25_032 Asset Assessment Pilot Study.pdf

Request for Proposal 25-032 Asset Assessment Pilot Study

NON-MANDATORY PRE-PROPOSAL MEETING:

March 13, 2025, 10:00 AM EST

VIA TEAMS

Meeting ID: 240 404 010 181

Passcode: Wf9Rg6fn

+1 872-242-8893,,391377731# United States, Chicago

Phone conference ID: 391 377 731#

Proposals are due:

April 3, 2025, no later than 2:00 PM EST

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 April 3,2025, 2:00 PM EST. The City will only accept online submissions for this RFP through the Bonfire Portal at https://sandysprings.bonfirehub.com/projects/173768/details (“Bonfire”). Any Proposal submitted in any other format (e-mail, paper, fax, mail, etc.) will not be accepted for any reason.

General Information:

A. All communications regarding this procurement must be with the assigned Procurement Officer, Edward McAdoo

III, emcadoo@sandyspringsga.gov

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

https://sandysprings.bonfirehub.com/projects/173768/details. Questions are due no later than March 17, 2025, 5:00 p.m.

EST. Questions received after this date and time may not be answered.

C. 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/173768/details. It is the Offeror’s responsibility to check Bonfire for any addenda or other communications related to this procurement.

D. The form of contract (“Contract”) the City intends to execute with the selected Offeror is included as Attachment A for review. Offerors are urged to read this 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 If an Offeror believes certain Contract provisions are out of date, not applicable or place an undue burden or cost on the Offeror or the City, the Offeror must address these concerns in writing during the question-and-answer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 to the Contract is warranted, an addendum will be posted to this

RFP. If an Offeror is unwilling to execute the Contract, whether modified by addendum or not, a Proposal should not be submitted.

https://sandysprings.bonfirehub.com/projects/173768/details https://sandysprings.bonfirehub.com/projects/details https://sandysprings.bonfirehub.com/projects/view/17847 https://sandysprings.bonfirehub.com/projects/details https://sandysprings.bonfirehub.com/projects/view/17847

E. 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.

F. 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.

G. The City is not responsible for any technical difficulties. It is highly recommended that all Offerors submit the 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: QUALIFICATIONS

SECTION 4: SUBMITTALS

SECTION 5: CONTENTS OF PROPOSALS AND CRITERIA; EVALUATION

SECTION 6: PRE-SUBMITTAL INQUIRIES

SECTION 7: COMMUNICATIONS

SECTION 8: SCHEDULE OF EVENTS

SECTION 9: TERMS AND CONDITIONS

SECTION 10: CONTRACT INFORMATION

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

• Scope of Services and/or Contractor Proposal

• Cost 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

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

• Corporate Certificate

• Subcontractors

• Addendum

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: ____________________________________________________________

Print/Type Offeror Name Here: ____________________________________________________________

Date: ____________________________________________________________

OFFEROR’S RFP CHECKLIST

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

A. _______ 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).

B. _______ 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.

C. _______ 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.

D. _______ 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 distributed by email to Offerors.

E. _______ 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.

F. _______ 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.

G. _______ Use the forms provided, with the RFP document, if any.

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

I. _______ 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

The City of Sandy Springs is seeking a qualified contractor to complete an asset assessment (focusing on asset condition, siltation, and maintenance needs) with appropriate quality control for roughly ~20% of the inventory on an accelerated timetable. The stormwater system owned and/or maintained by the City includes ~5,309 conduits (pipes, open drainage, etc.) with total linear feet of 366,572.5 (69.4 Miles) and ~4,742 structures for a total of ~10,051 assets. The assets are spread over 38.52 square miles and divided into 6 stormwater basins.

Purpose: The assets owned and/or maintained by the City have many characteristics associated with them but not limited to; age, material and size, soil conditions and locations. This breadth of information has made it challenging for the City to accurately gauge the current and future conditions of these assets. An evaluation of these assets would help the City prioritize maintenance more efficiently and cost effectively.

Project Area Description: The study area for this pilot will include 7 locations within the City containing assets with a wide range of the mentioned characteristics above.

SECTION 2: SCOPE OF SERVICES

The City of Sandy Springs maintains a Phase II NPDES Municipal Separate Storm Sewer System (MS4) Permit and is required to update, inventory & inspect 100% of its stormwater infrastructure within the 5-year reporting period (2023-2027). The planned assessment complies with Sections 4.2.3 (Illicit Discharge Detection & Elimination), 4.2.5 (Post-Construction Stormwater Management), and 4.2.6 (Pollution Prevention/ Good Housekeeping for Municipal Operations) of NPDES Stormwater Permit# GAG610000 (authorization to discharge stormwater runoff associated with small MS4s). The assessment also complies with Section 5.4 (Watershed Management Action Items) of The Metropolitan North Georgia Water Planning District (MNGWPD) Water Resource Management Plan.

First, the assessment is intended to assess the condition of roughly 20% of the inventory as a pilot. Secondly, the assessment is designed to assist City officials with the decisions to provide proper funding for operation and maintenance of the City’s portion of the stormwater system and inform the City Council’s future discussions on the appropriate extent of the City’s portion of the stormwater system. Presently the City operates, maintains, and repairs the stormwater infrastructure within the right-of-way and that within City property (such as City parks) and maintains several privately owned ponds.

The City has 7 major tributaries that lead to the Chattahoochee River. The tributaries have been aggregated into six watershed basins: Sullivans Creek, Crooked Creek (Containing Ball Mill Creek), Marsh Creek, Heard Creek, Long Island Creek and Nancy Creek.

Since incorporation in 2005, the City has spent significant time and effort to locate and inventory the existing stormwater system (both the structures within the City’s extent of service and those beyond) and map the system in the Geographic Information Systems (GIS) database. During the 2017-2022 reporting period, the City’s portion of the stormwater system (structures and conduits within the right-of-way and within City property) were visually inspected.

The City maintains a web-based version of inspections and data collected through Lucity and Esri products.

For this Request For Proposals (RFP), the City is seeking to conduct a pilot program to inspect ~2,024 (or roughly 20%) of the total 10,051 assets. The assets in the pilot include approximately 921 conduits (70,648 linear feet or 13.38 miles) and approximately 1,103 structures. The assessment is to include both assets within the right-of-way and assets upstream and downstream on private property that are owned and/or maintained by the city.

The City is interested in completing the pilot program assessment within ninety (90) days while ensuring the data captured is of sufficient quality that long-term decisions related to operations, maintenance, and the appropriate extent of service can be made. The City has divided the Scope of Service into two tasks. Described more fully below, the first task is the stormwater system assessment, and the second task is the quality control for the data obtained in the system assessment.

Project Tasks

The Scope of Services for this Project includes the following tasks:

Task One: Stormwater System Assessment Data Collection

1. Since the City has completed mapping its inventory, the purpose of this assessment is to update, amend, and supplement the GIS data with information on the asset’s current condition; cost to repair or replace the asset; photos confirming the assessment; and provide additional notes allowing the City to prioritize short- and long-term repair and maintenance projects.

2. GIS asset collection will be required only on instances where data is missing from the GIS. Any new assets should have all GIS attribute data collected and populated. The asset’s locational accuracy will be measured against the aerial image; the contractor is not expected to provide survey-grade accuracy in terms of X, Y coordinates. It is the City’s expectation that its inventory is essentially complete regarding location and that missing elements and modifications will be minimal.

3. Locational updates to the GIS will be required only where the asset is visibly in a different location than the underlying aerial image that will be provided by the City. In these instances, the structure, basin, and/or conduit shall be corrected in the GIS and any connected assets shall also be spatially adjusted accordingly to maintain topological relationships.

4. Safety is important to the City and for all contractor personnel that will be in the field. The Contractor shall provide traffic control in accordance with MUTCD compliance and PPE as needed, to complete any assessments in the right-of-way.

5. The City endeavors to complete the balance of the pilot assessment within ninety (90) days.

6. Weekly meetings shall be conducted between the contractor and The City showing progress and any updates to the schedule for completion. These meeting will include an overview of completed work for the week and a brief projection of the next week.

7. For structural inspections, a visual assessment (including photos) is required to determine the asset’s condition. A scoring matrix will be used to assess each conduit and structure. The scoring matrix is based on criteria such as sediment/debris obstruction, stability (ex. erosion, sinkholes, undermining), vegetative growth, and/or structural integrity (ex. invert failure, cracks, and collapse). The City expects the contractor to ensure a consistent approach rating of asset conditions and descriptions by field personnel by incorporating National Association of Sewer Service Companies (NASSCO) Pipeline Assessment Certification Program (PACP) and the Manhole Assessment Certification Program (MACP) protocols.

8. The City will provide an export of the current stormwater system inventory in Esri GIS file geodatabase format. The contractor shall deliver the assessment data appended to the exported GIS stormwater system inventory file geodatabase. The contractor shall maintain existing GIS asset IDs.

Any new assets shall be assigned a unique asset ID in the format agreed upon during the kick-off meeting.

9. All images of the stormwater system assets shall have a file naming convention that begins with the asset ID.

10. Contact the City with any structural issues requiring immediate maintenance (i.e. health or safety hazard). Provide a summary of these high-priority assets along with the monthly report.

11. The City will provide all existing stormwater asset inventory GIS data, aerial imagery, asset pictures, databases, maps, or any other available information requested by the contractor to utilize in updating the inventory data and collecting asset assessments.

12. Images of structures will be taken of both the inside and the outside of the infrastructure. Flash photography should be used to record images of the inside of the structures. The make and model of the proposed camera must be included in the contractor’s response. All images will be provided in JPEG format.

13. Images of above ground conduits must be obtained. The make and model of the proposed camera must be included in the contractor’s response. All images will be provided in JPEG format. All images of the stormwater system assets shall have a file naming convention that begins with the asset ID.

14. The extent of this assessment is all structures and conduits owned and/or maintained by the City within the chosen areas. The intent is to have a totally connected system.

15. The contractor shall verify ownership of all structures and conduits by utilizing the existing database, recorded plats, and record drawings where available.

16. An Esri GIS file geodatabase, prepared by the City of Sandy Springs has been developed to aid in the collection and storage of each feature. The contractor and the City shall work together to refine and finalize the geodatabase during the project requirements.

17. Virtual Structures: Some structures will be located but not be able to be accessed due to physical obstructions/limitations or may be buried or otherwise inaccessible for internal inspection.

Structures meeting these requirements shall be classified as Virtual Structures. Virtual Structures shall be added to the GIS structures layer and be attributes with GPS coordinates, related to connecting features and attributed to the maximum extent possible.

The contractor shall determine, when available, the date of installation/construction for manmade structures and conduits.

Task Two: Quality Control for Collected Data

1. The field data collected needs to meet assurance mechanisms described in the Stormwater System

Assessment task (such as specifying the accuracy of the GIS assets relative to the underlying aerial image provided by the City, stabilized video requirements, and information regarding the camera specifications) to establish the City’s need for quality control on the images and videos received.

2. The City requires the contractor shall operate under an International Organization for

Standardization (ISO) 17025 or equivalent quality system. The quality system must, at a minimum, govern equipment tracking/calibrations, document control, and training its technical personnel. The contractor’s project manager shall be registered with the State of Georgia as a Professional Engineer, in a relevant discipline, such as Civil Engineering, Environmental Engineering, or as a Registered Land

Surveyor.

3. The contractor shall perform quality control on the completed work prior to submission of the data to the City. Quality Control workflow and general timeframe will be submitted with the proposal for evaluation. No data shall be officially accepted by the City until it is verified for quality. The review and testing should include, but not limited to visual inspection, comparison of data content with corresponding source documents and field measurements, comparison of data and file content with agreed upon database specifications, spot check of structures and conduits for positional and attribute accuracy, and other checks against specifications as may be appropriate.

4. The work product aggregated and sent to the quality control phase should be categorized by the project manager as follows:

a. Accepted – data which meets specifications will be formally indicated as accepted.

b. Edited – Accepted – data which has a small number of errors which do not represent a failure of the dataset. It is not productive to return to the contractor but will be revised by those completing the quality control efforts and consider accepted.

c. Rejected – data which has errors to the point that the delivery is rejected and returned to the contractor. The project manager will formally notify the City and contractor of the rejected status of the data. The contractor must edit and correct the data and resubmit. If at the sole discretion of the City, there is an undue number of rejected data submissions, the City may require the contractor to suspend the assessment until the problems contributing to the rejections are identified and corrected. If the problems persist, the City may, at its discretion, terminate the contract.

5. The contractor shall indicate in its proposal that they understand the acceptance procedure and indicate how this process will be maintained and/or improved so data submitted to the City will undergo a quality control process.

6. The quality control process will take place within 45 days or less from the time of delivery of the data from the system assessment.

Project Management:

Project management tasks include contractor-client coordination, meeting documentation, quality assurance/quality control as well as maintaining the Project schedule, budget, and invoicing. The Consultant shall provide a monthly report showing what work will be done each week during the month. In this report will also be a checklist of work from the previous month that was completed. A progress report will be required with each invoice. It is expected that all Project deliverables will be reviewed for accuracy and completeness prior to submission to the City. A Final Report for the Project shall be submitted to the City once completed.

Deliverables:

1. Final Report and Assessment and Analysis for Targeted Assets, which shall include:

• A general description of and all data collected for each asset inspected.

• An assessment of existing infrastructure vulnerabilities and estimated cost to repair and/or replace each asset (if needed).

• Synthesized data including but not limited to corrections to current data within the GIS system of the City

(and a percentage of the data that was corrected), and trends or patterns noted in the locations selected for the assessment.

• A review and summary along with recommendations relevant to future planning for stormwater construction and maintenance.

• Table of asset ID and associated file names of pictures.

• Table of asset ID and associated file names of videos.

2. GIS file geodatabase, which shall include:

• A feature class for structures and a feature class for conduits that contains the same unique identifiers for each feature as in the City-provided export of structures and conduits.

• Updated locations for the GIS structures and/or conduits if the location does not correspond to the location on the City-provided aerial image. If a structure point or conduit vertex is moved, the attached conduit vertex or structure point should also be adjusted to maintain the topological relationships between the two feature classes.

• Updated Structure attribute values if different from the source data for Structure Type, Cover Type, Wall

Material, Installation Date, Structure Depth, Inside Length, Inside Width, Rim Elevation, Status, Surface Type, Structure Location

• Populate the following Structure attributes Assessed By, Assessment Date, Asset Condition, Repair or

Replace, Cost to Repair or Replace, Notes

• Updated Conduit attribute values if different from the source data for Upstream Structure, Downstream

Structure, Conduit Type, Pipe Shape, Pipe Material, Line, Date Installed, Dia/Height, length, Width, Surface

Type, Suspected Illicit Discharge, Length Status, Conduit Type, Assessed By

• Populate the following Conduit attributes Assessment Date, Asset Condition, Repair or Replace, Cost to

Repair or Replace, Notes

SECTION 3: QUALIFICATIONS

The consultant shall be a Registered Professional Engineering Firm licensed in the State of Georgia with experience in Storm Water Engineering and/or pre-qualifications in GDOT area classes: Erosion & Sedimentation Control, Construction, Highway/Roadway Design, and Highway structures.

SECTION 4: SUBMITTALS

Proposals shall be submitted through Bonfire at:

https://sandysprings.bonfirehub.com/projects/173768/details no later than 2:00 p.m. EST on April 3, 2025.

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 5: CONTENTS OF PROPOSAL AND CRITERIA EVALUATION

The RFP and Proposals will enable the City to gather additional information and identify qualified companies to perform the Scope of Services described in Section 2. The City will conduct a comprehensive, fair and impartial evaluation of all Proposals received. An evaluation committee (“Evaluation Committee”) will be established by the City to evaluate Proposals. The City reserves the right, among others, to determine that no qualified Proposals have been received and reject all Proposals. Please limit responses to twenty (20) pages.

Contents of Proposal

A Proposal shall contain two (2) components: (1) Technical Proposal; and (2) Cost Proposal. The Technical Proposal and Cost Proposal shall contain the information described below. It is not necessary or desirable to prepare an elaborate or extensive Proposal for this Project; detailed brochures, documentation, artwork, or other superfluous embellishments are unnecessary and are, in fact, discouraged.

At a minimum, the proposed schedule should include the following milestones:

• Project kick-off meeting

• Preliminary Analysis check

• City comments to Preliminary Analysis.

• Revisions to Analysis per City comments https://sandysprings.bonfirehub.com/projects/173768/details

• 1/3rd, 2/3rd and 100% condition assessment for the pilot asset count.

• 90% draft report review

• Complete 100% Report for review by City

• Provide Final Report and Analysis based on City comments for 100% review.

Cost Proposals will be reviewed for reasonableness and realism against the City’s independent assessment following evaluation of Technical Proposals. Cost Proposals will be evaluated for technically qualified Offerors after the Technical Proposal evaluation is completed. The Cost Proposal is rated by giving the Proposal with the lowest cost the maximum number of points available (20 points).

While the cost proposed for performing the scope of services is an important consideration for Contract award, it is not the only factor upon which award will be made. The City reserves the right to award other than the lowest Cost Proposal.

Evaluation Criteria

Proposals will be scored and ranked using the evaluation criteria described herein. The City reserves the right to short list and conduct interviews should the need arise to complete the selection process.

The Technical Proposal evaluation criteria consist of the following:

• Project Understanding

• Schedule and Statement of Work

• Project Personnel

• Similar Experience.

The score of the Technical Proposal totals a possible maximum eighty (80) points.

TECHNICAL PROPOSAL

CRITERIA

DESCRIPTION POINTS

Project Understanding Describe the Offeror’s understanding of the proposed Project as outlined in the RFP and the Offeror’s understanding of the magnitude of the scope of services and the desired outcomes for the Project.

Schedule and Statement of Work

Include a schedule and work plan in sufficient detail to determine how each task shall be accomplished. The work plan should describe how the Offeror proposes to complete the Project, shall be sufficiently detailed to highlight the effectiveness of the Proposal and should spell out how this work can be performed in a cost-effective manner. A schedule for timely completion of the scope of services shall be included. The full analysis and report should be completed within 90 days of Notice to Proceed.

Project Personnel Provide information on the Project Manager the staff member in this role shall have a minimum of three years’ experience and be registered in the State of Georgia, in a relevant discipline such as Civil Engineering, Environmental Engineering, or as

Registered Land Surveyor Personnel to be assigned to this Project for the Offeror as well as any subcontractors. should have experience in a variety of fields necessary to complete the requirements of the Project.

Similar Experience Demonstrate that the Offeror 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 Project. The Offeror shall submit a minimum of three (3) projects of similar scope completed in the last five (5) years. Include project description, location, cost, status, and client contact information. The firm should be familiar with stormwater management/maintenance and hydraulics. The firm should demonstrate a minimum of

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. Final Approval

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. Financial Information

Information regarding Offeror’s financial history and stability may be required. Upon request, the Offeror shall submit the most recent two (2) years of audited financial statements.

4. Negotiation and Best and Final Offer

a. If the City deems it is in its best interest to retain the services of one (1) or more Offerors, it reserves the right to negotiate a revised scope and/or fees. Negotiations will encompass all phases of work, including but not limited to, any other items the City deems appropriate.

b. If negotiations are successful, the City and the highest-ranking Offeror will enter a contract to perform the services outlined in this RFP. If an acceptable agreement cannot be reached between the City and the highest-ranking Offeror, the City may choose to negotiate with other Offeror(s).

c. Qualified firms submitting Proposals may be required to submit financial statements for a minimum of two (2) recording periods prior to contract award.

d. Separate meetings with more than one (1) Offeror may be conducted during the same timeframe; however, negotiation sessions with an Offeror will not be held in the presence of another Offeror.

e. Offerors submitting Proposals should be aware that the Evaluation Committee has sole discretion to determine what offer is in the best interest of the City. Consequently, Offerors are urged to submit the best possible terms in their original submittal.

f. The City reserves the right to request a best and final offer from top ranking Offerors. A best and final offer is an Offeror’s response to the City’s request for the last and most attractive offer to secure a contract for the Project.

five years’ experience in the field and should provide a list of recent projects like the scope of the RFP.

Cost Proposal

A Cost Proposal shall demonstrate competitive and innovative pricing sheet that incorporates all direct and indirect costs associated with the Project. The Cost Proposal shall be provided in Bonfire.

Total Points 100

SECTION 6: PRE-SUBMITTAL INQUIRIES

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

or directed to: emcadoo@sandyspringsga.gov.

Questions are due no later than March 17, 2025, 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.

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 March 17, 2025, 5:00 pm 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 Procurement Officer, Edward McAdoo, Senior Buyer for the City.

Edward McAdoo can be reached via e-mail at emcadoo@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 March 3, 2025

Pre-Proposal Meeting (Non-Mandatory) March 13, 2025 (10:00 a.m.)

Deadline for Receipt of Inquiries Mar 17, 2025

Deadline for Posting Written Answers to Inquiries Mar 24, 2025

Proposal Due Date April 3, 2025

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 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:

A. 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.

B. 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.

C. No Proposal shall be accepted from, and no contract shall be awarded to, any person, firm, or corporation that (1) is in arrears to the City with respect to any debt, (2) is in default with respect to any obligation to the City, or (3) is deemed irresponsible or unreliable by the City.

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

E. From the date this RFP is issued until a Contractor 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 S McAdoo III, Senior Buyer and Procurement Officer in charge of this procurement. Any unauthorized contact may disqualify the Offeror from further consideration. Contact information for the single point of contact is as follows:

Edward S McAdoo III, Senior Buyer

City of Sandy Springs 1 Galambos Way Sandy Springs, Georgia 30328

E-mail: emcadoo@sandyspringsga.gov

F. 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:

1. 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.

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

3 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 further discussions with one (1) or more Offerors.

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

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

2. 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 Contract the City intends to execute with the selected Offeror is included in this RFP as Attachment A. Offerors are urged to read this 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 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 Proposal.

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 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 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 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.

AGREEMENT

This Agreement (hereinafter “Agreement”) is made of the execution date by the City (the “Effective Date”), by and between ______________________________________ a legal entity authorized to do business in the State of Georgia (hereinafter “Contractor”) and having a Georgia registered agent’s address at_________________ and principal office address of ______________________Attn: (Registered Agent, City, State)_______________ and the City of Sandy Springs, Georgia, a Georgia Municipal Corporation located at 1 Galambos Way, Sandy Springs, Georgia 30328 (“Sandy Springs” or “the City”).

WITNESSETH:

WHEREAS, Contractor is engaged in the business of providing condition studies of stormwater assets ; and

WHEREAS, Sandy Springs has a need to acquire the condition study 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 (“Project”). 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 n 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 Effective Date as defined above and shall continue in effect until the work stated in Exhibit A, Scope of Services and/or Contractor Proposal has been completed and the City has received and accepted all deliverables, or for an initial period of one (1) year from the Effective Date, whichever is the earliest to occur.

This Agreement will at all times be contingent upon annual appropriations of funds by the City of Sandy Springs City

Council. This Agreement may be automatically renewed at the end of one (1) year provided Contractor does not receive a Notice of Termination at least ten 10 days after the close of the City’s then current fiscal year in the event of non-appropriation by the Sandy Springs City Council.

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.

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 that it will, at all times, observe and comply with all federal, state, local and municipal ordinances, rules, regulations, relating to the provision of the Services to be provided by Contractor hereunder or which in any manner affect this Agreement.

The Contractor shall comply with and shall require its Subcontractors to comply with the regulations for compliance with

Title VI of the Civil Rights Act of 1964, as amended, and 23 CFR 200, as stated in the Notice to Contractors - Compliance with Title VI of the Civil Rights Act of 1964, attached hereto as Exhibit H and incorporated herein.

8. Conflicts of Interest.

Contractor warrants and represents that:

a. the Services to be performed hereunder will not create an actual or apparent conflict of interest with any other work it is currently performing; and

b. Contractor is not presently subject to any agreement with a competitor or with any other party that will prevent Contractor from performing in full accord with this Agreement; and

c. Contractor is not subject to any statute, regulation, ordinance or rule that will limit its ability to perform its obligations under this Agreement; and

d. Contractor shall be free to accept other work during the term hereof; provided, however, that such other work shall not interfere with the provision of Services hereunder.

9. Proprietary Information; Non-Solicitation.

Contractor acknowledges that it may have access to and become acquainted with confidential and other information proprietary to Sandy Springs including, but not limited to, information concerning Sandy Springs, its operations, customers, citizens, business and financial condition, as well as information with respect to which Contractor has an obligation to maintain confidentiality (collectively referred to herein as “Proprietary Information”). Contractor agrees not to disclose, directly or indirectly, to anyone or to use or to allow others to use, for any purpose whatsoever, any Proprietary Information of any type, whether or not designated confidential or proprietary, acquired in the course of performing under this Agreement. The obligations of Contractor under this section shall survive the termination of this Agreement.

10. Insurance and Indemnification.

Contractor shall indemnify the City, its officers, agents, servants and employees from and against any and all liability for damages, losses, or expenses to the extent caused by or resulting from the negligence, recklessness, or intentionally wrongful conduct of the Contractor or other persons employed or utilized by the Contractor in the performance of the

Contract. Contractor shall, at all times for the duration of this Agreement, maintain the insurance requirements attached hereto as Exhibit G and incorporated herein by this reference and shall provide the City proof of said insurance upon request.

11. Non-Discrimination.

During performance of this Agreement, Contractor shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender, national origin, age, disability, or military or veteran status, or any other status or classification protected by applicable federal, state and local laws.