26_118 Scope of Work_Submittal Info.pdf

March 2025

CITY OF ALPHARETTA REQUEST FOR PROPOSALS (RFP)

RFP Number: 26-118 RFP Title: NORTHWINDS PKWY. STORMWATER BMP DESIGN

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) THURSDAY, MAY 28, 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: Beth Rucker, 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 26-118, Northwinds Pkwy. Stormwater BMP Design Scope of Work and Proposal Submission

4. RFP Schedule of Events

A. Proposal Close Date, Deadline for Submissions: THURSDAY, JUNE 25, 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 with 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 conduct 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 with each other regarding 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.

City of Alpharetta RFP 26-118, Northwinds Pkwy. BMP Design

Evaluation Criteria Maximum Points

Statements of Qualifications Project Team, References, Schedule, Capacity 30

Technical Proposal 40

Cost Proposal 30

Total Maximum point score 100

WHAT WE WANT TO DO

1. General Description The City of Alpharetta is accepting proposals for STORMWATER BMP (Best Management Practices) DESIGNS for two specific locations (Exhibit A1 – Exhibit A3 below & as a file on the Bonfire project page). Each design should integrate one or more stormwater management facilities in a manner that addresses the specific stormwater concerns and complies with local, state, and federal laws. While the primary goal is to address the stormwater management issue described, the project aesthetics and design should align with the surrounding environment and consider long-term maintenance demands as part of the design.

The first BMP will be designed to capture stormwater runoff to mitigate erosion downstream along the Alpha Loop. The BMP will be placed behind 11675 Rainwater Drive and 11625 Rainwater Drive (Exhibit A1 and Exhibit A2). This stormwater pond will be located on public property and will be maintained by the City. The design will include temporary construction access that will be paved to serve as permanent maintenance access and pedestrian access to the Alpha Loop.

Exhibit A1. Overview of New BMP on Alpha Loop

Exhibit A2. New BMP on Alpha Loop with Maintenance Access/Pedestrian Connection

The second BMP design involves modifying the existing Northwinds pond (Exhibit A3) to function as an extended detention pond in order to address backwater conditions in the culvert under Northwinds Parkway and water backing up into the stormwater system. The City will fund the design and construction of the modifications to this pond, but the pond will remain privately owned and maintained following construction. The project was recommended based on the Northwinds Parkway Pond Analysis that evaluated six options for addressing the backwater.

Exhibit A3. Northwinds Pond Location Map

For both BMP designs, the Consultant will perform all data collection, evaluation, engineering, and permitting services outlined in this scope of work. The Work will begin upon contract execution and receipt of the Notice to Proceed and will end upon the completion of the Project as agreed by both parties.

2. Scope of Work The City of Alpharetta is seeking a Consultant to design one or more stormwater management facilities at two separate locations. For both project locations, the stormwater BMPs will value aesthetics and innovation, as well as be fully compliant with all City, regional, and state regulations.

A. Alpha Loop Stormwater BMP

Stormwater draining toward the Alpha Loop is causing erosion and ongoing maintenance challenges. The selected consultant will design one or more BMPs to capture, store, and control the rate of release to address the erosion and maintenance challenges. The scope should include all data collection and analysis required to effectively capture and control stormwater runoff to the impacted area through the 100-year storm. The area for the stormwater BMP is located behind 11675 & 11625 Rainwater Drive on public property. The design will include a 12’ wide concrete pathway that will serve as maintenance access and a trail connection point. The pathway should not exceed a 5% running slope nor exceed a 2% cross-slope. In addition to addressing the erosion and maintenance concerns, the design should reflect the natural aesthetic of the Alpha Loop.

Much of the area for access is privately owned. The fee should include developing easement exhibits and legal descriptions that show the extent of the proposed BMP temporary construction access and permanent maintenance access areas for the City’s use. Anticipated easements include temporary easements for data collection, temporary easements for construction, and permanent easements for inspections and/or maintenance. The Consultant should provide an add alternate fee for completing the appraisal, developing draft easement documents for City legal team review, and hourly rates for negotiating the easements with the owner. The City may contract the appraisal, easement, and negotiation services separately.

The stormwater BMP(s) shall be designed consistent with the Georgia Stormwater Management Manual, City of Alpharetta stormwater design standards, as well as state and federal regulations.

Maintenance access will serve both as a pedestrian pathway and for routine maintenance access.

Available Data: Alpha Loop Construction Plans

B. Northwinds BMP Redesign

The existing stormwater pond at Northwinds Parkway, located between 6000 Summit Place and 2655 Northwinds Parkway) experiences backwater flooding because the pond outlet is at a higher elevation than the culvert invert. The private stormwater pond was constructed as designed and it appears that the pond design and roadway design occurred concurrently and elevation design changes appear to have resulted in the backwater. The City contracted with Dewberry to perform a hydrologic and hydraulic analysis to evaluate options to address the inundation of the public stormwater system. The recommended alternative is to convert the existing stormwater pond to a dry extended detention facility.

The Consultant will design the modifications to convert the existing stormwater pond to a dry extended detention facility to improve system performance. In addition to other environmental permits, the awarded Consultant will need to coordinate with the Alpharetta Community Development Department, as the existing pond treats stormwater from adjacent private properties. Additional water quality BMP(s) may be required by Community Development as part of the project.

The existing BMP is privately owned. The fee should include developing the easement exhibits and legal descriptions that show the extent of the proposed BMP modification and maintenance access areas for the City’s use. The Contractor should provide an add alternate fee for completing the appraisals, developing draft easement documents for City legal review, and hourly rates for negotiating the easements with the owners. The City may contract the appraisal, easement, and negotiation services separately. The City will not be responsible for maintenance of the dry extended detention pond following construction. The easements will be temporary for data collection and construction purposes only.

The stormwater BMP(s) shall be designed consistent with the Georgia Stormwater Management Manual, City of Alpharetta stormwater design standards, as well as state and federal regulations.

Available Data: Northwinds Parkway Pond Analysis Report (2025), Partial Topographic Survey Northwinds Parkway Retention Pond .pdf (2024), Northwinds Pond Dredging Spot Elevation Survey (June 2021), Northwinds Parkway Construction plans (1996), Stormwater Management Report Northwinds Summit Building 3000 (2018)

Services required to complete this project by the Consultant for each project location include:

1. Task 1: Project Kickoff Meeting

a. A project kickoff meeting will be held with City staff including representatives from Public Works, Community Development, and Recreation, Parks, and Cultural Services departments. The meeting will include a review of the scope and confirmation of the deliverables and schedule. The Consultant will present a list of data needs and planned field data collection activities. The Consultant will have an opportunity to clarify intentions with staff at the outset.

*Costs should be presented as detailed in section 4, page 11 for this task.

2. Task 2: Initial Data Collection and Concept Drawing Meeting

a. The Consultant shall collect the initial data needed to develop a conceptual design.

This includes collecting the data identified at the project kickoff meeting as well as any additional site data deemed necessary. For the Northwinds Parkway project, data collection will include a virtual meeting with the Community Development department to understand the hydrology report requirements and any feasibility constraints.

b. The Consultant shall prepare and present one or more concept drawings to the City staff at a concept review meeting that shows the extent of the proposed project and view for private property owners. The concept drawing(s) shall include a preliminary construction cost estimate as well as the suitability to address the site challenges. When identifying concepts, the Consultant shall consider environmental regulations, site constraints, and long-term maintenance needs for the proposed facilities. The City will select, modify, or approve the concept(s) presented at this meeting before detailed design begins.

c. The City may invite representatives from other City Departments (Community Development and/or Recreation, Parks, and Cultural Services) to addend this meeting. The City may also invite impacted property owners to attend this meeting.

d. At the concept meeting, the City will determine if additional meetings, public or with property owners, are required. The City will also determine if the add alternate support for easement documents is required.

e. If the project is not viable due to land constraints or cost, the City may terminate the project after this Task.

* Costs should be presented as detailed in section 4, page 11 for this task.

3. Task 3: Survey and Geotechnical Analysis

a. Available survey data(.pdf) is available as part of this procurement. Available electronic survey data(.dwg) will be provided to the awarded Consultant. The consultant shall collect any additional and/or updated required survey data, including a topographic survey, that is necessary to successfully perform this project.

b. The survey shall include details on any utilities located within the project area that are pertinent to project design and construction.

c. Perform a geotechnical analysis to support the design and construction of the proposed stormwater management facility.

*Costs should be presented as detailed in section 4, page 11 for this task.

4. Task 4: Design

a. Prepare construction plans and associated documents for the stormwater management facility including but not limited to grading plans, erosion and sediment control plans, landscaping plans, maintenance access, phasing plans, and details related to all stormwater management features. Perform any design or modeling work needed to prepare the construction plans.

b. Construction plans and associated documents will be presented to the City staff during a project review meeting at both the 60% and 90% complete stages for review and input.

c. Create Easement Exhibits and legal descriptions as described for each project to support efforts to secure necessary construction easements and permanent easements for the Alpha Loop project.

d. Landscape and amenities consistent with the park setting shall be provided and identified on the construction plans.

e. Engineer’s Opinion of Probable Cost will be prepared and submitted with the 60%, 90%, and final construction documents.

*Costs should be presented as detailed in section 4, page 11 for this task.

5. Task 5: Permitting

a. Secure all relevant City permits for successful construction of the final construction plans including but not limited to a land disturbance permit and the development of a compliant hydrology report, if applicable.

b. Secure all regional, state, and federal permits required for successful construction of the final construction plans including but not limited to Georgia Stream Buffer Variance, Georgia 401 Water Quality Certification, Army Corps of Engineers 404 permit, and Federal Emergency Management Agency actions (i.e., LOMR/CLOMR).

*Costs should assume the following permits required: Alpharetta land disturbance permit, Georgia stream buffer variance, Corps of Engineers 404 permit, FEMA CLOMR, and a Georgia 401 Water Quality certification.

6. Task 6: O&M Plan

a. Develop an operations and maintenance plan for the stormwater feature(s) included in the final construction plans. This plan may be the same as submitted in the Hydrology Report.

*Costs should be presented as detailed in section 4, page 11 for this task.

7. Potential On-Call Services – Hourly rates shall be provided for staff to provide these additional services if it is thought to be in the best interest of the City.

a. Public Outreach

b. Easement Acquisition Services

c. Bidding Support Services

d. Construction Support Services

*Costs should list key professionals with their hourly rates. These fees will not be included in the bid fee evaluation.

8. Other services or alternatives to enhance the project may be shared as add alternatives with a separate line-item budget. These must be included within the page limit but should not be included in the base project budget. The other services should include a lump sum price for the appraisals and developing draft easement documents for City legal review.

*Costs should list add alternate services with their budgets. These fees will not be included in the bid fee evaluation.

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 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 questionnaires, price sheets, or data requests, and then you must click the submit button before 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 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.

Technical Proposal 40 Review Points

Limited to ten (10) page maximum.

Response must follow instructions and supply information based on Section 2 Scope of Work pages 5–8 of this document.

Statements of Qualifications Project Team, References, Schedule, Capacity 30 Review Points

Limited to ten (10) page maximum.

i. Identify all key personnel proposed for this project in an organizational chart.

Identify the name of the project manager and the individual authorized to negotiate the contract on behalf of the consulting firm. All subcontractors to be included on the project team should be clearly identified.

ii. For your firm’s proposed key team members, provide a concise but detailed summary of qualifications for each individual. Include information on relevant work experience, education, skills, etc., which emphasize previous experience in this area, as well as their availability to complete the tasks.

iii. Provide a comprehensive schedule of completion of the tasks. Indicate the time frame or period for each task and a total time for completion.

iv. Provide at least three (3) references from the last five years where your company provided similar stormwater project designs in terms of size and cost.

• 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.

4. Cost Proposal 30 Review Points

Do not include Cost Proposal with other Proposal documents.

• Submit Cost Proposal separately at indicated Requested Information at the project’s Bonfire site. See Scope of Work and Deliverables pages 5-8 in this document.

A. Cost proposal must be organized within a task-by-task schedule that includes the following details:

i. Time estimates for principals, staff, sub-consultants, etc. with hourly billing rates.

ii. Cost for materials and incidental services including travel expenses, copying, printing, and plotting. Any proposed percentage markup for reimbursable expenses.

iii. Summation of cost proposal for Tasks 1–6 for the Alpha Loop site, Summation of cost proposal for Tasks 1–6 for Northwinds site, and a combined total for both sites.

B. A statement of hourly rates for all proposed staff classifications, including hourly rates for sub-consultants. This must also include any lump sum and alternate tasks and associated fees.

5. 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.

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.

6. 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.

• 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.