26_908 RFP Final.pdf

RFP Item #26-908 Operational Efficiency Assessment RFP Due: Monday, October 19, 2026 @ 3:00 p.m.

Request for Proposal

RFP #26-908

September 11, 2026

For the provision of

OPERATIONAL EFFICIENCY ASSESSMENT

For

Augusta, Georgia on behalf of the Administrator’s Office

RFP Due Date: Monday, October 19, 2026, at 3:00 p.m.

One Original and One Electronic Version of RFP on a USB Drive shall be submitted

Andy Penick, CPSM, GCPM Procurement Director

535 Telfair Street, Suite 605 Augusta, Georgia 30901

Request for Proposal

Sealed proposal will be received at this office until Monday, October 19, 2026 @ 3:00 p.m.

RFP openings are open to the public in the Procurement Department located at 535 Telfair Street, Suite 605, Augusta, GA 30901 and virtually via Teams: Meeting ID: 269 401 710 694 258 Passcode: Sq3Xg9K5 furnishing:

RFP #26-908 Operational Efficiency Assessment for Augusta-Richmond County (herein “Augusta”, “CITY”), Augusta Administrator’s Office

No proposals will be accepted by email. All submittals must be received during our normal office hours from 8:30 a.m. to 5:00 p.m., Monday through Friday. No proposals may be withdrawn for a period of ninety (90) days after proposals have been opened, pending the execution of contract with the successful vendor.

RFP documents, and all Addenda, may be viewed on the Augusta, Georgia website under the Procurement Department ARCbid menu (https://www.augustaga.gov/681/ARCBid), Euna OpenBids (https://network.demandstar.com) and Georgia Procurement Registry website located at (https://ssl.doas.state.ga.us/gpr/index). Bidders must mark the RFP number on the outside of the submittal envelope. Addenda will also be posted on the above listed website.

A pre-qualification/proposal conference will be held on Monday, October 5, 2026 @ 2:00 p.m. in the Procurement Department located at 535 Telfair Street, Suite 605; Augusta, GA 30901 and virtually via Teams; Meeting ID: 216 796 759 918 090 Passcode: 9C7aB65T.

All request for clarifications or interpretations must for this proposal must be submitted in writing by electronic email to procbidandcontract@augustaga.gov to the Procurement Department on or before the close of business Wednesday, October 7, 2026 @ 5:00 P.M.

Questions, request for clarifications or interpretations regarding this proposal must be submitted to the Procurement Department:

Augusta Procurement Department Attn: Ms. Nancy Williams 535 Telfair Street - Room 605 Augusta, Georgia 30901 Phone: 706-821-2422 Email: procbidandcontract@augustaga.gov

Bidders are cautioned that acquisition of the proposal documents through any source other than the office of the Procurement Department is not advisable. Acquisition of proposal documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.

No proposals will be accepted by email; all proposals must be received by mail or hand delivered.

Publish:

Augusta Chronicle September 10, 17, 24, 2026 & October 1, 2026 https://www.augustaga.gov/681/ARCBid https://www.augustaga.gov/681/ARCBid https://network.demandstar.com/ https://ssl.doas.state.ga.us/gpr/index mailto:procbidandcontract@augustaga.gov

RFP OPENINGS:

All RFP openings are open to the public, either in person in the Procurement Department located at 535 Telfair Steet, Suite 605, Augusta, GA 30901, or teleconferencing. Bidders may attend but are not required to do so. Augusta uses the Microsoft Teams application for those wanting to attend virtually. The application is free to use. The Bid Opening is Monday October 19, 2026, at 3:00 p.m.

Follow these instructions to attend virtually via TEAMS:

1. Go to: https://teams.microsoft.com/meet/269401710694258?p=Whcgh8Jij0aShWsJY1

2. Enter Meeting ID: 269 401 710 694 258

3. Passcode: Sq3Xg9K5

A pre-qualification/proposal conference will be held on Monday, October 5, 2026 @ 2:00 p.m. in the Procurement Department located at 535 Telfair Street, Suite 605; Augusta, GA 30901 and virtually via Teams; Meeting ID: 278 793 681 718 590; Passcode: DB2kb3RC.

Follow these instructions to attend virtually via TEAMS:

1. Go to: https://teams.microsoft.com/meet/216796759918090?p=wWPOkMlMDVdPJah5R6

2. Enter Meeting ID: 216 796 759 918 090

3. Passcode: 9C7aB65T

INSTRUCTIONS TO SUBMIT A PROPOSAL

1.1 Purpose: The purpose of this document is to provide general and specific information for use by Bidders in submitting a proposal to OPERATIONAL EFFICIENCY ASSESSMENT.

1.2 How to view the Augusta Code: All proposals are governed and awarded in accordance with the applicable federal and state regulations and the Augusta, Georgia Code. To view the Code visit Augusta’s website at www.augustaga.gov or http://www.augustaga.gov/index.aspx?NID=685 Guidelines & Procedures.

1.3 Compliance with laws: The Bidder shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by federal, state or Augusta, Georgia statute, ordinances and rules during the performance of any contract between the Bidder and Augusta, Georgia. Any such requirement specifically set forth in any contract document between the Bidder and Augusta, Georgia shall be supplementary to this section and not in substitution thereof.

1.4 Bids For All Or Part: Unless otherwise specified, County reserves The Right To make an award(s) for all Items, or categories, or specific line items, to one or more bidders.

Bidder may restrict their bid to consideration in the aggregate by so stating but must name a unit price on each item submitted upon.

1.5 All protests shall be made in writing to:

Attn: Andy Penick, Procurement Director 535 Telfair Street, Suite 605 Augusta, GA 30901 Email: procbidandcontract@augustaga.gov https://teams.microsoft.com/meet/269401710694258?p=Whcgh8Jij0aShWsJY1 file://augunity01/ProcurementCommon/2026%20Bid%20Information/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/2015%20Bid%20Information/15-172A%20Temporary%20Staffing%20Services/www.augustaga.gov http://www.augustaga.gov/index.aspx?NID=685%20%20Guidelines%20&%20Procedures

1.6 Augusta, Georgia License Requirement: If applicable, For further information contact the License and Inspection Department at 706 312-5050. Include the following, if applicable.

A. General CONSULTANT’s’ License Number in accordance with O.C.G.A. §43-41 B. Utility CONSULTANT’ License Number in accordance with O.C.G.A. §43-14 C. Any other license that may be required in this document

1.7 Terms of Contract: This is a one-time procurement, with no anticipated renewals.

1.8 For the purpose of this RFP, “Bidder”, “Consultant”, “CONSULTANT’”, “Company”, “Firm”, “Agency”, “Proposer”, or “Offeror”, shall all mean one-and-the same, with no distinction between them.

1.9 All submittals must be received during our normal office hours from 8:30 a.m. to 5:00 p.m., Monday through Friday.

1.10 All Bidders responding are cautioned to read this RFP carefully for understanding and request clarification from Augusta, Georgia on any questions pertaining to this RFP.

The Proposer should examine all documents and requirements of the services requested to become fully informed. Failure to examine these areas will not relieve the successful Proposer of its obligation to furnish all products and services necessary to carry out the provisions of the contract. After RFPs have been submitted, the vendor shall not assert that there was a misunderstanding concerning the quantities of work or of the nature of the work to be done.

1.11 All questions must be submitted in writing by email to

procbidandcontract@augustaga.gov to the office of the Procurement Department by Wednesday October 7, 2026 @ 5:00 p.m. Issues and responses addressed in any other manner will not be considered valid or binding in consideration of proposals or any subsequent contract negotiations.

1.12 Augusta will respond to any Proposer's questions received in compliance with the above schedule. All relevant and significant questions that have been submitted in writing prior to the deadline will be compiled, and answers will be posted by addendum and emailed to Proposers. Failure to provide all of the requested information may cause the proposal to be rejected as non-responsive.

1.13 Interested and qualified firm(s) and/or party(ies) are requested to make a response to accomplish the Scope of Services described herein. The response is to be signed by a duly authorized official of the firm and must be submitted in the time, manner, and form prescribed. For a proposal to be considered it must remain valid for at least 90 days after RFPs have been opened, pending the execution of contract with the successful vendor.

1.14 If an award of contract is awarded as a result of this solicitation, the contract will be made on the basis of the response which best satisfies the intent of this RFP and other factors considered in the best interest of the CITY. Negotiations may be undertaken with the firm whose proposal shows them to be the most qualified, responsible, and capable of performing the work. In addition to cost, the CITY will consider professional qualifications and related experience to determine which proposal would be in the CITY’s best interest of the CITY if a contract were made.

1.15 The CITY reserves the right to consider proposals or modifications thereof received at any time before the award is made, if such action is in the interest of the CITY.

1.16 The CITY reserves the right to reject any or all proposals received as the result of this RFP. The CITY also maintains the right to negotiate with any firm, as necessary, to serve the best interests of the CITY.

The CITY will not be liable for any costs incurred by any firm prior to the execution of a contract and approval by the Board of Commissioners. Costs incurred in responding to the request for qualifications are the Proposer's alone and the CITY does not accept liability for any such costs.

1.17 Services must be provided by experienced personnel. Any SUB- CONSULTANTs/CONSULTANT’s the proponent will be using to perform any part of the requested service shall be evaluated on the same criteria.

1.18 It is the responsibility of the Proposers to examine the entire RFP, seek clarification in writing, and review their qualifications for accuracy before submitting a response.

Once the deadline has passed, all submittals will be final. The CITY reserves the right to ask for additional information from all parties that have submitted qualifications.

1.19 No proposal may be withdrawn for a period of ninety (90) days after proposal have been opened, pending the execution of contract with the successful bidder.

Selection shall not be based solely upon the fee proposal; however, the fee and maximum overhead proposals shall be a factor in the final selection. The CITY reserves the right, in its sole discretion, to reject any or all proposals, re-solicit proposals (including a change in the method of project delivery), or terminate the project.

1.20 The CITY is not obligated to request clarifications or additional information but may do so at their discretion. The CITY reserves the right to extend the deadline for submittals.

1.21 Upon receipt of a proposal by the CITY, the proposal shall become the property of the CITY without compensation to the Proposer, for disposition or usage by the CITY at its discretion. The details of the proposal documents will remain confidential until final award. See Trade Secret Affidavit.

1.22 Augusta’s Terms & Conditions shall govern.

1.23 Responses should be submitted in the format outlined in this section. Augusta reserves the right to eliminate from further consideration any response that is deemed substantially or materially unresponsive to the requests for information contained in this section.

1.24 Proponents shall furnish their business street address. Any communications directed either to the address so given and deposited in the U.S. Postal Service by Certified Mail, shall constitute a legal service thereof upon the Proponent.

1.25 Each proposal will be evaluated utilizing the evaluation criteria listed herein

HOW TO PREPARE A PROPOSAL FOR SUBMITTAL

Proposals must be submitted in two (2) separately sealed envelopes. Augusta requires responses in both hard copy and on a USB drive. Instructions follow:

HARD COPY RESPONSE:

1. One envelope must contain Bidder’s proposal and all mandatory documents listed herein. Bidders must clearly mark the outside of one (1) envelope: “RFP #26-908 OPERATIONAL EFFICIENCY ASSESSMENT TECHNICAL QUALIFICATIONS”. Include one (1) unbound original hard copy response.

2. The second envelope must contain the Bidder’s complete COST PROPOSAL provided in hard copy. Clearly mark the outside of this envelope “RFP #26-908 COST PROPOSAL FEE SCHEDULE”. Failure to include a COST PROPOSAL FEE SCHEDULE will render the bid unresponsive and be disqualified.

3. Bidders are not to include both the Technical Qualifications proposal and the Cost Proposal in the same envelope, or the bid will be found unresponsive and disqualified.

Do not include the COST PROPOSAL in this envelope, or the bid will be found unresponsive and disqualified.

DIGITAL RESPONSE ON USB DRIVE:

1. Additionally, Bidders are required to include one digital version of their Technical Qualifications and also their Cost Proposal Fee Schedule in two separate files on one (1) USB drive.

2. Label one file “RFP #26-908 OPERATIONAL EFFICIENCY ASSESSMENT TECHNICAL QUALIFICATIONS” and include the Bidder’s proposal response and all mandatory documents listed herein.

3. Label the second file “RFP #26-908 COST PROPOSAL FEE SCHEDULE” and include the fee schedule in this file.

4. Proposals should be prepared simply and economically, providing a straightforward, concise description of offeror’s capabilities to satisfy the requirements of the RFP.

5. If Bidders desire to proposal includes any additional material in addition to the specific information requested in the RFP, it should be included as an appendix to the proposal.

NOTICE TO ALL BIDDERS

Exhibit A – Bidders Information, is a consolidated document consisting of:

1. Copy of Business License

2. W-9 Form

3. Acknowledgement of Addenda (if any)

4. Statement of Non-Discrimination

5. Non-Collusion Affidavit of Prime Bidder/Offeror

6. Conflict of Interest Statement

Exhibit B - CONSULTANT’ Affidavit for E-Verify Bidder’s must provide their E-Verify affidavit along with their bid on the attached form. E-Verify User ID Number must be provided

Exhibit C - Systematic Alien Verification for Entitlements Program

Business License Requirement: Bidder must be licensed in the Governmental entity (state or local) for where they do the majority of their business. The company’s business license number must be provided. If your Governmental entity does not require a business license, your company will be required to obtain an Augusta, GA business license if awarded a contract. For further information contact the License and Inspection Department phone number (706) 312-5050.

The successful bidders will submit the following forms to the Procurement Department no later than five (5) days after receiving the “Letter of Recommendation” (Bidder’s letter will denote the date forms are to be received)

1. Georgia Security and Immigration Sub-CONSULTANT’ Affidavit

2. Non-Collusion Affidavit of Sub-CONSULTANT’

3. E-Verify MOU (Memorandum of Understanding)

Exhibit A

Bidder Information Sheet

Augusta, Georgia Attn: Procurement Director 535 Telfair Street, Suite 605 Augusta, Georgia 30901

Company Name: ___________________________________________________________________________

Street Address: _____________________________________________________________________________

City, State, Zip Code: _______________________________________________________________________

Phone: _______________________________________ Email: _______________________________________

Name the source where you learned about this RFP (Website, Newspaper or other posting site)?

Instructions:

1. Provide a copy of your General, or other CONSULTANT’ License, for the following (If applicable), Utility CONSULTANT’s License # ________________________________________________ General CONSULTANT’ License # _______________________________________________ Additional Specialty License # ______________________________________________

2. Acknowledgement of Addenda: (#1) ____ (#2) ____ (#3) ____ (#4) ____ (#5) ____ (#6) ____ (#7) ____ (#8) ___ All Addenda is posted on the Augusta, GA ARCBid website. Check the appropriate box(es)to acknowledge receipt of addenda., Statement of Non-Discrimination

1. The undersigned understands that it is the policy of Augusta, Georgia to promote full and equal business opportunity for all persons doing business with Augusta, Georgia. The undersigned covenants that we have not discriminated against on the basis of race, religion, gender, national origin, or ethnicity, with regard to prime contracting, subcontracting, or partnering opportunities.

2. The undersigned covenants and agrees to make good faith efforts to ensure maximum practicable participation of local small businesses on the proposal or contract awarded by Augusta, Georgia. The undersigned further covenants that we have completed truthfully and fully the required forms regarding good faith efforts and local small business sub-CONSULTANT’/supplier utilization.

3. The undersigned further covenants and agrees not to engage in discriminatory conduct of any type against local small businesses, in conformity with Augusta, Georgia’s Local Small Business Opportunity Program. Set forth below is the signature of an officer of the proposer/contracting entity with the authority to bind the entity.

4. The undersigned acknowledge and warrant that this Company has been made aware of understands and agrees to take affirmative action to provide such companies with the maximum practicable opportunity to do business with this Company;

5. That this promise of non-discrimination as made and set forth herein shall be continuing in nature and shall remain in full force and effect without interruption;

6. That the promises of non-discrimination as made and set forth herein shall be and are hereby deemed to be made as part of and incorporated by reference into any contract or portion thereof which this Company may hereafter obtain and;

7. That the failure of this Company to satisfactorily discharge any of the promises of nondiscrimination as made and set forth herein shall constitute a material breach of contract entitling Augusta, Georgia to declare the contract in default and to exercise any and all applicable rights remedies including but not limited to cancellation of the contract, termination of the contract, suspension and debarment from future contracting opportunities, and withholding and or forfeiture of compensation due and owing on a contract.

Non-Collusion of Prime Bidder

1. By submission of a bid, the bidder certifies, under penalty of perjury, that to the best of their knowledge and belief:

A. The prices in the proposal have been arrived independently without collusion, consultation, communications, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidders or with any competitor.

B. Unless otherwise required by law, the prices which have been quoted in the proposal have not been knowingly disclosed by the bidders prior to opening, directly or indirectly, to any other bidders or to any competitor.

C. No attempt has been made, or will be made, by the bidders to induce any other person, partnership, or corporation to submit or not to submit a proposal for the purpose of restricting competition. Collusions and fraud in proposal preparation shall be reported to the State of Georgia Attorney General and the United States Justice Department.

2. The County may consider attempts to influence or entreat any elected official of the County as Collusion and may render your proposal to be denied.

Conflict of Interest By submission of a bid, the responding firm certifies, under penalty of perjury, that to the best of its knowledge and belief:

1. No circumstances exist which cause a Conflict of Interest in performing the services required by this Bid, and

2. That no employee of the County, nor any member thereof, not any public agency or official affected by this BID, has any pecuniary interest in the business of the responding firm or his sub-consultant(s) has any interest that would conflict in any manner or degree with the performance related to this BID. By submission of a bid, the bidders certifies under penalty of perjury, that to the best of its knowledge and belief:

A. The prices in the bid have arrived independently without collusion, consultation, communications, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidders or with any competitor.

B. Unless otherwise required by law, the prices which have been quoted in the bid have not knowingly been disclosed by the bidders prior to opening, directly or indirectly, to any other bidder or competitor.

C. No attempt has been made, or will be made, by the bidder to induce any other person, partnership, or cooperation to submit or not to submit a bid for the purpose of restricting competition. For any breach or violation of this provision, the County shall have the right to terminate any related contract or agreement without liability and at its discretion to deduct from the price, or otherwise recover, the full amount of such fee, commission, percentage, gift, payment, or consideration.

Acknowledgement:

The undersigned further agrees to submit a notarized copy of Exhibit A, and any required documentation noted as part of the Augusta, Georgia Board of Commissions specifications which govern this process. In addition, the undersigned agrees to submit all required forms for any SUB-CONSULTANT’(s) as requested and or required. I further understand that my submittal will be deemed non-compliant if any part of this process is violated.

Signatory Name in Print Company Name

Signatory’s Title Signature of Authorized Officer or Agent

Date: ___________________________________

Notarization:

SUBSCRIBED AND SWORN BEFORE

ME ON THIS ______ DAY OF _____________, 2026.

__________________________________ My Commission Expires: ______________

NOTARY PUBLIC (Seal or Stamp)

Exhibit B

CONSULTANT’ Affidavit under O.C.G.A. § 13-10-91(b)(l)

The undersigned CONSULTANT’ ("CONSULTANT’") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which CONSULTANT’ is a party that is subject to O.C.G.A. § 13- 10-91 and hereby verifies its compliance with O.C.G.A. § 13-10-91, attesting as follows:

a) The CONSULTANT’ has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program;

b) The CONSULTANT’ will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The CONSULTANT’ will notify the public employer in the event the CONSULTANT’ ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof;

d) The CONSULTANT’ understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The CONSULTANT’ will contract for the performance of services in satisfaction of such contract only with SUB-CONSULTANT’s who present an affidavit to the CONSULTANT’ with the information required by O.C.G.A. § 13-10-91(a), (b), and (c);

f) The CONSULTANT’ acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which CONSULTANT’ is a party after the date hereof without further action or consent by CONSULTANT’; and

g) CONSULTANT’ acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to the public employer within five business days of receipt.

Federal Work Authorization User Identification Number Date of Authorization

Name of CONSULTANT’ Signature of Authorized Officer Signatory’s Name in Print Date Signatory’s Title

SUBSCRIBED AND SWORN BEFORE

ME ON THIS ______ DAY OF _____________, 2026.

My Commission Expires: __________________________

NOTARY PUBLIC (Seal or Stamp)

Exhibit C

Systematic Alien Verification for Entitlements (SAVE) Program

Affidavit Verifying Status for Augusta, Georgia Benefit Application By executing this affidavit under oath, as an applicant for an Augusta, Georgia Business License or Occupation Tax Certificate, Alcohol License, Taxi Permit, Contract, or other public benefit as reference in O.C.G.A. Section 50-36-1, I am stating the following with respect to my bid for an Augusta, Georgia contract for

BID #26-908 OPERATIONAL EFFICIENCY ASSESSMENT

[FRP Project Number and Project Name]

Print name of person applying on behalf of individual, business, corporation, partnership, or other private entity

[Print/Type: Name of business, corporation, partnership, or other private entity]

1. _________ I am a citizen of the United States.

2. _________ I am a legal permanent resident 18 years of age or older.

3. _________ I am an otherwise qualified alien (8 § USC 1641) or nonimmigrant under the Federal Immigration and Nationality Act (8 USC 1101 et seq.) 18 years of age or older and lawfully present in the United States.*

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section 16-10-20 of the Official Code of Georgia.

Signature of Applicant

Printed Name *Alien Registration Number for Non-Citizens

NOTARY COMMISSIONING

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ___________ DAY OF ______________, 2026

Notary Public

My Commission Expires: _______________________________ NOTARY SEAL OR STAMP

TRADE SECRET STATUS AFFIDAVIT

Augusta, Georgia

All documents, data, letters and generated information received by Augusta, Georgia constitutes a “public record” and is subject to disclosure under the Georgia Open Records Act ("GORA"). O.C.G.A. § 50-18-70 et seq. However, pursuant to O.C.G.A. § 50-18-72(a)(34), "[an] entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.].

O.C.G.A. § 10-1-761(4) defines “Trade secret" as “…information, without regard to form, including, but not limited to, technical or nontechnical data, a formula, a pattern, a compilation, a program, a device, a method, a technique, a drawing, a process, financial data, financial plans, product plans, or a list of actual or potential customers or suppliers which is not commonly known by or available to the public and which information:

A. Derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use; and

B. Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.”

Therefore, the records listed below and attached hereto, that were submitted with _______________________response to Augusta, Georgia Request for Proposal, Request for Quote, or Request for Qualified Contractor ______________are marked confidential pursuant to O.C.G.A. § 10-1-761(4):

• (List specific information that the supplier wishes to withhold and how that information constitutes a trade secret)

• Additional trade secret information requested to be withheld

• Your company is requested to send a redacted copy of your submittal.

Under penalty of perjury, acknowledging that O.C.G.A. §16-10-71 provides a penalty of a fine of up to $1,000 and potential imprisonment of one to five years, I attest that the specific information in the records listed above constitutes trade secrets pursuant to O.C.G.A. § 10-1-761(4), and request that Augusta, Georgia not disclose this protected information under the Georgia Open Records Act ("GORA").

Signature:

[Signatory Name in Print] [Signatory’s Title] [Company Name]

_______________________________ Date: ______________________________________ [Signatory’s Title]

NOTARY COMMISSIONING

Subscribed and sworn before me on this _______ day of ____________________________, 20_______

Notary Public

My Commission Expires: ___________________________________ NOTARY SEAL

RETURN FORM ONLY IF APPLICABLE.

Minority and Women Owned Business Enterprise Program Ordinance Requirements

Notice To All Bidders (PLEASE READ CAREFULLY) Shall apply to ALL Bids regardless of the dollar amount In accordance with the Commission Action on 7/25/24 and the adoption of Ordinance No. 7945 Chapter 10C of the AUGUSTA, GA, CODE, CONSULTANT’s agree to collect and maintain all records necessary to Augusta, Georgia to evaluate the effectiveness of its Minority and Women Owned Business Enterprise Program and to make such records available to Augusta, Georgia upon request. The requirements of the Minority and Women Owned Business Enterprise Program can be found at www.augustaga.gov. In accordance with AUGUSTA, GA. CODE, CONSULTANT’s shall report to Augusta, Georgia the total dollars paid to each SUB-CONSULTANT’, bidders, or other business on each contract, and shall provide such payment affidavits, regarding payment to SUB-CONSULTANT’s, if any as required by Augusta, Georgia.

Such utilization reports shall be in the format specified by the Director of Compliance and shall be submitted at such times as required by Augusta, Georgia. Required forms can be found at www.augustaga.gov. If you need assistance completing a form or filing information, please contact the M/WBE Program office at (706) 821-2406. Failure to provide such reports withing the time period specified by Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including, but not limited to, withholding payment from the CONSULTANT’ and/or collecting liquidated damages.

SHALL APPLY TO PROJECTS IN EXCESS OF $300,000

Minority and Women Owned Business Enterprise Program (Continued) Sec. 1-10-138. Race and Gender-Conscious Efforts Contract-by-Contract SUB-CONSULTANT’ Goals The City, through the Goal Setting Committee (GSC), will set specific, separate percentage-based MBE and WBE subcontracting goals on a contract-by contract basis for Prime contracts in Construction, Architecture & Engineering, Professional Services, and Other Services valued in excess of $300,000. The City shall establish such goals based upon the type of contract, the type of subcontracting work that will be required, and the availability of M/WBE firms to perform the work for that specific contract.

The GSC shall not establish subcontracting goals on contracts where (a) there are no subcontracting opportunities identified for the contract; or

(b) there are not at least three (3) MBE and/or WBE firms that are available and capable to perform a CUF for the overall subcontracting opportunities on the contract.

Good Faith Efforts (GFE) Requirements and Guidance

1. Achievement of subcontracting goals or documentation of Good Faith Efforts applies to every Contract for which such goals are established. The Bidder shall submit a compliance plan detailing its achievement of the goals or its Good Faith Efforts to meet the goals. The compliance plan shall be due at the time set out in the solicitation documents.

2. When a Bidder cannot achieve the goals, its compliance plan shall document its GFE to achieve the goals. The Director of Compliance will determine whether the Bidder has made such GFE.

Bid Documents All bid documents shall require bidders or proponents to submit with their bid the following written documents, statements, or forms, which shall be made available by the Procurement Department.

• Proposed Letter of Intent MBE/WBE.

• Proposed MBE/WBE Utilization Plan.

• Documentation of Good Faith Efforts Form (in the event the bidder will not meet the MBE and WBE goals).

Failure to submit the above documentation shall result in the bid being declared non-responsive.

Sec. 1-10-154.Exceptions In accordance with § 1-10-8, on federally funded projects or contracts, the M/WBE Program shall only be utilized when authorized by the applicable federal (and/or Georgia) laws, regulations, and conditions relating to that project or contract. To the extent that there are any conflicts between any such laws, regulations, or conditions and the provisions of the M/WBE Program, the federal (and/or Georgia) guidance shall control.

NOTE: All forms should be submitted in a separate, sealed envelope, labeled M/WBE Forms, Company’s Name & Bid number For questions and or additional information, please contact:

Minority-Owned and Women-Owned Business Enterprise Program 535 Telfair Street, Suite 530

Augusta, Georgia 30901

(706) 821-2406 mwbe@augustaga.gov Website: https://www.augustaga.gov/83/Disadvantaged-Business-Enterprise http://www.augustaga.gov/ http://www.augustaga.gov/ mailto:mwbe@augustaga.gov https://www.augustaga.gov/83/Disadvantaged-Business-Enterprise

INTRODUCTION

Augusta, Georgia intends to award a contract for the Provision of an Operational Efficiency Assessment. Augusta is submitting this Request for Proposal (RFP) to request proposals for qualified firms to provide a review of the operations, management systems and organizational review of various departments for Augusta, Georgia.

Augusta’s intention is to award a contract to this proposal to one (1) firm in its entirety;

however, Augusta reserves the right to award more than one firm per service as defined, as deemed in Augusta’s best interest. There are no expressed or implied obligations for Augusta to reimburse responding firms for any expenses incurred in preparing proposals in response to this RFP. The full cost of proposal preparation and interview presentation (if required) is to be borne by the bidding posing firm. A copy of the draft contract is attached as Exhibit E – Sample Contract.

The purpose of this study is to identify opportunities to:

• Improve operational efficiency and service delivery

• Reduce or avoid costs while maintaining or enhancing service levels

• Strengthening internal controls, accountability, and performance management

• Align staffing, processes, and technology with best practices

• Provide actionable, data-driven recommendations that can be implemented in support of future budget development and long-term financial sustainability

The selected consultant shall deliver practical, measurable, and implementable recommendations, not solely diagnostic findings.

The selected consultant shall conduct a comprehensive, independent review of Augusta operations using best-practice methodologies, benchmarking, and quantitative analysis.

The study shall include both citywide cross-cutting functions and selected operational departments as directed by Augusta.

The consultant shall work collaboratively with Augusta leadership and staff while maintaining independence and objectivity.

Proposals must be signed in ink by a company official who has authorization to commit company resources.

The RFP and the successful proposal will become part of a written contract between Augusta and the proposing firm. The contract shall be on forms supplied by Augusta. A sample contract has been included for review by the proposer’s legal counsel.

BACKGROUND

Augusta, Georgia (herein “Augusta”, “City”) is governed by a ten-member Board of Commissioners and a Mayor. The Board of Commissioners appoints the Administrator. To implement the Commission’s directives, the Administrator uses a management team consisting of members of their immediate staff and 15 department directors.

The 15 departments that report to the Commission through the Administrator are Animal Services, Central Services, E-911, Engineering & Environmental Services, Finance, Fire, Housing & Community Development, Human Resources, Information Technology, Planning & Development, Procurement, Recreation & Parks, Richmond County Correctional Institution, Transit, and Utilities.

Each department director is charged with managing departmental operations in a manner which stresses efficiency, cost-effectiveness, and customer service.

In addition to the internal departments that report through the Administrator, certain services are provided to residents through constitutional officers and independently elected or appointed officials. These external offices are created by the Georgia Constitution or through state law.

Augusta provides many complex and valuable services to its expanding and diverse population. These include public safety, roads, recreation, water, sewer, courts, and more.

While more residents may mean a larger tax base, as Augusta’s population continues to grow and diversify, demand increases for both core services and new services.

With the adoption of the 2026 Budget, the city has an estimated 2,700 authorized positions.

For more information, the City’s 2026 Budget document is available at the following address:

www.AugustaGA.gov/164/Budgets

CONSULTANT QUALIFICATIONS

Augusta seeks a consultant with extensive knowledge of best practices in public budgeting, local governmental operations, organizational structure, and maintenance of policies and procedures, with local government experience strongly preferred. This extensive knowledge must be displayed by the verifiable references offered and documented on the attached Reference Sheet. Consultant shall offer a full suite of services to include strategic planning, impact assessment, technology strategy, organizational assessments, performance management, process improvement, as well as financial planning, budgeting and analysis.

Although the full suite of services may not be initially scoped within the project (after responses to the RFP are received and negotiation completed), Augusta reserves the right to procure any service within the full aforementioned suite of services offered by the Consultant should the recommendations and best practices prove it is in Augusta’s best interest to do so. Any services not initially scoped shall be jointly agreed upon with the execution of an Amendment to the Agreement resulting from this RFP.

http://www.augustaga.gov/164/Budgets

SCOPE OF SERVICES

Project Objectives

Augusta is seeking a qualified firm to provide an operational efficiency assessment of Augusta’s departments and agencies. This assessment will provide an evaluation of the following management and operational elements:

• Organization goals and strategic priorities;

• Overall effectiveness of the work, in the context of goals and strategic priorities;

• Adherence to best practices;

• Key strategic initiatives;

• Operational efficiency, including major workflows and processes;

• Technology strategy (both public facing and internal);

• Customer service (both public facing and internal);

• Organizational structure;

• Management systems (both within and across departments);

• Staffing/talent and budget(s); and

• Current metrics around business practices compared to other baseline entities.

The evaluation shall compare these elements with the best practices of similar state and local governments as well as best practices from industry. The result shall be multiple reports over the course of the contract, each of which describes the current organization(s), documents current practices that are working well, details actions to improve the efficiency and effectiveness of the specified entity’s services, identifies specific areas that would benefit from a more in-depth analysis, and provides an Implementation Plan to execute recommendations.

A Final Report at the end of each phase shall provide a summary of the highest-impact recommendations as well as any cross-cutting themes and opportunities identified throughout the effort.

All data and documents produced because of this contract shall become the property of Augusta.

Project Phasing

Given the large size of the organization, assessments may be conducted in phases as funding is available.

A potential proposed phasing is as follows:

PHASE I

• Central Services Department

• Engineering & Environmental Services Department

• Finance Department

• Human Resources Department

• Information Technology Department

• Procurement Department

• Recreation & Parks Department

PHASE II

• Animal Services Department

• E911 Department

• Fire Department

• Housing & Community Development Department

• Planning & Development Department

• Transit Department

• Utilities Department

Augusta may reprioritize and adjust agencies within these phases as needed through negotiation and mutual agreement with the selected proposer(s).

Scope of Work

Proposers shall develop an overall method and plan for conducting assessments within each entity, including (but not limited to):

• Using fit/gap methodology or other analysis techniques to:

o Gain a thorough understanding of each specified entity’s operations and current structure and management system;

o Review the current use of performance management;

o Identify inefficiencies, risks, redundancies, and service gaps in current structure/processes; and o Recommend specific revisions to business practices or other specific actions and strategies to increase operational efficiency and effectiveness.

• Interview directors to understand each director's perspective about elements of the management system, items that work well, and those that could be improved, both throughout the organization and in individual departments/divisions.

• As determined by Consultant in collaboration with directors and Administration, interviewing relevant departmental staff individually or in groups to gain an understanding of operations and systems, learn the strengths and weaknesses of the organization, and gather ideas for improving efficiency and effectiveness.

• Identifying applicable best practices and industry/nationally recognized standards for each entity and evaluating how well the entity is currently performing against these standards.

• Preparing reports identifying areas for improvement prioritized by the budget impact and expected level of service improvements, as well as possible future projects and high-level changes.

The expected scope of assessment by the Consultant for each entity will include:

• Providing an analysis of financial, budget and staffing data, including job descriptions, duties, and staffing.

• Conducting analysis of the organizational structure, including spans of control, management structure, and supervisory practices.

• Assessing business practices, including the use of performance metrics, technology as a management tool, accountability systems, methods of work planning and scheduling, and management practices.

• Analyzing any existing planning and governing documents, including strategic planning materials, written agency policies and procedures, etc.

• Comparing current performance with current and future needs.

Key Deliverables

The following represents minimum Consultant deliverables resulting from this RFP. It is not intended to be a comprehensive list. Instead, its intent is to provide additional insight into the nature of the desired services. As part of the submittal, Consultants should provide a proposed schedule for the delivery of the Deliverables.

1. Project Management Plan, including:

a. Project Staffing

b. Project Schedule

c. Communications

d. Governance and Escalation

e. Risk Management

f. Methodology

2. Interim Updates at least every 30 days on Project Management Plan

3. Written Summary of Findings and Recommendations per department/agency per phase

4. Comprehensive Final Report of findings per phase, including Implementation Plan

5. Written Report for additional phases, if applicable

6. Presentations to Board of Commissioners and other stakeholders, upon request

Consultant shall provide a sample Project Management Plan with RFP submittal that shall include, but not be limited to, the above-mentioned Project Management Plan activities and describe Consultant’s proven methodology.

The expected deliverables are described in more detail below.

Project Management Plan

Consultant shall provide a complete and comprehensive Project Management Plan for Augusta’s review, comment and final acceptance within forty-five (45) to ninety (90) days after receipt of Notice to Proceed (NTP). A sample Project Management Plan and template of past project of same or similar scope must be provided with RFP submittal. The Consultant shall provide regular Project Management Plan updates to Augusta.

The Plan shall include Consultant strategies to implement and manage the project, including but not limited to:

• Project Staffing – A detailed organization chart defining the structure and roles of the project personnel.

• Project Schedule - A milestone schedule that outlines the overall scope of the project, ensures that the review is completed on time and within budget, and aligns the proposed scope of work precisely to meet project goals and objectives.

Scheduling software acceptable to Augusta shall be utilized to identify all milestones and events beginning from NTP. The initial schedule shall be the baseline and upon approval by Augusta shall form the basis for all subsequent schedules and updates.

Consultant shall update the schedule every two (2) weeks and provide the updated schedule to the Augusta contact every two (2) weeks.

• Communication Plan – Definition of the procedures for controlling all correspondence, submittals and other communication between Consultant and Augusta;

• Escalation and Resolution Plan – Definition of the approach for identifying problems and the resolution process, as well as contact information for the escalation chain (i.e. names, email addresses and telephone numbers from project level through executive levels);

• Risk Management Plan - Identification of implementation hurdles to address;

• Meetings and Reports – Consultant shall identify required meetings and define the structure for each. Meetings shall be scheduled at a mutually agreed upon time and frequency to discuss project scope, status updates and any new or ongoing issues.

o Three (3) business days prior to scheduled meetings, the Consultant shall submit the meeting agenda to Augusta for review. Augusta may submit revisions to the agenda to include reprioritized items, concerns, etc. not previously included within the agenda. Any Augusta revisions to the agenda will be provided to Consultant within twenty-four (24) hours of receipt of original agenda.

o The Consultant shall record and distribute written meeting minutes for Augusta approval. Minutes shall be available within one (1) business days of the meeting.

o Ad hoc meetings may be required on occasion. Both Consultant and Augusta will make every effort to accommodate ad hoc meeting requests.

Summary of Findings & Final Report

Consultant shall provide a written Summary of Findings report for each entity reviewed. This Summary will include observations, gaps identified, and recommendations of specific actions and strategies to increase efficiency and effectiveness in service delivery. The Summary should contain all information compiled, received and produced as part of the assessment. It must identify key issues and opportunities for improvement and formulate appropriate recommendations.

Additionally, Consultant shall provide a written comprehensive Final Report for each completed phase. The Final Report shall include but not be limited to a comprehensive summary of findings, identifiable key issues, best practices, risk factors, recommendations and a written comprehensive Implementation Plan with priorities clearly identified in the executive summary. Consultant shall provide a sample Final Report with RFP submittal.

Additionally, Consultant may be required to provide a formal presentation to the Augusta Board of Commissioners and other key City stakeholders at the end of each phase to discuss the contents within the final report.

Implementation Plan

With the Final Report, Consultant shall provide a written Implementation Plan that incorporates recommendations and sets out the steps required for implementation, assigns responsibility for action, and assigns a priority level (immediate, near-term, or long-term) for initiating each recommendation. Implementation Plan shall include, but not be limited to:

• Staff within each department to aid in implementation;

• Any applicable cost estimates for the proposed change(s);

• Key related performance indicators for changes, if applicable, along with any baseline estimates;

• Quality assurance systems, if applicable;

• Schedule for implementation; and

• Any risks associated with the proposed change.

PROPOSAL SUBMISSION REQUIREMENTS

Proposal Submission Content

The Consultant’s Proposal shall be responsive to the specific range of issues described in this Request for Proposal. Consultants are asked to read the Request for Proposal carefully to ensure that they address the specific requirements of this Request and submit all requested information. Proposing Consultants will be evaluated and scored based on the information provided in their proposals as it relates to this Request. Any additional information provided by the proposing firms will not be considered and is discouraged. The Consultant’s Proposal shall be organized in the order and format described below.

TAB A – Procurement Documents:

All documents required under the Augusta Procurement regulations and procedures, properly executed and notarized as required (Exhibit A, Exhibit B, Exhibit C, Copy of Business license and copy of W-9).