2026_07 ZONING RFQ BID PACKET.pdf

2026-07

Building & Zoning Department Request for Qualifications

RFB # 2026-07

CITY OF SANDERSVILLE ZONING

Due Date April 21st 2026 @ 3PM

Request for Qualifications

City of Sandersville Zoning

GENERAL:

Background

The City of Sandersville has issued a Request for Qualifications to re-write the City’s zoning ordinance and will receive written proposals until April 21st 2026 Proposals can be sent to City of Sandersville, Attn: Travis Fort, PO Box 71, Sandersville, GA 31082 or delivered to City of

Sandersville, 141 West Haynes Street, Sandersville, Ga. 31082.

The City of Sandersville encompasses approximately 10 square miles of land that lies in

Washington county. The 2020 census says that the City of Sandersville held a population of just over 5800 residents. The current census has the City of Sandersville at a population of 5500 residents. The existing code is available online at https: https://www.sandersvillega.org/city-code.cfm

Questions regarding this solicitation and the process should be submitted via email to tfort@sandersvillega.org before 4 p.m. on April 14th 2026 Questions and responses will be posted on the City’s website at www.sandesvillega.org

Contract Negotiations and Acceptance

City will negotiate and execute a contract with the selected firm prior to the beginning of the actual services. Should contract negotiations fail, the City will negotiate with one of the highly ranked firms. In general, the contract will comply with applicable laws and standard provisions and shall contain the following terms:

detailed scope of services, schedule for providing services, and cost of services.

Standard for Evaluation and Award

To assist in the evaluation of proposals resulting from this RFQ, it is requested that each proposal be written in a concise and forthright manner and that unnecessary marketing statements and materials be avoided. The proposal shall consist of the following sections.

Responses for each of the proposal requirements listed below must be clearly stated. For the City of Sandersville to consider your application, a proposal must include the following minimum requirements:

1. Cover letter that identifies the consulting firm as well as any sub-consultants. This letter should include the firm’s qualifications and experience as well as appropriate Georgia professional registrations and licenses. The letter should also clearly identify the name, telephone number, email address and name of a contact person and be signed by a duly authorized officer of the firm.

https://www.sandersvillega.org/city-code.cfm https://www.sandersvillega.org/city-code.cfm http://www.sandesvillega.org/

2. A description of the project team, specifically those who will be assigned to the project, including their responsibilities and individual qualifications.

3. A narrative describing the Firm’s understanding, philosophy and approach to this project based on the general outline provided in the Scope of Work. This should include a task-by-task description as to what the Firm anticipates providing to ensure successful project completion.

4. Provide five (5) client references for comparable projects handled by the lead Firm.

5. A schedule based on the scope of work that includes a timetable for deliverables.

6. A brief description of in-house procedures in place to ensure accuracy and integrity of the

Firm’s work. Proposals should include the above information in no more than 20 pages total.

Scope of Services

The City of Sandersville is seeking a firm to work with staff, elected leaders and the community to re-write the current Title 8 – Planning and Development and Related Ordinances of the City of

Sandersville Code of Ordinances, which includes other titles and/or chapters that may overlap, to incorporate form-based standards where possible, update conventional zoning standards in newer, largely built out areas, and solidify standards that support walkable, mixed-use neighborhoods in the current and yet-to-be developed areas of the city. The final work program will be developed in conjunction with City staff but the scope of work should include the following:

1. Current Zoning Ordinance and Adopted Plans Diagnosis. The consultant will work closely with City staff in producing a diagnosis of the existing Code of Ordinances and all adopted/relevant plans. The consultant will review for consistency between established zoning regulations and existing conditions. The reviews will include but are not limited to the City of

Sandersville/Washington County Comprehensive Plan, Livable

Centers Initiative studies, Urban Redevelopment Plan and any other related plans. The consultant will review and identify plan goals, objectives and recommendations to ensure the new Code of

Ordinances will be consistent with planning documents. The consultant should identify any issues that need further review and provide an outline for needed meetings that will establish content and regulations and any amendments. The consultant will review and make recommendations on already existing zoning districts and review all procedures to make recommendations on best practices to be incorporated for all boards and council. This should include the most efficient timeline while ensuring each board and council, as well as the public, has adequate time to review and make informed decisions on proposals.

2. Review of the Fee Structure. The consultant will review the current fee structure for development, permitting and bonds.

3. Evaluation of Existing Neighborhoods, Corridors and Districts. The City of Sandersville contains many unique areas that will warrant context-sensitive regulations. Staff will work with the consultant to identify these and new areas.

4. Community Engagement/Public Outreach. The consultant will develop a detailed public engagement outreach/participation plan designed to inform community stakeholders and the general public on the benefits of re-writing the zoning ordinance, as well as conducting regular meetings and web/social media interaction throughout the process. The consultant will conduct five (5) stakeholder interviews. These may be conducted by conference calls or meetings with the stakeholder groups.

5. Drafting the Document. The consultant will prepare three (3) drafts of the zoning ordinance, including graphics, for review by staff and the stakeholder committee(s), culminating in a final version to be acted upon by the Planning Commission and the City Council.

6.Eecutive Summary Report. Executive summary describing recommendations and a supporting document describing the process, meeting attendance, and stakeholder interviews.

7. Zoning Map. The consultant will update the zoning map to match new districts, amendments and other changes.

8. Staff Training. The Consultant shall provide resources to assist City staff with implementation of the new code through a ‘start-up’ period not to exceed three (3) months.

9. Legal Review. Provide a legal opinion on the enforceability of the zoning ordinance. Address any concerns by the City’s Attorney prior to finalizing the draft.

Respondents must demonstrate the necessary ability, financial resources, and relevant experience to perform the work in a satisfactory manner. A minimum of five (5) years’ experience in planning and zoning services or similarly related services is required.

Documents

- Letter of Interest. Cover letter should briefly introduce firm, organization, and consultant.

- Work Plan & Technical Approach. Provide a detailed work plan describing the firm’s proposed activities and overall strategies and understanding of the services and approach to the project.

outline a detailed proposed project schedule to complete the services with a detailed breakdown of all zoning rewrite project costs.

- Experience and Qualifications of Firm and Staff. Describe the firm’s background, experience, and qualifications of key personnel proposed to work on the project; include resumes for key team members (including subcontractors) demonstrating specific planning and zoning projects relative to the scope of work

*The City of Sandersville will reserve the right to accept or reject any and all bids and act in the best interest of the City of Sandersville. *

BID SUBMITTAL

Bids will be lump sum and include all cost of labor and materials to include delivery to the point of destination. The bids will be evaluated and awarded based on several factors to include cost, availability, suitability and quality.

1. Bids will be received until 3:00 p.m. on April 21st ,2026 at which time the bid opening will take place – City Hall Conference Room, 141 West Haynes Street, Sandersville, GA.

Any bids received after the deadline shall be null and void. The City of Sandersville reserves the right to accept or reject any or all bids and act in the best interest of the City of Sandersville.

2. All bids must be submitted in a sealed envelope clearly marked “2026 ZONING RFQ”

All shipping materials must be clearly marked with the project name.

3. Three (3) copies of the bid as well as a copy of your bid/estimate on a jump drive with the required information must be submitted and received no later than above date to:

City of Sandersville, Attn: Travis Fort, “2026 ZONING RFQ”

P.O. Box 71, 141 W. Haynes Street, Sandersville, GA 31082

1. All bids must be submitted on the bid forms furnished and accompanied by:

• W-9 Form – Please complete attached form, check appropriate box, fill in Social

Security Number or Employer Identification Number, Sign and Date.

• Notarized E-Verify Contractor Affidavit – Please complete attached form. (To enroll in e-verify, you may visit the website www.uscis.gov/everify.)

• Notarized SAVE Affidavit – Please complete attached form.

• Occupational Tax Certificate

• General Public Liability and Property Damage Insurance Certificate with a limit of liability of not less than $1,000,000.

• Worker’s Compensation Proof of Insurance – For more than three employees.

2. Bid should state the start date and the work should commence within three months after the bid award.

http://www.uscis.gov/everify

BID FORM

BUILDING AND ZONING DEPARTMENT

2026 ZONING RFQ

Return Date: 3:00 PM, Tuesday, April 21st, 2026.

Return to: City of Sandersville, Attn: Travis Fort

141 W. Haynes Street, Sandersville, GA 31082

LUMP SUM BID AMOUNT $ ________ ____________

EXPECTED START DATE: _____________________________

ALL BID FORMS SHOULD INCLUDE THE FOLLOWING INFORMATION:

Company Submitting Bid: ____________________________

Company Address:

Company Phone No: Company Fax No.

Authorized Representative:

Signature _ Date:___________________

Print Name and Title ____________ Phone: _______________

Email address __________________________________________________________________

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with

O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of the City of Sandersville has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Name of Project

City of Sandersville

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _______________, 20___ in _______________________(city), ______(state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ____ DAY OF ______________,20____.

NOTARY PUBLIC

My Commission Expires: