26_117 Scope of Work_Submittal Info.pdf

March 2025

CITY OF ALPHARETTA REQUEST FOR PROPOSALS (RFP)

RFP Number: 26-117 RFP Title: ON-CALL STORM PIPE CLEANING

RFP SCOPE OF WORK & PROPOSAL SUBMISSION

1. RFP Period of No Communication The “No Communication” period starts on the issue date of this Request for Proposals (RFP) April 30, 2026, and lasts until the City Council meeting for contract award recommendation (or until contract award if this isn’t required to go before council for approval).

No person or company, their employees, representatives, agents, attorneys, etc. will contact the City’s elected officials or any City staff concerning this RFP.

Contacting anyone other than the Procurement Agent named below for this RFP during this time will be reason to remove a proposal from consideration and review.

2. Procurement Agent, Single Point of Contact Beth Rucker is the designated Procurement Agent and the sole point of contact for this RFP on behalf of the City. Offerors must direct all questions and comments exclusively through the Opportunity Q&A tab prior to the posted Question Due Date on the Bonfire project webpage.

Link to Bonfire: https://cityofalpharetta.bonfirehub.com/ All official communication will be provided through the Bonfire project webpage and Consultants are responsible for monitoring the Bonfire webpage for any status updates, addenda, or the final bid award notice. Direct communication with any other City staff regarding this RFP is not permitted and may result in disqualification.

Beth can be reached at 678-297-6058 or purchasing@alpharetta.ga.us.

City of Alpharetta 2 Park Plaza Alpharetta, GA 30009 Attn: Debora Westbrook, Procurement Agent

3. Please Note: To all current and previous City of Alpharetta vendors, contractors, and consultants.

Regardless of any previous relationship with our City, you must build out your proposal as requested in this RFP.

Do not neglect to provide requested information or details requested simply because you expect that we already know your work.

Your response to this procurement will be reviewed and evaluated solely on the information provided in your response.

https://cityofalpharetta.bonfirehub.com/ mailto:purchasing@alpharetta.ga.us

City of Alpharetta RFP # 26-117 ON-CALL STORM PIPE CLEANING Scope of Work & Proposal Submission

4. RFP Schedule of Events

A. Proposal Close Date, Deadline for Submissions: May 28, 2026, at 10:00am. We may change this date during the RFP process. We will post any change in an addendum.

Review web page for addenda.

B. Link to Bonfire Project Web Page: https://cityofalpharetta.bonfirehub.com/

C. This project web page has important dates and all project documents for this RFP.

D. Enter all questions, comments, requests for information before the Questions Due Date using Message – Opportunity Q&A at the Bonfire project web page.

E. In each question, clearly note the RFP document and section that is in question.

F. We will share any changes or added information from the City by a written addendum publicly posted online with the project procurement documents. Anything assumed as a change that was only communicated in email or verbally does not qualify as a change to the project or procurement information.

G. It is your responsibility to check the project web page for any addenda, other information, status updates, or other messages before finally uploading a proposal. You must respond using any updated information.

H. No public openings are held for an RFP. Review the Bonfire project site after proposal submission deadline for the Record of Receipt to be posted with other project files. It will be posted after the City’s administrative review has been completed.

5. Our Review of Proposals and Review Criteria:

A. The City will make investigations as we feel necessary to make sure of the Offeror’s ability to provide the supplies or perform the work or services detailed in this RFP.

B. We will first review all proposals to be sure that each proposal includes the basic requirements and information.

C. Some scoring may simply be Pass/Fail. Any proposal that Fails any part or section that is required will be removed from further review and scoring.

D. The Review Team will only receive correct proposals for further evaluation and scoring.

E. Proposals will be scored based on the evaluation criteria noted herein. We may consider accepted industry standards. We may compare all proposals to each other for price, quality, quantity, contract terms, etc. We will use this review and scoring to decide the top-scoring proposal[s] and the best value for our City.

F. The Review Team may decide to create a shortlist of the top-scoring proposals. If so, the shortlisted firms may be invited for a presentation or interview with us, may be asked to set up a site visit, or may be asked to supply more information for review. We may ask for discussion, negotiation, or a “best and final offer” to finally decide the highest-scoring proposal.

Evaluation Criteria Maximum Points

Firm Experience, Available Resources 30

Cost Proposal 27

Average Response Time 30

References 10

Local Vendor Preference 3

Total Maximum point score 100

WHAT WE WANT TO DO

1. General Description The City is requesting proposals from qualified companies to provide on-call stormwater pipe and proprietary water quality devices (such as stormceptor and crystal stream) cleaning on a task order basis. This will include pumping, removal, and disposal of all materials associated with cleaning out partially and fully clogged storm structures and pipes.

In accordance with the National Pollution Discharge Elimination System (NPDES) regulations the City is required to maintain stormwater pipes and structures within our jurisdictional authority. The City is making strides to become more proactive in its inspection and maintenance program. As such, we have found that the number of storm pipes we are unclogging each year has significantly increased to the point that we need to maintain an on-call company for this service. Additionally, the city currently has and continues to install new proprietary water quality devices where necessary on public improvement projects. These devices require at least annual inspections and pumping maintenance.

2. Scope of Work A. All stormceptor maintenance will require the completion of a basic visual inspection. The

City will provide an inspection template prior to the beginning of the work.

B. The offeror must have a jetting nozzle equipped with the capability to simultaneously clean and perform video inspection of storm lines. The City reserves the right to request and review recorded video footage for assessment purposes.

C. Work is only permitted between the hours of 7:00am and 7:00pm Monday through Friday.

Work on Saturday is only allowable with a minimum 72-hour advance notice and is only permitted between the hours of 9:00am and 5:00pm. Work on Sunday is not permitted.

D. The Offeror is responsible for performing with the own organization at least thirty percent (30%) of the work. The Offeror must not subcontract, transfer, assign or otherwise dispose of the contract or any portion thereof, without the prior written consent of the City.

E. Traffic can only be impeded between the hours of 9:00am and 4:00pm. Traffic control is the responsibility of the offeror and must comply with MUTCD standards.

F. The City intends to assign work under this contract through written task orders. The number of task orders issued annually may vary and could range from a single task order to multiple task orders, depending on the scope, size, and cost of the work. To improve efficiency and reduce costs, the City will make reasonable efforts to group work geographically within individual task orders, thereby minimizing mobilization, traffic control setups, and other logistical impacts.

G. The City intends to award this contract to a single vendor for an initial term of one (1) year, with the option to renew it for up to four (4) additional one-year terms at the sole discretion of the City.

FOLLOW THIS OUTLINE

How We Want You to Construct Your Proposal

1. Using Bonfire to Submit Proposal

1.1. This is the link to Bonfire Project Web Page to get our documents and to upload your proposal: https://cityofalpharetta.bonfirehub.com/

1.2. We are accepting all proposals by online response only. You must upload completed proposals online before the closing date and time found in Project Details of the project web page for this RFP.

1.3. Don’t send proposals by mail, fax, or email. We will not accept paper copy proposals.

We will not accept any proposals after the closing time deadline has passed.

1.4. You have not completed your response simply by uploading proposal documents and information. You must successfully upload all the required documents, including filling out any questionnaires, price sheets, or data requests, and then you must click the submit button before the closing time.

1.5. You will receive an email confirmation receipt with a unique confirmation number shortly after you complete your proposal upload. This confirms that you have successfully turned in your proposal with all required information.

1.6. You can update your proposal at any time until the closing time.

1.7. All uploaded items and responses are Sealed and will only be visible by the City after the closing time has passed.

1.8. If the file is ‘mandatory’ or ‘required’, you won’t be able to complete your proposal until you have met all requirements.

1.9. Uploading large documents may take more time, depending on the size of the file(s) and your Internet connection speed.

1.10. Pay attention to the type and number of files we have asked you to upload.

1.11. The largest upload file size is 1000 MB.

1.12. Don’t embed any documents within your uploaded files. They won’t be accessible or evaluated.

1.13. Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Java Script must be enabled.

2. Required Proposal Document Formats Each proposal must follow these document formats.

• Failure to follow these formats will reduce our review team’s ability to evaluate and may result in a lower proposal score or in complete removal of a proposal from scoring.

• Format your document text using the following outline. Excluded from noted formatting are cover pages, section separators, company logos, photos, charts, and headers.

o formatted to single space lines, o 10 to 12-point font size, o black font color, and o upload proposal documents in PDF format unless otherwise requested.

o OK, but not necessary, to bookmark PDF files by sections included.

3. Proposal Submittal Instructions

What We Want You To Provide To Us In Your Proposal

• We have outlined information to be submitted in this technical portion of your response.

• The following are required sections for each proposal submitted in response to our request.

• For each section there are certain topics listed to be included within each section.

• Evaluation criteria maximum review points are provided with sections that will be scored.

• Each section must begin on a new page.

• Each proposal must be responsive to all requested information.

• Note and follow any direction concerning page number limits.

Cover Letter Required but not scored.

Limited to two (2) page maximum.

A. Provide a brief company introduction and business profile.

B. Include the following information:

i. Brief business profile.

ii. Office Location.

iii. Number of years in business.

iv. Single point of contact for your proposal

• Name, including business title,

• mailing address,

• telephone number, cell phone number, and

• e-mail address.

Firm Experience, Available Resources 30 Review Points

Limited to three (3) page maximum.

Response must follow instructions and supply information based on Section 2 Scope of Work pages 3 – 4 of this document.

i. Briefly outline your firm’s experience and qualifications in this area.

ii. Describe all available resources that will be utilized to perform the services requested.

References 10 Review Points

Limited to three (3) page maximum.

i. Provide at least three (3) references from the last three years where your company provided services as detailed in this document:

• Provide contact name, phone number, and email address for each reference provided.

NOTE: We contact references to verify your ability to do the work. We also reserve the right to use any information or other references to decide your ability to perform the work in this RFP. Poor references from any source are grounds to disqualify a proposal.

Average Response Time 30 Review Points

Limited to one (1) page maximum.

i. Explain your firm’s estimated response times for both routine task orders and emergency task orders for pumping services within the City of Alpharetta.

Account for distance from Alpharetta in your estimated response time. Time should be provided in hours up to 72 and days beyond that point. Contractor will be generally held to this response time for the duration of the contract unless a project is deemed non-urgent or an alternative schedule is proposed by the City.

4. Cost Proposal 27 Review Points

Do not include Cost proposal with other Proposal documents.

• Submit Cost Proposal separately using the Excel formatted cost proposal.

5. Optional Form Local Vendor Preference application is not a required document. 3 review points

Submit only if your firm is registered and holds a current City of Alpharetta Business License.

Only if your company fits the requirements for a City of Alpharetta Local Vendor, provide the completed application along with all requested information, documents, and a copy of your current City of Alpharetta business license.

6. Required Forms:

• We have provided the required three forms. You must complete these forms and return them to us with every proposal.

• Below are the required forms for all proposals:

a) IRS Form W-9

b) Bidder’s Disclosures and Certifications

c) E-Verify (Affidavit Verifying Contractor Participation in Federal Work Authorization Program)

All the following must be on the E-verify affidavit.

Federal Work Authorization User Identification Number – this is only five to eight numbers.

No A, B, C’s.

It’s different from your Tax ID, Employer Identification, or Social

Security Number.

It won’t have a combination of letters and numbers.

Date of Authorization – this is when you first signed up and got the E-verify number.

Name of Contractor – your company.

Name of Project – Same as RFP title.

Date, City, and State – when and where this form was signed.

Signature of Authorized Officer or Agent – to be signed.

Printed Name and Title of Authorized Officer or Agent – the person that signed the form.

Notarized with seal.

7. Questionnaire We use a questionnaire to gather important information needed for legal requirements, your acknowledgements, our proposal review, or information needed for writing a contract.

You will fill out the questionnaire provided.

Questionnaire response types are as follows:

• Authorized signer.

o For Corporations (President or Vice President) or o For LLCs (Member of the LLC) for contract execution in DocuSign: Name, corporate title (‘Member’ for LLC), email address.

o Response Type: text entry.

• For Corporations only, Secretary or Assistant Secretary to attest to signing for contract execution in DocuSign:

o Name, business title, email address, (if not a corporation, enter N/A).

o Response Type: text entry.

• Contact for legal notices needed for contracting:

o Business name and mailing address, contact name.

o Response Type: text entry.

E-Verify side note: Companies return this form to us incorrectly more often than anything else we request in our RFPs.

State of Georgia law requires that we have this completed form before we can review a bid or bid.

A form with errors doesn’t fulfill this requirement.

Top mistakes include:

Wrong number or missing information.

Not notarized.

Not signed.

Wrong form returned.

• Unique Entity ID / identifier used at SAM.gov, o Response Type: alphanumeric entry.

• Note the Employee-Number Category for your company (all locations).

o Select either 500 or more employees, 100 or more employees, or less than 100 employees.

• Acknowledge Addenda, o enter the number of addenda received: 0, 1, 2, etc.

• Acknowledge Insurance Requirement, o Response Type: Yes, No entry.