7-RFP 26-111 Scope of Work-Submittal Info.pdf

March 2025

CITY OF ALPHARETTA REQUEST FOR PROPOSALS (RFP)

RFP Number: 26-111 RFP Title: MIDBROADWELL CULVERT & SIDEWALK CONSTRUCTION

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) January 16, 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 678-297-6052 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 #26-111, MID BROADWELL CULVERT & SIDEWALK CONSTRUCTION Scope of Work and Proposal Submission

4. RFP Schedule of Events

A. Proposal Close Date, Deadline for Submissions: Thursday, February 19, 2026, at 11:00am. We may change this date during the RFP process. We will post any change in an addendum. Review web page for addenda.

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

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

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

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

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

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

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

5. Our Review of Proposals and Review Criteria:

A. The City will 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 to each other for price, quality, quantity, contract terms, etc. We will use this review and scoring to decide the top-scoring proposal[s] and the best value for our City.

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

Evaluation Criteria Maximum Points

Statements of Qualifications Project Team, References 35

Proposed Schedule 15

Cost Proposal 50

Total Maximum point score 100

WHAT WE WANT TO DO

1. General Description The City is accepting proposals from qualified contractors to provide all materials, labor, and equipment for the complete construction of the MID BROADWELL CULVERT AND SIDEWALK CONSTRUCTION. The location of work is along Mid Broadwell Road between Jennifer Oaks Drive and Bethany Road, within the City of Alpharetta, Georgia.

2. Scope of Work To improve the stormwater drainage system, the existing culvert on Mid Broadwell Road, located west of Jennifer Oaks Drive, needs to be replaced with a new culvert. The existing culvert is in poor condition and does not currently meet the City’s desired level of service.

Additionally, for improvements to pedestrians’ safety a new sidewalk will be installed along Mid Broadwell Road between Jennifer Oaks Drive and Bethany Road to close sidewalk gaps.

3. Project Specific Requirements

A. For the culvert’s replacement, Mid Broadwell Road will need to be closed on both sides of the culvert. The road is only allowed to be closed from May 26, 2026, to July 26, 2026.

It must not be closed when school is in session.

B. Liquidated damages will apply.

C. Construction is only permitted between the hours of 7:00 AM and 7:00 PM Monday through Friday. Work on Saturday is only allowable with a minimum 72 hours of advance notice and is only permitted between the hours of 9:00 AM and 5:00 PM. Work on Sunday is not permitted for the sidewalk construction. However, it is permitted for the culvert construction.

i. Construction outside of these hours requires approval by both the Department of Public Works and the Department of Public Safety.

ii. Once approved by the Department of Public Works, Contractor must submit request in writing to the Director of Public Safety for modified work hours.

D. It is the City’s intent to award the full scope of the project to a single contractor.

E. The Contractor shall commence the Work with adequate force and equipment within ten

(10) calendar days from receipt of Notice to Proceed and shall continuously pursue the work without interruption to completion and achieve Final Completion of the Work in three hundred and thirty (330) calendar days.

F. The Contractor shall be responsible for performing with their own organization at least fifty percent (50%) of the work in this contract. The Contractor shall not subcontract, transfer, assign, or otherwise dispose of the contract or any portion thereof, without the written consent of the City.

G. Retainage in the amount of 5% of each progress payment will be applied. Bid Bond, Payment and Performance Bonds will be required for this project.

H. The cost of any work performed, materials furnished, services provided, or expenses incurred, which are not specifically delineated in the Contract Documents, but which are incidental to the scope, intent, and completion of the Contract, shall be included in the prices for the various items scheduled.

I. Contractor shall be responsible for implementing and maintaining all necessary traffic control measures. Contractor shall submit a traffic control plan to the City for approval prior to commencing any operations at a given location. Traffic control is entirely the responsibility of the Contractor and must comply with MUTCD standards. Additionally, Contractor shall include in their Traffic Control cost the utilization of a minimum of two

(2) variable message boards from one week prior to commencement of the culvert replacement through completion of the culvert construction. Traffic can only be impeded between 9am and 4pm.

J. Should the Contractor desire to utilize police officers as part of their traffic control, only City of Alpharetta Police may be so utilized. Contact Sergeant Braithwaite at 678-297-6182.

K. The Contractor shall be responsible for all required testing as set forth in the appropriate sections of the Georgia Department of Transportation’s Sampling, Testing, and Inspection Guide (latest edition). Testing services must be provided by an independent source. All testing costs shall be incorporated into the unit price for the associated line items.

L. Utility coordination shall be the responsibility of the Contractor. Costs for utility relocations will be paid by the City directly to the utility owner.

M. Contractor shall be responsible for the relocation of any mailboxes in conflict with the proposed improvements. Costs for this work shall be incorporated in the submitted cost proposal.

N. Any limbs overhanging the limits of disturbance that may be ripped, torn, or damaged during construction shall be properly pruned under the direction of an ISA Certified Arborist.

O. Contractor shall submit an updated construction schedule with each application for payment.

FOLLOW THIS OUTLINE

How We Want You to Construct Your Proposal

1. Using Bonfire to Submit Proposal

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

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

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

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

1.4. You have not completed your response simply by uploading proposal documents and information. You must successfully upload all the required documents, including filling out 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.

Statements of Qualifications Project Team, References 35 Review Points

Limited to five (5) page maximum.

i. Identify the key team members for the purpose of providing culvert and sidewalk construction to our City.

ii. For your firm’s proposed key team members, provide a summary of qualifications, work experience, education, skills, etc., which emphasizes previous experience in this area provided for all key personnel who will be involved with any aspects to perform the services requested.

iii. Provide at least three (3) references from the last three years when your company provided services as detailed in this document. Please include 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.

Proposed Schedule 15 Review Points

There is no maximum page limit for this item.

Contractors must provide a proposed project schedule and overall duration (in calendar days) for completion of the project. Contractors should assume a Notice to Proceed date of April 06, 2026, for construction schedule purposes.

The proposed project schedule will be evaluated for its feasibility, efficiency, and overall timeframe. The schedule should simply identify the culvert and sidewalk completion.

Please note that any construction activities that require the road closure shall be completed ONLY from May 26, 2026, to July 26, 2026.

4. Cost Proposal 50 Review Points

Do not include Cost proposal with other Proposal documents. Submit Cost Proposal separately using the Excel formatted cost proposal.

5. Required Forms:

• We have provided three required 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.

6. Bid Bond We do not often require bid bonds in an RFP. But when we do need a bid bond, we will supply the bid bond form as a separate document for you to download. You will return the completed bid bond to us as a separate document.

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.

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

You will fill out the questionnaire provided.

Questionnaire response types are as follows:

• Authorized signer.

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

o Response Type: text entry.

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

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

o Response Type: text entry.

• Contact for legal notices needed for contracting:

o Business name and mailing address, contact name.

o Response Type: text entry.

• 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.

• Acknowledge Payment & Performance Bonds, Liquidated Damages, o Response Type: Yes, No entry.