25_051 T_7260 Riverside Drive Traffic Enginee.pdf

Request for Proposal 25-051 T-7260 Riverside Drive Traffic Engineering Corridor Study

NON-MANDATORY PRE-PROPOSAL MEETING:

June 2, 2025, 11:00 AM EST

Register for Pre-Bid Meeting Here Meeting ID: 237 264 708 959 3

Passcode: YE7SB95k Dial in by phone

+1 872-242-8893,,553035117# United States, Chicago Find a local number

Phone conference ID: 553 035 117#

Proposals are due:

June 20, 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 June 20, 2025, 2:00 p.m. EST. The City will only accept online submissions for this RFP through the Bonfire Portal at https://sandysprings.bonfirehub.com/projects/187087/details. Any Proposal submitted in any other format (e-mail, paper, fax, mail, etc.) will not be accepted for any reason.

General Information:

1. All communications regarding this procurement must be with the assigned Procurement Officer, Reginald Starling, purchasing@sandyspringsga.gov.

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

https://sandysprings.bonfirehub.com/projects/187087/details. Questions are due no later than June 9, 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/projects/187087/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 If an Offeror believes certain contract provisions are out of date, not applicable or place an undue burden or cost on the Offeror or the City, the Offeror must address these concerns in writing during the question and answer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 https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTU0OWZiOGUtOGQ0Yi00NTZlLThhNjktMWNiNzgzZWEzNmNj%40thread.v2/0?context=%7b%22Tid%22%3a%22c6279049-e794-4541-8247-8e8261a33321%22%2c%22Oid%22%3a%22bebc3230-4cb3-492b-a533-1dc0b1dff3cd%22%7d https://sandysprings.bonfirehub.com/projects/view/17847

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.

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

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

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

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.

8. All Offerors are hereby notified that any digital content, applications, websites, or technology services provided under this solicitation must comply with the accessibility standards established under the Americans with Disabilities Act (ADA) and Web Content Accessibility Guidelines (WCAG) 2.1 Level AA. Offerors must demonstrate their ability to deliver products and/or services that are accessible to individuals with disabilities, including compatibility with assistive technologies such as screen readers, keyboard navigation, and voice recognition tools.

PROPOSAL INSTRUCTIONS

Failure to submit the following bid documents may result in your proposal being deemed non-responsive and the proposal shall be rejected:

Proposal Signature and Certification Cost Proposal E-Verify Affidavit under O.C.G.A. 13-10-91(b)(1) Addenda Acknowledgment Certification of Sponsor Drug Free Workplace Georgia Security Immigration Compliance Act Affidavit Certificate of Insurance Affidavit verifying Status for City Public Benefit Application Corporate Certificate Signed Contract

Upon award of contract the following items shall also be submitted:

Certificate of Insurance (COI)

Definition of Terms

• Offeror A company or individual submitting a proposal in response to this RFP.

• Proposal The package of documents submitted by an Offeror that includes their qualifications, pricing, and project approach.

• City Refers to the City of Sandy Springs, Georgia.

• Contractor The selected company or person awarded the project to do the work.

• Scope of Services A detailed list of the work that the Contractor is expected to complete.

• GDOT Prequalified Approved by the Georgia Department of Transportation (GDOT) to do certain types of work.

• Traffic Study A report that looks at traffic flow, congestion, and safety, and recommends improvements.

• Intersection Control Evaluation (ICE) A process to decide what type of traffic control (like a stoplight or roundabout) works best at an intersection.

• Swept Path Analysis A check to make sure large vehicles (like trucks) can safely move through a roundabout or intersection.

• Deliverables The finished products or work that the Contractor must give the City, like reports or plans.

• Bonfire Portal The City’s online system for submitting proposals and asking questions.

• E-Verify A federal system used to check if new employees are legally allowed to work in the U.S.

• ADA / WCAG 2.1 Compliance Rules that make sure websites, documents, and other digital content can be used by people with disabilities.

• Subconsultant A company hired by the main Contractor to help complete the work.

• Notice to Proceed (NTP) The City’s written approval for the Contractor to start the job.

• Change Order A written update to the contract that changes the work, timeline, or cost.

TABLE OF CONTENTS

PROPOSAL SIGNATURE AND CERTIFICATION

CORPORATE CERTIFICATE

OFFEROR’S RFP CHECKLIST

SECTION 1: BACKGROUND

SECTION 2: SCOPE OF SERVICES

SECTION 3: SUBMITTALS

SECTION 4: CONTENTS OF PROPOSALS, CRITERIA EVALUATION AND SELECTION PROCESS

SECTION 5: PRE-SUBMITTAL INQUIRIES

SECTION 6: COMMUNICATIONS

SECTION 7: SCHEDULE OF EVENTS

SECTION 8: TERMS AND CONDITIONS

SECTION 9: ATTACHMENTS

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

• Scope of Services and/or Contractor Proposal

• Fee Schedule

• Certification of Contractor - Georgia Security and Immigration Compliance Act

• Certification of Consultant - 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

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: __________________________________________________

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 RFP CHECKLIST

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

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

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

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

3. _______ Attend the pre-Proposal 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 RFP. 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 RFP and view the answers given in any formal “addenda” issued for the RFP. All addenda issued for an RFP will be distributed by e-mail to Offerors.

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

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

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

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

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

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

SECTION 1: BACKGROUND AND GENERAL INFORMATION

Background

The City of Sandy Springs (“City”) is located in Fulton County, Georgia, and has a population of approximately 108,000. It is metropolitan Atlanta’s seventh (7) most populous city. The geographic area of the City is approximately thirty-eight (38) square miles. The City is the site several corporate headquarters including UPS, Newell Brands, and Mercedes-Benz USA amongst others. City limits include twenty-two (22) miles of shoreline along the Chattahoochee River and three (3) units of the National Park Service.

Project Overview

The City of Sandy Springs is requesting a traffic engineering evaluation of the intersection of Heards Ferry Road at Riverside Drive and the intersection of River Valley Road at Riverside Drive along with the Riverside Drive roundabouts at I-285. The City is seeking to determine if signal and/or geometric modifications are needed or if an alternative design (i.e. roundabout) is feasible.

The Consultant shall provide a scope, schedule, and fee for a traffic study to determine the best type of intersection traffic control and lane configuration and prepare two concepts of intersection improvements.

Problem Statement

The Riverside Drive corridor carries a large daily volume of traffic (19,500) for a two-lane road and experiences congestion at the Heards Ferry Road and River Valley Road intersections.

The City would like to evaluate whether the Riverside Drive corridor would be better served by alternative intersection treatments including roundabouts. The expression “narrow roads, wide nodes” has been used to describe two lane roads carrying a high volume of traffic with roundabouts at the intersections. The City seeks to test this theory on the Riverside Drive corridor in hopes that roundabouts can provide additional capacity at the existing signalized intersections.

The intersection of Heards Ferry Road at Riverside Drive is signal controlled and has persistent delay during the morning, mid-day, evening peak hours and on weekends. All four legs of the intersection have a through/right lane and a very short dedicated left turn lane. The dedicated left-turn lanes provide permissive/protected left turn phases.

When Heards Ferry Road at Riverside Drive is over capacity during the peak period, this also causes upstream delay at the River Valley Road and Riverside Drive intersection. River Valley Road at Riverside Drive is a signal-controlled T-intersection. All three legs of the intersection have single lane approaches with no dedicated turn lanes.

To accurately model the corridor, the two roundabouts at I-285 and Riverside Drive must be included and considered in this corridor study.

The City would also like the consultant to model and evaluate the intersection of Riverside Parkway and Riverside Drive, which is the main access for the Rivershore Estates neighborhood. Queueing along Riverside Drive extends through this intersection. It is difficult to get out, although there is DO NOT BLOCK THE BOX striping and signs.

SECTION 2: SCOPE OF SERVICES

Task 1 – Project Management Project management tasks include consultant-client coordination every two weeks, meeting documentation, quality assurance/quality control, maintaining the project schedule and budget, and monthly invoicing. A progress report will be required with each invoice. All invoices shall be submitted through Trimble (e-builder). It is expected that all project deliverables will be reviewed for accuracy and completeness prior to submission to the City.

Topics for Project Management meetings will include work accomplished, problems encountered and proposed course of action, and work planned for the next two weeks. The project schedule should be updated monthly during the life of the project.

The Consultant shall attend three milestone meetings:

• Traffic Analysis completion

• One concepts meeting

• One preferred alternatives meeting

This project may take up to 14 months to complete.

Deliverables:

▪ Quality control/quality assurance of project deliverables

▪ Bi-weekly status meetings (up to 28 meetings), meeting agendas and notes

▪ Three milestone meetings, illustrations, meeting agendas and notes

▪ Monthly invoices and progress reports

Task 2 – Traffic Engineering Study

The Consultant shall prepare a traffic engineering study for the intersections of I-285 Ramps at Riverside Drive, Heards Ferry Road at Riverside Drive, Riverside Parkway and Riverside Drive, and River Valley Road at Riverside Drive to include the following elements:

▪ Review traffic counts provided by the City and determine their suitability for this analysis.

▪ Review the vehicle classification counts to identify the design vehicle.

▪ Prepare crash analysis of the intersection for the most recent five years. Sketch collision diagrams labeled with date, time of day, lighting, wet or dry conditions, injury or property damage only, etc.

Identify the crash patterns by drawing a cloud pattern around them.

▪ Prepare roundabout swept path analysis of the design vehicle.

▪ Prepare AM and PM peak hour and daily traffic forecasts for 2027 (base year), 2037 (interim year) and

2047 (design year) for the intersections and the corridor.

▪ Conduct a Georgia DOT intersection control evaluation (ICE) to determine the best type of intersection traffic control (modification to the existing signal or a roundabout) and lane configuration.

▪ The Consultant shall report on intersection level of service and delay using two types of software such as

HCS, Sidra, Arcady, etc.

▪ Perform traffic simulation for the entire corridor on Riverside Drive from Riverside Drive interchange with I-285 to River Valley Road

The Sandy Springs Transportation Master Plan (2021) included a travel demand model. Traffic forecasts should be based on absolute increases (difference in traffic volume between initial and future years, interpolated), or a forecast method proposed by the Consultant and approved by the City.

Synchro models and reports, or similar software that can accurately capture delay and level of service, shall be provided for each alternative. A summary of the intersection delay and lane-group delay shall be included in the traffic study for each alternative.

Deliverables:

▪ Traffic Engineering Study to include: select design vehicle, collision diagrams, crash analysis, traffic forecasts, feasibility study, traffic simulation, Intersection Control Evaluations

Task 3 – Survey

A current and accurate ground run (two-foot contour interval) topographic survey is required at both intersections (Heards Ferry Road and River Valley Road). It must be provided in hard copy as well as a digital copy, i.e. a CAD file. Right-of-way and property lines shall be identified. Surface evident utilities shall be identified, SUE Level D. Please see for the Bonfire platform for a copy of the extent of survey.

▪ Topographic survey hard copy and CAD file with right of way, property lines and surface evident utilities

Task 4 - Concept Drawings

The Consultant shall sketch, refine and further refine alternative concepts and present the best two concept drawings at each intersection, which may include (1) modification of the traffic signal and the existing geometry, or (2) a roundabout, for the City's review and approval. The roundabout alternatives shall include a swept path analysis of the design vehicle(s). The Consultant shall identify the right-of-way and property impacts on the drawing of each alternative. The scope shall include up to three revisions of each alternative. Connectivity to any existing sidewalks or bike and pedestrian lanes/paths must be shown in the schematic concept drawings. A concept-level construction cost estimate is required for each alternative, including right-of-way/property costs and order of magnitude utility relocation costs.

The consultant shall present highlights and recommendations to the Director of Public Works and Unit Managers seeking buy-in.

▪ Concept sketches (up to six)

▪ Swept path analysis of design vehicle(s)

▪ Cost estimate for each concept

▪ Presentation to the Director of Public Works

Task 5 – Signal Design Plans

If it is determined that an alternative intersection(s) is not feasible, the Consultant shall prepare updated signal plans at the following intersections in DGN and PDF formats for the recommended improvements:

1. Riverside Drive at River Valley Road

2. Riverside Drive at Heards Ferry Road

Conduct a left-turn phasing analysis for both intersections (Heards Ferry Road and River Valley Road)

The Consultant shall prepare signal design plans following the GDOT Traffic Signal Design Guidelines, current edition. The plans should include signal upgrades and ADA upgrades.

Deliverables:

▪ Left-turn phasing analysis

▪ Signal design plans

Task 6 – Community Outreach

Community Outreach for this project shall include:

▪ Initial public meeting to solicit community input prior to developing potential solutions

▪ City Council briefing to present improvement concepts

▪ Possible meeting with stakeholders of impacted parcels

▪ Second public meeting to share improvement concepts

▪ City Council Meeting to present recommendations

All materials shall be coordinated with the Project Manager and City Communications Department. The

Consultant shall prepare materials and summaries for each meeting as well as a summary of public comments and City responses.

▪ Preparation and materials for and meeting summaries for the two public meetings

▪ Preparation and materials for City Council briefing and City Council Meeting

▪ Summary of public comments and City responses

SECTION 3: QUALIFICATIONS

The Consultant shall be a Registered Professional Engineering Firm licensed in the State of Georgia, with demonstrated expertise in traffic engineering, intersection design, and corridor analysis.

The Prime Consultant shall be prequalified by the Georgia Department of Transportation (GDOT).

SECTION 4: SUBMITTALS

Proposals shall be submitted through Bonfire at:

https://sandysprings.bonfirehub.com/projects/187087/details no later than 2:00 p.m. EST on June 20, 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 firms 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.

CONTENTS OF PROPOSAL

A Proposal shall contain two components: a Technical Proposal and a Cost Proposal. The Technical Proposal and Cost Proposal shall contain the information described below. They must be submitted separately. It is not necessary or desirable to prepare an elaborate or extensive Proposal for this Project; detailed broch ures, documentation, artwork, or other superfluous embellishments are unnecessary and are, in fact, discouraged.

In order for the City of Sandy Springs to adequately compare and evaluate proposals, all proposals shall be limited to 18 pages formatted to 8.5” x 11” paper and must be submitted in accordance with the format detailed in the following pages.

A. Technical Proposal Requirements:

Cover Letter: (One page) The letter should designate the proposing firm and be signed by an authorized company officer. The letter should address the firm’s willingness and commitment to provide the proposed services and why the firm believes it should be selected. No pricing information shall be included in this section.

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

https://sandysprings.bonfirehub.com/projects/187087/details

Company Overview: (Two pages) Provide a 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.

Project Understanding and Approach: (Five pages) Provide a description of the Firm’s understanding and approach for the proposed Services as outlined in the Request for Proposals. Provide a project schedule. Please provide the Firm’s fit to the Services and/or needs of the Owner, any special or unique qualifications, and any techniques or methodologies offered by the firm that may be particularly suitable for this project.

Project Team: (Three Pages) Provide information on personnel to be assigned to this project for the prime Consultant as well as the key personnel of the sub-consultants. Personnel should have experience in a variety of fields necessary to complete the proposed work. Resumes for key staff shall be included in the Appendix. Please highlight experience that pertains to the project.

The Appendix and Org Chart will not count toward the page limit. If following the award, personnel changes, the City shall be provided the resumes of proposed staff prior to assignment.

Relevant Experience: (Six pages, one project per page) Provide six (6) examples of project relevant experience and references that demonstrate that the firm(s) and personnel have experience and expertise with the subject matter and have demonstrated performance of work that is similar in type and scope to requested Services within the last five (5) years. Include a project description, location, cost, status, and client contact information.

Identify key project team staff for each project relevant experience and reference.

Georgia DOT Prequalification

The Prime Consultant shall be prequalified by the Georgia Department of Transportation (GDOT) in the following area classes of work:

Number Area Class

1.10 Traffic Projections

3.02 Urban Roadway Design

3.06 Traffic Operations Studies

3.07 Traffic Operations Design

3.09 Traffic Control Systems Analysis, Design and Implementation

The Consultant team (either Prime Consultant and/or sub-consultant team members) shall be prequalified by GDOT in the following area classes:

Number Area Class

1.07 Attitude, Opinion and Community Value Studies

1.13 Non-Motorized Transportation Planning

3.03 Complex Urban Roadway Design

3.08 Landscape Architecture

3.10 Utility Coordination

3.12 Hydraulic and Hydrological Studies (Roadway)

3.13 Bicycle and Pedestrian Facility Design

3.15 Highway Lighting and Outdoor Lighting

5.01 Land Surveying

5.02 Engineering Surveying

5.04(b) Aerial Photography/Unmanned Aircraft System (Concept Grade)

5.08 Overhead/Subsurface Utility Engineering (SUE)

6.01(a) Soil Survey Studies

6.01(b) Geological and Geophysical Studies

6.03 Hydraulic and Hydrologic Studies (Soils & Foundation)

6.04(a) Laboratory Materials Testing

6.04(b) Field Testing of Roadway Construction Materials

8.01 Construction Engineering

9.01 Erosion, Sedimentation and Pollution Control Plan (ESPCP) Preparation

In the Appendix, please include a matrix of the firms on the project team with the area classes prequalified for each firm along with each firm’s current prequalification certificate.

Roundabout Prequalification

Teams that have roundabout prequalification in states other than Georgia are asked to provide it in the

Appendix.

B. Fee Proposal

Fee Proposals will be reviewed for reasonableness and realism against the City’s independent assessment following evaluation of Technical Proposals. Offerors should include fees per participant for the Services outlined in Exhibit B of the attached model contract. The fee proposal shall be submitted separately in Bonfire.

EVALUATION CRITERIA

Proposals will be scored and ranked based upon how well the Offeror demonstrates its knowledge and understanding of the project 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 consists of the following: Project Understanding and Approach, Project Team, and Relevant Experience. The score of the Technical Proposal totals a possible maximum of ninety-five (95) points.

The following factors will be considered during the evaluation:

CRITERIA FOR TECHNICAL PROPOSALS WEIGHT IN EVALUATION

Project Understanding and Approach 35%

Project Team 30%

Relevant Experience 30%

Cost Proposal 5%

TOTAL 100%

Cost Proposals will be reviewed for reasonableness and realism against the City’s independent assessment following evaluation of Technical Proposals. The Cost Proposal shall be worth 5% weight in the evaluation.

Please include a person-hour estimate to support the Cost Proposal (Fee Estimate).

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. 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 into 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.

COST PROPOSAL (FEE ESTIMATE)

Grand Total Cost/Price: _________________________________________________________________

Work shall be performed and invoiced on an hourly not to exceed basis.

The Fee Estimate shall include all estimated costs, expenses, and pricing (direct and indirect) along with a timeline/schedule in Gannt Chart format. Please use the above form to provide all cost/pricing.

Miscellaneous services will require authorization from the City Project Manager prior to work.

SECTION 6: PRE-SUBMITTAL INQUIRIES

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

Item

No.

Description

Cost/Price

1 Task 1 – Project Management

Task 2 - Traffic Engineering Study

Task 3 – Survey

Task 4 - Concept Drawings

Task 5 – Signal Design Plan

Task 6 - Community Outreach

7 Task 7 – Miscellaneous Services(Contingency) $13,500.00 or directed to: rstarling@sandyspringsga.gov.

Questions are due no later than June 9, 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 June 9, 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, Reginald Starling, Senior Buyer for the City. Reginald Starling can be reached via e-mail at rstarling@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 May 21, 2025

Pre-Proposal Meeting (Non-Mandatory) June 2, 2025 (11:00 a.m.)

Deadline for Receipt of Inquiries June 9, 2025

Deadline for Posting Written Answers to Inquiries June 13, 2025

Proposal Due Date June 20, 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 Reginald Starling, 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:

Reginald Starling, Senior Buyer

City of Sandy Springs 1 Galambos Way

Sandy Springs, Georgia 30328 E-mail: rstarling@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.

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

6. 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.

G. Gratuities, Rebates or Kickbacks.

1. 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 a Procurement requirement or a purchase request, influencing the content of any Specification or Procurement 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 any Procurement requirement 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.

2. 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 a subcontract or Purchase Order.

3. 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.

4. Nothing in this section shall preclude a City Representative from attending seminars, courses, lectures, briefings, or similar functions at any Vendor'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 Vendor'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 a Vendor. Nothing in this section shall preclude the City Representative from receiving educational materials and business-related items of not more than nominal value from a Vendor. Nothing contained in this section shall permit the City Representative to accept free travel from the Vendor outside the State of Georgia or free lodging in or outside the State of Georgia.

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 Corridor study evaluating traffic, signals, geometry, and roundabouts services ; and

WHEREAS, Sandy Springs has a need to acquire the 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 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 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…