25_037_RFQP Parking Garage Repairs.pdf

REQUEST FOR QUALIFICATIONS AND PROPOSAL

25-037

Sandy Springs Parking Deck Repairs Project

RFQP DUE DATE:

May 2, 2025, 2:00 P.M. EDT

QUESTION DUE DATE:

April 18, 2025, 5:00 P.M. EDT

NON-MANDATORY PRE-PROPOSAL MEETING:

April 15, 2025, 10:00 a.m.

On-site: 1 Galambos Way, Sandy Springs, GA 30328

*The On-site meeting requires a contractor’s site visit release form to be completed and signed by the and submitted with the bid submission*

VIA MICROSOFT TEAMS

Meeting ID: 264 941 126 538 Passcode: aA2qk2xL

Dial in by phone: 1 872-242-8893 Phone conference ID: 565 042 673#

ON-SITE MEETING:

April 15, 2025

*ON-SITE MEETING WILL FOLLOW AFTER THE NON-MANDATORY PRE-PROPOSAL MEETING*

1 Galambos Way, Sandy Springs, GA 30328

Proposals are due:

May 2, 2025, no later than 2:00 p.m.

Firms offering responses to this RFQP (“Offeror(s)”) shall submit sealed proposals (“Proposal(s)”) to be received by the City of Sandy Springs (“City”) no later than May 2, 2025, 2:00 p.m. EST. The City will only accept online submissions for this RFQP through the Bonfire Portal at https://sandysprings.bonfirehub.com/projectDrafts/181111/detailsAny Proposal submitted in any other format (e-mail, paper, fax, mail, etc.) will not be accepted for any reason.

General Information:

https://sandysprings.bonfirehub.com/projectDrafts/181111/details

1. All communications regarding this procurement must be with the assigned Procurement Officer, Ericka

Kelly, ekelly@sandyspringsga.gov.

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

https://sandysprings.bonfirehub.com/projectDrafts/181111/details. Questions are due no later than April 18, 2025, 5:00 p.m. EST. Questions received after this date and time may not be answered.

3. Questions and clarifications will be answered in the form of an addendum. Any addenda, schedule changes and other important information regarding this procurement will be posted on Bonfire at https://sandysprings.bonfirehub.com/projectDrafts/181111/details. It is the Offeror’s responsibility to check

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

4. The form of contract the City intends to execute with the selected Offeror (the “Contract”) 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 is warranted; an addendum will be posted to this RFQP. If an Offeror is unwilling to execute the Contract, whether modified by addendum or not, a Proposal should not be submitted.

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

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

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

7. Offerors shall submit an executed Contract and all executed Exhibits to the Contract with the Proposal.

Proposals that do not contain a fully executed Contract with all executed Exhibits may be deemed non-responsive.

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

TABLE OF CONTENTS

PROPOSAL SIGNATURE AND CERTIFICATION

CORPORATE CERTIFICATE

OFFEROR’S RFQP CHECKLIST

SECTION 1: BACKGROUND

SECTION 2: SCOPE OF SERVICES

SECTION 3: SUBMISSION

SECTION 4: CONTENTS OF PROPOSAL AND EVALUATION CRITERIA

SECTION 5: EVALUATION CRITERIA/SCORING

SECTION 6: PRE-SUBMITTAL INQUIRIES

SECTION 7: COMMUNICATIONS

SECTION 8: SCHEDULE OF EVENTS

SECTION 9: TERMS AND CONDITIONS

SECTION 10: CONTRACT INFORMATION/ATTACHMENTS

EXHIBITS

EXHIBIT A Scope of Services and/or Contractor Proposal

EXHIBIT B Plan Specifications

EXHIBIT C Cost Proposal

EXHIBIT D Certification of Contractor – Georgia Security and Immigration Compliance Act

EXHIBIT E Certification of Sponsor Drug-Free Workplace

EXHIBIT F Affidavit Verifying Status for City Public Benefit Application

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

EXHIBIT H Insurance Requirements

EXHIBIT I List of Subcontractors

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

PROPOSAL SIGNATURE AND CERTIFICATION

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

Authorized Signature for Offeror: _________________________________________________

Date: __________________________________________________

Print/Type Name: __________________________________________________

Print/Type Offeror Name Here: __________________________________________________

Company Name: __________________________________________________

CORPORATE CERTIFICATE

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

This _____________ day of ___________________________, 2025.

(Signature)

(Seal)

Corporate Name: _____________________________________________________ d/b/a: _____________________________________________________

OFFEROR’S RFQP CHECKLIST

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

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

submittal dates; number of copies required for submittal; contract requirements, if any

(e.g. bonding and insurance requirements).

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

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

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

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

Procurement Officer by the due date listed in the RFQP and view the answers given in any formal “addenda” issued for the RFQP. All addenda issued for an RFQP will be distributed by e-mail to Offerors.

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

6. _______ Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the City or Evaluation Committee will know what your 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 RFQP.

7. _______ Use the forms provided, e.g. cover page, reference questionnaire, etc.

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

9. _______ Submit the Proposal on time. Note all the dates and times listed in this RFQP, 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 (“City”) is seeking proposals (“Proposals) from a highly qualified firm to provide all personnel, materials, and service necessary for Parking Garage Post-Tensioned Slab and Pre-Cast Double Tee Repairs. Qualifications package shall be submitted with cost proposals submitted separately. This is a qualifications-based procurement. Firms that respond to this RFQP and are determined by the City to be sufficiently qualified may be invited to make formal presentations to individuals tasked with evaluating responses. This solicitation includes a two-phase evaluation process. During Phase One, vendors will be evaluated on a pass/fail basis based on their qualifications. All contractors who receive a passing score will advance to Phase Two, during which both the technical proposal and cost will be evaluated. The contract will be awarded to the firm whose proposal is determined to be the most advantageous to the City. All Respondents are subject to the instructions provided in this RFQP and are strongly encouraged to review the document in its entirety and follow all instructions carefully. The City reserves the right to reject any or all responses and to waive technicalities and informalities at its sole discretion.

General Information about the City

Located in Atlanta’s dynamic metro north and less than an hour from the world’s busiest airport, Sandy Springs is the metro area’s second largest city and is the sixth largest city in the State of Georgia. The City balances the best of modern southern living: high-rise towers; riding stables; world-class medical centers;

national river corridor; international consulates; and neighborhoods that resemble botanical gardens.

In June 2005, residents overwhelmingly voted for incorporation and Sandy Springs became the first new City in Georgia in fifty (50) years. The City utilizes a public-private partnership model for operations. Aside from public safety (police and fire) and the City Manager’s executive staff, general City services are provided by contractors. The success of the privatization model in Sandy Springs continues to attract attention from cities around the U.S. as well as around the globe.

The City is home to more than 109,000 residents and its daytime population doubles to more than 200,000 due to the heavy concentration of businesses located in the City, including UPS, First Data, AirWatch, Cox Enterprises, Mercedes and Intercontinental Exchange (corporate parent of the New York Stock Exchange).

Two (2) of the most traveled arteries in the metro area, I-285 and Georgia 400, cross Sandy Springs, and the City is home to three (3) MARTA rail stations.

The City of Sandy Springs strives to sustain and further the attractive quality of life enjoyed by its residents.

The City is an innovator in providing municipal services, utilizing a flexible and creative approach to anticipate and respond to the needs of the community. Through its public-private partnership model, the City and general government services contractors work collaboratively to provide a high level of services to Sandy Springs residents. The City’s customer-focused mission has resulted in numerous awards and recognitions, including: ranked 36th as Most Livable Mid-Size City in the U.S. (City Biz); ranked fourth as Best City for Early Retirement (Kiplinger); named one of the Best Towns for Millennials (Niche Magazine); and named one of the Top Ten Safest Places in Georgia (Value Penguin).

SECTION 2: SCOPE OF SERVICES

The City of Sandy Springs requires repairs to the Parking Garage, specifically the post-tensioned slab and pre-cast double tee components. The scope includes structural repairs, joint sealant replacements, traffic coating applications, and crack repairs to ensure the longevity and safety of the parking structure.

1. Project Mobilization & Demobilization:

o Contractors must coordinate, schedule, and secure all materials, equipment, permits, and safety measures.

o At project completion, contractors must restore the site for owner occupancy.

2. Concrete Repairs:

o Surface preparation for patching per contract specifications.

o Installation of supplemental slab reinforcement, including steel plates, post-installed anchors, and epoxy bonding.

o Crack repair through routing, sealing, and epoxy injection as required.

3. Joint Sealants and Coatings:

o Removal and replacement of all necessary joint sealants and cove sealants at intersections of floor and vertical surfaces.

o Application of new traffic coatings across designated areas to protect surfaces and restore structural integrity.

4. Shear Transfer Connection and Bearing Pad Repairs:

o Ensure the structural connection between pre-cast elements is restored by installing shear transfer connections.

o Bearing pads at key locations must be replaced to support structural movement and load distribution.

5. Execution Requirements:

o Contractors must locate, mark, and measure all work areas, obtaining approvals before executing repairs.

o Work should be sequenced to minimize disruption to parking operations and comply with local noise ordinances.

o Materials used must align with project specifications, including ASTM standards for steel and concrete repair compounds.

o Concrete removal and replacement must follow strict quality guidelines, including surface preparation, material application, and curing.

o Traffic coatings must be installed by licensed applicators per manufacturer’s instructions.

6. Worksite Management and Coordination:

o Contractors must ensure all work areas remain accessible to the public as required by the city.

o Debris removal and site cleanliness are mandatory throughout the project.

o Coordination with city officials and private parking facility owners is required to schedule work efficiently.

o Progress must be reported regularly, and any deviations from scope or budget require prior approval.

7. Final Requirements:

o Contractors must submit all warranties, closeout documents, and final inspections upon project completion.

o The owner’s representative will verify that all work meets contract specifications before final payment is processed.

All work shall be performed in accordance with the City of Sandy Springs contract documents, technical specifications, and applicable structural repair standards. This includes adherence to industry best practices for parking garage renovations, material specifications, and quality control measures. Plans should follow approved engineering guidelines, and estimates of probable construction costs will be required at key project milestones. Throughout the duration of the parking deck repairs, regular project update meetings will be held, and the contractor’s project manager is expected to attend. Additionally, the contractor must coordinate field reviews at various project milestones to ensure compliance with repair requirements. Obtaining approvals and permits from the City of Sandy Springs Public Works and/or Community Development Departments will also be necessary for applicable repair activities.

SECTION 3: SUBMISSION

A. Proposal Submission

1. Economy of Presentation. Each Proposal shall be prepared simply and economically, providing straight-forward, concise delineation of the Offeror's capabilities to satisfy the requirements of this RFQP. Colored displays and promotional materials are not required or encouraged. Each Proposal must emphasize completeness and clarity of content. To expedite evaluation of Proposals, it is essential that Offerors follow the format and instructions contained herein.

2. Form of Submittal. Proposals will be submitted and evaluated in three (3) components: Technical Proposal, Cost/Fee Proposal, and Past Performance/Reference. All components shall be submitted separately through Bonfire at: https://sandysprings.bonfirehub.com/projectDrafts/181111/details no later than 2:00 p.m. EST on May 2, 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.

Proposals failing to comply with the instructions contained in this RFQP may be found to be nonresponsive.

The City may also choose not to evaluate, may deem nonresponsive, and/or may disqualify from further consideration any Proposals that do not follow the format required by this RFQP, are difficult to understand, are difficult to read, or are missing any requested information.

3. Late Submissions, Withdrawals, and Corrections

a. Late Proposal. Regardless of cause, late Proposals will not be accepted and will automatically be disqualified from further consideration. It shall be Offeror’s sole risk to assure submittal to Bonfire by the designated time.

b. Proposal Withdrawal. An Offeror requesting to withdraw its Proposal prior to the Proposal due date and time may submit a letter to the Purchasing Officer requesting to withdraw. The letter must be on Offeror’s letterhead and signed by an individual authorized to legally bind Offeror. An Offeror requesting to withdraw after the Proposal has been opened will be required to submit a letter with documented facts supporting the reason for withdrawal within two (2) business days of the opening.

The letter must be on Offeror’s letterhead and signed by an individual authorized to legally bind the firm. The Offeror must present clear and convincing evidence that an unintentional error was made.

Generally, Proposal withdrawals after Proposal due date/time for reasons other than obvious clerical errors are not permitted.

c. Proposal Correction. If an error is If an error is discovered prior to the opening of a Proposal, an Offeror may submit a corrected Proposal. The corrected Proposal should be clearly marked that it supersedes the Proposal originally submitted. If an obvious clerical error is discovered after the Proposal has been opened, Offeror may submit a letter to the Purchasing Officer within two (2) business days of opening, requesting that the error be corrected. The letter must be on Offeror’s letterhead and signed by an individual authorized to legally bind Offeror. The Offeror must present clear and convincing evidence that an unintentional error was made. The Purchasing Officer will review the correction request and a judgment will be made. Generally, modifications to opened Proposals for reasons other than obvious clerical errors are not permitted.

SECTION 4: CONTENTS OF PROPOSAL AND EVALUATION CRITERIA

The City of Sandy Springs is seeking qualified contractors for the Parking Garage Post-Tensioned Slab and Pre-

Cast Double Tee Repairs project. To be considered for this solicitation, contractors must meet the following minimum qualifications and provide supporting documentation as outlined below.

The evaluation of proposals submitted in response to this RFQP will be conducted in a two-phase process.

Phase I- Prequalification of Proponents

The evaluation of Phase I will focus on pre-qualifying proponents based on their demonstrated ability to successfully perform the required services. This phase will evaluate proposals using the following criteria:

Executive Summary: (One page maximum one-sided.) The letter should designate the proposing firm, the business address of where the relationship will be signed by authorized company officers. The letter should address the firm’s willingness and commitment to provide the proposed services and why the Awarded Vendors believes it should be selected. No pricing information should be included in this section.

Table of Contents: (One-page maximum) Table of Contents should follow the RFQP format.

Company Overview: (Two-page maximum) General overview of company, how long the company has been in business, customer service philosophy, and identification of the primary office which will be supporting the

City of Sandy Springs.

References: (Three-page maximum) Provide five (5) project references that demonstrate the firm’s and key personnel’s expertise in successfully delivering projects of similar scope and complexity. Each reference should highlight the firm’s ability to manage the full project lifecycle, from concept development to final construction plans. References must include the project name and description, location, total project cost, construction status (completed, ongoing, or in progress), and client contact information, including name, organization, phone number, and email. Projects should reflect recent experience and must have been completed within the past five (5) years. Additionally, where available, proposers may include web links to project details, supporting documentation, or case studies to provide further insight into their capabilities.

General Contractor’s License: The proponent must possess a valid and current General Contractor’s License issued by the State of Georgia through the Georgia State Licensing Board for Residential and

General Contractors. The license must be active, in good standing, and applicable to the scope of work outlined in the project. The proponent must provide the license number, issuing state, and expiration date as part of their submission.

Only proponents who meet the qualifications and are deemed responsive in Phase I will advance to Phase II – Cost and Technical Proposal Evaluation, where technical approach, past experience, and costs will be reviewed and considered. The City reserves the right to conduct interviews, request additional information, or seek clarifications as necessary to ensure a thorough evaluation.

Phase II- Cost and Technical Proposal Evaluation The evaluation of Phase II will focus on the evaluation of the cost proposal, project approach, and schedule feasibility of the three (3) most qualified proponents that successfully prequalified in Phase I. The evaluation will focus on the competitiveness, feasibility, and clarity of each proposal. The final selection will be based on a weighted scoring system to ensure the best value for the City. This phase will evaluate proposals using the following criteria:

• Cost Proposal

• Project Approach & Work Plan

• Schedule & Project Timeline

Cost Proposal: The cost proposal will be assessed based on its competitiveness, completeness, and accuracy, ensuring alignment with industry standards and budget expectations. Cost Proposal pricing sheet is included within this RFQP.

Project Approach & Workplan: The project approach will be evaluated based on the proponent’s understanding of the scope, execution strategy, and risk management plan. A comprehensive work plan must be provided, demonstrating a clear grasp of the project’s objectives, constraints, and requirements. The methodology should outline the proposed approach to executing repairs, detailing the materials, techniques, and sequencing of work to ensure efficiency and quality. Additionally, the work plan must identify potential risks, such as structural integrity concerns or weather-related delays, and present well-defined mitigation strategies to minimize disruptions and maintain project timelines. Proponent’s must acknowledge The City’s events schedule and coordination of relocating cars to enact repairs as well as concert dates and other Performing Arts schedules.

Schedule & Project Timeline: The proposed schedule will be assessed for its realism, feasibility, and alignment with the City’s expectations. Proponents are required to submit a comprehensive project schedule that includes the following elements: an overall project timeline outlining the proposed start and completion dates, a phased work plan detailing major work phases and milestones, and a list of deliverables with corresponding deadlines to ensure timely completion of key project milestones.

Relevant Experience/ Experience with City of Sandy Springs Projects: (Three-page maximum) Proposers should demonstrate their experience with projects of similar scope and complexity, both within the City of Sandy Springs and in other jurisdictions. Firms should highlight past work completed for Sandy Springs, detailing their familiarity with local regulations, permitting processes, and successful coordination with city departments. Additionally, offerors must provide examples of comparable projects completed for other municipalities or private entities, emphasizing their ability to deliver high-quality work on time and within budget. A strong track record of navigating project challenges, meeting technical requirements, and adhering to industry best practices will be a key factor in the evaluation process.

Past Experience of Key Personnel: (Three-page maximum) Provide detailed information on the key personnel assigned to this project, including both the Project Manager and Project Superintendent. Each individual’s role, relevant experience, and qualifications should be clearly outlined, demonstrating expertise in the various disciplines required to successfully complete this project. Highlight past projects similar in scope, emphasizing each team member’s specific contributions, technical capabilities, and problem-solving experience. Resumes may be included in an Appendix, which will not count toward the three-page limit.

SECTION 5: EVALUATION CRITERIA/SCORING

This RFQP features a two-step evaluation process: in Phase I, proponents will be pre-qualified on a pass/fail basis, and only those three firms receiving the highest pass score will be invited to participate in Phase II of the evaluation.

During Phase II, offeror’s submissions will be scored and ranked based upon demonstrated knowledge and understanding of the evaluation criteria provided below. The score of the proposal will total a maximum of 100 points.

Description Weight

Cost Proposal The cost proposal will be evaluated based on the overall competitiveness, completeness, and accuracy of the pricing. Proponents must submit a detailed cost breakdown covering:

• A completed Base Bid – Post-Tensioned Slab Repairs table, with unit prices and total extended costs.

• A completed Base Bid – Pre-Cast Double Tee Repairs table, with unit prices and total extended costs.

• A clearly stated Total Base Bid amount, expressed in both words and figures.

• Each task item must be fully priced, with no missing or ambiguous cost elements.

Project Approach & Work Plan

The project approach will be assessed based on the contractor’s understanding of the scope, execution strategy, and risk management plan. Proponents must submit a comprehensive work plan detailing:

• Project Understanding – Demonstrates comprehension of project scope, objectives, and constraints.

• Methodology – Describes the approach to executing repairs, including materials, techniques, and sequencing of work.

• Risk Management & Mitigation – Identifies potential risks (e.g., structural integrity issues, weather delays) and outlines mitigation strategies.

Schedule & Project Timeline The proposed schedule will be evaluated on its realism, feasibility, and alignment with the City’s expectations.

Proponents must provide a detailed project schedule, including:

• Overall Project Timeline – Proposed start and completion dates.

• Phased Work Plan – Breakdown of major work phases and milestones.

• Deliverables & Deadlines – Key deliverables tied to specific project timelines.

• Take into account City events and coordination with The City

Relevant Experience/ Experience with City of Sandy

Springs Projects

Offerors will be evaluated based on their demonstrated experience with projects of similar scope and complexity, both within the City of Sandy Springs and in other jurisdictions. Proposers must provide clear, verifiable examples of relevant project experience, highlighting the following key factors:

• Provide detailed descriptions of past projects that match the scope, complexity, and technical requirements of this project.

• Include project details such as size, budget, duration, and unique challenges encountered.

• Demonstrate past project experience specifically within the City of Sandy Springs.

• Highlight familiarity with local regulations, permitting requirements, and coordination with city departments.

• Showcase experience completing similar projects for other municipalities or private entities.

• Provide evidence of delivering high-quality work on time and within budget.

Demonstrate a strong track record of successful project execution, ensuring compliance with technical, regulatory, and financial expectations

Past Experience of Key Personnel

Offerors will be evaluated based on the qualifications, expertise, and relevant experience of key personnel assigned to this project, including both the prime consultant and sub-consultants. The evaluation will consider the following factors:

• Clearly define the roles and responsibilities of each key personnel assigned to the project.

• Describe how each team member will contribute to the successful completion of the project.

• Provide a summary of key personnel’s relevant experience, including years of experience in their respective fields.

• Highlight past projects of similar scope and complexity, specifying each team member’s contributions.

• Identify personnel who have previously worked on City of Sandy Springs projects.

• Demonstrate familiarity with local regulations, permitting processes, and coordination with city departments.

• Provide examples of projects completed for other municipalities or private entities, emphasizing key personnel’s roles and contributions.

• Showcase key personnel’s ability to address technical challenges and implement innovative solutions.

• Provide examples of complex issues encountered in past projects and how they were effectively managed.

TOTAL 100

Selection Process

1. Interviews

At the City’s discretion, selected Offerors may be interviewed and evaluated based upon the criteria set out in the RFQP, or other criteria to be determined by the Evaluation Committee (i.e. unique qualities, methodologies, or approaches taken to differentiate from other Offerors). 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.

SECTION 6: PRE-SUBMITTAL INQUIRIES

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

or directed to Ericka Kelly - ekelly@sandyspringsga.gov

Questions are due no later than April 18, 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:

https://sandysprings.bonfirehub.com/projectDrafts/181111/details

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 mailto:ekelly@sandyspringsga.gov

Officer ONLY (see address below). The Offeror shall clearly reference the section and page numbers of the RFQP 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 April 18, 2025, 5:00 p.m. EST, to allow for analysis and dissemination of the City's responses in advance of the Proposal due date. Questions received after this date and time may not be answered.

The principal point of contact for this procurement is the Purchasing Agent, Ericka Kelly, for the City. Ms. Kelly can be reached via e-mail at ekelly@sandyspringsga.gov. Until a Consultant 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

Phase 1 (Volume I)

RFQP Release Date (Advertise Date) April 7, 2025

Pre-Proposal Meeting (Non-Mandatory) April 15, 2025

On-Site Meeting (Non-Mandatory) April 15, 2025

Deadline for Receipt of Inquiries April 18, 2025

Proposal Due Date May 2, 2025

*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:

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

2. Gratuities, Rebates, or kickbacks.

a. Gratuities. It is prohibited for any person to offer, give, or agree to give any City Representative, or for any City Representative to solicit, demand, accept, or agree to accept from another person, a gratuity, rebate or offer of employment in connection with any decision, approval, disapproval, recommendation or preparation of any part of this RFQP influencing the content of any specification or standard, rendering of advice, investigation, auditing or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to this RFQP or a Contract or subcontract, or to any Solicitation or response therefore in any manner inconsistent with the State of Georgia’s Department of Administrative Services Gratuity Policy located in the Georgia Procurement Manual Section I.4.

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

c. Rebates. It is prohibited for any rebate to be offered for the sole purpose of inducement.

Rebates normally or routinely offered to all customers for the purchase of Goods and Services are acceptable and are the property of the City.

d. Nothing in this section shall preclude a City Representative from attending seminars, courses, lectures, briefings, or similar functions at any Offeror's facility or at any other place if any such seminar, course, lecture, briefing, or similar function is for the purpose of furnishing the City Representative with knowledge and information relative to the Offeror's Goods or Services and is one the City Manager determines would be beneficial to the City. In connection with any such seminar, course, lecture, briefing, or similar function, nothing shall preclude the City Representative from receiving meals from an Offeror. Nothing in this section shall preclude the City Representative from receiving educational materials and business-related items of not more than nominal value from an Offeror. Nothing contained in this section shall permit the City Representative to accept free travel from the Offeror outside the State of Georgia or free lodging in or outside the State of Georgia.

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

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

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

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

Ericka Kelly, Purchasing Agent City of Sandy Springs

1 Galambos Way Sandy Springs, Georgia 30328

E-mail: ekelly@sandyspringsga.gov

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

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

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

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

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

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

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

g. 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.

h. The City reserves the right to award multiple contracts for the Project Scope described in this procurement. If the contract awarded pursuant to this procurement is terminated for any reason, the City reserves the right to request from an eligible Respondent a cost proposal and an executed contract for consideration of award. The City also reserves the right to request such other documents at that time as deemed necessary to consider whether or not to make a contract award, or it may determine to pursue other methods available to it to procure required services.

SECTION 10: CONTRACT INFORMATION

The form of agreement (“Contract”) the City intends to execute with the selected Offeror is included in this RFQP 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 RFQP. 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 Response.

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

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

The selected Offeror shall not begin performance of services requested by this RFQP 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.

ATTACHMENT A

CONTRACT

AGREEMENT

This Agreement (hereinafter “Agreement”) is made this ______ day of _________________ by and between _________________________________________________________________ (“Contractor”), located at ______________________________________________ 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 conducting urban area and regional transportation planning and non-motorized transportation planning; and

WHEREAS, Sandy Springs has a need to acquire the Assessment and Analysis services described in the Scope of Services and/or Offeror’s 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 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 an employment, joint venture, partnership, agency or similar arrangement between Sandy Springs and Contractor. It is expressly agreed that Contractor is acting as an independent contractor and not as an employee in providing the Services under this Agreement.

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

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

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

4. Term.

This Agreement shall become effective as of the date of its execution by the City (“Effective Date”) and shall continue in effect until the completion of the work stated in Exhibit A, Scope of Services and/or Contractor Proposal or one (1) year from the Effective Date, whichever is the earliest to occur. This Agreement will terminate upon the earliest to occur of the following: 1) the City’s receipt and acceptance of all work and deliverables associated with the Services described in Exhibit A; or 2) one (1) year from the Effective Date, but shall automatically renew at the end of one (1) year from the Effective Date unless the City provides notice to Contractor of its intent to terminate at least ten (10) days prior to the renewal date. The term of the Agreement will be contingent at all times upon annual appropriations of funds by the Sandy Springs City Council and shall terminate immediately and absolutely in the event of non-appropriation of funds in accordance with O.C.G.A. § 5-5-64(a)(3).

5. Termination.

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

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

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

Agreement;

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

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

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

6. Termination of Services and Return of Property.

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

7. Standard of Performance and Compliance with Applicable Laws.

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

Contractor warrants and represents that it will, at all times, observe and comply with all federal, state, local and municipal…