2026 RFP for UDC Rewrite Comp Plan Update (2.pdf

ITB 27-001 Unified Development Code Re-Write & Comprehensive Plan Update Page 1 of 32

CITY OF GRIFFIN, GEORGIA

INVITATION TO BID / REQUEST FOR PROPOSALS

BID #27-001

FOR

Unified Development Code Re-Write and Comprehensive Plan Update

For all questions about this Bid contact:

Suzanne Partin lpartin@cityofgriffin.com

Deadline: Friday, August 7, 2026, at 2:00 PM mailto:lpartin@cityofgriffin.com

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IMPORTANT

SUBMITTAL REQUIREMENT

Submittals must be properly labeled to ensure they are not inadvertently opened before the designated time.

Affix the label below to the outside of the sealed submittal envelope or delivery package.

If the label below is not used (i.e. in case of some delivery services), it is the supplier’s responsibility to ensure that the information is on the OUTSIDE of the delivery package. Submissions that do not comply may be rejected.

Submittals must also include the required number of copies specified in section 1.2.

Please make sure either the label below or the information on the label appears on the OUTSIDE of the delivery package and is clearly visible. There may be multiple solicitations open at any given time and if the sender organization and bid number are not discernable, your response may not be recorded as properly received.

RESPONSE SUBMITTAL

DELIVER TO:

CITY OF GRIFFIN

PROCUREMENT – 3RD FLOOR

100 S HILL STREET

PO BOX T

GRIFFIN, GA 30224

BID/PROPOSAL #: 27-001

BID/PROPOSAL NAME: Unified Development Code Re-Write and Comprehensive Plan Update DUE ON OR BEFORE: Friday, August 7, 2026 at 2:00 PM

COMPANY NAME:

COMPANY ADDRESS:

CONTACT NAME:

CONTACT PHONE & EMAIL:

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1. SECTION I – BID INFORMATION

1.1. PURPOSE

1.2. SCHEDULE OF EVENTS

DATES

1.3. SCOPE OF WORK

1.4. PACKAGING/SUBMISSION REQUIREMENTS

1.5. EVALUATION CRITERIA

2. SECTION II – GENERAL TERMS AND CONDITIONS

2.1. RESTRICTIONS ON COMMUNICATIONS WITH STAFF

2.2. PUBLIC DISCLOSURE AND PROPRIETARY INFORMATION

3. SECTION III –OVERVIEW AND PROCEDURES

3.1. COMPANY BACKGROUND & EXPERIENCE

3.2. REFERENCES

3.3. BID REQUIREMENTS

3.4. INSPECTION AND ACCEPTANCE OF EQUIPMENT (FOR PURCHASE)

3.5. STATEMENT OF EXPERIENCE AND QUALIFICATIONS

3.6. NON-COLLUSION AFFIDAVIT

3.7. HOLD HARMLESS AND INDEMNIFICATION

3.8. BID BONDS (Bid, Performance, Payment)

4. SECTION IV – OTHER GENERAL SPECIFICATIONS

4.1. LIQUIDATED DAMAGES……………………………………………………………………………………………………………………….…….

4.2. FORCE MAJEURE

4.3. SUPPLIER'S INVOICE

4.4. TAX LIABILITY

4.5. PAYMENT

4.6. ESTIMATED QUANTITIES

4.7. ASSIGNMENT OR NOVATION OF CONTRACT

4.8. TERMINATION FOR CAUSE

4.9. TERMINATION FOR CONVENIENCE

4.10. TERMINATION FOR FUND APPROPRIATION

4.11. CHANGES

4.12. REPORTING DISPUTES

5. SECTION V –INSURANCE REQUIREMENTS

5.1. STANDARD INSURANCE REQUIREMENTS

5.2. OTHER INSURANCE PROVISIONS

6. REQUIRED IMMIGRATION/ENTITLEMENT AFFIDAVITS FOR GEORGIA

6.1. VENDOR/CONTRACTOR AFFIDAVIT

6.2. SUBCONTRACTORS

7. TITLE VI

BID #27-001

SUPPLIER REGISTRATION

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INVITATION TO BID

27-001

Unified Development Code Re-Write and Comprehensive Plan Update

1. SECTION I – BID INFORMATION

Information in this section is bid-specific. Any conflicting information stipulated in this section shall supersede the General Terms & Conditions noted in Sections II - VII.

1.1. PURPOSE

The City of Griffin invites qualified consultants to submit a proposal responsive to the issues outlined in this request for proposals to provide an update to the 2023 – 2043 Comprehensive Plan and Re-Write to the Unified Development Code. This will be a two-part project, potentially spanning two fiscal years, with the Unified Development Code Rewrite completed as Part 1 and the Comprehensive Plan Update completed as Part II. The Comprehensive Plan Update must be completed, approved, and adopted no later than October 31, 2028.

The Consultant shall first assist the City of Griffin in obtaining and utilizing community and stakeholder input to develop a complete rewrite of our Unified Development Code for presentation and adoption by the City’s Board of Commissioners in accordance with Georgia Zoning Procedures Law.

The Consultant will then assist the City of Griffin to develop and adopt an Update to the Comprehensive Plan that meets or exceeds the minimum standards for local comprehensive planning as outlined in the Rules of the Georgia Department of Community Affairs (DCA), O.C.G.A. Chapter 110-12-1, effective October 1, 2018, or the most recent version available during the contract period.

Potential respondents, including sub-consultants, are asked to prepare a proposal including a statement of qualification of the firm, project approach, proposed project timeline, team qualifications, the time frame for accomplishing the work, the fee required to perform the work and references listing previous comparable assignments.

The selected consultant must be capable of preparing maps in Arc/Map registered in Georgia State Plane West NAD 1983 coordinates. The City of Griffin reserves the right to award a consultant contract to the firm whose proposal and any resulting negotiations are deemed to be in the best interest of the City as de.

The City of Griffin (City), in accordance with Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d to 2000d-4, as amended by The Civil Rights Restoration Act of 1987, hereby notifies all suppliers that no person shall on the grounds of race, color, national origin, sex, age, and handicap/disability, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity conducted by the City regardless of whether those programs, services, and activities are federally-funded or not. Further, it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 23 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, sex, age, handicap/disabled in consideration for an award.

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1.2. SCHEDULE & SUMMARY

This Invitation to bid will be governed by the following schedule and criteria:

DATES

Release of Request Wednesday, July 1, 2026 Pre-Bid Meeting* No Questions Due Friday, July 24, 2026 Responses Due Friday, August 7, by 2:00 PM

Copies of Bid Response Required Two, in addition to one (1) original and one (1) digital Public Opening No Bonds Required Yes; Performance/Payment Bonds ONLY are required prior to contract award (item 3.8). Bid bonds are not required for submission of a response Project Manager Michelle Haynes, mhaynes@cityofgriffin.com only technical, cc procurement Procurement Coordinator Suzanne Partin, lpartin@cityofgriffin.com

* The purpose of this meeting will be to provide those interested with an oral presentation of the City’s requirements and to allow for the presentation of questions. Although attendance at the pre-bid meeting is not mandatory, it is considered as part of the evaluation criteria and attendance, or non-attendance will receive either bonus points or demerits applied to the evaluation scores. All interested parties are ‘strongly’ urged to attend. No other meeting is planned.

1.3. PART 1 UNIFIED DEVELOPMENT CODE REWRITE - SCOPE OF WORK

The Consultant will assist City staff with obtaining and utilizing community and stakeholder input, rewriting the current Unified Development Code (i.e. our Zoning Code of Ordinances), including the Land Use Map, its districts, and overlay districts for the City of City, conducting further community engagements and presenting recommendations before the public, the Planning and Zoning Board, and the City’s Board of Commissioners.

The Consultant will work with staff in ensuring the Unified Development Code and Land Use Map/districts are consistent and concise in form and based on State, Federal, Local regulations, City standards, the City’s comprehensive plan, and future needs. Changes to the current ordinances and land use map are necessary to provide for a more conventional zoning standard in newer, largely built out areas, and implement standards that support walkable, mixed-use neighborhoods in the current and yet-to-be developed areas of the City and established neighborhoods.

The final work product will be developed in conjunction with City staff, but the scope of work should include the following:

1.3.1. DIAGNOSIS OF UNIFIED DEVELOPMENT CODE:

1.3.1.1. The Consultant will work closely with City staff in producing a diagnosis of the existing Unified Development Code.

1.3.1.2. The Consultant will review for consistency between established zoning districts, regulations and existing conditions. The reviews will include but are not limited to the City of Griffin 2023-2043 Comprehensive Plan, LCI Studies and any other related plans.

1.3.1.3. The Consultant will review and identify Plan Goals, Objectives, and Recommendations to ensure the new Unified Development Code will be consistent and cohesive with planning documents.

1.3.1.4. The Consultant shall identify any issues that need further review and provide an outline for needed meetings that will establish content and regulations and any amendments.

1.3.1.5. The Consultant will review and make recommendations on all specific zoning districts and review all procedures and make recommendations on best practices to be incorporated for all boards and commissions. This should include the most efficient timeline while ensuring each board and mailto:mhaynes@cityofgriffin.com

ITB 27-001 Unified Development Code Re-Write & Comprehensive Plan Update Page 6 of 32 commission, as well as the public, have adequate time to review and make informed decisions on proposals.

1.3.2. REVIEW OF THE DEVELOPMENT REGULATIONS:

1.3.2.1. The Consultant will review the current zoning and overlay districts and will create new districts that will reflect the internal process of the City.

1.3.3. ZONING MAP:

1.3.3.1. The Consultant will update the zoning map to match new districts, amendments, overlay districts, and other changes.

1.3.4. REVIEW OF THE FEE STRUCTURE:

1.3.4.1. The Consultant will review the current fee structure for development and permitting fees. The review will include but is not limited to recommendations for fees related to trades, building permits, engineering review fees, inspections, and zoning fees.

1.3.5. COMMUNITY ENGAGEMENT / PUBLIC OUTREACH:

1.3.5.1. 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 Unified Development Code, 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 virtual meetings with the stakeholder groups.

1.3.6. EVALUATION OF EXISTING NEIGHBORHOODS, CORRIDORS, AND DISTRICTS:

1.3.6.1. The City of Griffin contains many unique areas that will warrant context-sensitive regulations.

Staff will work with the consultant to identify these areas and new areas.

1.3.7. DRAFTING THE DOCUMENT:

1.3.7.1. The Consultant will prepare at least three (3) drafts of the zoning ordinances with overlays, including graphics, for review by staff and the stakeholder committee(s), culminating in a final version to be acted upon by the Planning and Zoning Board and the Board of Commissioners.

1.3.8. EXECUTIVE SUMMARY REPORT:

1.3.8.1. The Consultant will prepare executive summaries describing recommendations and a supporting document describing the process, meeting attendance, and stakeholder interviews.

1.3.9. PRESENTATIONS:

1.3.9.1. Minimum five (5). At least one of the five presentations shall include an informal, interactive session.

1.3.10. INTEGRATION OF THE NEW ORDINANCE INTO USER-FRIENDLY FORMATS:

1.3.10.1. The Consultant will work with City staff as well as its information technology vendors to make the newly written ordinance accessible and interactive with the public.

1.3.11. STAFF TRAINING

1.3.11.1. 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.

1.3.12. LEGAL REVIEW:

1.3.12.1. Provide a legal opinion on the enforceability of the Unified Development Code. Address any concerns by the City’s Attorney or City staff prior to finalizing the draft.

1.3.13. DELIVERABLES:

1.3.13.1. Digital copy of all documents, including 15 copies of the final report and zoning ordinance which include the amended maps.

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1.4. PART 2 COMPREHENSIVE PLAN UPDATE - SCOPE OF WORK

The Consultant will update the currently adopted Comprehensive Plan for the City of Griffin in accordance with all the rules of the Georgia Department of Community Affairs, Office of Planning and Quality Growth and associated State and Federal laws.

The plan should incorporate sub-plans and studies that have been completed since the adoption of the City of Griffin Comprehensive Plan in 2023. These include, but are not limited to:

• West Griffin Livable Centers Initiative (LCI)

• Griffin Town Center Livable Centers Initiative (LCI)

• Thomaston Mill Neighborhood Redevelopment Plan

• Downtown Griffin Redevelopment Plan

• North Hill Street Redevelopment Plan

• Southwest Griffin Redevelopment Plan

• Griffin Consolidated Housing and Community Development Plan

• Griffin Spalding Comprehensive Transportation Plan

• The City of Griffin Wastewater Management Plan

• The City of Griffin Stormwater Management Plan

• The City of Griffin Water Master Plan

• Future in the GRaSP – The Griffin & Spalding County Housing Study

1.4.1 REQUIRED COMPONENTS

1.4.1.1 Identification of Community Goals

The City of Griffin’s Community Goals element should be updated to effectively represent the community’s vision and direction for the future. The Consultant will lead interactive discussions with the community, staff, and stakeholders to gain meaningful participation and input to either prepare a new vision statement, list of community goals and/or policies, or Character Area-specific goals along with a defining narrative. This should be an organic process that allows the community to actively participate in setting the City’s direction for the future.

1.4.1.2 Needs and Opportunities

The Consultant will assist the City staff and community stakeholders in establishing a Needs and Opportunities list. The list will be developed through the SWOT (strengths, weaknesses, opportunities, and threats) or similar analysis of the community and then prioritized as community objectives. Needs and Opportunities that the community identifies as high priority must be followed-up with corresponding implementation measures in the Community Work Program (CWP).

1.4.1.3 Community Work Program

The Consultant will provide a full update to the Community Work Program to incorporate the Needs and Opportunities identified during the process and recommend implementation measures and specific activities the community plans should undertake during the next five years to address the priority Needs and Opportunities, identified Target Areas (if applicable), or to achieve portions of the Community Goals. This includes any activities, initiatives, programs, ordinances, administrative systems (such as site plan review, etc.) to be put in place to implement the plan. The Community Work Program will include the following information for each listed activity:

• Brief description of the activity

• Legal authorization for the activity, if applicable

• Timeframe for initiating and completing the activity

• Responsible party for implementing the activity

• Estimated cost (if any) of implementing the activity

• Funding source(s), if applicable

• Time demands of staff

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1.4.1.4 Broadband Services Element

The Consultant will assist in providing an action plan for the promotion of the deployment of broadband services by broadband service providers into underserved areas within the City of Griffin.

The plan must describe steps for the promotion of reasonable and cost-effective access to broadband to parts of Griffin designated by the Department of Community Affairs as unserved. The goal of the plan shall be to achieve certification as a Broadband Ready Community or designation of facilities and developments as Georgia Broadband Ready Community Sites.

1.4.2 ADDITIONAL COMPONENTS

1.4.2.1 Population: Demographic statistics will be inventoried per the DCA requirements. The primary data source used will be the latest available U.S. Census data. More recent estimates will be used to supplement the Census data and identify where immediate trends have shifted or accelerated.

1.4.2.2 Economic Development: The Consultant will identify any new Needs and Opportunities related to economic development and vitality of the community. Some considerations include but are not limited to:

• Demographic overview and analysis

• Socioeconomic analysis

• Quality of local labor force

• Effectiveness of local economic development agencies, programs and tools

• Infrastructure and commuting analysis

1.4.2.3 Land Use: Consultant shall review the current land use and character area maps which need updating. The land use element for the City of Griffin has remained virtually unchanged over the last two updates and needs a fresh approach.

1.4.3.4 The remaining elements consisting of Housing and Transportation shall be reviewed and updated as determined necessary through the process. The shall also provide consistency with the Regional Water Plan and meet the needs of State Environmental Planning Criteria as administered by the Georgia Department of Natural Resources.

1.4.3 GIS DATA COLLECTION AND ORGANIZATION

1.4.3.1 The Client anticipates the use of spatial data compiled in GIS, including all data layers necessary to develop the Existing Land Use Map. Population and demographic trends, political jurisdictions, natural and cultural resources areas, and community facilities and services will be located and compiled into spatial data layers to allow the creation of data overlays that will be used to create the Existing Land Use Plan and the Future Land Use Map, and to facilitate discussion in Stakeholder meetings, public meetings, meetings with the staff and other officials, and future use of the plan. Mapping will be coordinated with the RDC and DCA to ensure that the plan addresses regional and State-wide concerns. Data layers will be provided in the form of ESRI Shapefiles, and the Consultant will coordinate with the projection information for the Shapefiles with the County. Existing GIS data will be utilized to take advantage of the knowledge and experience currently imbedded in existing database schemas. Other database objects that will be addressed are the transportation network and other components, which will have the opportunity to interact with these databases. The purpose of the database design is to ensure that the design looks at the big picture.

Taking this approach will help to identify as many database objects as possible to produce a design that will be thorough while still retaining the ability to scale the design in the future.

Key GIS Maps for Production or Updates:

• Location Map

• Existing Land Use Map

• Future Land Use Map

• Areas Requiring Special Attention Map

• Natural Features Map – Conservation Areas showing planned green space areas, parks and recreation areas and scenic views and sites.

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• Existing Transportation Facilities Map – Road network and classifications, bicycle/pedestrian and other transportation facilities as appropriate.

• Transportation Plan Map – Proposed improvements to the road network and other transportation facilities as appropriate (including pedestrian and bike facilities).

• Community Service Facilities Map – Existing and proposed public safety facilities, hospitals and other public health facilities, parks and recreation facilities, general government administrative facilities, educational facilities, libraries and other cultural facilities within the City of Griffin.

1.4.4 STATE & REGIONAL REVIEW REQUIREMENTS

1.4.4.1 The Comprehensive Plan Update requires review by Three Rivers Regional Development Commission and the Georgia DCA. The Consultant will work with TRRDC and DCA during the review process to revise/reconcile any issues or compliance deficiencies. This task must be secured before the Plan is adopted by the City.

The following responsibilities are anticipated to be part of the consultant’s scope of work:

• Meet with the client staff as appropriate to program the anticipated schedule for the proposed planning process. The established deadline for the completion of the comprehensive plan is October 31, 2023, including the necessary review period for the Department of Community Affairs (DCA) and the Three Rivers Regional Development Commission (TRRDC).

• Work with Client’s staff to identify the availability of key dates and locations for meetings with the elected officials, staff, community stakeholders, and public workshops.

• Preparation of the plan elements described above.

• Gather data and analysis to support the plan components and plan elements. This includes outside data as well as City resources.

• Develop a detailed public engagement outreach / participation plan designed to inform community stakeholders and the general public on the benefits of the Comprehensive Plan.

• Facilitation of public meetings, web / social media interaction, and participatory exercises (charrettes, visioning sessions, etc.) to help stakeholders and citizens set a vision for the City. (5 stakeholders meetings and 2 or 3 public meetings). Stakeholder meetings may be conducted virtually or by conference calls.

• Online portal providing community input without attending public meetings. Information gained from this online portal will provide those community members with health concerns to participate.

• Facilitation of meetings with elected officials. (2 or 3 presentation meetings)

• Review of existing zoning, development regulations and other ordinances to recommend revisions to make them consistent with the updated Comprehensive Plan.

• Integrate any existing information on the plan elements provided in previous Comprehensive Plans or other planning documents or studies into the Comprehensive Plan Update.

• Preparation of the revised Comprehensive Plan in digital (PDF and GIS format) and hard copy formats

(10 copies of the Comprehensive Plan including color maps) of the final products adopted by resolution by the City Board of Commissioners.

• Prepare public presentation materials: The Consultant will prepare a PowerPoint presentation summarizing key provisions in the Comprehensive Plan Update for the purposes of providing information to citizens, stakeholders, vision committees and elected officials who will be attending hearings and considering adoption of the Plan.

• Prepare draft resolution: The Consultant shall prepare a draft resolution to the Board of Commissioners for adoption of the Comprehensive Land Use Plan as required by law.

• Upon completion of the Comprehensive Plan elements, those documents will be made available for public review on the City website and a public hearing will be scheduled and advertised per the legal requirements of the City. Two public hearings will be held to allow additional public input prior to adoption of the resolution for the Comprehensive Plan by the City’s governing body.

• Regional Compliance Review: After the transmittal resolution is adopted by the City’s governing body, ITB 27-001 Unified Development Code Re-Write & Comprehensive Plan Update Page 10 of 32 the Consultant will submit the resolution and Comprehensive Plan to the TRRDC for their review.

Should the RDC have any questions, the Consultant will work with the RDC to revise/reconcile any issues or compliance deficiencies. If requested by the RDC, the Consultant will attend any regional review hearings that are scheduled.

1.5. PACKAGING/SUBMISSION REQUIREMENTS

Consultants are requested to submit two (2) h a r d copies, in addition to one (1) original and one (1) digital copy of the proposal package to meet the requirements of the items listed below:

1. Provide a description of the services proposed and approach to the work that addresses the issues elaborated above. Describe your firm’s capabilities to perform the variety of analytical product development tasks found in this RFP.

2. Provide resumes for the key staff performing the analysis, planning, meeting facilitation, graphics, preparation, project management and project administration for this project. Highlight past experiences that demonstrates familiarity with the variety of issues that this plan must address. Provide references including contact name, phone number for master planning assignments of a similar nature and scope performed within the last five years. Submit one copy of a comparable plan report that best represents your firm’s capabilities for a project of this scope.

3. Provide a graph describing the time schedule for completing each part of this project with critical path dates shown. Include on the graph points in time when specific percentage of the total task will be completed. The Consultant will be expected to invoice for the project in increments based upon the percentage complete break points shown on the timeline graph.

4. Provide an itemized fee schedule for ALL services and deliverables described in the RFP, which shall include the cost for all labor, materials, and deliverables required to complete this project. The City of Griffin shall not further reimburse the consultant for miscellaneous expenses (mileage, travel, phone expenses, printing, photography, etc.)

5. Provide a list of consultant’s current projects (workload).

6. Special Consideration shall be given to a full explanation as to how the consultant will complete the scope of work for each phase.

7. Preference shall be given to consultants located in Georgia

The following information and/or documents MUST be included with the supplier’s response and in the order listed below:

a. ___ Information/Cover Page (supplied)

b. ___ Bid Response Disclosures & Acknowledgement sheet (supplied). Note: Non-Collusion and

Conflict of Interest Disclosures section must be notarized

c. ___ Pricing Sheet (supplied)

d. ___ References Sheet (supplied)

e. ___ Tax Compliance form (supplied)

f. ___ Company Registration paperwork – to be done online*

g. ___ Supplier Affidavit – an additional copy (showing as notarized) of the Supplier (EV) affidavit must be included with response

h. ___ Package Meeting Requirements listed in 1.5

* If a complete and compliant (both required documents uploaded) registration has been submitted online, you may include a statement that you have a completed registration on file. Instructions and forms for registration may be found on the City’s website under Resources. Note: In addition to being uploaded as part of the online registration, the Contractor and Sub-Contractor Affidavits need to be included as part of the bid submittal.

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* E-Verify documents will be required to be included with your bid response for this project as well as uploaded online to become a compliant, registered vendor.

A check list for your convenience has been provided at the end of this document. This check list is for your convenience only and should not be returned w ith the submittal.

EVALUATION CRITERIA

The City has formed a selection committee to review each proposal, conduct interviews (as needed), and generate an recommendation of the most responsive and responsible proposal considering the City’s specifications and requirements.

The recommendation for the most responsive and responsible proposal shall be based on the following criteria:

1. The approach to the work and description of services and capacities of the firm 20 pts.

2. The experience of key personnel as it relates to this project and review of references 20 pts.

3. The time anticipated to complete the assignment and the consultants understanding of the variety and progression of work tasks as demonstrated by project schedule and associated narrative 15 pts.

4. Evaluation of Fee Proposal 15 pts.

5. Evaluation of References 15 pts.

6. Quality of Proposal Document 15 pts.

MAXIMUM 100 pts.

Each of the criteria will be rated from zero (0) through one hundred (100) by each member of the selection committee.

The stated percentages will be applied to the total score for each criterion to arrive at the final evaluation score. Based upon the final evaluation scores, the selection committee may request interviews with the top three most responsive and responsible bidders, if desired.

The City reserves the right to accept the BEST-EVALUATED RESPONSE (i.e. the most responsive and responsible) as deemed by the Evaluation Committee, which may or may not be the lowest monetary response.

1.7 SPECIAL PROVISIONS

DAVIS-BACON ACT: Revisions have been made to the Davis-Bacon Wage Rates: US Department of Labor General Decision – (Executive Order 14026).

On November 22, 2021, the Department announced publication of the final rule, “Increasing the Minimum Wage for Federal Contractors.” The Department has finalized regulations to implement Executive Order 14026, “Increasing the Minimum Wage for Federal Contractors,” which was signed by President Joseph R. Biden Jr. on April 27, 2021. Executive Order 14026 states that the Federal Government’s procurement interests in economy and efficiency are promoted when the Federal Government contracts with sources that adequately compensate their workers. The Executive Order raises the minimum wage paid by those contractors to workers performing work on or in connection with covered federal contracts to $15.00 per hour, beginning January 30, 2022; and beginning January 1, 2023, and annually thereafter, an amount determined by the Secretary of Labor (Secretary).

This final rule establishes standards and procedures for implementing and enforcing the minimum wage protections of Executive Order 14026, and is effective on January 30, 2022.

https://www.dol.gov/agencies/whd/government-contracts/eo14026.

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REQUESTS FOR PROPOSAL, INVITATIONS TO BID

GENERAL PROVISIONS

Sections II - VII review the general terms and conditions. Any bid-specific information noted in Section I or in the Specifications & Response Section will take precedence.

2. SECTION II – GENERAL TERMS AND CONDITIONS

All available information, notices and addenda regarding this RFP shall be posted on the City’s website. Effective July 1, 2018, House Bill 489 requires that any solicitation extended by a municipal corporation for goods and services valued at $10,000 or more and any solicitation opportunity extended for public works subject to Chapter 91 of Title 36 of the O.C.G.A. also be posted on the Georgia Procurement Registry (GPR).

It is the Supplier’s responsibility to check the City’s website in order to confirm they have the most current information prior to submitting a response. Subsequent to the opening, all status notices will also be posted on the City’s website.

2.1. RESTRICTIONS ON COMMUNICATIONS WITH STAFF

All questions about this bid must be submitted in the following format:

Company Name

- Question Citation of relevant section of the bid

All questions regarding specification/technical issues must be in writing to the Procurement Coordinator for this bid (with a ‘cc’ to the Project Manager at mhaynes@cityofgriffin.com). The Procurement Coordinator, contact email and deadline for questions is noted in section 1.2. All responses will come from the City’s Procurement Coordinator.

All questions regarding administrative issues must be in writing to the Planning and Development Consultant:

Address: Suzanne Partin

Procurement Coordinator City of Griffin P. O. Box T, Griffin, GA 30224

Email: lpartin@cityofgriffin.com

No questions other than written will be accepted. No response other than written will be binding upon the City.

Questions will be combined into one list of questions and responses and will be posted as an addendum.

From the issue date of this request until an award has either been made or deemed closed for other reasons, institutions or individuals providing submissions are not permitted to communicate with members of the commission, the evaluation team or City employees, other than Procurement, with regard to the purpose or intent of this document. The exception to this is the submission of written technical questions to the project manager with Procurement copied. The City reserves the right to reject the submission of the offending supplier if this provision is violated.

Any updates or changes to this and related documents will be posted on the City’s website. Click HERE or use the link https://www.cityofgriffin.com/government/departments/support-services/finance/bid-opportunities to access. It is the Supplier’s responsibility to refer to the website for any addenda or other pertinent information before responding to this ITB request.

mailto:mhaynes@cityofgriffin.com https://www.cityofgriffin.com/government/departments/support-services/finance/bid-opportunities https://www.cityofgriffin.com/government/departments/support-services/finance/bid-opportunities https://www.cityofgriffin.com/government/departments/support-services/finance/bid-opportunities

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2.2. PUBLIC DISCLOSURE AND PROPRIETARY INFORMATION

All bids and any other public record with respect to solicitation shall be subject to public inspection, upon request, after the posting of the Notice of Intent to Award (NOIA) or Notice of Award (NOA). This is being done in order to protect the integrity of the procurement process unless otherwise required by law. For any Open Records requests, the City may assess fees for the costs of producing these public records as permitted by the Georgia Open Records Act.

Exceptions to the availability of information include 1) bona fide trade secrets meeting confidentiality requirements that have been properly marked and documented; 2) matters involving individual safety as determined by the City; 3) company financial information requested by the City to determine supplier responsibility; and 4) other constitutional protections. All documents that are to be proprietary and confidential are to be clearly marked as such.

Information received in response to this bid request will become the property of the City and will not be returned. If a proposer feels that any information is confidential or proprietary in nature, the proposer must prominently mark and initial such information as “PROPRIETARY INFORMATION”. The City will not release or divulge such information to third parties without the consent of the Proposer unless required to do so by applicable law or order a court of competent jurisdiction.

3. SECTION III –OVERVIEW AND PROCEDURES

Sections II - VII review the general terms and conditions. Any bid-specific information noted in Section I or in the Specifications & Response Section will take precedence.

3.1. COMPANY BACKGROUND & EXPERIENCE

Suppliers that have not contracted with the city in the past 2 years should provide a list of clients for whom similar services, as detailed in this bid, have been provided during the past 3-4 years. References must be for the organization or person submitting the bid. Subcontractor’s references are not acceptable.

The list must include:

Dates of service Name of contact person Title of contact person Phone number of contact person 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. The Supplier will also disclose any services terminated by the client(s) and the reason(s) for termination.

Failure to provide this information will disqualify the bid submission.

3.2. REFERENCES

References should be for historical projects of similar size and scope. Details regarding these references are noted on the Reference page.

3.3. BID REQUIREMENTS

3.3.1. SPECIAL CONDITIONS

By submitting a bid response, Suppliers certify that their proposals are made without collusion or fraud and they have not offered or received any inducements in connection with their proposals. They further agree that this solicitation and any resulting contract shall be governed in all respects by the laws of the State of Georgia and they shall comply with applicable federal, state and local laws and regulations. Any contracts or leases resulting from the award of a Bid are to be for a period of not more than one year, with four renewal options for a total period not to exceed five years.

Any exceptions to this policy must be noted and agreed to by both parties in writing, prior to the issuance of the Notice of Award. Pricing must remain firm for the duration of the initial term of the resulting contract; failure to hold firm pricing for the initial contract will be considered as sufficient cause for termination. Proposal submissions must remain valid for a minimum period of ninety (90) days after the submission due date unless otherwise stipulated.

The City reserves the right to reduce or increase the scope of the project if the lowest responsible and responsive supplier’s submittal is not in line with the budgeted amount for the project. The City, at its sole discretion, reserves the right to increase or decrease the scope of work to facilitate an award. This scope reduction will be enacted only if it is in the best interest of the City and constitutes no guarantee of scope.

The City also reserves the right to add to the contract any future work or purchased goods, with the agreement of the supplier, at prices offered in this bid document. This option will be enacted during the contract or within six months

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3.3.2. RESPONSES

In responding to a bid, ALL item numbers with appropriate formatting must show some type of acknowledgment in order for the response to be properly evaluated. Failure to respond to all specification criteria items may be deemed as sufficient reason to reject a submission. If formatting is not provided for a response at the item level, any non-compliance must be clearly marked, detailed and included with the bid response. Any items not identified shall be deemed as in compliance. Suppliers must: 1) complete any/all required forms; 2) indicate agreement or disagreement on each mandatory requirement and, if requested, provide additional information on how the specifications will be exceeded or not met; and 3) provide complete and detailed responses to any and all non-mandatory requirement that can be fulfilled.

If determined to be in the City’s best interests, a Best and Final Offer (BAFO) may be requested. A BAFO may be requested when:

• The prices for all responsive and responsible submittals exceed budget;

• No single responsive and responsible submittal meets all requirements;

• When all responses are unclear or deficient in one of more areas;

• When the grading scores of two or more submittals require additional evaluation;

• At the discretion of the evaluation team to clarify submittals or to negotiate costs or other deliverables.

3.3.3. PACKAGING OF BID

Submissions must be by the following method:

No e-mail, fax or scanned submissions will be accepted. Hard copies are to be submitted in a sealed package containing an unbound original and the number of copies specified in Section I. The sealed package must be labeled on the outside as follows:

(Supplier Name) BID # (Bid Number)

(Bid Title)

Supplier response to this bid must consist of the following documents in addition to any bid-specific information requested:

• Pricing

• Schedule of proposed work (when applicable),

• Completion Schedule (when applicable),

• Supplier Registration is to be completed online, with the following forms needing to be uploaded

- Supplier Affidavit (E-Verify) (available online),

- W-9 (available online),

- Some responses may require an additional notarized Supplier affidavit. (See section 1.4), o The City cannot award to a supplier that is not registered and compliant,

• Tax Compliance form (required if over $99,000)

• Reference list of a minimum of three (3) references (supplied).

3.3.4. SUBMISSION OF BID

The original and specified copies of the bid response must be delivered to the Procurement Department no later than the time and date specified in Section I. Any bid received after stated time or delivered to department other than Procurement will not be accepted. The City of Griffin will not be responsible for any responses not received by the Procurement Department prior to the deadline.

Bids must be submitted to:

City of Griffin Attention: Suzanne Partin – Procurement Coordinator, Finance Dept.

P. O. Box T, Griffin, GA 30224

Or delivered to: City of Griffin

Attention: Suzanne Partin – Procurement Coordinator, Finance Dept.

100 S Hill Street, 3rd Floor

Griffin, GA 30223

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*Note: Notify Procurement via email (lpartin@cityofgriffin.com) if submittal is mailed via Post Office

(USPS).

3.3.5. ALTERNATE BID DOCUMENTS

Documents prepared by the City must be used for the submission of Bid Response. Alternate bids or bids that deviate from the requirements of this solicitation may not be considered. Suppliers shall not insert in their submission any written statement which will have the effect of making any material change or changes in the Scope of Services or in any contract between the parties covering the subject matter thereof.

3.3.6. ADDITIONAL INFORMATION/ADDENDA

The City will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the bid opening date. Suppliers should not rely on any representations, statements, or explanations other than those made in this Invitation to Bid and its’ addendums. Where there appears to be a conflict between the Invitation to bid and any addenda issued, the last addendum issued will prevail. It is the Supplier’s responsibility to check for addendums (under Bid Opportunities) on the City’s website.

Suppliers must acknow ledge any issued addenda. Bids w hich fail to acknow ledge the supplier’s receipt of any addendum w ill result in the rejection of the bid if the addendum contains information w hich substantively changes the City’s requirements.

3.3.7. PROPOSAL PRICING, ERRORS AND OMISSIONS

3.3.7.1. In the event there is a discrepancy between a unit price submitted and the extended price, the unit price will prevail.

3.3.7.2. All corrections, changes or erasures to the proposal submission are to be initialed in ink.

3.3.8. WITHDRAWAL OF BID

A supplier may withdraw his bid before the submittal deadline without prejudice to the supplier by submitting a written request of withdrawal to the Procurement Analyst.

3.3.9. LATE SUBMITTAL, LATE MODIFICATIONS & LATE WITHDRAWALS

Bid submittals received after the bid opening date and time will not be accepted. Modifications received after the bid opening date will not be considered. The City assumes no responsibility for the premature opening of a bid not properly addressed and identified or not delivered to the proper designation.

3.3.10. MINIMUM BID ACCEPTANCE PERIOD

Bids shall be valid and may not be withdrawn for a minimum period of 90 days from the date specified for receipt of bids. Suppliers will be asked for an ‘expiration date’ for the bid submitted, when appropriate. This does not impact the contract price once a bid has been awarded.

3.3.11. DISQUALIFICATION OF BIDS OR SUPPLIERS

Suppliers may be disqualified from participation in the bid process for reasons which include, but are not limited to the following:

3.3.11.1. Evidence of collusion;

3.3.11.2. Attempting to manipulate the submittal pricing for its’ own benefit (i.e. pricing resulting in a failure of the City’s ability to enforce the Contract or impose the remedies intended following breach by Supplier);

3.3.11.3. Being in arrears on any of its existing contracts with the City or in litigation with the City or having defaulted on a previous contract with the City;

3.3.11.4. Being in arrears on taxes owed to the State of Georgia;

3.3.11.5. Poor, defective or otherwise unsatisfactory performance of work for the City or any other party on prior projects which, in the City's judgment and sole discretion, raises other party on prior projects which, in the City's judgment and sole discretion, raises party on prior projects which, in the City's judgment and sole discretion, raises doubts as to Supplier's ability to properly perform the work;

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3.3.11.6. Any offering of gifts, unauthorized compensation or other unethical actions to City employees with respect to interest in any business activity; or

3.3.11.7. Any other cause which, in the City's judgment and sole discretion, is sufficient to justify disqualification of the supplier or the rejection of their submittal;

3.3.12. REJECTION/CANCELATION/AWARD OF BIDS

The City reserves the right to:

a) reject any and all submittals received outside the time/place stated in the notice;

b) reject any submittals which show omissions, irregularities, alteration of forms or unsolicited responses;

c) waive any minor technicalities of form, or formalities of the responses without prejudice to other responses;

d) reject any or all bids or any part thereof;

e) obtain clarification on any point in a respondent submittal or obtain additional information;

f) accept the bid that is in the best interest of the City, regardless of whether or not it is the lowest bid;

g) award the bids received on the basis of individual items or on the entire list of items.

The City also reserves the right to cancel this bid at any time and will not be liable for any cost/losses incurred by the Supplier throughout this process.

Where applicable, the City reserves the right to make multiple awards or to award a contract by individual line items or alternatives, by group of line items or alternatives, or to make an aggregate award, whichever is deemed most advantageous to the City. If the City determines that an aggregate award to one supplier is not in the City’s best interest, "all or none" offers will be rejected.

3.3.13. COST INCURRED BY SUPPLIERS

All expenses involved with the preparation and submission of the bid to the City, or any work performed in connection therewith, is the responsibility of the supplier(s).

3.3.14. BID OPENING

All bids will be opened on the pre-determined bid opening date. The bid details and related documents will not be publicly announced or reviewed at the bid opening; they will be turned over to an evaluation committee. No awards will be made or implied at this time. The Status field on the City’s website will be updated following any change in the Bid process. Refer to section 2.1 for details regarding this Status. Any bid-specific exceptions to the ‘non-public opening’ will be noted in the Schedule (section 1.2).

3.3.15. AWARD AND RESULTING CONTRACT

Award will be made to the lowest responsive and responsible Supplier whose submittal is compliant to the terms of this bid request. The quality of the articles to be supplied, their conformity with the specifications, their suitability to the requirements of the City, the delivery terms and other criteria, as well as price, will be taken into consideration in making the award.

Any resulting contract shall not be binding upon the City nor should any action be started until it has been executed by both parties and a copy of the fully executed contract has been delivered to the successful Supplier. Specifications noted in this bid request shall be incorporated into the resulting contract. The City reserves the option to prepare and negotiate its own contract, giving due consideration to the stipulations of the supplier’s proposed contract and associated legal documents.

3.3.16. PROTESTS

Protest may be filed by the affected party regarding any aspect of the solicitation, evaluation or award. All protests must be in writing, include the information listed below and directed to the Procurement Department. Protests regarding the specifications or how a solicitation was written must be filed at least seventy-two (72) hours prior to the deadline.

Protests regarding the validity of the evaluation team or the evaluation process must be filed within seventy-two (72) hours of the notice to bidders. Protests regarding the recommended awardee must be filed within ten (10) days of the Notice.

3.3.16.1. FILING A PROTEST

Only suppliers intending to submit a response may protest a solicitation and only suppliers that respond to a solicitation may protest the evaluation /award. All Protests must be directed to the Procurement Department, be in writing and contain the following information in order to be valid:

3.3.16.2. The name (company), address, telephone number and email of the protestor

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3.3.16.3. Signature and printed name of the protestor

3.3.16.4. Identification of the…