24_019 CDBG Design Hope_Long Island_Northwood.pdf

REQUEST FOR PROPOSALS #24-019

CDBG Design Hope/Long Island/Northwood

NON MANDATORY PRE-PROPOSAL MEETING:

December 15, 2023, 3:00 p.m.

VIA ZOOM

https://us06web.zoom.us/j/8146434147?pwd=enE0QWhqUVJQYlJvdlVRZjdtQmorQT09&omn=81940045176 Meeting ID: 814 643 4147

Passcode: K6qKVp +1 301 715 8592 US (Washington DC)

+1 312 626 6799 US (Chicago) +1 646 558 8656 US (New York)

Passcode: 495973

Proposals are due:

January 12, 2024, no later than 2:00 p.m.

Firms offering responses to this RFP (“Offeror(s)”) shall submit sealed proposals (“Proposal(s)”) to be received by the City of Sandy Springs (“City”) no later than January 12, 2024, 2:00 p.m. EST. The City will only accept online submissions for this RFP through the Bonfire Portal at https://sandysprings.bonfirehub.com/projects/102003/details (“Bonfire”). Any Proposal submitted in any other format (e-mail, paper, fax, mail, etc.) will not be accepted for any reason. This is a Section 3 Covered

Contract. Section 3 Business Concerns are encouraged to apply.

General Information:

1. All communications regarding this procurement must be with the assigned Procurement Officer, Edward McAdoo III, purchasing@sandyspringsga.gov.

2. All questions or requests for clarification must be sent via Bonfire under Message Opportunity Q&A:

https://sandysprings.bonfirehub.com/projects/102003/details. Questions are due no later than December 28, 2023, 5:00 p.m. EST. Questions received after this date and time may not be answered.

3. Questions and clarifications will be answered in the form of an addendum. Any addenda, schedule changes and other important information regarding this procurement will be posted on Bonfire at https://sandysprings.bonfirehub.com/projects/102003/details. It is the Offeror’s responsibility to check

Bonfire for any addenda or other communications related to this procurement.

https://us06web.zoom.us/j/8146434147?pwd=enE0QWhqUVJQYlJvdlVRZjdtQmorQT09&omn=81940045176 https://sandysprings.bonfirehub.com/projects/view/17847 https://sandysprings.bonfirehub.com/projects/view/17847

4. The form of contract (“Model Contract”) the City intends to execute with the selected Offeror is included as Attachment A for review. Offerors are urged to read this Model Contract carefully, including exhibits, prior to submitting a Proposal. In general, the City is unable to negotiate or revise contract provisions. If an Offeror believes certain contract provisions are out of date, not applicable or place an undue burden or cost on the

Offeror or the City, the Offeror must address these concerns in writing during the question and answer period.

The Procurement Officer will review and determine the appropriate response. If the City determines a change is warranted; an addendum will be posted to this RFP. If an Offeror is unwilling to execute the Model Contract, whether modified by addendum or not, a Proposal should not be submitted

4. The City reserves the right to reject all Proposals and to waive technicalities and informalities, and to make award in the best interest of the City.

5. An Offeror’s RFP Checklist is provided for your convenience below. This checklist is provided for assistance only and should not be submitted with the Proposal.

6. The City is not responsible for any technical difficulties. It is highly recommended that all Offerors submit their Proposals prior to the due date of this solicitation.

TABLE OF CONTENTS

PROPOSAL SIGNATURE AND CERTIFICATION

CORPORATE CERTIFICATE

OFFEROR’S RFP CHECKLIST

SECTION 1: BACKGROUND AND GENERAL INFORMATION

SECTION 2: SCOPE OF SERVICES

SECTION 3: SUBMITTALS

SECTION 4: QUALIFICATIONS

SECTION 5: CONTENTS OF PROPOSALS AND EVALUATION CRITERIA

SECTION 6: PRE-SUBMITTAL INQUIRIES

SECTION 7: COMMUNICATIONS

SECTION 8: SCHEDULE OF EVENTS

SECTION 9: TERMS AND CONDITIONS

SECTION 10: CONTRACT INFORMATION

Attachment A: MODEL CONTRACT, which includes all Exhibits attached thereto including:

• Scope of Services and/or Contractor Proposal

• Certification of Contractor - Georgia Security and Immigration Compliance Act

• Certification of Contractor - Drug-Free Workplace

• Affidavit Verifying Status for City Public Benefit Application

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

• Insurance Requirements

• List of Subcontractors

• Notice to Contractors - Compliance with Title VI of the Civil Rights Act of 1964

PROPOSAL SIGNATURE AND CERTIFICATION

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

Authorized Signature for Offeror: ____________________________________________________________

Print/Type Name of Signatory: ____________________________________________________________

Date: ____________________________________________________________

Print/Type Offeror Name Here: ____________________________________________________________

CORPORATE CERTIFICATE

I, _________________, certify that: I am the ____________________ of the company named as Offeror in the foregoing Proposal; that ______________________________________________, who signed said Proposal on behalf of the Offeror, was then (title) __________________ of said company; that said Proposal was duly signed for and in behalf of said company by authority of its governing body, and is within the scope of its corporate powers; that said company is organized under the laws of the State of _________________ and is duly registered and authorized to do business in the State of Georgia in accordance with Georgia law.

This _____________ day of ___________________________, 2024.

(Signature)

(Seal)

Corporate Name: _____________________________________________________ d/b/a: _____________________________________________

OFFEROR’S RFP CHECKLIST

Critical Things to Keep in Mind When Responding to an RFP for the City of Sandy Springs

1. _______ Read the entire document. Note critical items such as: supplies/services required;

submittal dates; number of copies required for submittal; contract requirements, if any (e.g. bonding and insurance requirements).

2. _______ Note the Procurement Officer's name, address, phone numbers and e-mail address.

This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information.

3. _______ Attend the pre-Proposal conference. These conferences provide an opportunity to ask questions, obtain a better understanding of the Project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP. This conference is voluntary, but all potential Offerors are strongly encouraged to attend.

4. _______ Take advantage of the “question and answer” period. Submit your questions to the

Procurement Officer by the due date listed in the RFP and view the answers given in any formal “addenda” issued for the RFP. All addenda issued for an RFP will be posted on the City’s purchasing page at https://sandysprings.bonfirehub.com/projects/102003/details.

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

6. _______ Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the City or Evaluation Committee will know what your company’s capabilities are or what items/services you can provide, even if you have previously contracted with the City. Proposals are evaluated based on the information and materials provided in response to the RFP.

7. _______ Use the forms provided, with the RFP, if any.

8. _______ Review the RFP document again to make sure that you have addressed all requirements.

9. _______ Submit the Proposal on time. Note all the dates and times listed in this RFP, and be sure to submit all required items on time. Late Proposals will not be accepted.

This checklist is provided for assistance only and should not be submitted with your Proposal.

SECTION 1: BACKGROUND AND GENERAL INFORMATION

Background

The City of Sandy Springs (“City” or “Sandy Springs”) is soliciting responses (“Response(s)”) to this RFP to select a qualified consultant to provide Engineering Design Consultant Services (“Consultant”) for T0033-8, T-0033-9, and T0033-10 under the City’s Community Development Block Grant (CDBG) Program. The project focus will be to improve connectivity in CDBG target areas along the Roswell Road transportation corridor. Ultimately, the City desires to construct sidewalk to improve the network in the identified target areas, install required Americans with Disabilities Act (ADA) improvements and make other improvements to the existing sidewalk network where none currently exist.

Each of the three sidewalks have their own needs:

• T0033-8 Northwood Sidewalk and Pedestrian Crossing To study and provide a pedestrian crossing to Northwood Park from the south side of Northwood Drive, and an ADA compliant existing sidewalk upgrade design with pedestrian lights for the south side of Northwood Drive between 168 Northwood Drive and the intersection at Roswell Road;

• T0033-9 Long Island Sidewalk An approximately 150 LF of 6-foot-wide sidewalk with a 2-foot-wide landscape strip and a minimum of 1-foot-wide back of sidewalk buffer for the north side of Long Island Road from the existing sidewalk to the existing sidewalk at the intersection Roswell Road;

• T0033-10 Hope Road Sidewalk An approximately 1650 LF of 6-foot-wide sidewalk with a 2-foot-wide landscape strip and a minimum of 1-foot-wide back of sidewalk buffer, an ADA compliant existing sidewalk upgrade design, and pedestrian lighting layout design for approximately 700 LF on the north/western side of Hope Road from Roswell Road to Dunwoody Place and at the southwest corner of Dunwoody Place and Roswell Road intersection.

SECTION 2: SCOPE OF SERVICES

Project Scope:

The scope of services for this Project includes the following tasks:

For the duration of the project design status relative to project milestones are required as well as project manager attendance in biweekly project update meetings. If update meeting is not required, provide written project update via email biweekly.

Task 1: Survey

Survey along both sides of Northwood Drive 50 LF beyond existing curb; assume 3 SUE A test holes as required.

• T0033-9 Long Island Sidewalk Survey from right-of-way south of Long Island Drive to 100 LF beyond existing curb on the north side of Long Island Drive; assume 1 SUE A test holes as required.

• T0033-10 Hope Road Sidewalk Survey from right-of-way on the south of Hope Road to 100 LF beyond existing curb on the north side of Hope Road; assume 5 SUE A test holes as required.

Include lane striping, signages, drainage systems, walls, fence, structures, parking lot curbs and striping, trees at least 10” DBH including species in the survey. A current and accurate ground run (2’ contour interval) topographic survey of the entire project area will be required. Survey shall include local issuing authority requirements for setbacks, zoning, buffers, surrounding land use and zonings, and Fulton County GIS benchmark reference. If initial work is done off GIS data, survey data should be used to modify or correct the concept drawings. All utilities are to be located to SUE Level B. Level A SUE will be added to the project as required.

Task 2: Concept Design

The Consultant will be responsible for the following tasks during the concept design phase of the project:

• Concept Design: Provide a concept design per COSS Technical Manual. Crosswalks and ADA ramps are required at appropriate locations. Ensure Americans with Disability Act (ADA) standards are addressed and appropriate design features are incorporated. It is a City preference not to use guardrail while still providing an appropriate roadway clear zone. Concept designs should balance this preference with the other design constraints/policies cited herein. The Consultant should also prepare a hydrology study for the road including analysis of gutter spread and provide design of a storm drainage system, as needed.

Approval of concept drawings with any associated redline comments is required (in writing) prior to commencement of preliminary design documents.

A pedestrian crossing to Northwood Park from the south side of Northwood Drive, and an ADA compliant existing sidewalk upgrade design with pedestrian lights for the south side of Northwood Drive between 168 Northwood Drive and the intersection at Roswell Road;

• T0033-9 Long Island Sidewalk A 6-foot-wide sidewalk with a 2-foot-wide landscape strip and a minimum of 1-foot-wide back of sidewalk buffer for the north side of Long Island Road from the existing sidewalk to the existing sidewalk at the intersection Roswell Road

• T0033-10 Hope Road Sidewalk A 6-foot-wide sidewalk with a 2-foot-wide landscape strip and a minimum of 1-foot-wide back of sidewalk buffer, an ADA compliant existing sidewalk upgrade design, and pedestrian lighting layout design for approximately 700 LF on the north/western side of Hope Road from Roswell Road to Dunwoody Place and at the southwest corner of Dunwoody Place and Roswell Road intersection.

• Tree Protection: Provide tree protection plan per COSS Technical Manual. Identification and protection

(where possible) of existing significant trees. Coordination and recommendations with the City Arborist is anticipated. Restoration of landscape buffer where removal of existing trees is required to construct the sidewalk. The services of a registered Landscape Architect are expected to provide this project design support.

• Green Infrastructure Feasibility Study: A Green Infrastructure feasibility study is required per City Code for transportation projects. It is anticipated that the project is exempt for Green Infrastructure Analysis and will not be feasible for Green Infrastructure design.

• Utility Coordination: The Consultant will coordinate with all applicable utility companies to obtain details of facility locations, identify any conflicts, and incorporate necessary utility relocations/redesigns into the plans. This effort will also include attending and participating in the City’s monthly utility coordination meeting. All utilities are to be located to SUE Level B and incorporated into the Concept Design. A proposed utility plan with a first utility submission to all utility providers is anticipated as part of the preliminary design. A utility coordination log will need to be created and maintained.

• ROW Plans: The Consultant should be prepared to provide ROW plans that clearly summarize the locations and amounts of any easements and/or right-of-way acquisitions that will be required to construct the project. It is the intent of the City to minimize the requirement for additional right-of-way and associated easements from adjacent property owners.

• Retaining Wall Design: Given the existing site characteristics, retaining walls will be required. The consultant will be required to have structural engineering support to prepare any necessary wall designs and the structural engineer should advise the design during concept phase on wall requirements. Wall foundation investigations through a geotechnical engineering consultant may be required depending upon the nature of the required walls.

• Lighting Plans: Pedestrian lighting layout design will be part of this Project. The consultant will provide lighting layout plans in accordance with City requirements. A Field Plan Review is required prior the preliminary plan approval.

• T0033-8 requires pedestrian lighting layout design for the full length of the project.

• T0033-9 does not require any pedestrian lighting layout design.

• T0033-10 requires pedestrian lighting layout design at the intersection of Dunwoody Place and Hope Road, and approximately 700 LF of pedestrian lighting layout design from the intersection of Roswell Road and Hope Road.

• Environmental Coordination including NEPA: The following items will be required for this Project.

• Provide Environmental Coordination appropriate to satisfy HUD’s NEPA requirements. It is anticipated that each sub-project will require its own environmental evaluation.

• Phase I Environmental Site Assessments will be needed for each of the parcels along the Project corridor. Based on the Phase I results, a Phase II Site Assessment may be needed on some of the parcels.

• Erosion, Sedimentation, and Pollution Control Plan(s) that will include Georgia Soil and Water Conservation Commission required checklist information pursuant to disturbed area for the Project.

The Consultant will be responsible for submitting the Plan(s) to the Environmental Protection Division (EPD) for review and permitting and for the submission of the Notice of Intent. The Consultant will plan their schedules to include time for erosion permitting and up to two review cycles.

• Field Plan Review: Coordinate concept field plan review.

• City Approval Process: The Consultant will be required to obtain approval of the plans from the City’s

Public Works (PW) Department. During the Concept Phase, this will include submitting concept level plans to COSS PW for review and approval. The Consultant will submit a design exception package detailing any variances from the City’s standards for approval by PW.

Task 3: Design Development, Utility Coordination and Right of Way Acquisition

The Consultant will be responsible for the following tasks during the design development of the project:

• Preliminary Design: Provide a refined design based upon the City-approved concept design for each of the projects. Cross-sections at 25-foot minimum intervals and all driveway profiles to be included. Plans updated to incorporate utility comments.

• ROW Plans: Existing ROW, proposed ROW, and easement staking along with the centerline of the road are required prior to ROW coordination with the property owners. The consultant should anticipate that approximately 50% of property frontages will require design revision and restaking due to property owners’ requests and City approved changes in order to secure right of way. Provide a complete set of right of way plans with the metes and bounds legal descriptions of the required right of way. Provide right of way staking and/or restaking when requested by the City at the appropriate time. Provide a right of way cost estimate.

• Utility Coordination: Further Utility location will be required to SUE Level A where the work of the project will potentially conflict with buried utilities (e.g. retaining wall foundations and pedestrian lights). Maintain and provide utility coordination log when requested by the City. Provide staking of centerline of the road for utility relocation as needed.

• Field Plan Review: Coordinate preliminary field plan review.

• City Approval Process: The Consultant will submit preliminary plans to the City’s Community Development

(CD) Department for review.

Task 4: Final Design Phase

The Consultant will be responsible for the following tasks during the final design phase of the project:

• Final Design Package: Complete 100% Plan Sets and Final Permit Review and Retaining Wall Permit

Review by City, Proof of coordination and approval of ES&C plans by Ga EPD if over an acre disturbed.

Draft Bid Document to include Bid Schedule and Special Provisions.

• Utility Coordination: Documented completion of utility coordination and utility certification with either no conflict letters or evidence of utility approved agreements and plans to reconcile conflicts.

• Field Plan Review: Coordinate final field plan review.

• City Approval Process: The Consultant will submit final plans to the City’s CD Department for review and approval.

• Cost Estimate: A Final Construction Cost Estimate will be required at the end of final design.

Task 5: Public Involvement

The Consultant shall provide a minimum of one (1) public meeting:

• One (1) concept meeting will be held. Consultant attendance at the meeting to answer questions from the public will be required.

• Presentation materials will be required for each meeting. Presentation materials will include presentation boards with illustrative renderings and perspective views of the proposed improvements.

• Consultant may also provide one (1) fact-finding meeting (this is optional).

The Consultant may be asked to prepare one (1) or two (2) presentations to the City Council during a work session.

The Consultant may be asked to find a relevant location for public meetings when projects are more than a reasonable distance from City Hall.

Task 6: Post Design Services

• Attend pre-bid conference

• Respond to bidder questions

• Provide tabulation of bids received

• Attend pre-construction meeting

• Respond to construction RFI’s

• Product/material submittal reviews

• 7-day inspection for erosion control

Attend 1 on-site monthly meeting throughout the duration of construction of each project.

Major Project Milestones (in calendar days):

T0033-8 – Northwood Sidewalk and Pedestrian Crossing

• Survey, including SUE B

• Concept Design

• PIOH

• Utility Coordination

• Preliminary Design

• ROW Negotiations and Acquisition (Assume 9 months)

• Final Design and Bid Document

• Let Date (Assume Q3 2026)

T0033-9 – Long Island Sidewalk

• Survey, including SUE B

• Concept Design

• PIOH

• Utility Coordination

• Preliminary Design

• ROW Negotiations and Acquisition (Assume 9 months)

• Final Design and Bid Document

• Let Date (Assume Q3 2026)

T0033-10 – Hope Road Sidewalk

• Survey, including SUE B

• Concept Design

• PIOH

• Utility Coordination

• Preliminary Design

• ROW Negotiations and Acquisition (Assume 12 months)

• Final Design and Bid Document

• Let Date (Assume Q1 2027)

SECTION 3: SUBMITTALS

Proposals shall be submitted through Bonfire at:

https://sandysprings.bonfirehub.com/projects/102003/details no later than 2:00 p.m. EST on January 12, 2024

A Proposal received after this date and time or at any other location will not be accepted or considered. The City is not responsible for delays caused for any reason. It is the Offeror’s sole responsibility to submit its Proposal before the required deadline. Hard copy, electronic and facsimile submittals will not be accepted.

SECTION 4: QUALIFICATIONS

GDOT Qualifications

The Prime Consultant MUST be prequalified by GDOT in the area classes listed below:

Number Area Class

3.02 Two-Lane or Multi-lane Urban Roadway Design

3.13 Facilities for Bicycles and Pedestrians

The Consultant (the prime or one or more of the subconsultant(s) MUST be GDOT pre-qualified in the following areas of work:

Number Area Class

1.13 Non-Motorized Transportation Planning

3.02 Two-Lane or Multi-lane Urban Roadway Design

3.08 Landscape Architecture Design

3.10 Utility Coordination

3.12 Hydraulic and Hydrological Studies (Roadway)

3.13 Facilities for Bicycles and Pedestrians

5.01 Land Surveying

5.02 Engineering Surveying

5.05 Photogrammetry

5.08 Overhead/Subsurface Utility Engineering (SUE)

6.01(a) Soil Survey Studies

6.01(b) Geological and Geophysical Studies

6.03 Hydraulic and Hydrologic Studies (Soils & Foundation)

6.05 Hazardous Waste Site Assessment Studies

9.01 Erosion, Sedimentation, and Pollution Control Plan

In addition to input provided by the City staff, design of the Project will be guided by the following City documents:

• Sandy Springs Development Code

• Sandy Springs Technical Manual

• PCID Public Space Standards (Latest Version)

Statement of Qualifications

Statement of Qualifications are being requested from engineering/architectural firms with a record in successfully assisting local governments.

1. Project Manager - Provide information pertaining to the project manager, including but not limited to:

a. Education.

b. Registration (if necessary and applicable.)

c. Relevant engineering experience.

d. Relevant project management experience for projects of similar complexity, size, scope, and function. CDBG experience, including other DCA grant programs.

e. Relevant experience utilizing GDOT specific processes, manuals, or guidance (Plan Development Process, Design Policy, Environmental Procedures Manual, etc.).

2. Key Team Leaders - Provide experience of Key Team Leaders (defined as those individuals who oversee project areas determined as particularly important to each specific project, refer to the Project Description in Section 2 for the list of Key Team Leaders for each Project). For each Key Team Leader identified provide:

a. Education.

b. Registration (if necessary and applicable.)

c. Relevant experience in the applicable resource area of the most relevant projects. CDBG experience, including other DCA grant programs.

d. Relevant experience utilizing GDOT specific processes, manuals, or guidance (PDP, Design

Policy, Environmental Procedures Manual, etc.) which are specific to the key team leader’s area.

3. Prime Experience - Provide information on the prime’s experience and ability in delivering effective services of similar complexity, size, scope, and function, which demonstrates the firm’s capabilities to provide services for the City. For each project, the following information should be provided (Maximum of two (2) pages):

a. Client name, project location and dates during which services were performed.

b. Description of overall project and services performed by your firm.

c. Duration of Project services provided by your firm, and overall project budget.

d. Experience utilizing GDOT specific process, manuals, or guidance (PDP, Design Policy, Environmental Procedures Manual, etc. CDBG experience, including other DCA grant programs.

e. Client(s) current contact information including contact names, telephone numbers and email addresses.

f. Involvement of Key Team Leaders on the projects

4. Resources/Workload Capacity

Overall Resources - Provide information regarding the overall resources dedicated to delivering the specific project, including:

a. Organizational chart which identifies the project manager, prime, Key Team Leaders, support personnel, and reporting structure. This chart may be submitted on a 11” x 17” page. (Excluded from the page count)

b. Primary Office - Identify and discuss the primary office which will be responsible for handling the specific project and the number and types of staff within the office and how this office could benefit the project and promote efficiency. This information to be included on the one (1) page with the Narrative on Additional Resource Areas and Ability.

c. Narrative on Additional Resource Areas and Ability – Respondents are to provide information regarding additional resource areas identified as important to the project, to discuss how the key areas will integrate and work together on the project, to discuss any information which is pertinent to these areas, to provide a narrative regarding how the organization of the team, including the PM and Key Team Leaders can deliver the project on schedule given their workload capacity. (City recognizes that some individuals may be able to meet the schedule while carrying heavier project loads.) Respondents may discuss the advantages of your team and the abilities of the team members which will enable the project to meet the proposed schedule as identified in Section 2 (where applicable). If there is no proposed schedule, discuss the advantages of the team and the abilities of the team members which will enable the project to move as expeditiously as possible.

Are you a Section 3 Business Concern?

If yes, please attach the Section 3 Business Concern Certification form, it must be filled out, signed, notarized and submitted with you proposal.

SECTION 5: EVALUATION CRITERIA/SCORING

The City will evaluate Responses based on criteria stated below within this RFP. A Respondent’s qualifications and experience will be assigned a value including but not limited to the following technical qualifications and requirements:

Project Manager, Key Team Leader(s) and Prime’s Experience and Qualifications

Project Manager education, registration, relevant engineering experience, relevant project management experience, experience in utilizing City specific processes, manuals, or guidance.

Key Team Leaders’ education, registration, relevant technical experience, and relevant experience in utilizing City specific processes, manuals, or guidance.

Prime Consultant’s experience in delivering projects of similar complexity, scope, and function. CDBG experience, including other DCA grant programs.

30 points

Project Manager, Key Team Leader(s) and Prime Resources and Workload Capacity

Project Manager Workload Workload capacity of Key Team Leader(s) Resources dedicated to delivering project Ability to Meet Project Schedule

20 points

Technical Approach Provide any unique technical approaches your firm offers relative to addressing anticipated design concepts, use of any alternative methods for delivery (if applicable), and/or management of the project.

Identify any unique challenges of the project and how your firm intends to mitigate these challenges, including quality control, quality assurance procedures.

Provide any specific qualifications, skills, knowledge of the project and project area which may uniquely benefit the firm and project, and your ability and willingness to meet time requirements

40 points

Past Performance The Selection Committee may consider information provided via references provided for relevant projects, knowledge any selection committee member has of performance on relevant projects, and performance evaluations or knowledge presented on City projects

10 points

Selection Process

1. Interviews

At the City’s discretion, selected Offerors may be interviewed as a part of Proposal evaluation based upon the criteria set out in the RFP, and other qualities demonstrated by the Offeror to differentiate itself from other submittals, such as unique qualities, methodologies, or approaches. Selected Offerors may be asked to provide additional information to the Evaluation Committee regarding demonstrated competence and qualifications, feasibility of implementing the Project as proposed, ability to meet schedules, costing methodology, or other factors as appropriate.

2. Additional Information

Any information requested by the Evaluation Committee subsequent to the Offeror’s initial Proposal evaluation will be used to further evaluate the selected Offerors to determine a rank-order. The Evaluation Committee will make a recommendation for award, but Mayor and City Council shall have final approval of any award resulting from this solicitation.

3. Negotiations

a. Based on the information provided in the Responses, a firm or firms will be selected for further consideration.

b. The Evaluation Committee and Purchasing Manager shall negotiate with the most qualified firm to establish compensation terms that are deemed fair and reasonable by both parties. In negotiating such compensation terms, the estimate value of the services will be taken into account. If a satisfactory contract cannot be negotiated with the most qualified firm, negotiations with that firm should be terminated. Negotiations should commence with additional firms that were selected for further consideration in order of their competence and qualifications as established by the Evaluation Committee until an agreement is reached in accordance with this Section. Contract negotiated in accordance with this Section shall be presented to City Council for award and approval.

SECTION 6: PRE-SUBMITTAL INQUIRIES

All questions or requests for clarification shall be sent via Bonfire under Message - Opportunity Q&A:

or directed to: purchasing@sandyspringsga.gov.

Questions are due no later than December 28, 2023, 5:00 pm EST. Questions received after this date and time may not be answered.

Questions and clarifications will be answered in the form of an addendum. Any addenda, schedule changes and other important information regarding this procurement will be posted on Bonfire at:

It is the Offeror’s responsibility to check Bonfire frequently for any addenda or other communications related to this procurement.

https://sandysprings.bonfirehub.com/projects/view/TBD

SECTION 7: COMMUNICATIONS

Questions or comments regarding this procurement shall be submitted in writing via e-mail to the Procurement Officer ONLY (see address below). The Offeror shall clearly reference the section and page numbers of the RFP which are applicable to the question(s) or comment(s) submitted.

Note: Oral questions will not be accepted due to the possibility of misunderstanding or misinterpretation.

Offerors are encouraged to submit questions or comments by no later than December 28, 2023, 5:00 p.m. EST, to allow for analysis and dissemination of the City's responses in advance of the Proposal due date. Questions received after this date and time may not be answered.

The principal point of contact for this procurement is the Purchasing Manager, Edward McAdoo III, for the City.

Mr. McAdoo III can be reached via e-mail at purchasing@sandyspringsga.gov. Until a Contractor is selected and the selection is announced regarding the procurement, elected officials, Evaluation Committee members, employees of the City, and contracted personnel receiving information and documents regarding this procurement are not allowed to communicate regarding the procurement for any reason with any potential or interested contractors, vendors, City staff, or contracted personnel except through the City's Procurement

Officer or designated successor.

For violation of this restriction, the City reserves the right to reject the Proposal of any potential or interested contractor or vendor who knowingly participates in such violation. Any City staff or elected officials who violate this restriction acknowledge such conduct may result in an ethics violation pursuant to the City's ethics ordinance and/or disqualification from further participation in, or briefing on, the procurement. All communications concerning this procurement must be directed to the Procurement Officer named in this procurement.

SECTION 8: SCHEDULE OF EVENTS*

EVENT DATE

RFP Release Date November 29, 2023

Pre-Proposal Meeting (Non-Mandatory) December 15, 2023 (3:00 p.m.)

Deadline for Receipt of Inquiries December 28, 2023

Proposal Due Date January 12, 2024

Proposal Evaluations Completed TBD

Presentations/Interviews (Optional) TBD

Final Selection TBD

*This proposed schedule of events is informational and is subject to change at the discretion of the City.

SECTION 9: TERMS AND CONDITIONS

All contracts are subject to Federal and State contract provisions prescribed by the Georgia Department of Community Affairs. This project is covered under the requirements of Section 3 of the HUD Act of 1968, as amended and Section 3 Business Concerns are encouraged to apply.

City of Sandy Springs also abides by the following laws as they pertain to HUD Assisted Projects: Title VI of the Civil Rights Act of 1964; Section 109 of the Housing and Community Development Act of 1974, Title 1;

Title VII of the Civil Rights Act of 1968 (Fair Housing Act); Section 104(b)(2) of the Housing and Community

Development Act of 1974; Section 504 of the Rehabilitation Act of 1973 as amended; Title II of the Americans with Disabilities Act of 1990 (ADA); and the Architectural Barriers Act of 1968.

All Proposals and supporting materials as well as correspondence relating to this procurement become property of the City when received. Any proprietary information contained in the Proposal shall be so indicated; however, a general indication that the entire contents, or a major portion, of the Proposal is proprietary will not be honored. The following terms and conditions shall also apply:

1. All applicable federal and state laws and City ordinances, licenses and regulations of all agencies having jurisdiction shall apply to Offerors throughout the solicitation and the Project and are incorporated herein.

2. Gratuities, Rebates, or Kickbacks.

a. Gratuities. It is prohibited for any person to offer, give, or agree to give any City

Representative, or for any City Representative to solicit, demand, accept, or agree to accept from another person, a gratuity, rebate or offer of employment in connection with any decision, approval, disapproval, recommendation or preparation of any part of this RFP influencing the content of any specification or standard, rendering of advice, investigation, auditing or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to this RFP or a Contract or subcontract, or to any Solicitation or response therefore in any manner inconsistent with the State of Georgia’s Department of Administrative Services Gratuity Policy located in the Georgia

Procurement Manual Section I.4.

b. Kickbacks. It is prohibited for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a Contract to the prime Contractor or higher tier subcontractor, or any person associated therewith, as an inducement for the Award of this RFP.

c. Rebates. It is prohibited for any rebate to be offered for the sole purpose of inducement. Rebates normally or routinely offered to all customers for the purchase of Goods and Services are acceptable and are the property of the City.

d. Nothing in this section shall preclude a City Representative from attending seminars, courses, lectures, briefings, or similar functions at any Offeror's facility or at any other place if any such seminar, course, lecture, briefing, or similar function is for the purpose of furnishing the City Representative with knowledge and information relative to the Offeror's Goods or

Services and is one the City Manager determines would be beneficial to the City. In connection with any such seminar, course, lecture, briefing, or similar function, nothing shall preclude the

City Representative from receiving meals from an Offeror. Nothing in this section shall preclude the City Representative from receiving educational materials and business related items of not more than nominal value from an Offeror. Nothing contained in this section shall permit the

City Representative to accept free travel from the Offeror outside the State of Georgia or free lodging in or outside the State of Georgia.

3. Professionals requiring special licenses shall be licensed in the State of Georgia, and shall be responsible for those portions of the work as may be required by law.

4. No Proposal shall be accepted from, and no contract shall be awarded to, any person, firm, or corporation that (i) is in arrears to the City with respect to any debt, (ii) is in default with respect to any obligation to the City, or (iii) is deemed irresponsible or unreliable by the City.

5. The City shall be able to request of an Offeror satisfactory evidence that it has the necessary financial resources to accomplish the requirements of the contract.

6. From the date this RFP is issued until a Consultant is selected, Offerors are not allowed to communicate with any staff or elected officials of the City regarding this procurement, except at the direction of Edward McAdoo III, Purchasing Manager for this procurement. Any unauthorized contact may disqualify the Offeror from further consideration. Contact information for the single point of contact is as follows:

Edward McAdoo III, Purchasing Manager

City of Sandy Springs 1 Galambos Way

Sandy Springs, Georgia 30328 E-mail: purchasing@sandyspringsga.gov

7. While the City has every intention to make an award as a result of this procurement, issuance of the RFP in no way constitutes a commitment by the City to award and execute a contract. Upon a determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

a. Cancel or terminate this RFP at any time. A notice of cancellation will be issued if the RFP is cancelled.

Preparation of a Proposal is the Offeror’s sole financial responsibility.

b. The City will not reimburse any Offeror for preparation of its Proposal. Proposals may be returned upon request, if unopened.

c. Reject any or all Proposals received, make a contract award based directly on the Proposals received in the best interest of the City, in its sole discretion, or enter into further discussions with one (1) or more Offerors.

d. Waive and/or amend any undesirable, inconsequential, or inconsistent provisions/specifications of this RFP which would not have significant impact on any Proposal.

e. Make partial award or no award if it is in the best interest of the City to do so.

f. Terminate any contract if the City determines adequate funds are not available or if it is in the City’s best interest to do so.

SECTION 10: CONTRACT INFORMATION

The form of agreement (“Model Contract”) the City intends to execute with the selected Offeror is included in this RFP as Attachment A. Offerors are urged to read this Model Contract carefully prior to submitting a Proposal.

In general, the City is unable to negotiate or revise contract provisions. If an Offeror believes certain contract provisions are out of date, not applicable or place an undue burden or cost on the Offeror or the City, the Offeror shall address these concerns in writing during the pre-submittal inquiries period. The Procurement Officer will review and determine the appropriate response. If the City determines a change is warranted; an addendum will be posted to this RFP. If an Offeror is unwilling to execute the Model Contract, whether modified by addendum or not, a Proposal should not be submitted.

The City may deem any Proposal containing contract changes or exceptions non-responsive and reject the Response.

This RFP document, together with its addenda, amendments, attachments, modifications, Offeror’s Proposal, including any amendments, a “best and final offer,” and any clarification question responses, when executed, becomes part of the contract between the parties. The City does not intend to accept alternate terms and conditions to the Model Contract. All questions are due in writing no later than the date stated on the first page of this RFP. Questions received after this date and time may not be answered.

Prior to award, the apparent selected Offeror may be required to enter into discussions with the City to resolve any contractual differences before an award is made. These discussions shall be finalized and all exceptions resolved within one (1) week of notification; if not, the Proposal may be rejected and discussions initiated with the second highest scoring Offeror.

The selected Offeror shall not begin performance of services requested by this RFP prior to the execution of a formal agreement (based on the Model Contract) by the City and selected Contractor. Any Contractor beginning performance prior to the execution of a formal agreement shall be deemed to be proceeding at the Contractor’s risk, and shall not be entitled to any compensation for such performance. In addition, the City reserves the right to withdraw or cancel an award.

The City may, by written notice to the selected Offeror, terminate any resulting agreement without cause. The City must give notice of termination to the selected Offeror at least thirty (30) days prior to the effective date of termination.

ATTACHMENT A

Contract

AGREEMENT

This Agreement (“Agreement”) is made this ______ day of _________________ by and between _________________________________________________________________ (“Contractor”), located at

______________________________________________ and the City of Sandy Springs, Georgia (“Sandy

Springs”).

WITNESSETH:

WHEREAS, Contractor is engaged in the business of design services, project management, and field investigations; and

WHEREAS, Sandy Springs has a need to acquire design services described in the Scope of Services and/or Contractor Proposal attached hereto as Exhibit A (“Services”); and

WHEREAS, Contractor is willing and able to render the Services and wishes to perform the Services for Sandy Springs; and

WHEREAS, Sandy Springs wishes to acquire the Services from Contractor;

NOW, THEREFORE, in consideration of the mutual terms, conditions and covenants set forth herein, the parties hereto agree as follows:

1. Services.

Contractor hereby agrees to render the Services to Sandy Springs as set forth in the Scope of Services and/or Contractor Proposal attached hereto as Exhibit A and incorporated herein by this reference. Contractor agrees to perform the Services at the direction of the project manager or designee, in the manner and to the extent required by the parties herein, as may be amended hereafter in writing by mutual agreement of the parties.

2. Compensation.

a. Fee. As consideration for the Services, Sandy Springs shall pay to Contractor the fee described in Exhibit B attached hereto and incorporated herein by this reference.

b. Manner of Payment. Contractor shall, on a monthly basis, prepare and submit to the Sandy Springs Finance Department an invoice, indicating work performed and approved and additional expenses incurred during the applicable time period, together with such supporting documentation as may be required by Sandy Springs. Each compliant invoice shall be paid within thirty (30) days after submission of an invoice.

3. Relationship of Parties.

a. Independent Contractors. Nothing contained herein shall be deemed to create any relationship other than that of independent contractor between Sandy Springs and Contractor This Agreement shall not constitute, create, or otherwise imply an employment, joint venture, partnership, agency or similar arrangement between Sandy Springs and Contractor. It is expressly agreed that Contractor is acting as an independent contractor and not as an employee in providing the Services under this Agreement.

b. Employee Benefits. Contractor shall not be eligible for any benefit available to employees of

Sandy Springs including, but not limited to, workers’ compensation insurance, state disability insurance, unemployment insurance, group health and life insurance, vacation pay, sick pay, severance pay, bonus plans, pension plans, or savings plans.

c. Payroll Taxes. No income, social security, state disability or other federal or state payroll tax will be deducted from payments made to Contractor under this Agreement. Contractor shall be responsible for all FICA, federal and state withholding taxes and workers’ compensation coverage for any individuals assigned to perform the Services for Sandy Springs.

4. Term.

This Agreement shall become effective as of the date of its execution, shall continue in effect until the completion of the work stated in Exhibit A, Scope of Services and/or Contractor Proposal. The term of the Agreement will be contingent upon annual appropriations of funds by the Sandy Springs City Council. The Agreement will terminate at the close of the Project.

5. Termination.

Either party shall have the right to terminate this Agreement if the other party is in default of any obligation hereunder and such default is not cured within ten (10) days of receipt of a notice from the other party specifying such default. “Default” shall mean:

a. If Sandy Springs fails to make payments when due or fails to perform or observe any of its duties or obligations under the terms of this Agreement;

b. If Contractor fails to perform or observe any of its duties or obligations under the terms of this

Agreement;

c. If Sandy Springs or Contractor shall have made any warranty or representation in connection with this Agreement which is found to have been false at the time such warranty or representation was made and is materially harmful to the other party.

d. This Agreement may also be terminated by either party by giving written notice thirty (30) days prior to the effective date of termination.

If this Agreement is terminated pursuant to this paragraph, Contractor shall be exclusively limited to receiving only compensation for the work performed and appropriately documented to and including the effective date identified in the written termination notice.

6. Termination of Services and Return of Property.

Upon the expiration or earlier termination of this Agreement, Contractor shall immediately terminate the Services hereunder and shall deliver promptly to Sandy Springs all property relating to the Services and any Work Product (as defined below), patents or copyrights covered by this Agreement. Work Product shall include, but not be limited to, all hardware and software, written, graphical, and recorded material, and any copies, abstracts or summaries thereof.

7. Standard of Performance and Compliance with Applicable Laws.

Contractor warrants and represents that it possesses the special skill and professional competence, expertise and experience to undertake the Services and the obligations imposed by this Agreement. Contractor agrees to perform in a diligent, efficient, competent and skillful manner commensurate with that degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances, and to otherwise perform as in necessary to undertake the Services required by this Agreement, including the requirements set forth in the Certification of Contractor - Georgia Security and Immigration Compliance Act attached hereto as Exhibit C, in the Certification of Sponsor Drug Free Workplace attached hereto as Exhibit D, and in the Affidavit Verifying Status for City Public Benefit Application attached hereto as Exhibit E, Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1) attached hereto as Exhibit F, and agrees to execute and provide such certifications to Sandy Springs, which are incorporated into and made a part of this Agreement.

Contractor warrants and represents…