REQUEST FOR PROPOSALS

26-030

Fiber Optic Communication Line Design for ITS Ring B

NON-MANDATORY PRE-BID CONFERENCE ATTENDANCE

Time: April 8, 2026, 1:30 PM Eastern Time (US and Canada)

REGISTER VIA MICROSOFT TEAMS WEBINAR:

https://events.gcc.teams.microsoft.com/event/d2fb6733-037e-4ee5-93d2-bf171e5cd50b@c6279049-e794-4541-

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QUESTIONS DUE

April 16, 2026, 5:00 P.M.

PROPOSALS ARE DUE:

May 1, 2026, 2:00 P.M.

Bids shall only be accepted online through the Bonfire Portal at:

https://sandysprings.bonfirehub.com/projectDrafts/228920/details

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 May 1, 2026, 2:00 P.M. EST. The City will only accept online submissions for this RFP through the Bonfire Portal at https://sandysprings.bonfirehub.com/projectDrafts/228920/details. Any proposal submitted in any other format (email, paper, fax, mail, etc.) will not be accepted for any reason.

GENERAL INFORMATION:

1. All communications regarding this solicitation must be with the assigned Procurement Agent, Ericka

Kelly, ekelly@sandyspringsga.gov.

2. All questions or requests for clarification must be sent via Bonfire under Message Vendor Discussions:

https://sandysprings.bonfirehub.com/projectDrafts/228920/details Questions are due no later than

April 16, 2026, 5:00 p.m. Questions received after this date and time may not be answered. There is a pre-bid meeting associated with this solicitation.

3. No Questions bid shall be accepted from, and no contract will 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.

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 https://events.gcc.teams.microsoft.com/event/d2fb6733-037e-4ee5-93d2-bf171e5cd50b@c6279049-e794-4541-8247-8e8261a33321 https://events.gcc.teams.microsoft.com/event/d2fb6733-037e-4ee5-93d2-bf171e5cd50b@c6279049-e794-4541-8247-8e8261a33321 https://sandysprings.bonfirehub.com/projectDrafts/228920/details https://sandysprings.bonfirehub.com/projectDrafts/228920/details mailto:ekelly@sandyspringsga.gov https://sandysprings.bonfirehub.com/projectDrafts/228920/details to submitting a Proposal. In general, the City is unable to negotiate or revise contract provisions. If an

Offeror believes certain contract provisions are out of date, not applicable or place an undue burden or cost on the Offeror or the City, the Offeror must address these concerns in writing during the question and answer period. The Procurement Officer will review and determine the appropriate response. If the City determines a change is warranted; an addendum will be posted to this RFP. If an

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

5. 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.

6. 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.

7. 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.

8. 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

9. 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.

TABLE OF CONTENTS

PROPOSAL SIGNATURE AND CERTIFICATION

CORPORATE CERTIFICATE

OFFEROR’S RFP CHECKLIST

SECTION 1: BACKGROUND AND GENERAL INFORMATION

SECTION 2: SCOPE OF SERVICES

SECTION 3: QUALIFICATIONS

SECTION 4: CONTENTS OF PROPOSAL AND EVALUATION CRITERIA

SECTION 5: SELECTION PROCESS

SECTION 6: COST PROPOSAL

SECTION 7: SCHEDULE OF EVENTS

SECTION 8: TERMS AND CONDITIONS

SECTION 9: CONTRACT INFORMATION

SECTION 10: ATTACHMENTS

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

• Scope of Services and/or Contractor Proposal

• Cost Proposal

• Bid Price Certification

• Certification of Consultant - Drug-Free Workplace

• Certification of Contractor - Georgia Security and Immigration Compliance Act

• Insurance Requirements

• Compliance with Electrical Safety Provisions

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

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

• Addendums

• Corporate Certificate

• Bonds

• Subcontractor List

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 ___________________________, 2026.

(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.

DEFINITIONS

SSPWD: Sandy Springs Public Works Department

GDOT: Georgia Department of Transportation

ADA: Americans with Disabilities Act. The federal act that gives civil rights protections to the disabled similar to those provided to individuals based on race, color, sex, national origin, age and religion. It guarantees equal opportunity for individuals with disabilities in public accommodations, employment, transportation, state and local government services and telecommunications.

CONTRACT DOCUMENTS: Contract Agreement. General Conditions, Appendices, Technical Specifications, Bidding Documents, Exhibits

EA: Each

PSI: Pounds Per Square Inch

GAL: Gallon

LF: Lineal Feet

LS: Lump Sum

SY: Square Yard

TN: Ton

OWNER: City of Sandy Springs

Contractor: The Prime Contractor for the Construction Project.

DOL: U.S. Department of Labor

MUTCD: Manual on Uniform Traffic Control Devices

ADA-Accessible: Compliant with applicable Americans with Disabilities Act requirements and current GDOT and City standards.

Disturbed Areas: Any areas impacted by construction activities, whether temporary or permanent.

Notice to Proceed (NTP): Written authorization from the City establishing the start of Contract Time.

Potholing: Excavation performed to locate and verify the position and depth of existing utilities.

Pre-Qualified Prime Contractor: A contractor currently approved by GDOT for applicable work classifications.

Restoration: Returning disturbed areas to equal or better condition than existed prior to construction.

Substantial Completion: The stage at which the Work is sufficiently complete for its intended use, as determined by the Engineer.

Utility Coordination: Ongoing coordination with utility owners to support relocation, adjustment, or protection of utilities.

Work: All labor, materials, equipment, and services required to complete the project per the Contract Documents.

SECTION 1: BACKGROUND AND GENERAL INFORMATION

PURPOSE: The City of Sandy Springs (COSS) is soliciting proposals from qualified firms (“Consultant”) to provide professional Engineering Design Consultant Services for the T9510-26-1 Ring B Fiber Extension Project (“Project”).

PROJECT DESCRIPTION: The proposed fiber optic communication line will commence at the intersection of Roswell Road and Northridge Road, proceed east along Northridge Road, continue south along Roberts Drive, then extend south along Spalding Drive and northwest along Pitts Road, ultimately terminating at Roswell Road; approximately 12,750 linear feet total. This alignment is depicted in Figure 1: Ring B Fiber Project Map.

The scope of work is expected to include both aerial and underground fiber installation, leveraging existing underground conduit and aerial fiber at the Northridge Road bridge and conduit infrastructure attached to the Pitts Road bridge over State Route 400 (SR 400). The project will integrate with existing traffic signals, and traffic camera systems and will include a fiber optic drop to Fire Station 51.

At present, the City of Sandy Springs maintains fiber-based network connectivity between City Springs and over 133 traffic signals, the ChatComm 911 Emergency Communications Center, the Sandy Springs Police Department, the Municipal Court, and Fire Department facilities. Considering the critical nature of this infrastructure, no service interruptions will be permitted between the hours of 6:00 AM and 9:00 PM, Monday through Friday.

The Consultant will manage the expansion of the City’s municipal fiber optic network, including limited design work and full project management of design process through construction closeout including:

• Conduct an appropriate site survey of the proposed fiber optic communication line route

• Audit the existing COSS and GDOT fiber-optic infrastructure within project limits

• Develop clear, concise, and accurate designs for fiber optic communication line to mitigate design risk and increase project success

• Prepare documentation of the fiber optic communication line path, pole attachments, specifications, bid documents and other documentation necessary for construction of the fiber optic communication line

• Obtain approvals for pole attachments and/or develop easements

• Provide construction support services including field engineering, inspections and contract close-out

The fiber optic communication line design shall at a minimum include the following:

• 144 strand fiber cable for all trunk cables

• 24 strand fiber cable for all drop cables

• All drop cables will utilize a “6 in 6 out” splicing

• Design all cable splice locations with enclosures unless otherwise approved

• Design all fiber conduit to be continuous box to box

• Network segmentation design to integrate full COSS ITS redundancy

• Extend fiber optic communication line (24 strand fiber) to Fire Station 51

• Connect existing traffic cameras and signal controllers to fiber optic communication line; add new network switches at all signal controllers

Project Goal: Project will expand the City’s municipal fiber optic network and establish physical path redundancy for communication infrastructure within the Ring B corridor.

Related and Ongoing Projects: The Consultant must account for and coordinate with the following City and GDOT projects currently in planning and/or design:

• T6026-2 Dunwoody Road Gap Fill Sidewalk

• PI_0001757_SR400-Express-Lanes

• S2101 ITS Ring A Fiber Network Expansion

Reference Documents:

In addition to the above projects, the Concept Plan should be guided by the following City of Sandy Springs as well as Georgia Department of Transportation (GDOT) documents:

• GDOT – Intelligent Transportation Systems (ITS) Design Manual

• GDOT Construction Standards and Details

• GDOT Standard Specifications – Construction of Transportation System

• GDOT Automated Survey Manual

• GDOT Design Policy Manual

• GDOT Utility Accommodation Policy and Standards

• GDOT Plan Development Process

• GDOT Signal Design Guidelines

• GDOT ITS Design Guidelines

• Sandy Springs ITS Master Plan

• Sandy Springs GIS

• Sandy Springs Development Code

• Sandy Springs Technical Manual

The Sandy Springs documents are available online at: www.sandyspringsga.gov

SECTION 2: SCOPE OF SERVICES

PROJECT TASKS:

Consultant shall perform limited design services since limited Right of Way (ROW) impacts, limited drainage and hydrology impacts and limited geotechnical and structural requirements are anticipated. The scope of services for this project includes the following tasks:

Task 1 – Project Management Project management tasks include consultant-client coordination meetings, meeting agenda and minutes, quality assurance/quality control as well as maintaining the project schedule, budget, and monthly invoicing. The City will conduct a biweekly project update meetings with the Consultant. Consultant shall provide written biweekly progress updates regarding design status relative to project milestones prior to each meeting. The City reserves the right to hold more frequent meetings should project schedules begin to slip. A progress report will also be required with each invoice. Project management also includes attending and participating in the City’s monthly utility coordination meetings.

For the project duration, the City will utilize the e-Builder (https://www.e-builder.net/) project management and document storage platform for invoicing, data storage, and document submittals. It is expected that all project deliverables will be reviewed for accuracy and completeness prior to submission to the City. Upon completion of each project phase, a set of 24” x 36” plans, prepared in full compliance with the applicable provisions of the GDOT Plans Presentation Guide, shall be uploaded to e-Builder.

Deliverables:

• Project schedule, invoices, and progress reports

• Project meeting agendas and meeting minutes

• Quality assurance/quality control documentation

• Project documentation http://www.sandyspringsga.gov/

Task 2 – Base Data Coordination / Survey The Consultant shall develop the base data and survey on which to develop a concept design and competed construction plans.

Survey The Consultant shall provide a survey for the Ring B corridor. The survey limits should include sufficient area to provide a complete design for the project and include existing utility and landscaping features as part of the survey. Provide survey in digital format (i.e. CAD and PDF files). Survey shall reference Fulton County GIS benchmark(s) and meet City of Sandy Springs and Georgia Department of Transportation standards and requirements.

• The City has prepared the Ring B Fiber Project Map; however, the City has not determined a preferred alignment for the new communication line. The Consultant shall determine their fees for this task based upon a visual reconnaissance of the project area and the following requirements:

along the anticipated underground communication line route, the Consultant shall research Fulton County property records, including deeds and related documents to identify existing rights-of-way, recorded deeds, easements, and encroachments within the project limits. This research shall be sufficient to identify potential conflicts with the proposed fiber optic communication line.

• Property records research is not required for the anticipated overhead communication line route.

The Consultant shall provide copies of all recorded deeds and/or easements identified during the research.

At a minimum, the Consultant shall include deed book and page number references for each record to substantiate its findings in the survey base data and map.

Right-of-way acquisition is not anticipated. COSS contemplates the following data collection methods and quality requirements for the various project segments per Figure 2: ROW Record Drawing Limits Sketch and as noted below:

Ring Segment Quality Requirement

Notes

Ring B-3 Photogrammetric and/or Global Positioning System (GPS) data collection with horizontal and vertical control with field enhancement as required

Ring B-6 Aerial imagery and/or GIS data collection and horizontal control 2, 3

Ring B-7 Aerial imagery and/or GIS data collection and horizontal control 2, 3

Ring B-8 Aerial imagery and/or GIS data collection and horizontal control 2, 3

Ring B-12 Photogrammetric and/or GPS data collection and horizontal control for aerial segments and horizontal and vertical control for underground segments.

Field enhancement as required

1, 3

Note 1 Possible underground communication line route

Note 2 Possible overhead/aerial communication line route

Note 3 The Consultant may use existing plans, where available, to identify existing right-of-way and improvements

The current available projects plans are listed below:

• COSS, 2016 T0033-06 Northridge Pedestrian Lighting

• GDOT, 2016 Northridge Colquitt Signal Upgrade (PI 0013356)

• GDOT, 2023 SR 400 Phase 1 Design-Build Project, Pitts Road Bridge Replacement (PI 0001757)

• COSS, 2023 TS111, Pitts Spalding Improvements COSS will provide plan files to the Consultant after the contract is awarded.

Utilities All utilities shall be located to minimum Subsurface Utility Engineering (SUE) Quality Level D. The Consultant will obtain sufficient utility information to identify potential alternative routes for the communication line and to support recommendations for the optimal route design.

The utility locate task will include a pole data survey along the anticipated overhead communication line route. The pole data survey must capture the following for each pole: GPS coordinates, ownership details, pole material, an inventory of existing attachments, and an assessment of pole condition.

The Consultant will also prepare and maintain a comprehensive utility coordination log. This log should document utility contacts, the status of utility submittals, and any identified conflicts.

The first utility submission to all utility providers is expected to be completed by the end of the concept design phase.

Fiber Optic Network Audit The Consultant shall conduct a comprehensive audit of the existing COSS and GDOT fiber-optic infrastructure at the following locations:

• SR 9/Roswell Road at Pitts Road

• SR 9/Roswell Road at Northridge Road

• Northridge Road/SR 400 interchange signal endpoints

• Along SR 9/Roswell Road from the Northridge Road intersection south to the Abernathy Road intersection

The audit scope shall include the following tasks:

• Research and compile all available network documentation, including network diagrams, splice schematics, and equipment records.

• Conduct field inspections to inventory fiber-optic system infrastructure, including cables, connectors, splice points, switches, and equipment cabinets. Field findings shall be compared against existing documentation to verify accuracy. Inspections shall document equipment manufacturers, model numbers, cable labeling, and the condition of all cables and equipment.

• Perform Optical Time Domain Reflectometer (OTDR) testing of the fiber-optic network in accordance with GDOT Section 935 – Fiber Optic System specifications. Individual fiber splice assignments shall be documented.

• Inspection and testing of fiber components includes opening and resealing splice enclosures.

The audit report shall include:

• OTDR test results

• Field inspection notes

• Fiber allocation documentation

• A photographic log of observed conditions

• An analysis of network performance with recommendations for potential improvements

• Requirements and considerations for GDOT–COSS fiber route planning and splicing

Deliverables:

• Survey Base Data and Map

• Existing Utility Plan

• Utility Coordination Log

• Fiber Optic Network Audit Report

• Fiber Allocation Sheet

Task 3 – Concept Design Consultant shall expand on earlier Ring B Fiber Project Map and investigate route alternatives. Consultant will prepare concept design (30%) plans including viable alternative route options, utilizing industry best practices to allow the City to select the most optimal solution. The design should meet City of Sandy Springs and Georgia Department of Transportation standards and requirements.

After concept design approval, the Consultant will prepare concept level construction cost estimate and proceed with Final Design drawings.

A valid concept addressing horizontal and vertical alignments is required and will contain such information as:

• Likely design exceptions and design variances.

• Possible right-of-way requirements, including identification of parcels.

• Location and size of existing utilities and mitigation plan to avoid conflicts Elements of Concept Design plans may be incorporated into the Final Design plans.

Risk Management Plan Prepare a proactive Risk Management Plan to identify, assess, and manage risks associated with the delivery of services under this contract to minimize impacts on project quality, cost and schedule. Prepare and maintain a Risk Register that documents identified risks, likelihood for impacts, proposed mitigation measures, and responsible parties. Submit Risk Register at key project milestones or as new risks emerge.

Utilities Incorporate SUE findings from first utility submittal into the concept design. Identify location(s) and recommended actions for additional SUE investigation, including required quality levels.

Deliverables:

• Concept Design (PDF format)

• Risk Register

• Concept Construction Cost Estimate

Task 4 – Final Design Project design and plans should be prepared and meet City of Sandy Springs and Georgia Department of Transportation standards and requirements. Budget for a maximum of three responses to City issued comments and/or requested design revisions.

Consultant will prepare final design plans including design for proposed drops and equipment (switch and CCTV) connections and submit for Public Works review. Upon receipt of Public Works review comments, schedule and conduct the Final Field Plan Review (FFPR), including site visit if necessary. After final design approval, the Consultant will prepare the remaining bid documents, including special provisions, cost estimate and bid form; submit bid documents for Public Works review. Submit plans and other bid documents in digital format (CAD and PDF files).

Provide route engineering that includes inventory of existing utility poles, existing utility attachment heights as well as make ready coordination. Provide splicing diagrams as required. In addition to the standard drawing package, the Consultant should be prepared to provide the following:

Right of Way Right-of-way coordination is not anticipated for this project.

Utility Coordination Utility relocation, except for make ready work for pole attachment approval is not anticipated.

Consultant will coordinate with all applicable utility companies and obtain second utility submittal responses to identify any conflicts and incorporate necessary redesigns into the plans. Existing utilities along all underground communication line route segments, except underground fiber drops form pole attachment to signal cabinet, will be mapped to SUE Quality Level B.

A proposed utility plan, incorporating findings from the second utility submission shall be part of the final design. The Consultant will document completion of utility coordination with either “No Cost” or “No Conflict” letters or utility-approved relocation agreements and plans to reconcile remaining conflicts. The Consultant shall update utility coordination log and submit to the City with Final Construction Plans.

Permitting A COSS Public Works or Land Disturbance Permit is not anticipated for this project.

The Consultant is responsible for securing plan approvals for all required GDOT permits, including Right-of- Way Encroachment, Signal Permits, and any Georgia Utility Permitting System (GUPS) submissions.

Additionally, the Consultant must obtain approvals through Georgia Power Company’s Joint Use Management System (JUMS) and AT&T for pole attachments, including obtaining any necessary make-ready agreements, construction agreements, and cost estimates. This task also encompasses securing joint-use conduit approvals, if applicable.

All permits shall be transferred to the appropriate entity (e.g., COSS, Contractor) as part of the Construction Engineering and Inspection (CEI) task.

Deliverables:

• Final Construction Plans

• Final Engineer’s Construction Cost Estimate

• Utility Coordination Log

• Permit Application Confirmation Records and Plan Approvals

Task 5 – Bid Support The Consultant shall provide support during the bid period. The following items shall be included in the construction bid package:

• Final, signed and sealed, construction plans

• Final engineer’s construction cost estimate

• Specifications and special provisions

• Required product submittals list

• Bid Schedule

The Consultant shall provide technical assistance to the City during the construction bidding process to include:

• Attending the pre-bid conference

• Responding to bidder questions; prepare addenda as needed

• Providing a tabulation of bids received and comparison to engineer’s cost estimate

• Attending the pre-construction meeting

Deliverables:

• Final Engineer’s Construction Cost Estimate

• Final Construction Plans Set, with PE stamp

• Specifications and Special Provisions

• Bid Schedule

• Written Responses to Bidder Questions

• Bid Tabulations

Task 6 – Construction Engineering and Inspection The Consultant shall provide construction engineering and inspection services to include:

• Transfer approved permits to applicable entity (COSS, Contractor, etc.) prior to construction

• Responding to Contractor’s Requests For Information (RFI)

• Construction change order support

• Shop drawing, product and/or material submittal reviews; including as-built plan approval

• Conducting construction observations/inspections

• Review fiber optic cable Optical Time Domain Reflectometer (OTDR)] test reports

• Final Project inspection During construction, the Consultant will provide construction observation site visit services appropriate to the stage, progress, and quality of the work. These site visits will include up to five (5) routine construction progress observation site visits and a final inspection. Consultant will make written reports for site observation visits (as necessary) and will make recommendations relative to the progress of the work.

The task also includes participation, either remotely or in person, at the preconstruction meeting and regular construction meetings.

The City acknowledges that the qualified construction contractor is responsible for the construction of the Project and that Consultant is not responsible for the acts or omissions of any contractor, subcontractor or material supplier; for safety precautions, programs or enforcement; or for construction means, methods, techniques, sequences, and procedures employed by the construction company.

Deliverables:

• Reviewed Product and Material Submittals

• Field Observation Reports

• RFI Responses

• Change Order Reviews

• Punch List

• Reviewed As-Built Plans

• Summary Report of Fiber Optic Cable Test Results

SECTION 3: QUALIFICATIONS

Qualifications

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

Area Class Number Description

3.07 Traffic Operations Design

3.09 Traffic Control Systems Analysis, Design and Implementation

The Consultant Team shall be GDOT pre-qualified in:

Area Class Number Description

3.10 Utility Coordination

5.01 Land Surveying

5.02 Engineering Surveys

5.05 Photogrammetry

5.08 Overhead-Sub Surface Utility Engineering SUE

SECTION 4: CONTENTS OF PROPOSAL AND EVALUATION CRITERIA

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

Contents of Proposal

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

Proposals will be scored and ranked based upon how well the Offeror demonstrates their knowledge and understanding of the evaluation criteria described herein. The City reserves the right to shortlist and conduct interviews should the need arise to complete the selection process.

The Technical proposal evaluation criteria consist of the following:

A. Company overview (one (1) page) B. Name of proposed Project Manager (four (4) pages maximum)

Provide information pertaining to the Project Manager, including, but not limited to:

1. Education

2. Registration

3. Relevant engineering experience

4. Relevant project management experience of similar complexity, size, scope, and function as this

Project (five (5) projects maximum) The City shall be offered the opportunity to approve any future change to this personnel.

C. Key Team Leaders

Related Key Team Leaders (all required to be a Professional Engineer):

1. Project Manager

2. Engineering Lead

3. Traffic Engineering Lead

Provide experience of Key Team Leaders, to include, but not limited to (seven (7) pages maximum):

1. Education

2. Registration

3. Relevant experience in the applicable resource area (three (3) projects max.)

The City shall be offered the opportunity to approve any future change to these personnel.

Resumes for Project Manager and Key Team Leaders may be included in an Appendix

D. Prime Consultant Experience Provide information on the prime consultant’s experience and ability to deliver effective services for projects of similar complexity, size, scope, and function as the Project described in this RFP Describe no more than five (5) projects, in order of most relevant to least relevant. Information should include (two (2) pages per project):

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

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

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

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

4. Involvement of Key Team Leaders on the projects.

5. Description of QA/QC (quality control) program for projects to ensure accuracy and completeness of submittals.

E. Resources

Provide information regarding the overall resources dedicated to delivering the specific project, including (five (5) pages maximum):

1. Organizational chart which identifies reporting structure for the project manager, key team leaders, support personnel, and recognition of ITS-specific expertise including fiber testing resources. This chart may be submitted on a 11” x 17” page and is excluded from the page count.

2. Identify and discuss the primary office that will be responsible for delivering the project and the number and types of staff within the office, as well as how this office could benefit the project and promote efficiency.

3. Narrative on Additional Resource Areas and Ability – Respondents are allowed one (1) page to provide information regarding additional resource areas identified as important to the Project, to discuss how the key areas will integrate and work together on the Project and discuss any information that is pertinent to these areas. Respondents may discuss the advantages of the team and the abilities of the team’s members will enable the project to meet the proposed schedule.

F. Technical Approach Describe procedures and methods with narratives and/or supporting infographics the firm will use to successfully deliver the Project and how this could benefit the Project:

1. General Understanding of Intelligent Transportation System (ITS) operational requirements and ability to deliver a scalable and constructible fiber optic communications line, including:

a. Rigor and practicality of fiber audit methodology and minimization of operational disruption during audit/testing

b. Ability to accurately assess and document existing fiber assets and integrate audit findings into network design

c. Understanding of traffic signal integration interconnection of signal controllers and ITS devices

d. Awareness of Transportation Management Center (TMC) integration

e. Survey methodology and field verification

f. Preliminary route analysis approach and underground vs. aerial installation strategy.

g. Soundness of engineering methodology

h. Risk mitigation strategies

i. Change management and quality control processes as well as document control and version management procedures

j. Regulatory compliance approach, management of right-of-way permitting, and utility coordination including make ready work/pole attachment approvals

2. Detailed project schedule, in Gantt chart format with task durations, milestones and identification of critical path.

The score of the Proposal totals a possible maximum of ninety (90) points. The required elements of discussion for the four (4) Technical Proposal evaluation criteria and the possible maximum individual scores are:

TECHNICAL PROPOSAL

CRITERIA

DESCRIPTION POINTS

Project Manager and Key Team Leaders proposed to manage this Project

The credentials and experience of the person(s) assigned to our relationship and management team. Provide professional qualifications and description of experience for principal Project staff.

The Project Manager’s resume must be included. (At this stage, firms are being asked for information on lead staff only but may list qualifications and experience on more than one lead individual who is being proposed for services to the City.

Prime Consultant Experience

Provide information on the firm’s experience with clients of similar type, size, function, and complexity. Describe no more than five (5) projects, in order of most relevant to least relevant, which demonstrate the firm’s capabilities to perform services for the City. For each account, the following information should be provided:

A. Client name, locations and dates during which services were performed.

B. Clear description of overall project and services performed by your firm.

C. Description of QA/QC program for projects for projects referenced

Resources Identify and discuss the primary office that will be responsible for handling the specific project and the number and types of staff within the office, as well as how this office could benefit the Project and promote efficiency.

Narrative on Additional Resource Areas and Ability – Respondents are allowed one page to provide information regarding additional resource areas identified as important to the Project, to discuss how the key areas will integrate and work together on the Project, and to discuss any information that is pertinent to these areas. Respondents may discuss the advantages of the team and the abilities of the team members which will enable the Project to meet the proposed schedule.

Technical Approach/Schedule Consultants are required to describe the procedures and methods the firm will use to successfully deliver the Project. The response should demonstrate the firm’s overall understanding of all aspects of developing a fiber optic communication line and preparing base data

Cost Proposals will be evaluated for technically qualified Offerors after the Technical Proposal evaluation is completed. The Cost Proposal is rated by giving the Proposal with the lowest total cost the maximum number of points available (10 points).

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

SECTION 5: SELECTION PROCESS

A. 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 themselves 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.

B. Additional Information

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

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

D. Negotiation and Best and Final Offer

1. 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.

2. 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).

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

4. 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.

survey, fiber audit, concept plans, finals plans, and cost estimates. The Consultant shall also include a project schedule identifying task durations and demonstrating timely completion of the Scope of Work.

Cost Proposal

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

Total Points 100

5. 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.

6. The City reserves the right to request the best and final offer from top ranking Offerors. The 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.

Figure 1

Figure 2

SECTION 6: COST PROPOSAL

The Cost Proposal should include all estimated costs, expenses, and pricing (direct and indirect). Please include a person-hour estimate to support your Cost Proposal. Work shall be performed and invoiced on a hourly not to exceed basis. Please use the form below to enter your Cost Proposal.

Cost Proposal

Item No. Task Description Cost/Price

1 Project Management

2 Base Data Coordination / Survey

3 Concept Design

4 Final Design

5 Bid Support

6 Construction Engineering and Inspection

7 Additional Services as Requested by Engineer* $40,000

* Additional Services as Requested by Engineer will be approved in writing by City staff prior to commencing work.

Grand Total Cost/Price: .

BID PRICE CERTIFICATION

In compliance with the attached Specification, the undersigned offers and agrees that if this Bid is accepted, by the City Council within one hundred and twenty (120) days of the date of Bid opening, that he will furnish any or all of the Items upon which Prices are quoted, at the Price set opposite each Item, delivered to the designated point(s) within the time specified in the Bid Schedule.

TOTAL BID PRICE: ______________________________________________________________

TOTAL BID PRICE IN WORDS: _____________________________________________________

COMPANY: ___________________________________________________________________

ADDRESS: ____________________________________________________________________

AUTHORIZED SIGNATURE: _______________________________________________________

EMAIL ADDRESS: _______________________________________________________________

PRINT / TYPE NAME: ____________________________________________________________

SECTION 7: SCHEDULE OF EVENTS

SCHEDULE OF EVENTS

EVENT DATE

RFP Release Date March 27, 2026

Pre-Proposal Meeting (Non-Mandatory) April 8, 2026

Deadline for Inquiries April 16, 2026 by 5:00pm EST

RFP Due Date May 1, 2026 by 2:00 pm EST

RFP Evaluations TBD

Final Selection TBD

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

SECTION 8: 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 RFP influencing the content of any specification or standard, rendering of advice, investigation, auditing or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to this RFP or a Contract or subcontract, or to any Solicitation or response therefore in any manner inconsistent with the State of Georgia’s Department of Administrative Services Gratuity Policy located in the Georgia Procurement Manual Section I.4.

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

RFP.

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

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

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

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

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

6. From the date this RFP is issued until a Consultant is selected, Offerors are not allowed to communicate with any staff or elected officials of the City regarding this procurement, except at the direction of Ericka Kelly, 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 RFP in no way constitutes a commitment by the City to award and execute a contract. Upon a determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

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

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 RFP 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.