3-RFO 26-050-1560 Huntington Trail Stormwater Improvement.pdf

REQUEST FOR

QUOTE

26-050 1560 Huntington Trail Stormwater Improvement

RFQ DUE DATE: April 24, 2026 2:00 P.M. EDT

QUESTION DUE DATE:

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

The City of Sandy Springs will only accept online submissions for this RFQ. Quotes shall be submitted online at: https://sandysprings.bonfirehub.com/projects/230773/details. Quotes submitted after the bid close date, April 24, 2026, 2:00 p.m., will not be accepted. Note: Any quote submitted in any other format (email, paper, fax, mail, etc.) will not be accepted for any reason.

GENERAL

INFORMATION:

1. All communications regarding this solicitation must be with the assigned Procurement Agent, Connie Donley, cdonley@sandyspringsga.gov.

2. All questions or requests for clarification must be sent via Bonfire under Message - Opportunity

Q&A: https://sandysprings.bonfirehub.com/projects/230773/details Questions are due no later than April 16, 2026, 5:00 p.m. Questions received after this date and time may not be answered.

3. Questions and clarifications will be answered in the form of an addendum. Any addenda, schedule changes and other important information regarding the solicitation related to this solicitation will be posted on Bonfire website at https://sandysprings.bonfirehub.com/projects/230773/details. It is the Offeror’s responsibility to check the Bonfire portal for any addendum or other communications related to this solicitation.

General Terms and Conditions

In general, the City is unable to negotiate or revise contract provisions. If an Offeror believes certain contract provisions are out of date, not applicable or place an undue burden or cost on the Offeror or the City, the Offeror must address these concerns in writing during the question and answer period. The Purchasing Manager will review and determine the appropriate response. If the City determines a change is warranted; an addendum will be posted to this RFQ. If a firm is unwilling to execute the Model Contract, whether modified by addendum or not, a Quote should not be submitted.

The City may deem any bid/quote containing contract changes or exceptions non-responsive and reject the quote. The RFQ document, together with its addenda, amendments, attachments, modifications.

Offeror’s Quote, including any amendments a “best and final offer”, and any clarifications Questions and responses, when executed, becomes part of the contract between the parties. The City does not intend to accept alternate terms and conditions to the Model contract.

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

While the City has every intention to make an award as a result of this solicitation. Issuance of the RFQ in no way constitutes a commitment by the City to award and execute a contract. Upon a determination such actions would be in its best interest, the City, in its discretion, reserves the right to:

1. Cancel or terminate this RFQ at any time. A notice of cancellation will be issued. If the RFQ is cancelled, the City will not reimburse any Offeror for preparation of its Response. Responses may be returned upon request if unopened;

2. Reject any or all Responses received, make a contract award based directly on the Responses received in the best interest of the City, in its sole discretion, or enter into further discussions with one or more Offerors;

3. Waive and/or amend any undesirable, inconsequential, or inconsistent provisions/specifications of this RFQ which would not have significant impact on any Response;

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

5. Terminate any contract if the City determines adequate funds are not available

SECTION 1: BACKGROUND AND GENERAL INFORMATION

Background

Following an inspection of the stormwater system near 1553 Huntingdon Trail and 1560 Huntingdon Trail, the City identified a damaged stormwater system in need of rehabilitation. The 30” Corrugated Metal Pipe (CMP) culvert conveys water under the roadway and the 15” CMPs drain water from the roadway. The pipes and structures were visually inspected and found to have significant degradation including voids around the headwalls and holes and corrosion in the CMP. The City of Sandy Springs Stormwater Services is requesting pricing for preparation of full design and construction administration services on the stormwater system at the above-mentioned location. The project involves field investigations, data collection, system evaluation, and design of stormwater system improvements. The design drawing preparation shall be suitable for permitting, contract bidding, and construction. The project also includes cost estimates, bidding, permitting, and construction administration services for the duration of the project. The City will provide a field-run survey CAD file of the project area shown in Figure 1 for the use of the design.

SECTION 2: SCOPE OF SERVICES

The City of Sandy Springs is seeking a qualified contractor to provide professional engineering and related support services for the rehabilitation and improvement of an existing stormwater drainage system. The requested services include hydraulic and hydrologic analysis, site investigation, design development, preparation of construction plans and specifications, utility coordination, permitting, bid phase support, and construction administration. The project is expected to address rehabilitation of the existing 30-inch CMP culvert, replacement of catch basins, headwalls, and 15-inch corrugated metal pipes, and evaluation of impacts to adjacent properties, utilities, and constructability. The selected consultant will also be responsible for preparing cost estimates, securing required permits, coordinating with applicable agencies and utility providers, and supporting the City through bidding and project closeout. All work shall be performed in accordance with applicable City ordinances, GDOT standards, and the Georgia Stormwater Management Manual.

The City requires that the proposed improvements must include the following but not be limited to:

Rehabilitation of the existing 30” CMP culvert Replacement of the catch basins Replacement of the upstream and downstream headwalls Replacement of the 15” diameter corrugated metal pipes Consideration of impacts to adjacent properties, utilities, and constructability Permanent drainage easement and/or temporary construction easements for the stormwater system may be required and should be incorporated in the design.

Required work should include but is not limited to the following:

Complete H & H study to analyze hydraulic performance of the drainage system.

Upstream and Downstream impact analysis due to the proposed improvements.

Prepare rehabilitation concept designs.

Prepare construction plans for proposed improvements. These construction documents will include plans and specifications for the existing conditions, site, grading and drainage, utilities (if needed), storm sewer profiles, & erosion sediment and pollution control (ESPC) plans.

Evaluate any potential utility conflicts and include its costs and expected schedule for construction.

Develop Engineer’s cost estimate with quantities. Include 10% contingency in total cost estimate.

Acquire all required Federal, state and local permits as needed; including any U.S.

Army Corps of Engineers permit and/or EPD stream buffer variance.

Provide permit assistance and address comments generated by plan reviewer and Public Works staff.

Provide bid phase services including attending pre-bid conference and responding to bidder questions.

Provide construction administration, to include submittals and RFI reviews, and end of project certification.

All design shall be in accordance with the Georgia Stormwater Management Manual, City of Sandy Springs ordinances, and GDOT standards.

Identify and provide tree protection (where possible) of existing significant trees.

Coordination with the City Arborist if required.

Coordinate with all applicable utility companies to obtain details of facility locations, identify any potential conflicts, and incorporate necessary utility relocations/redesigns into the plans. This effort will also include attending and participating in the City’s monthly utility coordination meeting.

100% drawings are required within 90 calendar days upon issuance of Notice to Proceed.

Site Investigation Report Phase:

The consultant will be responsible for the following tasks during the site investigation report phase of the project:

Site Investigation Report: Prepare and submit report regarding findings from the field visit.

Design Development Including H&H Phase:

The Consultant will be responsible for the following tasks during the design development of the project:

Preliminary Design: Develop design options as necessary.

Field Plan Review: Coordinate field plan review. Approval of preliminary drawings with any associated redline comments is required (in writing) prior to commencement of final design documents.

Hydrology & Hydraulic Evaluation: Provide final H&H report at the end of this phase.

Cost Estimate: An updated cost estimate will be required at the end of this phase.

Construction Plan Set Development Phase:

The Consultant will be responsible for the following tasks during the final design phase of the project:

Final Design Package: Complete 100% Plan Sets and Forms for Approval by Community Development (CD) department. Draft Bid Document to include Bid Schedule and Special Provisions.

Utility Coordination: Documented completion of utility coordination with either no conflict letters or evidence of utility approved agreements and plans to reconcile conflicts.

Cost Estimate: A Final Construction Cost Estimate will be required at the end of final design.

Permitting and Bid Phase Services The Consultant will be responsible for the following tasks during the Permitting and Bid Phase of the project:

Acquire all required Federal, state and local permits as needed; including any U.S.

Army Corps of Engineers permit and/or EPD stream buffer variance. For bid purposes assume a stamped structural design is required for the headwalls.

Provide permit assistance and address comments generated by plan reviewer and Public Works staff.

Provide bid phase services including attending pre-bid conference and responding to bidder questions.

Construction Administration and Inspection Services The Consultant will be responsible for the following tasks during the Construction Administration Phase of the project:

Provide construction administration including review and approval of contractor submittals, RFIs, Pay Applications, and end of project certification.

Provide up to four (4) construction oversight visits and maintain conformance with contract terms. Review and approve payment applications for the City. Perform preliminary inspection, final inspection, punch lists, and closeout visits as well.

Project Tasks:

The Consultant should plan to meet with Public Works staff a minimum of twice per month throughout the entire duration of the project. The Project Manager should attend these meetings. Additionally, weekly status reports that outline design status relative to upcoming project milestones will also be required. The City reserves the right to hold more frequent meetings should project schedules begin to slip.

Project Milestones (Note: Calendar Days):

Day 1: Project Kick-off meeting.

Day 16: Submit site investigation/condition assessment and Hydrology &

Hydraulic progress report..

Day 25: Submit preliminary plans including rough cost estimate.

Day 30: City comments to plans and estimates.

Day 31: Start Construction Plan Set development and utility coordination.

Day 75: Complete 90% plan set including revised cost estimate for City Staff review. Utility coordination, no conflict statements or conflict resolutions demonstrated in plans or utility statements.

Day 78: Public Works staff review and comment on plans and cost estimates.

Day 90: Submit 100% plan set and application forms to the City of Sandy Springs

Community Development (CD) Department. Provide bid package to include bid schedule and special provisions.

Contractor shall not be permitted to work on the following Government holidays: New Year’s Day, Martin Luther King Jr. Day, Washington’s Birthday (Presidents Day), Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, the day after Thanksgiving, and Christmas Day.

Attachment C

BID SCHEDULE FEE ESTIMATE

Task No.

Phases Proposed Fee

1. Field investigation/Condition assessment and hydrology and hydraulics study

2. Design Development

3. Construction Plans

4. Permitting & Bid Phase Services

5. Construction Administration and Inspection Services

6. Miscellaneous Services* $5,000

TOTAL

Grand Total Cost/Price: _________________________________________________

Consultant:

Signature:

Consultant Agent/Project Manager:

Date:

The Bid Schedule Fee Estimate shall include all estimated costs, expenses, and pricing (direct and indirect) along with a timeline/schedule in Gantt chart format showing the completion of the project through the bid process. Please use the above form to provide all cost/pricing.

*Miscellaneous Services shall be approved by City staff prior to the work for payment to be processed.

PROJECT MANAGEMENT

The Consultant shall submit all invoices through e-Builder (https://www.e-builder.net/) and use this tool for project management and document storage. The Consultant will only bill Sandy Springs for work actually completed and accepted by Sandy Springs.

PROPOSAL CONTENTS

In addition to the above scope, vendor shall provide field and lab reports and report deficiencies in a timely manner.

Any change orders shall be first approved by the City and shall be paid in accordance with approved unit prices. The City may issue a Notice to Proceed at any time once proposals have been received.

CERTIFICATION OF SPONSOR

DRUG-FREE WORKPLACE

I hereby certify that I am a principal and duly authorized representative of

, (“Contractor”), whose address is

, , and I further certify that:

(1) The provisions of Section 50-24-1 through 50-24-6 of the Official Code of Georgia

Annotated, relating to the “Drug-Free Workplace Act” have been complied with in full;

and

(2) A drug-free workplace will be provided for Contractor’s employees during the performance of the Agreement; and

(3) Each Subcontractor hired by Contractor shall be required to ensure that the subcontractor’s employees are provided a drug-free workplace. Contractor shall secure from that subcontractor the following written certification: “As part of the subcontracting agreement with Contractor, certifies to

Contractor that a drug-free workplace will be provided for the Subcontractor’s employees during the performance of this Agreement pursuant to paragraph (7) of subsection (b) of the Official Code of Georgia Annotated, Section 50-24-3”; and

(4) The undersigned will not engage in unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of the Agreement.

CONTRACTOR:

Date: Signature:

Title:

CERTIFICATION OF CONTRACTOR

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT

I hereby certify that I am a principal and duly authorized representative of

, (“Contractor”), whose address is

Contractor hereby agrees to comply with all applicable provisions and requirements of the Georgia Security and Immigration Compliance Act of 2006 (the “Act”), as codified in O.C.G.A.

Sections 13-10-90 and 13-10-91 and regulated in Chapter 300-10-1 of the Rules and Regulations of the State of Georgia, "Public Employers, Their Contractors and Subcontractors Required to Verify New Employee Work Eligibility Through a Federal Work Authorization Program," accessed at http://www.dol.georgia.gov/, as further set forth below.

Contractor agrees to verify the work eligibility of all of newly hired employees through the U.S. Department of Homeland Security’s Employment Eligibility Verification (EEV) / Basic Pilot Program, accessed through the Internet at https://www.e-verify.gov/employers, in accordance with the provisions and timeline found in O.C.G.A. 13-10-91 and Rule 300-10-1-.02 of the Rules and Regulations of the State of Georgia. As of July 1, 2007, the verification requirement applies to contractors and subcontractors with five-hundred (500) or more employees.

Contractor understands that the contractor and subcontractor requirements of the Act apply to contracts for, or in connection with, the physical performance of services within the State of Georgia.

Contractor understands that the following contract compliance dates set forth in the Act apply to the Contract Agreement, pursuant to O.C.G.A. 13-10-91:

On or after July 1, 2007, to public employers, contractors, or subcontractors of 500 or more employees;

On or after July 1, 2008, to public employers, contractors, or subcontractors of 100 or more employees; and

On or after July 1, 2009, to all other public employers, their contractors, and subcontractors.

To document the date on which the Act is applicable to Contractor, and to document Contractor’s compliance with the Act, the undersigned agrees to initial one of the three (3) lines below indicating the employee number category applicable to Contractor, and to submit the indicated affidavit with the Contract Agreement if the Contractor has 500 or more employees.

Contractor has:

500 or more employees [Contractor must register with the Employment/Eligibility Verification/Basic Pilot Program and begin work eligibility verification on July 1, 2007];

100-499 employees [Contractor must register with the Employment Eligibility Verification/Basic Pilot Program and begin work eligibility verification by July 1, 2008]; or

99 or fewer employees [Contractor must begin work eligibility verification by July 1, 2009].

Contractor further agrees to require O.C.G.A. Sections 13-10-90 and 13-10-91 compliance in all written agreements with any subcontractor employed by Contractor to provide services connected with the Contract Agreement, as required pursuant to O.C.G.A. 13-10-91.

Contractor agrees to obtain from any subcontractor that is employed by Contractor to provide services connected with the Contract Agreement, the subcontractor’s indication of the employee number category applicable to the subcontractor.

Contractor agrees to secure from any subcontractor engaged to perform services under this Contract an executed “Subcontractor Affidavit,” as required pursuant to O.C.G.A. 13-10-91 and Rule 300-10-1-.08 of the Rules and Regulations of the State of Georgia, which rule can be accessed at http://www.dol.georgia.gov/.

Contractor agrees to maintain all records of the subcontractor’s compliance with O.C.G.A.

Sections 13-10-90 and 13-10-91 and Chapter 300-10-1 of the Rules and Regulations of the State of Georgia.

CONTRACTOR:

Date: Signature:

Title:

INSURANCE REQUIREMENTS

Within 10 days of Notice of Award, and at all times that this Contract is in force, the Contractor shall obtain, maintain and furnish the City Certificates of Insurance from licensed companies doing business in the State of Georgia with an A.M. Best Rating A-10 or higher and acceptable to the City covering:

1. Workers’ Compensation & Employer’s Liability Insurance. Workers’ Compensation Insurance in compliance with the applicable Workers’ Compensation Act(s) of the state(s) wherein the work is to be performed or where jurisdiction could apply in amounts required by statutes.

Employer’s Liability Insurance, with limits of liability of not less than $1,000,000 per accident for bodily injury or disease.

2. Commercial General Liability Insurance, including contractual liability insurance, product and completed operations, personal and advertising injury, and any other type of liability for which this Contract applies with limits of liability of not less than $1,000,000 each occurrence / $2,000,000 policy aggregate for personal injury, bodily injury, and property damage.

Commercial General Liability Insurance shall be written on an “occurrence” form.

3. Automobile Liability Insurance with limits of liability of not less than $1,000,000 per accident for bodily injury and property damage if automobiles are to be used in the delivery of or in the completion of services and work or driven onto the City’s property. Insurance shall include all owned, non-owned and hired vehicle liability.

4. Umbrella Insurance with limits of liability excess of Employer’s Liability Insurance, Commercial General Liability Insurance and Automobile Liability Insurance in the amount of not less than $3,000,000.

5. Contractors’ Pollution Legal Liability and/or Asbestos Legal Liability and/or Errors and Omissions (if project involves environmental hazards) with limits not less than $1,000,000 per occurrence or claim, and $2,000,000 policy aggregate.

6. Professional (Errors and Omissions) Insurance- For Professional Services and for all Design/Build Projects with limits of liability of not less than $3,000,000 per occurrence or claim / $3,000,000 policy aggregate. Such policy shall also include coverage for losses arising from the breach of information security or cyber liability (including Errors & Omissions, Security and Privacy Liability and Media Liability), whether combined with the Professional Liability policy or placed as a separate policy, but carrying the same limits of liability. Such coverage shall insure damage, injury and loss caused by error, omission or negligent acts, including all prior acts without limitation, related to the professional services to be provided under this Contract. The policy shall be amended to include independent contractors providing professional services on behalf of or at the direction of the Contractor. The definition of Contractual Liability shall be amended to state that liability under a contract of professional services is covered. Further, coverage shall be afforded for fraudulent acts, misappropriation of trade secrets, internet professional services, computer attacks, personal injury, regulatory actions, wrongful acts, contractual liability, privacy policy, and insured versus insured. The Contractor shall ensure that coverage under this policy continues for a period of thirty-six (36) months after completion of services.

7. Fidelity Bond (Employee Dishonesty) in the sum of not less than $50,000.

All such insurance shall remain in effect until final payment is made and the Project is accepted by the City. If the Contractor receives notice of non-renewal or material adverse change of any of the required coverages, the Contractor shall promptly advise the City in writing. Failure of the Contractor to promptly notify the City on non-renewal or material adverse change of any of the required coverages terminates the Agreement as of the date that the Contractor should have given notification to the City. The insurance policies shall contain or be endorsed to contain, the following provisions:

(a) A provision that coverage afforded under such policies shall not expire, be canceled or altered without at least thirty (30) days prior written notice to the City.

(b) Workers’ Compensation and Employer’s Liability and Property insurance policies shall contain a waiver of subrogation in favor of the City and the City’s boards, officials, directors, officers, employees, representatives, agents, and volunteers.

(c) Commercial General Liability, Automobile Liability Contractors’ Pollution Legal Liability and/or Asbestos Legal Liability and/or Errors and Omissions (if project involves environmental hazards) insurance policies shall include an endorsement making the City and the City’s boards, officials, directors, officers, employees, representatives, agents, and volunteers Additional Insureds under such policies.

A copy of these endorsements shall be provided to the City.

Certificates of Insurance showing that such coverage is in force shall be filed under this Contract by the Contractor to the City.

The obligations for the Contractor to procure and maintain insurance shall not be construed to waive or restrict other obligations and it is understood that insurance in no way limits liability of the Contractor whether or not same is covered by insurance.

Certificate Holder should read: The City of Sandy Springs, 1 Galambos Way, Sandy Springs, Georgia 30328.

AFFIDAVIT VERIFYING STATUS FOR CITY PUBLIC BENEFIT APPLICATION

By executing this affidavit under oath, as an applicant for a City of Sandy Springs, Georgia Business License or Occupation Tax Certificate, Alcohol License, Taxi Permit, execution of contract or other public benefit as referenced in O.C.G.A. Section 50-36-1, I am stating the following with respect to my application for a City of Sandy Springs license/permit and/or contract for

[Name of natural person applying on behalf of individual, business, corporation, partnership, or other private entity]

1) I am a United States citizen

OR

2) I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality Act 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: Date:

Printed Name:

*Alien Registration number for non-citizens

**PLEASE INCLUDE A COPY OF YOUR PERMANENT RESIDENT CARD, EMPLOYMENT

AUTHORIZATION, GREEN CARD, OR PASSPORT WITH A COPY OF YOUR DRIVER’S LICENSE IF YOU

ARE A LEGAL PERMANENT RESIDENT (#2).

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF .

Notary Public:

My Commission Expires:

*Note: O.C.G.A. § 50-36-1(e)(2) requires that aliens under the federal Immigration and Nationality Act, Title 8 U.S.C., as amended, provide their alien registration number. Because legal permanent residents are included in the federal definition of “alien”, legal permanent residents must also provide their alien registration number. Qualified aliens that do not have an alien registration number may supply another identifying number below:

CONTRACTOR AFFIDAVIT UNDER O.C.G.A. § 13-10-91(b) (1) By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13- 10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of the City of Sandy Springs has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to Contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on in (City), (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE DAY OF .

NOTARY PUBLIC

My Commission Expires: