automobile Liability $1,000,000.00

3. Workers Compensation $500,000.00 A. Each Accident $500,000.00 B. Each Employee-disease $500,000.00 C. Policy Aggregate-disease $500,000.00

4. Umbrella Excess Liability (over primary) $3,000,000.00

5. Professional (Errors and Omissions) Insurance (For all professional services and design build. Also required for all construction where interpretation of drawings, plans and specifications is included in the scope of work or required to complete the scope of work.)

$3,000,000.00

Upon request from the HCWA Purchasing department Consultant may be required to provide a certificate of insurance.

Notes:

A. Commercial General Liability Consultant agrees to include HCWA as an additional insured on a primary and non-contributory basis. If consultant utilizes an unmanned aerial vehicle contractor is required to provide evidence of liability to cover its operation equal to the limit shown under 1.A above.

B. The additional insured status applies to premises, operations, products completed operations, personal injury and advertising injury and liability assumed under an insured contract.

C. Auto Liability Consultant agrees to include HCWA as an additional insured.

D. Umbrella Liability Consultant agrees to include HCWA as an additional insured on a following form basis.

E. Consultant agrees to provide Waiver of Rights of Recovery against Others to Us in favor of HCWA on all liability policies shows above.

CERTIFICATION OF SPONSOR

DRUG-FREE WORKPLACE

I hereby certify that I am a principle and duly authorized representative of

_______________________________________________, (“Contractor”), whose address is

________________, ___________________ _______, and I further certify that:

(1) The provisions of Section 50-24-1 through 50-24-6 of the Official Code of Georgia Annotated, relating to the “Drug-Free Workplace Act” have been complied with in full; and

(2) A drug-free workplace will be provided for Contractor’s employees during the performance of the

Agreement; and

(3) Each Subcontractor hired by Contractor shall be required to ensure that the subcontractor’s employees are provided a drug-free workplace. Contractor shall secure from that subcontractor the following written certification: “As part of the subcontracting agreement with Contractor, ________________________________ certifies to Contractor that a drug-free workplace will be provided for the Subcontractor’s employees during the performance of this Agreement pursuant to paragraph (7) of subsection (b) of the Official Code of Georgia Annotated, Section 50-24-3”;

and

(4) The undersigned will not engage in unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of the

Agreement.

CONTRACTOR:

Signature

Name: ________________________________________________

Title: ________________________________________________

Henry County Water Authority

1695 Highway 20 W McDonough, GA 30253 • 770-957-6659 • www.hcwa.com

RESPONSE SIGNATURE AND CERTIFICATION

I certify that this Response is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Response (“Offeror”) for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the Response and certify that I am authorized to sign this Response for Offeror. I further certify that the provisions of O.C.G.A. § 45-10-20, et seq. have not been violated and will not be violated in any respect.

Authorized Signature for Offeror: ________________________________________________________

Date: _______________________________________________________________________________

Print/Type Name: ____________________________________________________________________

Print/Type Offeror Name Here: ____________________________________________________________ file://hcwsa.com/public/shares/Committees/Admin%20Assistants/APC/Templates/www.hcwa.com

Henry County Water Authority

1695 Highway 20 W McDonough, GA 30253 • 770-957-6659 • www.hcwa.com

CORPORATE CERTIFICATE

I, _________________, certify that I am the Secretary of the company named as Offeror in the foregoing Response;

that __________________________, who signed said Response on behalf of the Offeror, was then

(title)__________________ of said company; that said Response was duly signed for and on behalf of said company by authority of its Board of Directors, and is within the scope of its corporate powers; that said company is organized under the laws of the State of Georgia.

This _____________ day of ___________________________, 2025.

(Signature)

(Seal) file://hcwsa.com/public/shares/Committees/Admin%20Assistants/APC/Templates/www.hcwa.com

5.0 ATTACHMENT A: