2047MorganCountyJointComprehensivePlanRFP.pdf

2047 MORGAN COUNTY

JOINT COMPREHENSIVE PLAN

Request for Proposals

RFP Number: 2025-7410-001

ADVERTISED: 8/22/2025

DEADLINE: 9/26/2025

for Morgan County, City of Bostwick, Town of Buckhead, City of Madison, & City of Rutledge

Table of Contents

RFP# 2025-7410-001 2 OF 19

Table of Contents Advertisement for Proposals Introduction

Scope of Work

Proposal Format Selection Criteria Terms & Conditions

Other Information References, Multiple Vendors, Insurance Requirement, Required Forms Attachments

5-9 5-9 11-12 13-14 13-14 16-19 18-19

Advertisement for Proposals

RFP# 2025-7410-001 3 OF 19

Owner: Morgan County, City of Bostwick, Town of Buckhead, City of Madison, & City of Rutledge

Project Name: 2047 Morgan County Joint Comprehensive Plan

RFP Number: 2025-7410-001

Project Location: Morgan County, Georgia

Description of Project: Development of a multi-jurisidictional joint comprehensive plan as outlined in the Request for Proposals.

Project Documents: https://www.madisonga.com/Bids.aspx

• All public notices, addenda, and other documents will be posted on the City of Madison’s Bid Posting webpage.

• To be considered for selection, Firms must be properly licensed in accordance with the requirements of the Official Code of Georgia Annotated, as amended, at the time of proposal submission.

• All communication shall be via email to the Client’s Primary Contact listed below.

Primary Contact: Mollie Bogle, Assistant Planning Director

Email: mbogle@madisonga.com

Pre-Submittal Conference: None

Proposal Submission Deadline: 9/26/2025, 5:00 PM EST

Proposal Submission Location: OneDrive (Provided by Primary Contact upon request.)

RFP Advertised: 8/22/2025 https://www.madisonga.com/Bids.aspx https://www.madisonga.com/Bids.aspx mailto:mbogle%40madisonga.com?subject=Request%20for%20Proposals%20%E2%80%93%202047%20Morgan%20County%20Joint%20Comprehensive%20Plan%20%E2%80%93%20RFP%20%232025-7410-001

Introduction

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A. Purpose of Proposal: Morgan County, the cities of Bostwick, Madison, and Rutledge, and the Town of Buckhead (“Client”) are soliciting competitive sealed proposals from qualified firms (“Firms”) to assist in the development of the 2047 Morgan County Joint Comprehensive Plan (“Plan”). The selected Firm will be responsible for the development of the Plan in accordance with Rule 110-12-1 of the Rules and Regulations of the State of Georgia (“Comprehensive Planning Regulations”), and as detailed in this RFP. The Firm must furnish all materials, labor, tools, equipment, and services necessary to fulfill the terms and conditions of this proposal.

B. Schedule:

C. Staff Communication: From the issue date of the solicitation document, until the Firm is selected, and until the selection is made public, Firms are not permitted to communicate with County or City staff or elected officials except through the Primary Contact. A violation of this

RFP Advertised 8/22/25

Question Submission Deadline 09/05/25

Addenda Deadline 09/12/25

Proposal Submission Deadline 09/26/25

Notification of Short List 10/10/25

Bidder Interviews (Optional) 10/17/25

Notification of Intent to Select 10/24/25

Draft Contract 11/05/25

Client Award 12/08/25

Execute Contract & NTP 12/15/25

Target Completion Date 12/31/26 provision may result in the rejection of any bid or proposal of the offender by the Client. The Client will require pricing to remain firm for the duration of the contract and as amended in writing by the Client.

D. Questions & Answers: All questions concerning this RFP must be submitted via email to the Primary Contact listed below.

Mollie Bogle, Assistant Planning Director mbogle@madisonga.com

Questions must be received by the date established in the RFP schedule. Answers will be issued by the Client in the form of an addendum posted to the City of Madison Bid Posting webpage no later than the date established in the RFP schedule. Bidders must ensure they have all applicable addenda prior to submittal.

mailto:mbogle%40madisonga.com?subject=Request%20for%20Proposals%20%E2%80%93%202047%20Morgan%20County%20Joint%20Comprehensive%20Plan%20%E2%80%93%20RFP%20%232025-7410-001

Scope of Work (1 of 5)

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A. Objectives: The Client is seeking qualified Firms to complete the Plan. All required Plan elements as detailed in the Comprehensive Planning Regulations must be included in the Plan, along with those additional optional Plan elements outlined in the Scope of Work. While specific requirements are mentioned in this RFP, it is the responsibility of the selected Firm to ensure that all federal, state, and local requirements are met as the project is executed.

B. General Scope: The completed Plan must be a cohesive, unified Plan that readily identifies opportunities for collaboration between jurisdictions, as well as where the vision for each jurisdiction may diverge, and how those disparate visions can be achieved in harmony with one another. Due to the potential scale of such a Plan, it should be concise, easy to read, and utilize visual storytelling to explain complex ideas. In addition, the Plan should be organized and designed to ensure elected and volunteer officials, staff, and community members from each jurisdiction can easily and effectively use the Plan on a regular basis. Finally, the Northeast Georgia Regional Commission (“NEGRC”) must be coordinated with throughout the planning process (i.e., as part of or in addition to the Firm’s team) to ensure a regional perspective is maintained and all Comprehensive Planning Regulations are met, and to incorporate cost savings, if possible.

C. Schedule: The Plan must be fully approved and adopted in or before June 2027 with submission to the NEGRC and Georgia Department of Community affairs (“DCA”) for review by December 2026.

D. Work Tasks: Within two (2) weeks following commencement of work, the Firm must present a project charter with project milestones to the PMT for approval. Milestones should follow a logical phased approach and should be consistent, in general, with the anticipated project tasks noted in this RFP.

Task 1 - Organizational Framework

Project Managers (PMs) & Project Management Team (PMT) The Morgan County Director of Planning & Development (“County Director”) and City of Madison Director of Planning & Development (“City Director”), or their designees, will serve as the Project Managers (PMs). Weekly updates from the Firm must be provided via email to the PMs.

A PMT will be created by the PMs, to include, at a minimum, the Morgan County Senior Planner and City of Madison Assistant Planning Director. This group will meet, at a minimum, on a monthly basis throughout the planning process. The purpose of the PMT is to provide direction on the planning process, community engagement, and preparation of deliverables.

Technical Advisory Committee (TAC) A TAC will be created by the Firm in coordination with the PMT in support of the project. The TAC will include County and City staff who are subject matter experts from a variety of fields (i.e., Director of Public Works). The TAC will meet on a regular basis throughout the planning process as determined by the Firm in coordination with the PMT. The purpose of the TAC is to provide technical input to the Firm throughout the planning process.

Community Advisory Committees (CACs) Two (2) CACs will be created by the Firm in coordination with the PMT in support of the project – one (1) for Morgan County, the cities of Bostwick and Rutledge, and Town of Buckhead and one (1) for the City of Madison – consisting of a wide variety of community stakeholders. The final composition of the CACs will be determined by the Firm in coordination with the PMT, but will include residents and business owners, along with representatives from various civic and community organizations, as well as County and City boards and authorities. The CACs will meet as needed throughout the planning process

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as determined by the Firm in coordination with the PMT. The purpose of the CACs is to provide feedback on draft public meeting materials and plan recommendations. All materials and communication with the CACs will be handled by the Firm.

Scope of Work (2 of 5)

Potential Deliverables (Note: All materials for PMT, TAC, and CAC meetings must be provided to the PMs, PMT, and respective group at least one

(1) week (7 days) prior to the scheduled activity.

Items created as a result of a meeting such as meeting summaries, sign-in sheets, etc. must be provided to the PMs, PMT, and general public via the Project Website no later than five (5) calendar days following the scheduled activity.):

Materials, Presentations, and Meeting Summaries; and

• Draft CAC Email Communication.

Task 2 - Existing Conditions

Develop a detailed analysis of existing conditions and trends to provide a baseline for creation of the Plan. The analysis should include, but not be limited to, assessment of conditions related to demographics, infrastructure, housing, economics, etc.

Review and assess existing and current policies, plans, and regulations to become familiar with prior and current planning efforts and to incorporate relevant plan recommendations into the Plan.

Potential Deliverables (Note: Items created as a result of this existing conditions assessment must be provided to PMs and PMT, as well as General Public via the Project Website.):

• Existing Conditions Assessment; and

• Charts, graphs, tables, etc. utilized or created to assess said conditions.

Task 3 – Community Participation

The goal of this task is to develop a planning outreach process that promotes the involvement of key stakeholders, with efforts and accommodations made to include low-to-moderate income, minority, youth, and elderly or disabled citizens. An innovative and comprehensive community engagement process should be created to maximize public involvement, and could include, but should not be limited to, the following:

• Legislative Body Briefings: Progress update presentations at meetings of each of the five

(5) legislative bodies (Morgan County, City of Bostwick, Town of Buckhead, City of Madison, and City of Rutledge).

• Project Website: A project website with information about the planning process, web-based version of the survey described below, and links to all documentation associated with the process.

• Survey(s): Paper and web-based survey(s) distributed at public meetings and made available for completion online.

• Public Meetings: Public meetings held throughout the process and at major milestones, including interactive workshops or charettes in each of the five (5) jurisdictions (Morgan County, City of Bostwick, Town of Buckhead, City of Madison, and City of Rutledge).

• CAC Community Tours: Tours of other communities to provide inspiration and illustrate preliminary recommendations.

• Small Group Stakeholder Meetings: The stakeholders selected should include those community members often overlooked by planning processes, including low-to-moderate income, minority, youth, and elderly or disabled citizens.

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Scope of Work (3 of 5)

• Individual Stakeholder Interviews: The stakeholders selected should include those community members often overlooked by planning processes, including low-to-moderate income, minority, youth, and elderly or disabled citizens.

• Draft Plan Open House: A series of open houses in each of the five (5) jurisdictions (Morgan County, City of Bostwick, Town of Buckhead, City of Madison, and City of Rutledge) held at the end of the planning process to present the draft Plan findings prior to the final required public hearing.

Proposals are encouraged to include any additional or alternative public engagement methods that will be effective throughout the planning process. Creative advertising should be developed and implemented to ensure maximum participation. The Firm must be prepared to provide minor translation services of written materials as directed by the PMT.

Member(s) of the Firm’s Team responsible for conducting in-person community participation events should have considerable experience working at the local government level and conducting facilitated discussions with a variety of community stakeholders. This experience should provide them the skills necessary to appropriately set expectations in the moment for those participating while still allowing for open and free discussion necessary during the planning process.

Potential Deliverables (Note: All materials for Public Meetings must be provided to the PMs and PMT at least one (1) week prior to the scheduled activity. Items created as a result of a meeting such as meeting summaries, sign-in sheets, etc. must be provided to PMs, PMT, and General Public via the Project Website no later than five (5) calendar days following the scheduled activity.):

• Detailed Meeting Advertising and Community

Promotion Plan;

with Photos;

• Community Workshop Agendas, Meeting

Materials, Presentations, Comment Cards, Meeting Summaries, and Electronic Copies of any Resulting Sketches, Engagement Exercises, etc.;

• Presentation Materials for Legislative Body Briefings;

• Stakeholder Interview Schedule, List of Questions, and Summary of Findings for Groups and Individuals;

• Public Meeting Agendas, Meeting Materials, Presentations, Meeting Summaries and Electronic Copies of any Resulting Sketches, Engagement Exercises, etc.;

• Preliminary Reports and Project Updates as needed throughout the process; and

• Draft Plan Open House Meeting Materials, Sign-in Sheets, Meeting Summaries and Comment Cards.

Task 4 – Comprehensive Plan Development

The Plan should revise and expand upon current comprehensive plans from each jurisdiction.

It must be a cohesive, unified Plan that readily identifies opportunities for collaboration between jurisdictions, as well as where the vision for each jurisdiction may diverge, and how those disparate visions can be achieved in harmony with one another. Due to the potential scale of such a Plan, it should be concise, easy to read, and utilize visual storytelling to explain complex ideas.

In addition, the Plan should be organized and designed to ensure elected and volunteer officials, staff, and community members from each jurisdiction can easily and effectively use the Plan on a regular basis.

The following elements per the Comprehensive

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Scope of Work (4 of 5) City of Rutledge

Planning Requirements must be included:

In addition, the final product is expected to include the following additional optional Plan elements for each jurisdiction respectively:

Morgan County

City of Bostwick

• Infrastructure & Community Facilities Town of Buckhead

City of Madison

• Population (referencing study to be completed in tandem with Plan)

• Housing (referencing study to be completed in tandem with Plan)

• Economic Development (referencing study to be completed in tandem with Plan)

• Natural Resources (referencing existing

Madison Greenprint)

• Transportation (referencing existing

Transportation Plan)

• Urban Redevelopment (referencing existing

Urban Redevelopment Plan)

• Infrastructure & Community Facilities

(referencing existing Capital Improvement Plan or update completed in tandem with Plan)

• Sustainability & Resiliency (referencing existing Disaster Management Plan)

Potential Deliverables (Note: All materials for Public Meetings must be provided to the PMs and PMT at least one (1) week prior to the scheduled activity. Items created as a result of a meeting such as meeting summaries, sign-in sheets, etc. must be provided to PMs, PMT, and General Public via the Project Website no later than five (5) calendar days following the scheduled activity.):

• A complete draft of the Plan must be submitted to the PMT at least four (4) weeks prior to transmittal to the Northeast Georgia Regional Commission;

• All documents must be submitted in native file and Acrobat Adobe PDF formats;

• All maps must be created in the latest version of ESRI ArcGIS, and GIS files must be provided for all newly created or edited data. PDF and JPEG files must also be submitted for each map included in the final Plan;

• All graphics, renderings, etc. included in the final Plan must be submitted in separate printable format (PDF or JPEG); and

• All tables must be submitted in separate Microsoft Excel format.

Task 5 – Review & Adoption

The Firm will work with the PMs to ensure that all Comprehensive Planning Requirements are met during the review process to reconcile any issues or compliance deficiencies.

• Public Hearings: Upon completion of the draft

Plan, the document will be made available for public review and public hearings will be scheduled and advertised in accordance with Comprehensive Planning Regulations and local regulations for each jurisdiction. The Firm will be responsible for drafting all press releases and related content and ensuring they are

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Scope of Work (5 of 5) submitted in accordance with Comprehensive Planning Regulations and local regulations for each jurisdiction. The Firm will make revisions to the Plan as instructed by the relevant legislative body.

• Transmittal Resolution: A transmittal resolution must be prepared by the Firm in accordance with the Comprehensive Planning Regulations.

• Regional Compliance Review: Any hearings scheduled by the NEGRC or DCA will be attended by the Firm. The Firm will make revisions to be Plan to reconcile any issues or compliance deficiencies found by the NEGRC and DCA.

• Adoption by the Legislative Bodies: A resolution for adoption must be prepared by the Firm in accordance with the Comprehensive Planning Regulations. The Firm along with the PMs will attend public meetings associated with the adoption process in all five (5) jurisdictions to respond to any questions or comments, and where appropriate, make presentations regarding the Plan. The Firm must transmit the signed Resolution and all required documentation to the PMs for submittal to the NEGRC and DCA within seven (7) days of adoption, unless otherwise instructed by DCA or the PMs.

• Publicizing the Plan: The Firm will be responsible for drafting all press releases and related content notifying the public that the Plan has been finalized and adopted.

• Documentation: After adoption of the Plan by the Client, the Firm will provide a digital copy of the originals (including all maps, charts, tables, etc.) to the Client in addition to ten (10) printed and bound copies of the completed plan.

Potential Deliverables (Note: All materials for Public Meetings must be provided to the PMs and PMT at least one (1) week prior to the scheduled activity. Items created as a result of a meeting such as meeting summaries, sign-in sheets, etc. must be provided to PMs, PMT, and General Public via the Project Website no later than five (5) calendar days following the scheduled activity.):

Identified by the NEGRC and DCA;

• Draft Press Release and other Public Notification

Content;

• Digital Copy (Native file & Acrobat Adobe PDF) of the Complete Final Plan; and

• Ten (10) printed and bound copies of the

Complete Final Plan.

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A. Submission Requirements: The Firm should request a OneDrive link from the Primary Contact at least one (1) calendar day prior to the submittal date and time. The Firm should deliver one (1) electronic copy titled “Request for Proposals – 2047 Morgan County Joint Comprehensive Plan

– RFP #2025-7410-001” to the provided OneDrive link no later than the date set in the RFP schedule.

In order to limit the cost incurred by responding to this solicitation, Firms are encouraged to be brief.

Submittals with background and general marketing material are not desired. Instead, emphasis should be placed on responding to the evaluation criteria and understanding the project goals and requirements.

Propsal Format

• Proposals should be prepared in a clear and concise manner and submitted on no more than 25 pages.

• The Title page should identify the project; the name of the Firm; name of the Firm’s primary contact; and address, telephone number, and email address.

• The Table of Contents should contain the sections and page numbers for the items listed below.

• Sections should be organized in tabbed sections as outlined by the evaluation criteria and clearly identified in a table of contents;

said tabs may be consolidated.

• The appendix section should be no more than 8 pages.

• Required forms should be in their own appendix section and will not be counted towards the 25-page limit.

B. Responsibility: The Client is not responsible for the proper or timely delivery of submittals.

Failure to meet the deadline for receipt of submittals will result in rejection of the submittal. Submittals received after the deadline will not be considered. Each Firm is solely responsible for the accuracy and completeness of its submittal.

C. Costs to Prepare Responses: The Client assumes no responsibility or obligation to respondents and will make no payment for any costs associated with the preparation or submission of proposals.

D. Questions About The Project: Questions should be submitted via email to the Primary Contact least twenty-one (21) calendar days prior to the submittal date and time. Responses to information will be via addenda posted on the City’s Bid Posting webpage. It is the Firm’s responsibility to visit the website frequently to ensure they have the most up-to-date information.

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Evaluation Summary: The selection team will review all proposals submitted. After reviewing the proposals, the team may, at its discretion, invite to interview and demonstrate performance to the Client (at Firm’s expense) shortlisted Firms whose proposals appear to best fit the requirements set forth in the RFP. Selection will be based on the qualifications of the Firm’s team and the quality of the proposal. The Client reserves the right to call references provided in the submittal and to require phone or personal interviews with Firms requiring additional evaluation. The following criteria will be used for evaluation:

Selection Criteria (1 of 2)

A. Written Proposal & Approach (25%)

• General - The Client is looking for an innovative and creative approach that recognizes their unique, rural character and builds off those qualities to develop a vision to allow the communities to grow in a healthy and sustainable way. The Client will also evaluate the quality and thoroughness of the proposal.

• Project Approach - Provide a statement that describes the scope of work as you understand it. Describe the approach, means, methods, and procedures to be used to gather additional data, analyze findings, perform community engagement tasks, and develop recommendations as requested. Include suggestions for overall organization and design and NEGRC representative involvement.

Written Proposal & Approach 25%

Demonstration of Understanding 25%

Qualifications & Experience 20%

Firm Standing 20%

Pricing Approach & Cost 10%

• Required Forms - The required forms listed below shall be fully executed as required.

(Attachments A-C)

of Insurance

C. Demonstration of Understanding (25%)

• General - A demonstration of understanding and commitment to execute creative and contextual approaches to comprehensive planning. An understanding of the communities’ rural character and community mindset will also be considered.

B. Qualifications & Experience (20%)

• General - Related experience of the Firm with similar projects comparable in type, size, and complexity. Overall experience in comprehensive planning and community engagement. Utilization of local, women, minority, and disadvantaged business enterprises.

• Team Qualifications - Include a summary of the Firm’s understanding of services and work to be performed and include relevant experience of the Firm. Identify the project manager and key staff assigned, if awarded.

Provide resumes summarizing qualifications and experience. Include specific information on the staff ’s experience with comprehensive planning and community engagement in small, rural communities (specifically County populations of 20,000 and under and City populations of 5,000 and under).

• Identify any subconsultants and provide a summary of their scope of services. Please list the address, email, and phone number of the offices from which the services are to be provided.

• Project Experience & References - Each proposal shall provide at least three (3)

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Selection Criteria (2 of 2) summaries of recent similar projects completed by the Firm within the last five

(5) years. Please include contact information for reference checks. Specifically mention community name and size and public engagement approach.

D. Firm Standing (20%)

• General - Firms should indicate their current workload and whether they will be able to dedicate sufficient time to the project. A demonstration of the Firm’s good financial standing, proper insurance coverage, and availability should also be included.

• Financial Standing - The Firm selected must be able, if requested, to provide proof that they are in good financial standing. All records submitted by the Firm may be subject to the Georgia Open Records Act, O.C.G.A.

§ 50-18-70 et seq. As such, the Firm should be careful to not provide any proprietary information. Dependent on scale of project, the Client may require contact information of the Firm’s financial institution(s), along with the necessary consent for the Client to contact the institution to inquire as to the financial status of the Firm.

• Project Schedule - Each Firm shall provide a detailed project schedule corresponding to the proposed methodology and highlighting key tasks and milestones, including all public engagement activities. This schedule should correspond to the dates listed at the beginning of the RFP.

E. Pricing Approach & Cost (10%)

• General - Cost effective proposals are of significant importance in awarding this contract. Cost proposals should include a detailed line-item budget including all labor and direct costs broken down by task and hours per the fee proposal form. Optional Plan elements listed in the Scope of Work should be itemized individually. If the proposal includes recommended services beyond the scope listed, those should be called out separately.

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Terms & Conditions (1 of 2) A. Acceptance of Proposals: The Client reserves the following rights and options:

• To reject any and/or all submittals or portions of submittals.

selection.

• To issue subsequent requests for qualifications or requests for proposals.

of the scope of work to be undertaken.

B. Contract Negotiations & Costs: The contract for the work proposed will be contracted through Morgan County. The Client will negotiate the terms of the contract with the Firm(s) submitting the top ranked response or another ranked choice should negotiations with the top-ranked Firm fail.

The Client will not reimburse the Firm any costs incurred prior to a formal notice to proceed.

C. Equal Opportunity: This will be an equal opportunity project; no person or business entity shall on the grounds of race, color, national origin, sex, age, or 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 Client.

D. Ownership: The ownership of all data, materials, and documentation prepared for and submitted to the Client in response to this request for proposal shall belong exclusively to the Client and will be considered a record prepared, maintained, and/or received in the course of operations of a public office or agency and subject to public inspection in accordance with the Georgia Open Records Act, Official Code of Georgia Annotated, Section 50-18-70, et. seq., unless otherwise provided by law.

E. Compliance with Laws: In connection with the furnishings of supplies or performance of work under the contract, the Firm agrees to comply with the Fair Labor Standards Act, Equal Opportunity Employment Act, Georgia Security and Immigration Compliance Act, and all other applicable Federal and State laws, regulations, and executive orders to the extent that the same may be applicable, and further agrees to insert the foregoing provision in all subcontractors awarded hereunder.

F. Withdrawals: A submitted proposal may be withdrawn prior to the due date by a written request to the Primary Contact. No submitted proposals may be withdrawn after the proposal submission deadline listed in the RFP schedule, as amended by addendum.

G. Indemnification: The Firm shall save and hold harmless, pay on behalf of, protect, defend, indemnify the Client, assure entire responsibility and liability for losses, expenses, demands, and claims in connection with or arising out of any injury, or alleged injury (including death) to any person, or damage, or alleged damage, to property of the Client or others sustained or alleged to have been sustained in connection with or to have arisen out of or resulting from the performance or the intended performance of any work or service, outlined or resulting from this agreement, by the Firm of their employees, including losses, expenses, or damages sustained by the Client or Client Officials, including members of the associated legislative bodies and employees of each jurisdiction from any and all such losses, expenses, damages, demands, and claims. The Firm further agrees to defend any suit or action brought against the Client or Client Officials based on any such alleged injury or damage and to pay all damages, cost, and expenses in connection therewith or resulting there from.

As an integral part of this agreement, the Firm agrees to purchase and maintain, during the life

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Terms & Conditions (2 of 2) of this contract, contractual liability insurance in the amounts required in the general liability section Insurance Requirements. The obligations of the Firm pursuant to this paragraph shall not be limited in any way by any limitation in the amount or type of proceeds, damages, compensation, or benefits payable under any policy of insurance or self-insurance maintained by or for the use and benefit of the Firm.

H. Firm Qualifications: A proposal will be considered only from those Firms who are regularly established in services described in the scope of work and who are financially responsible and have the necessary equipment and facilities required by this proposal to provide said services and to meet the standards as stipulated in these documents. The Client may request information substantiating the above requirements. Failure to provide such information may result in the proposal being considered non-responsive. It is understood that the right is reserved by the Client to thoroughly inspect and investigate theestablishment, facilities, equipment, business reputation, and other general qualifications of any Firm; and to reject any bid irrespective of bid prices, if it shall be administratively determined that any or all of the qualifications cannot be met.

I. Termination of Award for Cause: If, through any cause, the selected Firm should fail to fulfill in a timely and proper manner its obligations or if the selected Firm knowingly violates any of the covenants, agreements, or stipulations of the award, the Client shall thereupon have the right to terminate the award by giving written notice to the selected Firm of such termination and specifying the effective date of termination. In that event, all finished or unfinished services, reports or other materials prepared by the selected Firm shall, at the option of the Client, become its property, and the selected Firm shall be entitled to receive just, equitable compensation for any satisfactory work completed, prepared documents, or materials as furnished. Notwithstanding the above, the selected Firm shall not be relieved of liability to the Client for damage sustained by the Client by virtue of breach of the award by the selected Firm, and the Client may withhold any payments to the selected vendor for the purpose of set off until such time as the exact amount of damages due the Client from the selected Firm is determined.

J. Termination of Award for Convenience: The Client may terminate the award at any time by giving written notice to the selected vendor of such termination and specifying the effective date thereof, at least thirty (30) working days before the effective date of such termination. In that event, all finished or unfinished services, reports, and material(s) prepared or furnished by the selected Firm under the award shall, at the option of the Client, become its property. If the award is terminated by the Client as provided herein, the selected Firm will be paid an amount which bears the same ratio to the total compensation as the services actually performed or material furnished bear to the total services/materials the selected Firm covered by the award, less payments of compensation previously made. If the award is terminated due to the fault of the selected Firm, termination of award for cause, relative to termination shall apply.

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Other Information A. References:

• Morgan County Comprehensive Plan (includes cities of Bostwick and Rutledge and Town of Buckhead)

• City of Madison Comprehensive Plan

B. Multiple Vendors: While the Client expects to make only one award, multiple vendors may form a team to submit a joint proposal. All Firms and individuals involved in each team must be identified in the proposal. A single individual and Firm must be designated as having overall responsibility for services. The lead individual and Firm will serve as the Client’s primary contact and will be responsible for ensuring approved timelines and work requirements are met.

C. Insurance Requirements: Prior to the award of a contract, the Firms must furnish a Certificate of Insurance or other proof that it has the following insurance with the Client named as additional insured that must remain in force for a period of at least one year after completion of the work:

• Commercial General Liability, Contractual Liability, Products/Complete Operations Liability, Owners and Contractors Protective Liability, Errors and Omissions, and Personal Injury Liability Insurance - $1,000,000 Combined Single Limit Bodily Injury and Property Damage - each occurrence.

• Comprehensive Automobile Liability Insurance

- $1,000,000 Combined Single Limit Injury and Property Damage Liability - each occurrence

Bodily Injury by Accident - each accident;

$500,000 Bodily Injury by Disease - policy limit; and $100,000 Bodily Injury by Disease -each employee.

D. Required Forms:

the authority to negotiate the full scope of services on behalf of the organization and must be authorized to bind the contract to the terms and conditions of this RFP.

Certificate of Insurance

• In compliance with Georgia Security &

Immigration Compliance Act of 2006 - O.C.G.A. 13-10-91, no public employer can enter into a contract pursuant to this chapter for the physical performance of services within this state unless the Firm registers and participates in the federal work authorization program to verify information of all newly hired employees or subcontractors. Before a bid for any such service is considered by a public employer, the bid must include a signed, notarized affidavit from the Firm attesting to the following:

• The affiant has registered with and is authorized to use the federal work authorization program;

• The user identification number and date of authorization for the affiant;

and

• The affiant is using and will continue to use the federal work authorization program https://www.morgancountyga.gov/413/Comprehensive-Plan https://www.madisonga.com/217/Comprehensive-Planning

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Attachment A Certification of RFP Submittal The undersigned declares that they are an authorized agent of the Firm listed as the primary offeror;

has carefully examined all the documents contained in this Request for Proposals (RFP) solicitation for the project; and certifies to the best of their knowledge that this Proposal fully complies with the requirements of the RFP and all addenda and clarifications issued in regard to the RFP.

The undersigned also hereby certifies that no person acting for or employed by the Client is directly or indirectly interested in this proposal or any subsequent proposal, or in any contract which may be made under it, or in expected profits to arise therefrom; that the undersigned offeror has not influenced or attempted to influence any other person or corporation to file a proposal or any subsequent proposal or any other person or corporation; and that this submission is made in good faith without collusion or connection with any other person or corporation applying for the same work under a different proposal.

The undersigned states that they have the necessary licenses, certifications, and professional credentials necessary to practice their respective professions within the State of Georgia under O.C.G.A.

Acknowledgement of Addenda. By Signing below, the Offeror acknowledges receipt of the following addenda to this RFP:

Signed Under Penalty of Perjury

Signature:

Print Name:

Title:

Firm Name:

Project Number:

Project Name:

Addenda Number & Date:

My Commission Expires:

Notary Public

Subscribed and Sworn before me the day of

, 2025.

RFP# 2025-7410-001 17 OF 19

Attachment B Fee Proposal Form Part I: Bid Summary

Lump Sum Total Cost of Basic Services: $

Lump Sum Total Cost of Additional Services: $

Lump Sum Total Cost of Reimbusables Not to Exceed: $

Please provide a schedule of values detailing the hourly rate of employees and other services included in the bid proposal.

Part II: Contractor Information

Project RFP Number & Name

Legal Name of Firm

Address

Federal ID

Phone Number

Email

Printed Name and Title of Officer or Authorized Agent Name

Signature of Officer or Authorized Agent Company Seal

RFP# 2025-7410-001 18 OF 19

Attachment C (1 of 2)

RFP# 2025-7410-001 19 OF 19

Attachment C (2 of 2) Form W-9 (Rev. December 2014) Department of the Treasury Internal Revenue Service

Request for Taxpayer Identification Number and Certification

Give Form to the requester. Do not send to the IRS.

P ri nt o r ty p e

S ee

S p ec ifi c In st ru ct io ns o n p ag e

2.

1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank.

2 Business name/disregarded entity name, if different from above

3 Check appropriate box for federal tax classification; check only one of the following seven boxes:

Individual/sole proprietor or single-member LLC

C Corporation S Corporation Partnership Trust/estate

Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=partnership) ▶

Note. For a single-member LLC that is disregarded, do not check LLC; check the appropriate box in the line above for the tax classification of the single-member owner.

Other (see instructions) ▶

4 Exemptions (codes apply only to certain entities, not individuals; see instructions on page 3):

Exempt payee code (if any)

Exemption from FATCA reporting code (if any) (Applies to accounts maintained outside the U.S.)

5 Address (number, street, and apt. or suite no.)

6 City, state, and ZIP code

Requester’s name and address (optional)

7 List account number(s) here (optional)

Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3.

Note. If the account is in more than one name, see the instructions for line 1 and the chart on page 4 for guidelines on whose number to enter.

Social security number or Employer identification number

Part II Certification Under penalties of perjury, I certify that:

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and

2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and

3. I am a U.S. citizen or other U.S. person (defined below); and

4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions on page 3.

Sign Here

Signature of U.S. person ▶ Date ▶

General Instructions Section references are to the Internal Revenue Code unless otherwise noted.

Future developments. Information about developments affecting Form W-9 (such as legislation enacted after we release it) is at www.irs.gov/fw9.

Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) which may be your social security number (SSN), individual taxpayer identification number (ITIN), adoption taxpayer identification number (ATIN), or employer identification number (EIN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following:

• Form 1099-INT (interest earned or paid)

• Form 1099-DIV (dividends, including those from stocks or mutual funds)

• Form 1099-MISC (various types of income, prizes, awards, or gross proceeds)

• Form 1099-B (stock or mutual fund sales and certain other transactions by brokers)

• Form 1099-S (proceeds from real estate transactions)

• Form 1099-K (merchant card and third party network transactions)

• Form 1098 (home mortgage interest), 1098-E (student loan interest), 1098-T (tuition)

• Form 1099-C (canceled debt)

• Form 1099-A (acquisition or abandonment of secured property)

Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN.

If you do not return Form W-9 to the requester with a TIN, you might be subject to backup withholding. See What is backup withholding? on page 2.

By signing the filled-out form, you:

1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued),

2. Certify that you are not subject to backup withholding, or

3. Claim exemption from backup withholding if you are a U.S. exempt payee. If applicable, you are also certifying that as a U.S. person, your allocable share of any partnership income from a U.S. trade or business is not subject to the withholding tax on foreign partners' share of effectively connected income, and

4. Certify that FATCA code(s) entered on this form (if any) indicating that you are exempt from the FATCA reporting, is correct. See What is FATCA reporting? on page 2 for further information.

Cat. No. 10231X Form W-9 (Rev. 12-2014)