24_052_Traffic Sign and Wayfinding Sign Maint.pdf

REQUEST FOR STATEMENTS OF QUALIFICATION FROM

QUALIFIED CONTRACTOR

RFQC #24-052

Traffic Sign and Wayfinding Sign Maintenance, Traffic Control, Road Closure, and Special Events Services

RESPONSE DUE DATE: April 12th, 2024, 2:00 PM EST

The City of Sandy Springs (“City”) uses a procurement portal powered by Bonfire Interactive (“Bonfire”) for accepting and evaluating bids, statements of qualification, responses and proposals digitally, found by using the link below:

https://sandysprings.bonfirehub.com/projects/124496/details

A response submitted (“Response”) in any other format (e-mail, paper, fax, mail, etc.) will not be accepted for any reason.

Please contact Bonfire at Support@GoBonfire.com for technical questions related to your registration or submissions. You can also visit Bonfire’s help forum at bonfirehub.zendesk.com/hc.

There is no pre-submittal conference for this Request for Qualifications (“RFQC”). Questions should be directed in writing to Reginald Starling, City of Sandy Springs, Senior Buyer for this procurement, via e-mail at purchasing@sandyspringsga.gov or via the QA function in Bonfire. The deadline for submitting questions will be no later than 5:00 PM on April 2nd, 2024.

Information concerning this solicitation may be found electronically at:

The Bonfire website will contain this RFQC, any addenda, clarifications, schedule changes and other important information regarding the solicitation. Contractors submitting Responses (“Respondents”) should check these electronic pages daily.

The City reserves the right, among others, to reject all Responses and to waive technicalities and informalities, to make award in the best interest of the City, or to cancel this solicitation at any time for any reason.

mailto:Support@GoBonfire.com http://bonfirehub.zendesk.com/hc mailto:purchasing@sandyspringsga.gov

RESPONDENT’S RFQC CHECKLIST

SCHEDULE OF EVENTS

SECTION 1: RFQC INSTRUCTIONS

1.1 SINGLE POINT OF CONTACT

1.2 REQUIRED REVIEW

1.2.1 REVIEW RFQC

1.2.2 ADDENDA

1.2.3 FORM OF QUESTIONS:

1.2.4 THE CITY’S ANSWERS

1.3 PRE-SUBMITTAL CONFERENCE

1.4 SUBMITTING A SEALED RESPONSE

1.4.1 ORGANIZATION OF RESPONSE:

1.4.2 FAILURE TO COMPLY WITH INSTRUCTIONS:

1.4.3 DEADLINE FOR RECEIPT OF SEALED QUALIFICATIONS:

1.4.4 Late Submissions, Withdrawals, and Corrections

1.5 RESPONDENT'S CERTIFICATION

1.5.1 UNDERSTANDING OF SPECIFICATIONS AND REQUIREMENTS:

1.5.2 RESPONDENT’S SIGNATURE:

1.5.3 OFFER IN EFFECT FOR 180 DAYS:

1.6 COST OF PREPARING A RESPONSE

1.6.1 CITY NOT RESPONSIBLE FOR PREPARATION COSTS:

1.6.2 ALL TIMELY SUBMITTED MATERIALS BECOME PROPERTY OF THE CITY:

SECTION 2: RECEIPT OF RESPONSES AND EVALUATION PROCESS

2.1. AUTHORITY

2.2. RECEIPT OF RESPONSES AND PUBLIC INSPECTION

2.2.1 PUBLIC INFORMATION:

2.2.2 REVIEW OF RESPONSES:

2.3. CLASSIFICATION AND EVALUATION OF RESPONSES

2.3.1 INITIAL CLASSIFICATION OF RESPONSES AS RESPONSIVE OR NON-RESPONSIVE:

2.3.2 DETERMINATION OF RESPONSIBILITY:

2.3.3 EVALUATION OF RESPONSES:

2.3.4 COMPLETENESS OF RESPONSES:

2.3.5 OPPORTUNITY FOR INTERVIEW, DISCUSSION/NEGOTIATION, AND/OR ORAL PRESENTATION/PRODUCT DEMONSTRATION: . 10

2.3.6 PRE-QUALIFIED LIST:

2.4. CITY’S RIGHTS RESERVED

SECTION 3: SCOPE OF PROJECT/SPECIFICATIONS

3.1 CITY’S INTENT

3.2 SCOPE OF SERVICES

3.3 PERFORMANCE

3.4 GENERAL INSTALLATION AND MAINTENANCE SERVICES

3.5 SPECIAL EVENT SERVICES

3.6 CITY LIMITS/WELCOME SIGNS MAINTENANCE SERVICES

3.7 ON-CALL, AFTER-HOURS, AND EMERGENCY RESPONSE SERVICES

3.8 INVENTORY MAINTENANCE AND ASSET MANAGEMENT

3.9 ON-DEMAND TRAFFIC CALMING INSTALLATION

3.10 MATERIALS AND EQUIPMENT

3.11 SCHEDULED EQUIPMENT LIST

3.12 PROJECT MANAGER FOR THE CITY

3.13 NO LIMIT TO COMPETITION

SECTION 4: RESPONDENT QUALIFICATIONS

4.1 CITY’S RIGHT TO INVESTIGATE

4.2 PREPARING RESPONSE

4.3 RESPONSE SUBMITTAL

SECTION 5: EVALUATIONS

5.1 INITIAL REVIEW

5.2 TWO-PHASE PROCUREMENT

SECTION 6: TERMS AND CONDITIONS

6.1 ADDITIONAL CONTRACT PROVISIONS AND TERMS

6.2 PERFORMANCE PRIOR TO CONTRACT EXECUTION

6.3 CONTRACT TERM

6.4 CONTRACT TERMINATION

6.5 SUBCONTRACTORS

6.6 GENERAL INSURANCE REQUIREMENTS

6.7 COMPLIANCE WITH WORKERS’ COMPENSATION ACT

6.8 COMPLIANCE WITH ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT

E-VERIFY PROGRAM:

6.9 COMPLIANCE WITH LAWS

6.10 DRUG-FREE WORKPLACE

6.10.1 CERTIFICATION:

6.10.2 PENALTIES:

6.11 SUBSTITUTIONS AND CHANGE ORDERS

6.12 INVOICING AND PAYMENT

6.13 DELIVERIES

EXHIBIT A – CORPORATE CERTIFICATE FORM

EXHIBIT B – CONTRACTOR AFFIDAVIT UNDER O.C.G.A. §13-10-91

QUALIFICATIONS LETTER AND CERTIFICATION

(FAILURE TO INCLUDE THIS SIGNED QUALIFICATIONS LETTER AND CERTIFICATION MAY RESULT IN THE REJECTION

OF YOUR RESPONSE.)

By submitting a Response, the undersigned proposes to furnish and deliver any and all of the deliverables and services named in the attached RFQC #24-052 Traffic Sign and Wayfinding Sign Maintenance, Traffic Control, Road Closure, and Special Events Services (“Project”) for the City of Sandy Springs (“City”).

It is understood and agreed that the Response constitutes an offer, which when accepted in writing by the Purchasing

Division of the City’s Finance Department, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and the City.

It is understood and agreed that the undersigned has read the City’s specifications shown or referenced in the RFQC and that this statement is made in accordance with the provisions of such specifications. By written signature on this Response, the undersigned guarantees and certifies that all items included in this Response meet or exceed any and all such City specifications described in this RFQC. The undersigned further agrees, if awarded a contract, to deliver goods and services which meet or exceed the specifications. The City reserves the right to reject any or all Responses, waive technicalities, and informalities, and to make an award in the best interest of the City.

CERTIFICATION

The undersigned certifies that this Response is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a statement for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. The undersigned understands that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. The undersigned agrees to abide by all conditions of the RFQC and certifies that he/she is authorized to sign this Response for the Respondent. The undersigned further certifies 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 Respondent:

Date:

Print/Type Name and Title of Person Signing for Respondent: _

Print/Type Respondent Name Here:

RESPONDENT’S RFQC CHECKLIST

Critical Things to Keep in Mind When Responding to an RFQC 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 (e.g. bonding and insurance requirements); etc.

2. Note the Procurement Manager's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFQC and is an excellent source of information.

3. Attend the pre-submittal conference, if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the Project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFQC.

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

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

6. Provide complete answers/descriptions. Read and answer all questions and requirements.

Don’t assume the City will know what your company’s capabilities are or what items/services you can provide, even if you have previously contracted with the City. Responses are evaluated based solely on the information and materials provided in your Response.

7. Use the forms provided, e.g. cover page, standard forms, etc.

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

Your original Response must be complete.

9. Submit Response on time. Note all the dates and times listed in the Schedule of Events and within the document, and be sure to submit all required items on time. Late Responses will not be accepted.

This checklist is provided for assistance only and should not be submitted with the Response.

SCHEDULE OF EVENTS

EVENT DATE

RFQC Issue Date ............................................................................................................ March 13th, 2024

Deadline for Receipt of Written Questions ............................................................ April 2nd, 2024 (5pm)

Deadline for Posting Written Answers to City’s Website ................................................. April 5th, 2024

Response Due Date ............................................................................................... April 12th, 2024 (2pm)

Anticipated Pre-Qualification Date ................................................................................. April 19th, 2024

All time references in this document are to be understood as local, Eastern Time, for the City of Sandy Springs, Georgia. All dates are subject to change at the discretion of the City.

SECTION 1: RFQC INSTRUCTIONS

1.1 Single Point of Contact

From the date this Request for Qualifications (“RFQC”) is issued until a qualified contractor is selected, Respondents are not allowed to communicate with any staff (other than designee below (“Procurement Agent”)) or elected officials of the City regarding this procurement. Any unauthorized contact may disqualify the Respondent from further consideration. Contact information for the single point of contact is as follows:

Senior Buyer: Reginald Starling Address: 1 Galambos Way

Sandy Springs, GA 30328 Telephone Number: 770-730-5600 E-mail Address: purchasing@sandyspringsga.gov

1.2 Required Review

1.2.1 Review RFQC: Respondents should carefully review this RFQC in its entirety including all instructions, requirements, specifications, terms and conditions and promptly notify the Procurement Manager, identified above, in writing or via e-mail of any ambiguity, inconsistency, unduly restrictive specification, or error which may be discovered upon examination of this RFQC.

1.2.2 Addenda: The City may revise this RFQC by issuing an addendum prior to its opening. Any addendum will be posted on the Bonfire website alongside the posting of the RFQC at https://sandysprings.bonfirehub.com/projects/124496/details. Addenda will become part of the procurement documents and subsequent contract. Respondents must sign and return any addendum with their Responses. Failure to respond in accordance with an addendum may be cause for rejection of a Response. In unusual circumstances, the City may postpone an opening in order to notify vendors and to give Respondents sufficient time to respond to an addendum.

1.2.3 Form of Questions: Respondents with questions or requiring clarification or interpretation of any section within this RFQC shall address these questions in writing or via e-mail to the Procurement Agent referenced above or in Bonfire on or before April 2nd, 2024 at 5:00 PM. Each question shall provide clear reference to the section, page, and item in question. Questions received after the deadline may not be considered.

1.2.4 The City’s Answers: The City will provide, no later than April 5th, 2024, an official written answer to all questions received within the period stipulated under Section 1.2.3. The City’s response will be by formal written addendum. Any other form of interpretation, correction, or change to this RFQC will not be binding upon the City. Any formal written addendum will be posted on the City’s Bonfire website alongside the posting of the RFQC at https://sandysprings.bonfirehub.com/projects/124496/details by the close of business on the date listed. Respondents must sign and return any addendum with their Response.

1.3 Pre-Submittal Conference

There is no pre-submittal conference scheduled for this solicitation.

mailto:purchasing@sandyspringsga.gov

1.4 Submitting a Sealed Response

1.4.1 Organization of Response: Each Response shall be prepared simply and economically, providing straightforward, concise delineation of the Respondent’s capabilities to satisfy the requirements of this RFQC. To expedite the evaluation of Responses, it is essential that Respondents follow the format and instructions contained herein.

Respondents shall organize their Responses in the following format:

A. Qualifications Letter and Certification – Respondent’s authorized representative(s) shall complete and sign the Qualifications Letter and Certification on page 4 of this RFQC and return it with the Response.

B. Statement of Qualifications – Respondent shall respond comprehensively and clearly to the requirements of Section 4 and shall include all documents, information, exceptions, clarifications, etc., as requested therein.

C. Supporting Information – Respondent shall include all requested documents and information.

D. Addenda – If any addenda have been issued, complete, sign and return the Addendum Acknowledgement (for each addendum issued) with the Response.

1.4.2 Failure to Comply with Instructions: The City may choose not to evaluate, may deem as non-responsive, and/or may disqualify from further consideration any Response that does not follow this RFQC format, is difficult to understand, is difficult to read, or is missing any requested information.

1.4.3 Deadline for Receipt of Sealed Qualifications: All Responses must be received in Bonfire found by using the link below no later than 2:00 PM (EST), on April 12th, 2024.

Any Response submitted in any other format (e-mail, paper, fax, mail, etc.) will not be accepted for any reason.

1.4.4 Late Submissions, Withdrawals, and Corrections:

A. Late Response - Regardless of cause, late Responses will not be accepted and will automatically be disqualified from further consideration. It shall be the Respondent’s sole responsibility to assure delivery to the Purchasing Office by the designated time. Late Responses will not be opened and may be returned to the Respondent at Respondent’s expense or destroyed if requested by Respondent.

B. Withdrawal of Response - A Respondent requesting to withdraw its Response prior to the RFQC due date and time may submit a letter to the Procurement Manager requesting to withdraw. The letter must be on the Respondent’s letterhead and signed by an individual authorized to legally bind the Respondent.

C. Correction of Response - If an obvious clerical error is discovered after the Response has been opened, the Respondent may submit a letter to the Procurement Manager within two (2) business days of opening, requesting that the error be corrected. The letter must be on the Respondent’s letterhead and signed by an individual authorized to legally bind the Respondent. The Respondent must present clear and convincing evidence that an unintentional error was made. The Procurement Manager will review the correction request and a judgment will be made. Generally, modifications to opened Responses for reasons other than obvious clerical errors are not permitted.

1.5 Respondent's Certification

1.5.1 Understanding of Specifications and Requirements: By submitting a Response, Respondent acknowledges an understanding of and agrees to comply with the specifications and requirements described in this RFQC.

1.5.2 Respondent’s Signature: All signatures required in the RFQC on behalf of a Respondent shall be signed in ink by an individual authorized to legally bind the business submitting the Response. Proof of authority of the person signing the Response shall be furnished upon request.

1.5.3 Offer in Effect for 180 Days: Except in rare cases as described in Section 1.4.4, a Response may not be corrected, withdrawn, or canceled by the Respondent for a 180-day period following the deadline for submission as defined in the Schedule of Events, or receipt of best and final offer, if required, and Respondent so agrees by submitting a Response.

1.6 Cost of Preparing a Response

1.6.1 City Not Responsible for Preparation Costs: The costs for developing and delivering a Response and any subsequent presentations of the Response as requested by the City are entirely the responsibility of the Respondent. The City is not liable for any expense incurred by the Respondent in the preparation and presentation of a Response.

1.6.2 All Timely Submitted Materials Become Property of the City: All materials submitted in response to this RFQC become the property of the City and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the City and Respondent resulting from this procurement.

SECTION 2: RECEIPT OF RESPONSES AND EVALUATION PROCESS

2.1. Authority

This RFQC is issued under the authority of the City of Sandy Springs.

2.2. Receipt of Responses and Public Inspection

2.2.1 Public Information: During the opening of Responses, only the Respondent’s name will be published.

No other information will be disclosed at that time, nor shall the Responses be considered open record until after contract award by City Council. All information received in response to this RFQC, including copyrighted material, is deemed public information and will be made available for public viewing and copying shortly after Council award with the following four (4) exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated, and documented; (2) matters involving individual safety as determined by the City; (3) any company financial information requested by the City to determine vendor responsibility, if clearly marked as such by the Respondent when submitted; and (4) other information subject to Constitutional protections.

2.2.2 Review of Responses: Upon opening the sealed Responses, the Procurement Manager will review the Responses and separate out any information that meets the referenced exceptions in Section 2.2.1 above, providing the following conditions have been met:

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

• The Response does not contain any cost; and

• An affidavit from a Respondent’s legal counsel attesting to and explaining the validity of the confidentiality claim is attached to each Response containing trade secrets or confidential information.

Information separated out under this process will be available for review only by the Procurement Manager, the Finance Director, and limited other designees. Respondents must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a “right to know” (open records) request from another party.

2.3. Classification and Evaluation of Responses

2.3.1 Initial Classification of Responses as Responsive or Non-responsive: All Responses will initially be classified as either “responsive” or “non-responsive”. Responses may be found non-responsive at any time during the evaluation process if any of the required information is not provided or if the Response does not comply with the specifications described and required in the RFQC. Responses found non-responsive may not be considered further.

2.3.2 Determination of Responsibility: The Procurement Manager will determine whether a Respondent has met the standards of responsibility. Such a determination may be made at any time during the evaluation process and through negotiation if information surfaces that would result in a determination of non-responsibility. If a Respondent is found not to be responsible, the determination must be in writing and made a part of the procurement file.

2.3.3 Evaluation of Responses: During the evaluation of Responses, the City reserves the right to request clarification of experience and references, if deemed necessary for a complete evaluation of Responses.

The City shall be the judge of the factors and will make the award in the best interest of the City.

2.3.4 Completeness of Responses: Selection and award will be based on the Respondent’s Response and criteria outlined in this RFQC. Responses may not include references to information located elsewhere, such as Internet websites or libraries, unless specifically requested. Information or materials presented by Respondents outside the formal Response or subsequent discussion/negotiation, if requested, will not be considered, will have no bearing on any award, and may result in the Respondent being disqualified from further consideration.

2.3.5 Opportunity for Interview, Discussion/Negotiation, and/or Oral Presentation/Product Demonstration: After receipt of all Responses and prior to determination of a pre-qualified list, the City may initiate discussions with one or more Respondents should the City determine such discussions would clarify a Response or would otherwise be beneficial in evaluating Responses.

2.3.6 Pre-Qualified List: A list of qualified Respondents will be determined. Those pre-qualified firms will be eligible to bid on the next phase of the Project.

2.4. City’s Rights Reserved

While the City has every intention to develop a pre-qualified list of Respondents as a result of this procurement, issuance of the RFQC in no way constitutes a commitment to do so by the City. Upon a determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

• Cancel or terminate this procurement at any time. A notice of cancellation will be issued on the City’s website. If the procurement is cancelled, the City will not reimburse a Respondent for the preparation of its Response. Responses may be returned upon request if unopened;

• Reject any or all Responses received;

• Make a contract award based directly on the Responses received, determined to be in the best interest of the City, in its sole discretion;

• Enter into further discussions with one or more Respondents;

• Waive and/or amend any undesirable, inconsequential, or inconsistent provisions/specifications of this RFQC which would not have significant impact on any Response;

• Not award if it is in the best interest of the City; or

• Terminate any contract if the City determines adequate funds are not available.

SECTION 3: SCOPE OF PROJECT/SPECIFICATIONS

3.1 City’s Intent

The City of Sandy Springs (“City”) is seeking submissions from highly qualified Contractors to provide all personnel, all items from the scheduled equipment list, and services necessary to provide traffic sign and wayfinding sign maintenance, traffic control, road closures, and special events services for roadways, right of ways and additional services throughout the City, as directed. The successful Respondent (“Contractor”) will be responsible for all equipment, vehicles and facilities existing within the present boundaries being used within this solicitation. Services provided by the successful Contractor in this procurement shall be managed and directed by the City. The Contractor shall have current registration with GDOT as a Prequalified Contractor for the following work classes:

Work Class: 150 - TRAFFIC CONTROL Work Class: 636 - HIGHWAY SIGNS

The current inventory of City-owned infrastructure for maintenance under this contract includes:

• 10,600 Regulatory, Warning, and Guide Signs

• 10 Portable Changeable Message Signs (PCMS)

• Traffic control devices including 35 sets of rubberized speed cushions and flexible delineators

• 51 one-post City limits/welcome signs

• 6 two-post City limits/welcome signs

• Type 3 Barricades and 36” Traffic Cones

• Temporary Road closure and detour signs

3.2 Scope of Services

The Traffic Sign Maintenance, Traffic Control, Road Closure, Wayfinding Signage, and Special Events Services include, but are not limited to the following:

• Installing and maintaining Regulatory, Warning, and Guide Signs

• Deploying traffic cones, barricades, road closure signage, detour signage during events and emergency conditions such as trees or powerlines in roadway

• Conducting flagging operations during emergency events

• Maintaining City Limits/Welcome Signs

• Establishing road closures and detour plans for City-sponsored special events

• Installing ground-mounted banners and signs for City-sponsored special events

• Installing and maintaining rubberized speed cushions

• Installing and maintaining flexible delineator posts

• Installing and maintaining signage for City-sponsored capital projects

• Deploying and programming PCMS

All work performed under this Contract shall meet GDOT standards and details as specified in the Standard Specifications, Construction of Transportation Systems and Construction Standards, latest editions and manufacturer requirements.

3.3 Performance

All work performed shall be in accordance with GDOT Standard Specifications for Construction. The Contractor will adhere to all current State and Federal construction safety regulations, including OSHA regulations. The Contractor will conform to the Manual on Uniform Traffic Control Devices (MUTCD) and GDOT standards for traffic control. The Contractor shall, at the request of the City, submit a proposed traffic control plan for approval by the Technical Representative before beginning work. All construction signs and devices will be maintained in good condition and meet the latest GDOT and MUTCD requirements. All flaggers must be certified for flagging and maintain proof of that certification on their person during flagging operations. Traffic control will include flagging, lane closures, lane shifts, and provide safe areas and/or adequate safety for pedestrians through the work zone. The Contractor must maintain a safe work zone for its employees and for pedestrian and vehicular traffic at all times. All Contractor vehicles used onsite shall have each respective City logo on each side of the vehicle. It is the responsibility of the Contractor to acquire such logos from the City.

3.4 General Installation and Maintenance Services

Daily maintenance and maintenance services shall be provided Monday through Friday, excepting City-observed

Holidays. Crew coverage is from 8:00AM to 5:00PM with a one-hour unpaid lunch daily. The standard workday is eight hours. No travel to work and from work to the corporate City limits is included in this scope.

1. All work to be in accordance with City’s Public Works work order system based on the following priorities:

• Priority 1-Red series signs completed within two (2) hours of notification.

• Priority 1-Complete within twenty-four (24) hours.

• Priority 2-Complete within seventy-two (72) hours.

• Priority 3-Complete within ten (10) business days.

• Priority 4-Complete within thirty (30) business days.

2. Provide site inspections and recommendations for traffic signs on City streets.

3. Update and maintain traffic sign and associated traffic device (delineators, speed cushions, etc.) inventory in City’s

Geographic Information System.

4. Routinely review and identify sign maintenance needs based on sign condition, retro-reflectivity, and other need for replacement.

5. Provide sign maintenance services including installation, cleaning, reposting, and replacement; trimming foliage around signs and/or the blocking of sight visibility of signs in consultation with the City’s Urban Forest Coordinator;

and the removal of graffiti. Properly dispose of foliage removed from signs.

6. Install and maintain project information signs for city-sponsored capital projects.

7. Request and confirm utility locates as required by Georgia Law for all elements that penetrate the ground including sign locations.

8. Provide all traffic control at work locations per MUTCD, latest edition.

9. Install and repair rubberized modular speed cushions, delineators, bollards, and related traffic calming devices.

10. Maintain, transport, set-up, program and activate the portable changeable message signs (PCMS) as directed.

3.5 Special Event Services

Contractor shall provide services to support City-sponsored special events to include:

1. Administering traffic control plan(s) and detours including road closures, detour routes, deployment and programming of PCMS, placement of temporary traffic control devices such as Type III barricades and traffic cones in coordination with the city’s Performing Arts Center Signature Events department to include, but not limited to,

• July 4 fireworks event (July 4)

• September Blue Stone Arts & Music Festival

• December Sparkle holiday parade and tree lighting

2. Install and remove ground-mounted street banners and signs for city events to include, but not limited to,

• Summer Concert Series (April – September)

• Lantern Parade (April)

• July 4 fireworks event (July 4)

• September Blue Stone Arts & Music Festival

• December Sparkle holiday parade and tree lighting

• Recreation and Parks banners The City will provide the street banners and signs for installation. The services do not include pole banners at City Springs or on any other street pole.

3.6 City Limits/Welcome Signs Maintenance Services

Contractor shall maintain city limits/welcome signs per city specifications and details. The current inventory of city limit/welcome signs includes fifty-one (51) one-post welcome Signs and six (6) two-post welcome signs.

3.7 On-Call, After-Hours, and Emergency Response Services

The Contractor shall act as first responder to after-hour calls and shall provide on-call emergency services for road closures and red-series signs down within a maximum response time of two (2) hours. This service shall be required seven (7) days per week, 52 weeks per year. After-hours are considered to be any weekday outside of normal daily work hours, all day Saturday and Sunday, and City-observed Holidays. The two (2) hour response time begins when the contractor is first contacted by a City representative. The Contractor is required to respond to the on-call City representative within 15 minutes of the call.

The City may require pre-staging staff in preparation and during emergency operations. The Contractor shall be prepared to provide additional crews for after-hours and emergency operations services.

The Contractor must abide by OSHA standards including eight-hour rest periods between shifts. The maximum allowable shift is sixteen hours.

A minimum of two (2) hours will be paid for an On-Call/After Hours or Emergency Crew call-out. The crew size for call-outs shall be agreed upon by the City’s representative and the Contractor supervision. The anticipated number of call-outs per month is five.

3.8 Inventory Maintenance and Asset Management

The Contractor shall provide inventory maintenance and asset management support as follows:

• Coordinate with City staff to maintain appropriate level of equipment for daily maintenance services.

• Keep and update the City’s asset database with updates as equipment is replaced or installed.

• Coordinate with City staff to perform an annual inventory audit of emergency road closure supplies at the Trowbridge Warehouse.

• Properly dispose of and decommission waste materials and equipment.

3.9 On-Demand Traffic Calming Installation

The Contractor shall be able to provide on-demand services for installing new location traffic calming treatment devices, utility locates, and associated signage.

On-Demand services will be procured on a case-by-case basis. The City may acquire other services from the Contractor;

however, no charges shall be authorized without written authorization from the City prior to such cost being incurred.

Separate cost proposals for On-Demand Traffic Calming Installation will approved by the City prior to each project.

This work would be performed and invoiced outside of this Contract.

3.10 Materials and Equipment

a. City-Owned Equipment and Materials

The City is responsible for purchasing and warehousing of capital project program signs, City limits/welcome signs, road closure and detour equipment, traffic calming speed cushion materials, and PCMS at its Trowbridge Warehouse.

The City will provide ancillary equipment (such as a forklift) for Contractor use at the Trowbridge Warehouse. The City will provide one (1) tablet with data service plan for use in the administration of work orders through the City’s work order database.

b. Contractor-Owned Equipment and Materials

The Contractor shall provide all vehicles, tools, and equipment necessary to provide Traffic Sign and Wayfinding Sign Maintenance, Traffic Control, Road Closure, and Special Events Services for the City under this Contract and as detailed in Section 2: Scope of Services. At a minimum, the Contractor shall provide equipment for daily and emergency use as follows:

3.11 Scheduled Equipment List

a. Proper equipment necessary to install and remove signs in a timely manner.

b. Provide a minimum of two (2) daily maintenance truck(s) of sufficient size and that are designed to hold signs in an upright position so the signs will not be scratched or damaged. Truck(s) must also provide an adequate storage area for other equipment and debris that are separated from and will not damage signs and equipped with a trailer hitch for towing. The vehicles shall meet the following specifications:

• Utility body

• Amber safety lighting that is visible for at least 500 feet from all angles of the vehicle

• Open bed for storage and debris removal

• GPS locator device with City access for GPS tracking

• City logo with Call Center Telephone Number

d. One open-bed stake-body emergency truck for loading and dispatching type three barricades and detour signs.

e. Tools and equipment for performing routine tasks.

f. Tools for tree/bush trimming for limbs up to five inches in diameter.

g. Traffic control equipment to establish work zones.

h. Provide a smart phone for each personnel performing services under this scope of work for regular services and on-call and emergency services.

No Contractor or personal equipment or vehicles shall be stored at the Trowbridge Warehouse overnight.

3.12 Project Manager for the City

Contractor shall:

1. Appoint and provide a dedicated Project Manager with complete contact information including email address and cellphone number to attend weekly meetings to discuss sign-related issues and to discuss sign-related issues within two (2) hours of phone contact by a City representative. The Project Manager is responsible for overseeing the day-to-day work order system and shall provide field services as needed.

2. The Project Manager shall be responsible for reporting to the Designated City Representative the following:

1. Daily – Completed Work Orders in City’s database

2. Weekly – Weekly Status Report of Completed and Anticipated Work

3. Monthly – Monthly Summary with Invoice, Issues, Concerns, or Needs

4. Bi-Monthly (Every two months) – Performance Review Progress Report (Summary of Hours Worked, Completed Work Orders, Work Order Backlog)

5. Notify the Designated City Representative of any change in personnel within one (1) week of rotation.

3.13 No Limit to Competition

No specification implied or expressed is intended to limit competition. The specifications contained herein are intended as a guide for the goods and services on which contractors are to submit a Response. These requirements and other specifications are not designed to prevent any contractor from submitting a Response. All equipment should comply with the requirements within a generally acceptable range.

SECTION 4: RESPONDENT QUALIFICATIONS

4.1 City’s Right to Investigate

The City may conduct such investigations as deemed necessary to determine the ability of the Respondent to provide the supplies and/or perform the services specified.

The City reserves the right to use any information or additional references deemed necessary to establish the ability of the Respondent to perform the requirements of this procurement.

4.2 Preparing Response

Responses are limited to thirty (30) pages or less using a minimum of an 11-point font. The transmittal letter will not count as part of the page limit. Any exhibits, affidavits, or other enclosure information called for may be included in an appendix and will not count toward the page limit. Submittals that include qualifications of more than one firm shall not exceed the page limits. Such submittals shall be prepared with careful consideration to the limit. Each Response shall be prepared simply and economically, to provide a straightforward and concise delineation of Respondent’s capabilities. Fancy colored displays, and promotional materials are not desired. Emphasis must be on completeness, relevance, and clarity of content. To expedite the review of submittals, it is essential that Respondents follow the format and instructions outlined below. The content of all Responses must be categorized and numbered as outlined below, and responsive to all requested information.

4.3 Response Submittal

The Respondent shall submit the following information as its Response:

4.3.1 Qualification of Firm

A. Effectiveness addressing the specifications and how to perform services to the standards of the City of Sandy Springs. This criterion focuses the evaluation on the Offeror's understanding of the requirement. Does the Offeror understand and acknowledge the nature of the work to be done?

B. Efficiency addressing the specifications and how to manage the expectations of the project. This criterion focuses the evaluation on the Offeror's approach to perform the requirement. How well can the Offeror be expected to perform the work? Will the Offeror's approach result in successful performance outcomes?

C. Feasibility. Addressing and identifying risk that can be overcome to ensure consistency with generally accepted or proven methods to perform the work. If not, why does the Offeror expect the proposed approach to be successful? How does the Offeror propose to manage any risk inherent in the approach?

4.3.2 Qualifications of Proposed Team and Key Staff

A. Management and key staff with the experience and understanding required to perform the services listed within the specifications.

B. Management and key staff with all licenses and requirements needed to perform all tasks and services listed within the specifications in accordance with rules and regulations of the State of Georgia.

4.3.3 Project Understanding

A. Demonstrate a comprehensive understanding of the project and environment, along with an effective approach to the implementation.

4.4.4 References

A. Demonstrate that the Respondent and personnel have experience and expertise with the subject matter and have demonstrated performance of work that is similar in type and scope to the work to be provided. The Respondent shall submit a minimum of three (3) projects of similar scope completed in the last five (5) years. Include service contract description, location, cost, status, and client contact information. The service contract references shall reflect the Respondent’s experience with Maintaining traffic signs and wayfinding signage.

SECTION 5: EVALUATIONS

5.1 Initial Review

All Responses received will be reviewed by the Procurement Manager to ensure that all administrative requirements of the RFQC have been met, such as all documents requiring a signature have been signed and submitted. Failure to meet these requirements may be cause for rejection. All Responses that meet the administrative requirements will be turned over to an evaluation committee selected by City management (“Evaluation Committee”) for further evaluation.

5.2 Two-Phase Procurement

After initial review described above, the City will evaluate the Responses on a pass/fail basis, considering all criteria including, without limitation, experience, references, and other data and information relating to Respondents’ qualifications. The City will determine which Respondents meet the criteria stated in the RFQC and will determine which Respondents will be invited to submit a bid in the second phase of this procurement.

SECTION 6: TERMS AND CONDITIONS

Additional terms and conditions for this procurement are set forth below. Respondents should notify the City of any terms and conditions that either preclude them from responding to the RFQC or add unnecessary cost. This notification must be made by the deadline for receipt of written/e-mailed questions or with the Respondent’s Response. Any requests for material, substantive, important exceptions to the standard terms and conditions will be addressed by formal written addendum issued by the Procurement Manager.

6.1 Additional Contract Provisions and Terms

This RFQC, including all RFQC documents and any addenda, the Response and associated bid, including any amendments, any clarification question responses, shall be included by reference as part of the contract upon award.

In the event of a dispute as to the duties and responsibilities of the parties under the contract, the contract, along with any attachments prepared by the City, will govern in the same order of precedence as listed in the contract.

6.2 Performance Prior to Contract Execution

The Contractor shall not begin performance of the Project prior to the execution of a formal written contract by the City and the Respondent. Any Respondent beginning performance prior to the execution of the contract shall be deemed to be proceeding at the Respondent's risk, and shall not be entitled to any compensation for such performance. In addition, the City reserves the right to withdraw or cancel the contract award.

6.3 Contract Term

The contract term under this procurement shall be for five (5) performance years, with one (1) base year and four (4) one-year renewal options contingent upon annual appropriation of funds by the City Council and quality of the Contractor’s performance during the previous performance year.

6.4 Contract Termination

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

6.5 Subcontractors

The Contractor will be the prime contractor, if a contract is awarded, and shall be responsible, in total, for all work of any subcontractors. All subcontractors, if any, must be listed in the Response. The City reserves the right to approve all subcontractors. The Contractor shall be responsible to the City for the acts and omissions of all subcontractors or agents and of persons directly or indirectly employed by such subcontractors, and for the acts and omissions of persons employed directly by the Contractor. Further, nothing contained within this document or any contract documents created as a result of any contract award derived from this RFQC shall create any contractual relationships between any subcontractor and the City.

6.6 General Insurance Requirements

Within (10) days of notice of contract award, and at all times that a contract is in force, the Contractor shall obtain, maintain and furnish the City certificates of insurance from licensed companies doing business in the State of Georgia with an A.M. Best Rating A-10 or higher and acceptable to the City covering:

A. Workers’ Compensation and Employer’s Liability Insurance. Workers’ Compensation Insurance in compliance with the applicable Workers’ Compensation Act(s) of the state(s) wherein the work is to be performed or where jurisdiction could apply in amounts required by statutes. Employer’s Liability Insurance, with limits of liability of not less than $3,000,000 per accident for bodily injury or disease.

B. Commercial General Liability Insurance, including contractual liability insurance, product and completed operations, personal and advertising injury, and any other type of liability for which the contract applies with limits of liability of not less than $1,000,000 each occurrence / $3,000,000 policy aggregate for personal injury, bodily injury, and property damage. Commercial General Liability Insurance shall be written on an “occurrence” form.

C. Automobile Liability Insurance with limits of liability of not less than $1,000,000 per accident for bodily injury and property damage if automobiles are to be used in the delivery of or in the completion of services and work or driven onto the City’s property. Insurance shall include all owned, non-owned and hired vehicle liability.

D. Umbrella Insurance with limits of liability excess of Employer’s Liability Insurance, Commercial General

Liability Insurance and Automobile Liability Insurance in the amount of not less than $3,000,000.

E. Contractors’ Pollution Legal Liability and/or Asbestos Legal Liability and/or Errors and Omissions (if project involves environmental hazards) with limits not less than $1,000,000 per occurrence or claim, and $2,000,000 policy aggregate.

F. Professional (Errors and Omissions) Insurance for Professional Services and for all Design/Build Projects with limits of liability of not less than $3,000,000 per occurrence or claim / $3,000,000 policy aggregate. Such policy shall also include coverage for losses arising from the breach of information security or cyber liability (including Errors and Omissions, Security and Privacy Liability and Media Liability), whether combined with the Professional Liability policy or placed as a separate policy, but carrying the same limits of liability. Such coverage shall insure damage, injury and loss caused by error, omission or negligent acts, including all prior acts without limitation, related to the professional services to be provided under the contract. The policy shall be amended to include independent contractors providing professional services on behalf of or at the direction of the contractor. The definition of Contractual Liability shall be amended to state that liability under a contract of professional services is covered. Further, coverage shall be afforded for fraudulent acts, misappropriation of trade secrets, internet professional services, computer attacks, personal injury, regulatory actions, wrongful acts, contractual liability, privacy policy, and insured versus insured. The

Contractor shall ensure that coverage under this policy continues for a period of thirty-six (36) months after completion of services.

All such insurance shall remain in effect until final payment is made and the Project is accepted by the City. If the Contractor receives notice of non-renewal or material adverse change of any of the required coverages, it shall promptly advise the City in writing.

Failure of the Contractor to promptly notify the City on non-renewal or material adverse change of any of the required coverages terminates the contract as of the date that the contractor should have given notification to the City. The insurance policies shall contain or be endorsed to contain, the following provisions:

A. A provision that coverage afforded under such policies shall not expire, be canceled or altered without at least thirty (30) days prior written notice to the City.

B. Workers’ Compensation and Employer’s Liability and Property insurance policies shall contain a waiver of subrogation in favor of the City and the City’s boards, officials, directors, officers, employees, representatives, agents, and volunteers.

C. Commercial General Liability, Automobile Liability Contractors’ Pollution Legal Liability and/or Asbestos Legal Liability and/or Errors and Omissions (if Project involves environmental hazards) insurance policies shall include an endorsement making the City and the City’s boards, officials, directors, officers, employees, representatives, agents, and volunteers Additional Insureds under such policies.

A copy of these endorsements shall be provided to the City.

Certificates of Insurance showing that such coverage is in force shall be filed under the contract by the Contractor to the City.

The obligations for the Contractor to procure and maintain insurance shall not be construed to waive or restrict other obligations and it is understood that insurance in no way limits liability of the contractor whether or not same is covered by insurance.

6.7 Compliance with Workers’ Compensation Act

The Contractor is required to supply the City with proof of compliance with the Workers’ Compensation Act while performing work for the City. Neither the Contractor nor its employees are employees of the City. Proof of compliance must be received at the address listed under Section 1.1 within acceptable time limits established by the contract. If the Contractor does not meet the State’s requirement for Workers’ Compensation coverage, the certificate of insurance shall state that the contractor waives subrogation in regard to Workers’ Compensation.

6.8 Compliance with Illegal Immigration Reform and Enforcement Act

E-Verify Program: The City is committed to compliance with federal and state laws requiring the verification of newly hired employees to ensure they are lawfully entitled to work in the United States. As such, the City shall not enter into a contract for the physical performance of services unless the contractor registers and participates in a federal work authorization program (“E-Verify”). A Respondent shall include a fully executed E-Verify affidavit as part of its Response (see Exhibit B).

A. Requirement to Participate in a Federal Work Authorization Program (E-Verify):

1. Pursuant to O.C.G.A. § 13-10-91:

a. Public employers shall not enter into any contract for the physical performance of services within the State of Georgia unless the contractor registers and participates in a federal work authorization program to verify the employment eligibility of…