2026 _ On_Call RFQ _ FINAL.pdf

RFQ Number:

CP26-001

RFQ Title:

Professional Engineering Services – On Call

RFQ Due Date and Time:

September 18, 2025 Local Time: 11:00am local time

Number of Pages: 30

ISSUING DEPARTMENT INFORMATION

Issue Date:

August 15, 2025

City of Duluth Community Development & Engineering

3167 Main Street Duluth, GA 30096

Phone: 770-476-1790

Fax: 770-814-3008

Website: www.duluthga.net

INSTRUCTIONS TO OFFERORS

Return Submittal to:

City of Duluth Office of the City Clerk Attention: Ms. Teresa Lynn 3167 Main Street Duluth, GA 30096

Mark Face of Envelope/Package:

RFQ Number: CP26-001 RFQ Due Date: September 18, 2025 11:00am

Special Instructions:

There is no Offeror’s Conference for this project.

IMPORTANT: SEE STANDARD TERMS AND CONDITIONS

OFFERORS MUST COMPLETE THE FOLLOWING

Offeror Name/Address:

Authorized Offeror Signatory:

(Please print name and sign in ink)

Offeror Phone Number: Offeror FAX Number:

Offeror Federal I.D. Number: Offeror E-mail Address:

OFFERORS MUST RETURN THIS COVER SHEET WITH RFQ RESPONSE

CITY OF DULUTH AND

CITY OF DULUTH URBAN REDEVELOPMENT

AGENCY

REQUEST FOR STATEMENT OF QUALIFICATIONS

http://www.sandyspringsga.org/

OFFEROR’S RFQ CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFQ for the

City of Duluth and/or the City of Duluth Urban Redevelopment Agency

1. _______ Read the entire document. Note critical items such as mandatory requirements;

supplies/services required; submittal dates; number of copies required for submittal;

funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. _______ Note the procurement official’s name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFQ and is an excellent source of information for any questions you may have.

3. _______ Attend the pre-Statement of Qualification conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or notify the issuing agency of any ambiguities, inconsistencies, or errors in the RFQ.

4. _______ Take advantage of the “question and answer” period. Submit your questions to the procurement official by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFQ. All addenda issued for an RFQ are posted on the City’s website and will include all questions asked and answered concerning the RFQ.

5. _______ Follow the format required in the RFQ when preparing your response. Provide point-by-point responses to all sections in a clear and concise manner.

6. _______ Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the evaluation committee will know what your company capabilities are or what items/services you can provide, even if you have previously contracted with the City and/or the Urban Redevelopment Agency. The Statement of Qualification is evaluated based solely on the information and materials provided in your response.

7. _______ Use the forms provided, i.e., cover page, certification forms, etc.

8. _______ Check the City website for RFQ addenda. Before submitting your response, check the City website at: www.duluthga.net to see whether any addenda were issued for the RFQ. If so, you must submit a signed cover sheet for each addendum issued along with your RFQ response.

9. _______ Review and read the RFQ document again to make sure that you have addressed all requirements. Your original response and the requested copies must be identical and be complete. The copies are provided to the evaluation committee members and will be used to score your response.

10. _______ Submit your response on time. Note all the dates and times listed in the Schedule of

Events and within the document and be sure to submit all required items on time. Late Statement of Qualification responses are never accepted.

This checklist is provided for assistance only and should not be submitted with Offeror’s Response.

http://www.duluthga.net/

CITY OF DULUTH AND CITY OF DULUTH URBAN REDEVELOPMENT AGENCY

REQUEST FOR STATEMENT OF QUALIFICATION LETTER

We propose to furnish and deliver any and all of the deliverables and services named in the attached Request for Statement of Qualification (RFQ).

It is understood and agreed that this Statement of Qualification constitutes an offer, which when accepted in writing by the City Clerk’s Office, City of Duluth, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract to provide said services should an award be made by the City Council of Duluth and/or the City of Duluth Urban Redevelopment Agency, as appropriate.

It is understood and agreed that we have read the City’s specifications shown or referenced in the RFQ and that this Statement of Qualification is made in accordance with the provisions of such specifications. By our written signature on this Statement of Qualification, we guarantee and certify that all items included in this Statement of Qualification meet or exceed any and all such City specifications. We further agree, if awarded a contract, to deliver goods and services which meet or exceed the specifications. The City of Duluth reserves the right to reject any or all submittals, waive technicalities, and informalities, and to make an award in the best interest of the City and the Urban Redevelopment Agency.

It is understood and agreed that this Statement of Qualification shall be valid and held open for a period of one hundred twenty (120) days from Request for Statement of Qualification opening date.

STATEMENT OF QUALIFICATION SIGNATURE AND CERTIFICATION

(Offeror to sign and return with Statement of Qualification)

I certify that this Statement of Qualification is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Statement of Qualification 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 Statement of Qualification and certify that I am authorized to sign this Statement of Qualification for the offeror. I further certify that the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et.

Seq. have not been violated and will not be violated in any respect.

Authorized Signature______________________________Date_______________________

Print/Type Name_________________________________

Print/Type Company Name Here_______________________________________________

CITY OF DULUTH

DISCLOSURE FORM

This form is for disclosure of campaign contributions and family member relations with City of Duluth officials/employees.

You must complete this form and return as part of your RFQ package when it is submitted.

Name of Offeror __________________________________________________

Name and the official position of the Duluth Official to whom the campaign contribution was made (Please use a separate form for each official to whom a contribution has been made in the past two (2) years.)

List the dollar amount/value and description of each campaign contribution made over the past two (2) years by the Applicant to the named Duluth Official.

Amount/Value Description

Please list any family member that is currently (or has been employed within the last 12 months) by the City of Duluth and your relation:

CITY OF DULUTH URBAN REDEVELOPMENT AGENGY

DISCLOSURE FORM

This form is for disclosure of family member relations serving on the City of Duluth Urban Redevelopment Agency.

You must complete this form and return as part of your RFQ package when it is submitted.

Name of Offeror __________________________________________________

Please list any family member that is currently serving (or has been serving within the last 12 months) on the City of Duluth Urban Redevelopment Agency and your relation:

TABLE OF CONTENTS

1.0 RFQ STANDARD INFORMATION

1.1 PURPOSE OF PROCUREMENT

1.2 STATEMENT OF QUALIFICATION CERTIFICATION

1.3 SCHEDULE OF EVENTS

1.4 RESTRICTIONS ON COMMUNICATIONS WITH STAFF

1.5 DEFINITION OF TERMS

1.6 DESCRIPTION OF REQUIREMENTS

1.7 SUBMITTING A STATEMENT OF QUALIFICATION

1.8 REQUIRED REVIEW

2.0 RFQ STANDARD INFORMATION

2.1 AUTHORITY

2.2 RECEIPT OF STATEMENT OF QUALIFICATION AND PUBLIC INSPECTION

2.3 CLASSIFICATION AND EVALUATION OF STATEMENT OF QUALIFICATION

3.0 MANDATORY REQUIREMENTS

3.1 PROJECT INFORMATION

3.2 OVERVIEW OF PROJECT SCOPE

3.3 GENERAL SCOPE OF SERVICES

3.4 GENERAL INFORMATION

4.0 STATEMENT OF QUALIFICATION SUBMISSION AND EVALUATION

4.1 PROCESS FOR SUBMITTING STATEMENT OF QUALIFICATION

4.2 EVALUATION PROCESS

4.3 REJECTION OF STATEMENT OF QUALIFICATION/CANCELLATION OF RFQ

4.4 CITY’S RIGHT TO INVESTIGATE AND REJECT

5.0 TERMS AND CONDITIONS

5.1 RFQ AMENDMENTS

5.2 STATEMENT OF QUALIFICATION WITHDRAWAL

5.3 COST FOR PREPARING STATEMENT OF QUALIFICATION

5.4 CONFLICT OF INTEREST

5.5 COMPLIANCE WITH LAWS

5.6 GOVERNING TERMS

5.7 INDEMNIFICATION

5.8 CORRECTIONS/CREDITS

5.9 INSURANCE

5.10 CANCELLATION

5.11 INDEPENDENT CONTRACTOR

5.12 NO ASSIGNMENT

5.13 AUDIT

5.14 ATTORNEY’S FEES

APPENDIX A SCHEDULE OF EVENTS

APPENDIX B FEDERAL PROVISIONS

APPENDIX C RATE SCHEDULE……………………………………………………………...28

APPENDIX D E-VERIFY FORMS…………………………………………...………………...30

1.0 RFQ STANDARD INFORMATION

1.1 Purpose of Procurement

The City of Duluth and the City of Duluth Urban Redevelopment Agency (URA) seek design consulting teams to provide professional engineering and related services for annual on-call professional services consulting agreements. The City of Duluth and the URA are separate entities requiring separate contracts. This procurement will consider awards for both entities.

No additional procurement packages will be required at this time.

Services provided under these on-call consulting agreements could include the following categories:

1. Road/Sidewalk/Trail Design

2. Survey, Including Subsurface Utility Engineering (SUE)

3. Utility Coordination

4. Construction Engineering & Inspection (CST Administration)

5. Drainage/Stormwater Facility Design/Field Consultation

6. Stormwater Inspections and Site Inspections

7. Traffic Studies & Signal Design

8. Landscape Design, Including Installation Oversight

9. Environmental Studies/Documents & Regulatory Permitting

10. Public Involvement

11. Lighting Design

12. Structural Design

13. Plan Review for Development (Civil) and Buildings (MEP)

14. Planning and Zoning Support

15. Emergency Response Assistance – Field Assessment (including dams)

16. Program Management

17. Other tasks as needed by the City and/or the URA

The City intends to select at least two teams as on-call service providers through a qualification-based selection process and intends to execute one-year consulting agreements (with annual renewal options not to exceed 5 years) with the selected teams for services to be provided. The URA intends to select at least one team as their on-call service provider for a one-year contract renewable up to five years. This team may be exclusive to the URA or may have multiple awards with the URA and the City.

The selected teams are expected to be able to perform work in all of the categories listed above as needed by the City and the URA. If there is a service category that your team cannot fulfill, that must be made clear in your qualification package and may cause your overall score to be lower. The City and the URA reserve the right to assign project task orders as the City and URA desire to the selected teams. Further, the City reserves the right to assign specific project scope items to different teams if it is in the best interest of the City to do so.

The selected teams may work and coordinate with several City Departments throughout the life of the contract, including, but not limited to, Community Development & Engineering, Public Works, Public Safety, and Parks & Recreation. The main point of contact for scoping will be the City Engineer. Selected teams are expected to be familiar with the requirements of the City of Duluth, Gwinnett County, and the Georgia Department of Transportation.

The selected teams are expected to know how to navigate the design and permitting process whether local, state, or federal funding is being used. Selected teams must be fluent in the use of GDOT’s Plan Development Process.

When a need for services arises, the service will be solicited from a selected team and will employ the submitted hourly rate schedule (Exhibit C). Exhibit C shall be submitted in a separate sealed envelope (and opened only after qualification-based selection is complete). The same rate schedule will apply to both the City contract and the URA contract.

Only one version of rate schedule needs to be included. Each task order will have a unique scope, schedule, and budget, and the selected consultants are expected to provide services accordingly.

1.2 Statement of Qualification Certification

Pursuant to the provisions of the Official Code of Georgia Annotated 50-5-67(a), the City of Duluth and the URA certify the use of competitive sealed bidding will not be practical or advantageous to the either entity in completing the acquisition described in this RFQ. All Statement of Qualifications submitted pursuant to this request will be made in accordance with the provisions of this RFQ.

1.3 Schedule of Events

See Appendix A for the detailed Schedule of Events.

1.4 Restrictions on Communications with Staff

All questions about this RFQ must be submitted via email to the Director of Community Development & Engineering at mpozin@duluthga.net. No phone calls, please.

Questions must include the company name and the referenced RFQ section.

From the issue date of this RFQ until teams are selected and the selections are announced, Offerors are not allowed to communicate for any reason regarding this RFQ with any City staff, URA member, or elected official. The City and the URA reserve the right to reject the Statement of Qualification of any Offeror violating this provision. All questions concerning this RFQ must be submitted via email as noted above. No questions other than email will be accepted. No response other than written will be binding upon the City or the URA.

1.5 Definition of Terms

OCGA – Official Code of Georgia Annotated (State Statute) mailto:mpozin@duluthga.net

Offeror – Respondent to this Request for Statement of Qualifications

RFQ – Request for Statement of Qualifications

URA – City of Duluth Urban Redevelopment Agency

1.6 Description of Requirements

The City of Duluth and the URA have established certain requirements with respect to Statements of Qualifications to be submitted by offerors.

Whenever the terms “shall”, “must”, “will”, or “is required” are used in the RFQ, the specification being referred to is a mandatory requirement of this RFQ. Failure to meet any mandatory requirement may cause rejection of the offeror’s Statement of Qualifications.

Whenever the terms “can”, “may”, or “should” are used in the RFQ, the specification being referred to is desirable and failure to provide any items so termed may not be cause for rejection, however, may cause a reduction in score awarded.

1.6.1 Resulting Contract

This RFQ and any addenda, the offeror’s RFQ response, including any amendments, and any clarification question responses shall be included in any resulting contract. The City and the URA each anticipate Master Services Agreements with lump sum (LS) or cost plus fixed fee (to a maximum, CPFFM) task orders, as appropriate, based on the unit rates submitted with this qualification package. The use of LS or CPFFM will be at the discretion of the City and/or the URA per task order and may be based on overall value of said task order. The Master Services Agreements are for one-year terms, each renewable to a maximum of five years.

1.6.2 Mandatory Requirements

To be eligible for consideration, an offeror must meet the intent of all mandatory requirements. The City will determine whether an offeror’s RFQ response complies with the intent of the requirements.

1.6.3 Understanding of Specifications and Requirements

By submitting a response to this RFQ, offeror agrees to an understanding of and compliance with the specifications and requirements described in this RFQ.

1.6.4 Offeror’s Signature

The Statement of Qualification must be signed by an individual authorized to legally bind the business submitting the Statement of Qualification. The offeror’s signature on a Statement of Qualification in response to this RFQ guarantees that the offer has been established without collusion and without effort to preclude the City of Duluth or the URA from obtaining the best possible supply or service. Proof of authority of the person signing the RFQ response must be furnished upon request.

1.7 Submitting a Statement of Qualification

1.7.1 Organization of Statement of Qualification

Offerors must organize their Statement of Qualification into sections that follow the format specified in this RFQ, with tabs separating each section.

1.7.2 Failure to Comply with Instruction

Offerors failing to comply with these instructions may be subject to disqualification.

1.7.3 Copies Required and Deadline for Receipt of Statement of Qualification

Offerors must submit four (4) identical Statements of Qualification and one (1) identical digital copy on a thumb drive to the City of Duluth. Qualifications must be sealed and labeled on the outside of the package to clearly indicate that they are in response to RFQ #CP26-001 Professional Engineering Services – On Call. Qualifications must be received by the City of Duluth Office of the City Clerk prior to 11:00 am local time, September 18, 2025.

Appendix C must be submitted in a separate sealed envelope with similar label. It must clearly identify the contents of the envelope as Appendix C, Rate Schedule. This separate sealed envelope must be submitted together with the qualification package. An identical digital copy of Appendix C must be included in a separate folder on the thumb drive. Appendix C is opened only after qualification-based selection is complete, and only opened for those teams selected.

1.7.5 Late Statement of Qualification

Regardless of cause, late Statements of Qualification will not be accepted and will automatically be disqualified from further consideration. It shall be the offeror’s sole risk to ensure delivery at the Clerk’s office by the designated time. Late Statements of Qualification will not be opened and may be returned to the offeror at the expense of the offeror or destroyed if requested.

1.8 Required Review

1.8.1 Review RFQ

Offerors should carefully review the instructions; mandatory requirements, specifications, and standard terms and conditions set out in this RFQ and promptly notify the contact previously listed in this RFQ, via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error which they discover upon examination of this RFQ.

1.8.2 Questions

Offerors with questions or requiring clarification or interpretation of any section within this

RFQ must address these questions via e-mail to the contact previously listed in this RFQ on or before close of business on August 29, 2025. Questions received after the deadline may not be considered.

1.8.3 City’s Responses

The City will provide an official response to all questions received prior to the August 29th deadline. The City’s response will be by formal written addendum. Any other form of interpretation, correction, or change to this RFQ will not be binding upon the City. Any formal written addendum will be posted on the City’s website at: www.duluthga.net by the close of business on September 4, 2025. Offerors must sign and return any addenda with their RFQ response to acknowledge receipt of said addenda.

1.8.4 Project Oversight and Staffing

The selected teams may work and coordinate with several City Departments throughout the life of the contract, including, but not limited to, Community Development & Engineering, Public Works, Public Safety, and Parks & Recreation. The main point of contact for scoping for both the City of Duluth contract and the City of Duluth URA contract will be the City Engineer.

2.0 RFQ STANDARD INFORMATION

2.1 Authority

This RFQ is issued under the authority of the Office of the City Clerk of Duluth. The RFQ process requires the award to be based on stated evaluation criteria. The RFQ states the relative importance of all evaluation criteria. No other evaluation criteria, other than as outlined in the RFQ, will be used.

2.2 Receipt of Statement of Qualification and Public Inspection

2.2.1 Public Information

All information received in response to this RFQ, including copyrighted material, is deemed public information and will be made available for public viewing and copying after receipt and evaluation of Statements of Qualification have passed with the following three exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated and documented; (2) matters involving individual safety as determined by the City of Duluth (3) other constitutional protections.

2.2.2 Initial Review of Statement of Qualification.

Upon opening the Statements of Qualification received in response to this RFQ, the designated procurement reviewer will review the Statements of Qualification and separate out any information that meets the referenced exceptions in Section 2.2.1 above, providing the following conditions have been met:

• Confidential information is clearly marked and separated from the rest of the

Statement of Qualification.

• An affidavit from an offeror’s legal counsel attesting to and explaining the validity of the trade secret claim is attached to each Statement of Qualification containing trade secrets.

Information separated out under this process will be available for review only by the evaluation committee members and limited other designees. Offerors must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a Freedom of Information Act (open records) request from another party.

2.3 Classification and Evaluation of Statement of Qualification

2.3.1 Initial Classification of Statement of Qualification as Responsive or Non-responsive

All Statements of Qualification will initially be classified as either “responsive” or “non-responsive”. Statements of Qualification may be found non-responsive any time during the evaluation process if any of the required information is not provided or the Statement of Qualification is not within the plans and specifications described and required in the RFQ. If a Statement of Qualification is found to be non-responsive, it will not be considered further.

2.3.2 Determination of Responsibility

The listed procurement official will determine whether an offeror has met the standards of responsibility. Such a determination may be made at any time during the evaluation process and through contract negotiation if information surfaces that would result in a determination of non-responsibility. If an offeror is found non-responsible, the determination must be in writing, made a part of the procurement file and mailed to the affected offeror.

2.3.3 Evaluation of Statement of Qualification

All responsive Statements of Qualification will be evaluated based on stated evaluation criteria. No criteria others than those listed will be used.

2.3.4 Completeness of Statement of Qualification

Selection and award will be based on the offeror’s Statement of Qualification as outlined in this RFQ. Submitted responses may not include references to information located elsewhere, such as Internet websites or libraries, unless specifically requested. Information or materials presented by offerors outside the formal response will not be considered, will have no bearing on any award, and may result in the offeror being disqualified from further consideration.

2.3.5 Evaluation Committee Recommendation

The evaluation committee will provide a written recommendation to reflect the highest scoring teams. City Council will then consider the committee’s recommendations before confirming any awards for City of Duluth contracts. The Urban Redevelopment Agency will consider the committee’s recommendations before confirming any award(s) for the URA contract(s).

2.3.6 City’s Rights Reserved

Issuance of the RFQ in no way constitutes a commitment by the City of Duluth or the URA to award and execute contracts. Upon determination such actions would be in their best interests, the City and the URA, in their separate and sole discretions, reserve the right to:

• cancel or terminate this RFQ as it pertains to them;

• reject any or all Statement of Qualification received in response to this RFQ as it pertains to them;

• waive any undesirable, inconsequential, or inconsistent provisions of this RFQ which would not have significant impact on any Statement of Qualification;

• not award if it is in the best interest of the City or the URA not to proceed with contract execution, as it pertains to them; or

• if awarded, individually terminate any contract pertaining to them if the City or the URA determines adequate City or URA funds are not available.

3.0 MANDATORY REQUIREMENTS

This section identifies all mandatory requirements which must be present in the Statement of Qualification before further consideration is given. Offeror must prepare and submit a response which references the page(s) where each requirement is documented.

3.1 Project Information

For description of scope, please see Section 1.1,

3.2 Background information

Each successful team that is awarded an on-call consulting agreement by the City of Duluth and/or the URA will be forwarded task order descriptions as the needs arise.

The team will be requested to prepare and submit proposed scopes of services and fees to produce (in accordance with the on-call consulting agreement) project-related documents or provide the requested services. The consultant's submittal package for each project shall include:

• A detailed description of the services to be provided,

• A milestone schedule for major tasks to be conducted by the consultant

• A list of deliverables to be provided by the consultant

• A proposed fee for the project.

The City’s or URA’s designated Project Manager will review each applicable submittal and accept, reject, or negotiate a final scope and fee with the selected consultant. Neither the City nor the URA intend to issue a specific task order to more than one consultant with on-call agreements unless a final scope and fee cannot be negotiated with the first consultant. Upon acceptance of a final scope and fee for each task order, the City or the URA, accordingly, will issue the consultant a notice to proceed with services in accordance with the on-call consulting agreement and the project proposal.

In negotiating fees, the rate schedule in Appendix C, submitted in a separate sealed envelope, will be utilized. Other rates may be considered if advantageous to the City or to the

URA.

3.3 General Scope of Services

3.3.1 Description of tasks

The scope and services for each project/task order may vary. Each team is expected to be able to perform the entire scope required for each project/task order. The following list of services, while not an exhaustive list, is provided to demonstrate the types of services that may be requested from the selected design consultants:

Third Party Plan Review (development plans, erosion control plans, stormwater plans) Road Design including new location, minor widening, operational & safety, geometric, and intersection improvements Surveying (topographical, boundary, ALTA) and/or SUE services Utility Coordination Collection of traffic counts and preparation of traffic studies Traffic Signal design services Assisting with public information meetings Environmental/Historic/Cultural Resource studies and/or NEPA documents Construction Engineering & Inspection Services for small to medium construction projects Stormwater Inspection and Field Consultation Services Lighting Design Design services performed in accordance with the GDOT Plan Development Process for

State/Federal Grant funded projects Sidewalk, multi-use trail design Permitting services including Erosion, Sedimentation, and Pollution Control Plans, environmental permits (wetlands, state waters buffers, etc.), Streetscape/Landscape Architecture services Minor Bridge/culvert and retaining wall design services Hydraulic and Hydrological Studies Geotechnical Studies (Bridge and/or Wall Foundation Investigation, Soil Survey) Bid Document Preparation and Bid Assistance Emergency Response Assistance for Field Assessment, Dam Assessment, and Cost

Estimating

Program Management Support Other services as authorized by the City of Duluth and/or the URA

While this list may not cover every potential situation, if there is something on this list your team is unable to fulfill, you must note that in your proposal so that if selected, you are not assigned a task for which you do not have the expertise. It is critical that between the two (or more) contracts held by the City and/or the URA, that every specialty is covered.

3.4 General Information

1. It is extremely important that project schedules are met. Only those firms or teams with the necessary resources and a commitment to complete all work on schedule should submit a Statement of Qualifications (SOQ).

2. Consultant(s) should assume a contract start date of January 1, 2026.

3. Firms are expected to be very knowledgeable about the Plan Development Process (PDP) and be proactive in meeting the requirements of the PDP with minimal oversight by City of Duluth and/or the URA.

4. Consultant must be pre-qualified for work with Georgia Department of Transportation for the following services and MUST include proof of each category in their SOQ package. Failure to do so may disqualify your package from further consideration.

a. 1.06(a) - NEPA

b. 1.06(b) - History

c. 1.06(c) - Air Quality

d. 1.06(d) - Noise

e. 1.06(e) - Ecology

f. 1.06(f) - Archaeology

g. 1.06(g) – Freshwater Aquatic Surveys

h. 1.10 - Traffic Studies

i. 1.13 – Non-Motorized Transportation Planning

j. 3.01 Two-Lane or Multi-Lane Rural Generally Free Access Highway Design

k. 3.02 Two-Lane or Multi-Lane With Curb and Gutter Generally Free Access highway

Design

l. 3.06 - Traffic Operations Studies

m. 3.07 – Traffic Operations Design

n. 3.08 – Landscape Architecture

o. 3.10 – Utility Coordination

p. 3.12 – Hydraulic and Hydrological Studies (Roadway)

q. 3.13 – Facilities for Bicycles and Pedestrians

r. 3.15 - Highway Lighting

s. 5.01 – Land Surveying

t. 5.02 – Engineering Surveying

u. 5.08 – Subsurface Utility Engineering

v. 6.01(a) – Soil Survey Studies

w. 6.04(a) – Laboratory Materials Testing

x. 6.04(b) – Field Testing of Roadway Construction Materials

y. 6.05 – Hazardous Waste Site Assessment Studies

z. 8.01 – Construction Supervision

aa. 9.01 – Erosion, Sedimentation, and Pollution Control and Comprehensive Monitoring

Program

bb. 9.03 – Field Inspections for Compliance of Erosion and Sedimentation Control

Devices Installation

A current copy of the GDOT prequalification certificate is required from the Prime and each subconsultant on the team.

5. City of Duluth and the URA each expect to liaison with a single project manager representing the team.

6. The City and the URA may select the best qualified consultant(s) based on the information received from interested firms as a result of this solicitation. If necessary, virtual shortlist interviews will be held the week of October 20, 2025.

7. City of Duluth and the URA reserve the right to cancel any and all Requests for Qualifications as it applies to them, at any time when it is determined to be in the best interest of the City and/or the URA, respectively.

8. City of Duluth and the URA also reserve the right to increase, reduce, add or delete any item in this solicitation as deemed necessary.

9. City of Duluth strongly encourages the participation of Disadvantaged Business Enterprises (DBE) filling prime and sub roles where appropriate. Any selection made as a result of this notice will be made without regard to race, color, religion, sex, or national origin.

10. City of Duluth anticipates two or more Master Services Agreements to be awarded as a result of this solicitation. The City of Duluth Urban Redevelopment Agency anticipates one or more Master Services Agreements to be awarded as a result of this solicitation.

11. Generally, the City’s and URA’s position is not to provide debriefings until after the contract has been awarded, except for firms disqualified during the Due Diligence Process, in which case a Pre-Award Debriefing can be requested following Due Diligence. For these contracts, Pre-award debriefings would be provided after the announcement of the short-listed firms within the time period posted on the website. All requests must be made and scheduled within this time frame. Any request outside of this time period will be accommodated only at the discretion and convenience of the City’s staff.

12. It is the responsibility of all firms interested in submitting Statement of Qualifications (SOQs) for this advertisement to routinely check the posting on the City’s website and the

State Procurement Registry for any revisions to this RFQ.

13. Incomplete submittals will not be considered. Late submittals will not be accepted.

4.0 STATEMENT OF QUALIFICATION SUBMISSION AND EVALUATION

4.1 Process for Submitting Statement of Qualification

4.1.1 Preparation of Statement of Qualification

Each Statement of Qualification should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete presentation.

4.1.2 Packaging of Statement of Qualification

Technical Submittal (4 originals and 1 Thumb Drive)

a. Administration Documents

b. Technical Statement of Qualification, addressing all requirements in Section 3.0 and limited to 20 pages. To help with the review, please use the following order:

• Qualification, Experience, and Makeup of the Team

• Qualifications and Experience of the Project Manager

• Task Order Narrative

• References

c. Appendix C Rate Schedule shall be submitted with the Qualification Package (same box) but must be in a separate sealed envelope. No rate information shall be included in the technical statement of qualification package.

Mark the package as follows:

Name of Company Phone Number and Point of Contact for Company

RFQ # CP26-001

Due date: September 18, 2025 @ 11:00AM Local Time

4.1.3 Submission of Statement of Qualification

Statement of Qualification package, including separate sealed envelope with Appendix C Rate Schedule, must be submitted in a sealed package to the following address:

CITY OF DULUTH

Office of the City Clerk

3167 Main Street

Attn: Ms. Teresa Lynn

Any Statement of Qualification received after the due date and time will not be evaluated.

4.2 Evaluation Process

The evaluation of Statements of Qualifications received on or before the due date and time will be conducted in the following phases. First, the Statement of Qualifications will be evaluated as “Responsive” or “Non-Responsive” based on whether the page count is within limits and whether all required forms are submitted and signed. Then, the evaluation committee will evaluate the remaining Statement of Qualifications based on stated evaluation criteria. The evaluation committee may recommend three to five (or more at their discretion) of the highest scoring offerors to be interviewed. If there is a natural break in the scores, the evaluation committee may recommend awards to the highest ranking firms without seeking interviews.

4.2.1 Administrative Review

The Statements of Qualification will be reviewed by the listed procurement official for the following administrative requirements:

1. Submitted by deadline.

2. Sealed Technical Submission of Statement of Qualification with separate sealed envelope for Appendix C Rate Schedule. No hourly rates shall be disclosed in the technical statement.

3. All required documents have been submitted.

4. All documents requiring an original signature have been signed and are included.

4.2.2 Mandatory Requirements Review

Statements of Qualification which pass the administrative review will then be reviewed by the Technical Evaluation Team to ensure all requirements identified in Section 3.0 are addressed satisfactorily.

4.2.3 Technical Statement of Qualification Evaluation – Step I

In this phase, the Technical Evaluation Committee will evaluate the quality and completeness of each technical submittal as it addresses each requirement of the RFQ. The RFQ carries a total weight of 100 points. Technical submittals will be evaluated by a minimum of three (3) independent reviewers and scored in four categories. Each category is assigned a maximum point value.

Firms will be evaluated and rated based on the criteria below:

1. Qualification, Experience, and makeup of the Team - 40 points max.

Basis of Evaluation

• Experience and expertise of team members, including any subject matter experts, specific to local governments as well as other clients

• Knowledge and proven experience with current design criteria, software, GDOT/FHWA/AASHTO guidelines and policy, and GDOT PDP

• Organizational Chart (Comprehensive? Complete? DBEs? SMEs?)

• Quality assurance and quality control procedures

2. Qualification and Experience of the Project Manager – 25 points max.

Basis of Evaluation

• Number of local governments PM has worked with or for, and number and description of projects completed for said local governments in the role of PM.

• Education, licensure, certifications, and number of years of applicable work experience.

• Demonstrated experience in managing scope, schedule and budget for municipal clients

(This can be displayed in a chart or a list, if preferred, to demonstrate track record.)

3. Task Order Narrative – 25 points max.

Basis of Evaluation

• Offeror’s proposed Project Manager shall write a narrative describing how he/she would handle a task order from the City of Duluth (or from the URA) from beginning to end, if one were to be awarded. Narrative must show an understanding of how to work with municipal government in terms of expectation and familiarity with our codes, processes, budgets, scope development, coordination with other governments, coordination with our citizens, and other nuances specific to local government. Describe your role as the PM, roles of others (such as design team, subconsultants, other municipal staff) involved in the process, unique requirements specific to local government, and timelines.

• Local government is different than County, State, and Federal clients. Expectations, timelines, and degree to which the consultant must understand the community are critical elements to the success of any task order.

4. References – 10 points max.

Provide the contact name, organization, phone number and email address for at least 2 references prime consultant has worked with in the past 5 years, and 2 references specific to the Project Manager. A minimum of two references will be contacted to confirm the consultant’s history of project performance and project manager performance. If project manager is new (less than one year with prime firm), provide additional references specific to the project manager from his/her previous employment. Please be sure your contact information is correct, and the reference is responsive. Unresponsive or unreachable references will affect your score for this section. The City and the URA reserve the right to reach out to references not listed in your qualification package.

Basis of Evaluation:

• Satisfaction with services performed

• Satisfaction with and responsiveness of Project Manager on similar projects

4.2.4 Submittal Requirements

Failure to meet these requirements may result in the Statement of Qualification being determined “non-responsive” and the entire submittal will be rejected.

The submittal should be divided into three sections.

• Administration Documents (Firm identification sheet, COI, Signed RFQ cover sheet, RFQ forms, signed addenda sheets, GDOT prequalification forms for Prime and subs, E-verify forms, other forms as required). (No page count in this section.)

• Statement of Qualifications (Not to exceed 20 pages).

• Appendix C Rate Schedule in separate sealed envelope.

The Statement of Qualification Sections should be further outlined under the following headings based on the Criteria #1 - #4:

• Qualification, Experience, and Makeup of the Team

• Qualifications and Experience of the Project Manager

• Task Order Narrative

• References

1. The Statement of Qualification Section shall be no more than twenty pages in total: Ten

(10) double-sided, 8½ x 11 pages. If so desired, a single sided 11 x 17 page can be used for the organizational chart, and it will count as one page in the 20-page limit. The 20-page limit does not include the tab pages. Tabs should not include additional information, ONLY the tab information. A cover letter, while optional, will count toward the 20-page limit. ONLY 20 PAGES WILL BE REVIEWED. Any other supplemental information and pages outside the page limit will not be reviewed and may be grounds for disqualification.

2. In the “Administration Documents” section of the submittal, include a Firm Identification Sheet. Provide firm name, address, telephone number, e-mail address for the primary contact person, former firm names, official Georgia address (if applicable), joint venture partner information (if applicable), and sub-consultants to be used by the firm. If the firm has branch offices, state which office will be doing the majority of the work. Offeror shall specify how long the individual/company submitting the Statement of Qualification has been in the business of providing services similar to those requested in this RFQ and under what company name.

On this same sheet, provide the following information for prime and sub-consultant(s) for the last three (3) years: average and maximum number of permanent employees. For firms having offices other than the local office, this information should be listed for both the local office and the firm as a whole. A chart with this information will suffice. The firm identification sheet will not count toward the 20-page limit.

3. In the “Administration Documents” section of the submittal, include a sample copy of the

Prime’s insurance certificate with the current insurance limits listed. If a sample is not available, you may list the insurance carrier name and your current limits. This will not count toward the 20-page limit. Failure to include this information may result in disqualification.

4. Included on the organizational chart, provide the names of key personnel (Principal, Project Manager, Lead Engineer, Landscape Architect, QC/QA Engineer, etc.) who will perform the work. Personnel information should include professional registrations [type, number, and state(s) where registered], years of experience, years with firm, actual work performed by the individual (ie – is his/her experience in management, design, quality control, or drafting). This can be listed under the graphic, in chart form, if more convenient. Brief bios for key staff can be included to emphasize previous relevant work experience.

5. The consultant’s proposed project manager shall be identified and must be a professional engineer licensed in Georgia. A resume for the Project Manager shall be included in the “Qualification and Experience of Project Manager” section and will count toward the 20 page limit.

6. Consultants shall clearly indicate in the submittal package the designated staff person that will act as the primary point of contact with the City. It is expected that this individual is the Project Manager. However, in certain circumstances this in not the case.

Make sure you identify your point of contact.

4.2.5 Interviews – Step II (optional, to be scheduled only as needed)

If necessary, the City and/or URA may choose to conduct interviews with the top 3-5 offerors.

If so, interviews will be worth up to 25 points. The City may schedule these interviews after the short list is finalized. Each offeror invited to interview with the City and/or URA would have a 30 minute virtual time slot for Q&A. No presentation is expected. Qualification evaluation scores would be added to the interview scores, and the list of offerors would then be ranked in order. The evaluation committee will then recommend award of contracts to the top two (or more) scoring teams to the City and/or to the URA. Additional teams may be selected if it is in the City’s and/or URA’s best interest to do so.

Final awards for the City’s contracts must be approved by the Duluth City Council. Final awards for the URA’s contracts must be approved by the URA.

4.3 Rejection of Statement of Qualification/Cancellation of RFQ

The City and URA reserve the right to reject any or all Statements of Qualification, to waive any irregularity or informality in a Statement of Qualification, and to accept or reject any item or combination of items, when to do so would be to the advantage of the City and/or the

URA. It is also within the right of the City and the URA to reject Statements of Qualification that do not contain all elements and information requested in this document. The City and URA reserve the right to cancel this RFQ at any time. Neither the City nor the URA will be liable for any cost/losses incurred by the Offerors throughout this process.

4.4 City’s/URA’s Right to Investigate and Reject

The City and/or the URA may make such investigations as deemed necessary to determine the ability of the offeror to perform the services specified.

4.4.1 References

Offeror shall provide references based on Section 4.2.3. These references may be contacted to verify offeror’s ability to perform the contract. The City and the URA reserve the right to use any information or additional references deemed necessary to establish the ability of the offeror to perform the conditions of the contract whether or not those references were provided in the offeror’s qualification package. Negative references may be grounds for Statement of Qualification disqualification.

5.0 TERMS AND CONDITIONS

5.1 RFQ Amendments

The City and/or the URA reserve the right to amend this RFQ prior to the Statement of Qualification due date. All amendments and additional information will be posted to the City’s website at: www.duluthga.net. Offerors are encouraged to check this website frequently.

5.2 Statement of Qualification Withdrawal

A submitted Statement of Qualification may be withdrawn prior to the due date by a written request to the Office of the City Clerk. A request to withdraw a Statement of Qualification must be signed by an authorized individual.

5.3 Cost for Preparing Statement of Qualification

The cost for developing the Statement of Qualification is the sole responsibility of the Offeror. Neither the City nor the URA will provide reimbursement for such costs.

5.4 Conflict of Interest

If an Offeror has any existing client relationship that involves the City of Duluth or the URA, the Offeror must disclose each relationship in the forms provided in this solicitation. If there is no place on these forms that matches your specific situation, write it in on one of the forms.

Failure to disclose may be grounds for disqualification.

http://www.duluthga.net./

5.5 Compliance with Laws

The Consultant shall comply with all City, State of Georgia and Federal laws, rules, and regulations.

5.6 Governing Terms

This RFQ expressly limits acceptance to the terms stated below. Any additional or different terms proposed by Consultant and expressed in any form (acknowledgements, confirmations, invoices, catalogs, brochures, technical data sheets, etc.), whether before or after Consultant’s receipt of this contract, shall not be binding upon City or the URA. City’s/URA’s silence or acceptance of the materials shall not constitute consent to such additional or different terms.

5.7 Indemnification

To the extent allowed by law, Consultant shall be responsible for and shall indemnify and hold City and URA (as applicable) harmless from any and all claims, demands, costs, damages and expenses of whatever nature (including, without limitation, attorney’s fees) relating to or arising from (a) Consultant’s breach of any of the representations and warranties contained herein; (b) Consultant’s failure to follow City’s specifications; (c) Consultant’s other breach of the terms hereof; or (d) any other act(s) or omissions(s) of Consultant, its employees, independent contractors, agents, and suppliers.

5.8 Corrections/Credits

At City’s or URA’s (as applicable) option, Consultant shall either issue an appropriate credit or undertake, at Consultant’s sole cost, corrections to materials made necessary by reason of Consultant’s failure to follow proper specifications or Consultants’ other breach of the terms hereof. The remedies afforded City/URA in this paragraph are in addition to, not in lieu of, any other remedy herein or provided by law or equity.

5.9 Insurance

Consultant shall maintain the following insurance (a) comprehensive general liability, including blanket contractual, covering bodily injuries with limits of no less than $1,000,000.00 per person and $1,000,000.00 per occurrence, and property damage with limits of no less than $1,000,000.00 per occurrence; and (b) statutory worker’s compensation insurance, including employer’s liability insurance. In addition to above general coverages, consultant shall maintain Professional Liability Insurance with limits of $2,000,000 per occurrence and in aggregate. All insurance shall be provided by an insurer(s) acceptable to City/URA and shall provide for thirty (30) days prior notice of cancellation to City/URA.

Upon request, Consultant shall deliver to City/URA a certificate or policy of insurance…