Agenda 7_15_24 Award Notice.pdf

STAFF REPORT

Department: Recreation, Parks & Cultural Services

Submitted By: Morgan Rodgers Meeting Date: July 15, 2024

AGENDA ITEM:

Request for Proposal 24-119: On Call Electrical Services Consideration of approval of an award of a contract for Request For Proposal 24-119 to Meer Electric, Inc. for a 5-year service contract to provide electrical services on an on-call basis for the Recreation, Parks and Cultural Service Department's special events and authorize the Mayor to execute all necessary documents.

STAFF RECOMMENDATION:

Approve an award of a contract for Request For Proposal 24-119 to Meer Electric, Inc. for a 5-year service contract to provide electrical services on an on-call basis for the Recreation, Parks and Cultural Service Department’s special events and authorize the Mayor to execute all necessary documents.

BUDGET & PROCUREMENT:

BUDGETED ITEM: YES FISCAL IMPACT: NO

INCLUDED IN CURRENT FY CPTL BUDGET: YES INCLUDED IN CURRENT FY OPRT. BUDGET: NO

TOTAL PROJECT COST: $64,000.00

APPROPRIATIONS:

ACCOUNT TITLE/NUMBER DOLLAR AMOUNT

Professional Services/10061900 521200 Professional Services-Downtown Decor/10061900 521200 RSE00 Professional Services-Streetfest/10061900 521200 RSE01 Professional Services-Mayor's Challenge/10061900 521200 RSE03 Professional Services-Taste of Alpharetta/10061900 521200 RSE05 Professional Services-Season of Celebration/10061900 521200 RSE06 Professional Services-Wire and Wood/10061900 521200 RSE13 Professional Services-Brew Moon Fest (Summer)/10061900 521200 RSE19 Professional Services-Food Trucks/10061900 521200 RSE23 Professional Services-Brooke Street Park Concert Series/10061900 521200 RSE26 Professional Services-Brew Moon Fest (Fall)/10061900 521200 RSE27

$1,000.00 $1,600.00 $1,600.00 $3,500.00

$35,000.00 $6,600.00

$11,000.00 $1,500.00

$200.00 $500.00

$1,500.00

EXTERNAL FUNDING SOURCES:

ACCOUNT TITLE/NUMBER DOLLAR AMOUNT

N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

ITEM DESCRIPTION:

BACKGROUND:

Since last contracting for On-Call Electric for Special Events, the city’s electrical needs for special events have increased due to the expanded footprint of Taste of Alpharetta, increase in stages at Wire & Wood, and larger production of performances and decorations at the Alpharetta Tree Lighting. With these growing needs, it is imperative to have an electrical services contractor on-call to provide the flexibility needed for the Community Services Division to quickly and efficiently address unforeseen electrical needs during events that may occur during the year.

RECOMMENDATION EXPLANATION:

The award of Request For Proposal ('RFP") 24-119 is for licensed and qualified electrical contractors to provide electrical services on an on-call basis for the Recreation, Parks, and Cultural Service Department’s special events.

The scope-of-work includes providing all labor, services, logistical planning, safety measures, supervision, equipment, tools, materials, and incidentals required to meet the on-call electrical service needs of the City’s special events and holiday decorations. All services shall be performed in accordance with the standard electrical codes and all applicable Federal, State, and Local laws, ordinances, rules as well as regulations and codes. The contract will not guarantee a certain number of hours or annual sum, rather, services will be performed and billed on an hourly basis in accordance with the cost submission provided in response to RFP 24-119. Subcontractors are not allowed for this contract.

In an effort to lock-in service pricing and give staff a formalized point-of-contact for on-call electrical services, an RFP was prepared by a Committee including representatives from the Recreation Department as well as Finance.

RFP 24-119 was issued April 4, 2024, with proposals received May 2, 2024. The City received a total of two (2) responses which were submitted to the Evaluation Committee for review and ranking. The Evaluation Committee met on May 23, 2024, to tabulate the overall scores. Each proposal was evaluated based on the following criteria:

statement of qualifications, experience, references (35 pts); technical proposal, project approach, method of providing services (22 pts); local vendor preference (3 pts); and cost (40 pts). The resulting scores were as follows:

1. 77.90 pts Meer Electric, Inc.

2. 61.83 pts Face N Sons, LLC

The recommended firm, Meer Electric, is the most recent electrical services provider for special events. Staff has found them to be knowledgeable, responsive, and focused on delivering excellent service, and have a strong institutional knowledge of the City’s special events requirements and logistics. From a cost perspective, Meer Electric has proposed higher hourly rates per classification (Master, Journeyman, and Apprentice labor rates) than Face N Sons, LLC. The most important factor that differentiates the two vendors is Meer Electric’s proven festival and outdoor event experience that Face N Sons, LLC did not substantiate. Additionally, Face N Sons, LLC demonstrated a lack of attention to detail by addressing a different city in its proposal in multiple sections.

With this in mind, staff recommends the award of RFP 24-119 to Meer Electric, Inc.

ALTERNATIVES:

Do not award a contract for RFP 24-119 to Meer Electric and re-advertise the RFP.

ATTACHMENTS:

1. 24-119 City of Alpharetta Documents

2. 24-119 On-Call Electrical Services-Special Events Record of Receipt

3. 24-119 Meer Proposal Documents

4. 1-CCF 000267

Feb 2024

CITY OF ALPHARETTA REQUEST FOR PROPOSALS (RFP)

RFP Number: 24-119 RFP Title: On-Call Electrical Services for Special Events

RFP SCOPE OF WORK & PROPOSAL SUBMISSION

1. RFP Period of No Communication The No Communication period starts on the issue date of this RFP April 4, 2024, 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 review.

2. Procurement Agent, Single Point of Contact Debora Westbrook is the Procurement Agent and Single Point of Contact for this RFP and is the only contact representing the City for this RFP.

Enter all questions or comments using Opportunity Q&A tab at the Bonfire project web page.

Debora can be reached at 678-297-6052 or purchasing@alpharetta.ga.us.

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

3. RFP Schedule of Events

A. Proposal Close Date, Deadline for Submissions: May 2, 2024, 2:00 PM. 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 the 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 project web page.

E. In each question, clearly tell 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.

We will make the information available to the public on the project web page.

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

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

City of Alpharetta RFP 24-119, On-Call Electrical Services for Special Events Scope of Work and Proposal Submission

4. Our Review of Proposals and Review Criteria:

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

B. We will first review all proposals to be sure that proposal have 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 get correct proposals for review and scoring.

E. Proposals will be scored based on the evaluation criteria below. 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, Experience, References 35

Technical Proposal, Project Approach, Method of Providing Services 22

Local Vendor Preference 3

Cost Proposal (evaluated based on Sample One-Day Project within the Cost proposal. This is not an actual task-order or event and does not guarantee any hours or items for any actual event. )

Total Maximum point score 100

WHAT WE WANT TO DO

1. General Description The City of Alpharetta hosts several public special events for our citizens and community throughout the year. We are requesting proposals from licensed electrical contractors to provide electrical services on an On-Call basis for special events offered by our Recreation, Parks and Cultural Service Department’s Community Services division. Currently, the City offers seven larger special events throughout the year which require electric services. In addition, the City provides smaller or weekly events April through October and the Brooke Street Concert Series.

All events are subject to change. In addition to the special events, there are electrical service needs associated with the holiday decorations in downtown. The contract does not guarantee a certain number of hours nor guaranteed annual costs. Subcontractors are not allowed for this contract.

City of Alpharetta RFP 24-119, On-Call Electrical Services for Special Events

2. Scope of Work A. The contractor will be expected to provide all labor, services, security, supervision, equipment, tools, materials, and incidentals required to meet the on-call electrical service needs for the City’s special events.

B. All services will be expected to be performed in accordance with the industry and safety standards. All applicable Federal, State, and local laws, ordinances, rules as well as regulations and codes.

C. The contractor is responsible for pulling all necessary electrical permits for the events.

D. All work performed under this contract is subject to inspection.

E. All work to be performed by State of Georgia licensed electrician.

F. The contractor’s employees must wear company uniforms, identification badges and appropriate safety equipment as well as be fluent in English.

G. Two months prior to each event, the contractor must test all permanently installed outlets at the locations specified by Recreation Services staff. Refer to Project Specific Requirements for exceptions.

H. The contractor must meet in person with Recreation Services staff, the event management services staff, the event coordinator, or other City contracted vendors, starting at a minimum of two months prior to the event for logistical planning/consultation services.

Depending on the complexity of the event(s), additional meetings or site inspection(s) may be required. Refer to Project Specific Requirements for details.

I. Prior to each event, the contractor will ensure the existing outlets as provided on the event layout are in proper working order. If they are not in proper working order, contractor must advise Recreation Services staff with quote to complete the work. This may include the downtown area, City Center, Village Green, Brooke Street Park, etc. Upon completion, the contractor will notify the Recreation Services staff, event management service provider, event coordinator or other designated party.

J. Upon arrival on event day, the contractor must check in with Recreation Services staff, the event management services provider, event coordinator or other parties as designed by the City, K. The contractor must have all tools and items on-site on the event day(s) to address the event’s electrical needs as time is of the essence.

L. Contractor may be required to handle portable walkie-talkie radio to be in constant contact with Recreation Services team or another event coordinator.

M. All electrical equipment shall be installed in a neat, safe, and professional manner. All equipment, temporary panels, shorelines, extension cords, etc. must be removed at the close of the event.

N. Contractor will be expected to ensure that the work area is clean and free of any debris at the end of each day’s work. All debris must be disposed of offsite by the contractor in accordance with all applicable codes, ordinances, and laws pertaining to the disposal of the material.

City of Alpharetta RFP 24-119, On-Call Electrical Services for Special Events

O. Contractor must work with the City’s event management services company, holiday décor contractor, staging contractors, other city contracted vendors, and Georgia Power to facilitate electrical services to the special events.

P. Contractor must be available by phone, email, or in person to answer all participating vendor, holiday décor contractor, staging contractor, and other city contracted vendor’s questions, regarding power needs before and during the special event.

Q. All events are rain or shine.

R. The contractor will provide quotes to Recreation Services staff for budgetary estimates prior to the start of the new fiscal year and/or as events are modified.

3. Special Events The following events regularly require electrical services.

A. Taste of Alpharetta May Event Description: This is Alpharetta’s largest food festival with more than (65) restaurants, participating in a “taste-of” sampling. It includes fun outdoor activities for all ages, live music, culinary competitions, and dinner “sampling” with a large variety of cuisine. It occurs on the first Thursday of May each year. The event hours are 5 pm- 10

pm. The estimated attendance is 35,000 people.

Sample One-Day Project in cost proposal is based on May 2023 event and billable hours and items. This is not an actual task-order or event and does not guarantee any hours or items for any actual event.

Specifications:

• Logistical planning meetings start four months prior to the event with a maximum of ten meetings.

• Electrician to check all permanently installed outlets three months prior to event at the locations specified by Recreation Services staff.

• Electrician to provide onsite staff for the day of event. Current estimated staffing needs are (6) staff members onsite from 9 am – midnight.

• Electrician to provide total (50) dedicated Quad 20-amp GFCI outlets, connected to existing power.

• Electrician to provide (28) spider boxes with 10 – 20 amp dedicated GFCI outlets, connected to existing power source.

• Electrician to provide (5) portable light plants with (4) 1000-watt light bulbs, and place on-site at location provided by Recreation Services staff.

• Electrician to provide (4) 3 KW, (2) 20 KW and (1) 80 KW generators for use.

• Electrician to provide (2) 20 KW and (3) 50 KW generators for back-up at event, if needed.

City of Alpharetta RFP 24-119, On-Call Electrical Services for Special Events

• Electrician to manage and handle electrician calls (radio provided by City and phone) during event for the (100+) vendors at event. Approximately (60 – 65) of these vendors are restaurants with multiple electrical needs such as ovens, coolers, fryers, etc.

• Electrician to have final check of outlets two weeks prior to event and report to Recreation Services staff and Georgia Power when completed.

• Upon request of the Recreation Services Manager, city staff or the event management service contractor, some power lines on ground will need to be properly covered.

• Electrician to remove all their equipment at the close of event. This may be at 2 a.m. the following morning.

B. Alpharetta Arts Streetfest May Event Description: This is a 2-day arts festival, featuring more than (80) artisans, musicians, sponsors, and children’s activities over Memorial Day Weekend. The event includes a approximately 5 food truck and food vendors. Vendor/artist set-up is Friday;

Event is Saturday and Sunday. The event hours are 10 am – 5 pm for both days. The estimated attendance is 15,000 people across the weekend.

Specifications:

• Logistical planning meetings start three months prior to the event with a maximum of six meetings.

• Contractor is to provide onsite staff for the day of the event. Current estimated staffing need is (1) staff member for a minimum of three hours. Times are approximately 7 am – 12 noon.

• Electrician to provide all necessary temporary panels for a variety of vendors as well as provide (20) temporary quad GFCI outlets connected to existing services.

• Electrician to have final check of outlets three days prior to event and report to Recreation Services Events staff when completed.

• Electrician to ensure that existing outlets in downtown area are in working order, as specified on event layout.

• Electrician to contact Georgia Power representative and facilitate all electrical services to ensure all power needs are addressed.

• Power lines on ground at the stage and at one or two additional locations, as specified by Recreation Services Manager, city staff, or event management service contractor, will need to be properly covered.

C. Brew Moon Fest - Summer June Event Description: This event features music, dancing, brews, wine, food vendors, and much more in downtown Alpharetta. The event hours are 5:30 pm – 10:30 pm. The estimated average attendance is 6,000 people.

Specifications:

City of Alpharetta RFP 24-119, On-Call Electrical Services for Special Events

• There will be a maximum of four logistical planning meetings.

• Electrician is to provide onsite staff for the day of the event for a minimum of five hours.

• Electrician to provide all necessary panels for a variety of vendors, including stage vendor, one to three food trucks and other food vendors, etc.

• Electrician to have final check of outlets two weeks prior to the event and report to Event Coordinator when completed.

D. Mayor’s Challenge Aug or Sept Event Description: This is a one day, 5K event, attracting local employees, residents, and runners. It is a night of food, music and friendly competition, benefitting local and international charities. The event hours are 5 pm – 9 pm. The estimated average attendance is 1,500 people.

Specifications:

• Electrician to check permanently installed outlets one month prior to event at the locations specified by Recreation Services staff.

• Electrician to provide onsite staff for day of event for a minimum of three hours.

Electrician arrival at time to be determined by Recreation Services staff.

• Electrician to provide all necessary panels for a variety of vendors, including but not limited to inflatables, food trucks with 240-volt requirements, stage, other food vendors, etc.

• Electrician to have final check of outlets 3 days prior to event and report to Special Events staff when completed.

E. Brew Moon Fest – Fall Sept Event Description: This event features music, dancing, brews, wine, food vendors, and much more in downtown Alpharetta. The event hours are 5:30 pm – 10:30 pm. The estimated average attendance is 6,000 people.

Specifications:

• There will be a maximum of four logistical planning meetings.

• Electrician is to provide onsite staff for the day of the event for a minimum of five hours.

• Electrician to provide all necessary panels for a variety of vendors, including stage vendor, one to three food trucks and other food vendors, etc.

• Electrician to have final check of outlets two weeks prior to the event and report to Event Coordinator when completed.

F. Wire and Wood Oct Event Description: This is a Friday and Saturday singer/songwriter event, featuring more than (20) artists, performing on six outdoor and one to two indoor stages in the

City of Alpharetta RFP 24-119, On-Call Electrical Services for Special Events downtown area. Event times are Friday, 6 pm – 10 pm, and Saturday, 11am – 11pm. Event times and stages may vary. The estimated average attendance is 12,000 people per day.

Specifications:

• Logistical planning meetings start four months prior to the event.

• Electrician must work closely with sound and stage production team prior and during event.

• Electrician to provide onsite staff for both days of event, including for sound checks and onsite problem resolution. Friday’s estimated arrival time is 8 am and Saturday’s estimated arrival time is 11 am.

• Electrician to provide a minimum of (6) spider boxes with 10–20-amp dedicated GFCI outlets as, connected to existing services. There will be six stages, 1-2 indoor listening rooms, and an artist market.

• Electrician to provide a (6) 10 KW and (1) 50 KW generators for use.

• Electrician to have final check of outlets three days prior to event and report to Recreation Services staff upon completion.

G. Season of Celebration Nov - Dec Our Season of Celebration has multiple events and needs for electrical services. Three of the main service needs are listed below.

i. Alpharetta Tree Lighting Dec

Event Description: This is an annual community event celebrating the holiday season with a 50-ft tree lighting, snow falling, visits from Santa, live music on a main stage, marshmallow roasting, an activity for kids, and charitable donations.

The event hours are 5 pm until 9 pm. The estimated average attendance is 2,000 people.

Specifications:

• Logistical planning meetings start three months prior to the event with a maximum of eight meetings.

• Test run of holiday tree and other lights several times before actual event.

(Lighting and installation not part of this scope of work.)

• Electrician to provide onsite staff for day of event for a minimum of six hours, including activating the switch for the lighting at the designated time.

• Electrician is to provide (1) 20 KW generator for stage use. Electrician to work directly with stage company to coordinate the stage logistics.

• Install up to 14 City-owned and maintained snow machines on City-owned and vendor maintained temporary poles. Provide personnel to refill and operate the machines for the duration of the event, disassemble and prep for storage post-event.

City of Alpharetta RFP 24-119, On-Call Electrical Services for Special Events

• Electrician to provide (1) portable light plant with (4) 1000-watt light bulbs and place on-site at location designated by Recreation Services staff.

• Electrician to have final check of outlets three days prior to event and report to Recreation Services upon completion.

• Electrician to ensure existing outlets in downtown area, including in the downtown city park, are in working order as specified on the event layout.

ii. Snow on Town Green Dec

Event Description: This is small, snow day activation will take place on one to three Saturday(s) following the Alpharetta Tree Lighting, bringing families out for photos and play. The estimated attendance is 300 people each.

Specifications:

• Install 8 City-owned and maintained snow machines on City-owned and vendor maintained temporary poles. Provide personnel to refill and operate the machines for the duration of the event, disassemble and prep for storage post-event.

iii. Holiday Decorations Nov - Dec

Specifications:

• Electrician must meet with Recreation Services and/or city contracted vendor(s), starting four months prior to Thanksgiving Day to discuss and plan for downtown holiday lighting.

• Electrician to meet with Holiday Lighting décor staff as needed.

• Electrician to verify all light photocells are properly covered to ensure holiday lights and décor do not turn on until the designated date and time.

• Electrician to work directly with Georgia Power representative to facilitate electrical service to downtown area outlets.

• From approximately November 14 through January 14, electrician must be on call to drive downtown every Saturday and Sunday night to ensure all lights are working at Brooke Street Park, Alpharetta City Hall, City Center, Town Green, Main Street and Milton Avenue. Additional areas may be added as needed.

• During normal business hours, electrician must be available to test and reset GFCIs after rainstorms and/or upon request of the Recreation Services staff. This will include all GFCIs in the downtown area that are affected by the holiday decor. Coordinate this schedule with Recreation Services staff.

• Electrician to connect peripheral lighting on the downtown businesses.

• Electrician to remove all their equipment at the close of holiday season on January 14 or as specified by Recreation Services staff.

City of Alpharetta RFP 24-119, On-Call Electrical Services for Special Events

4. Other City Events The following events may occasionally require electrical services such as pre-checks or unexpected repairs or other needs that may occur.

A. Food Trucks April – Oct Event Description: This is a monthly event on the fourth Thursday from 5 pm to 9 pm, April – Oct. It includes food trucks, music, games, and community spirit in an outdoor setting. There are seven food truck events each year. The estimated average attendance is 1,000 people per event.

B. Farmers Market April - Nov Event Description: This is a weekly event held on Saturdays from April – November.

There are approximately (35) individual events each year. The event times are 8:30 am – 12:30 pm. The estimated average attendance is 2,500 people per event.

C. Brooke Street Park Concert Series April - Sept Event Description: This is an outdoor concert series on Saturday evenings, featuring a variety of musicians and acts in Brooke Street Park behind City Hall. The event hours are 6 pm – 10 pm. At this time, there are (6) concerts planned for calendar year 2024. The estimated attendance is approximately 1,000 people per concert.

D. Grilling & Gridiron Sept or Oct Event Description: This is a one-day event, benefitting the Lionheart School, where attendees watch Southeastern Conference Football on a giant LED screen while participating in grilling companionships and enjoying tailgating samples. The event hours are 12pm – 8 pm. The estimated attendance is 1,500 people.

E. FitLife EXPO Oct Event Description: This is a one-day event featuring 50+ health & wellness vendors and fitness classes on the Town Green. The event runs from 12-5pm and average attendance is 1,500 people.

F. Boo Bash Oct Event Description: This is a one-day event featuring music, games, and sponsor booths in The Grove at Wills Park. The event runs from 5-8pm and average attendance is 2,000 people.

City of Alpharetta RFP 24-119, On-Call Electrical Services for Special Events

FOLLOW THIS OUTLINE

How We Want You to Construct Your Proposal

1. Using Bonfire to Submit Proposal

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

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

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

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

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

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

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

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

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

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

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

1.11. The largest upload file size is 1000 MB.

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

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

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

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

https://cityofalpharetta.bonfirehub.com/

City of Alpharetta RFP 24-119, On-Call Electrical Services for Special Events

• 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 seven (7) page maximum.

City of Alpharetta RFP 24-119, On-Call Electrical Services for Special Events

i. Identify the electricians with your company that would be providing Electrical Services for Special Events to our City. For each person listed, include a short resume, and identify the following:

a. Each electrician’s license type / certification level (Master, Journeyman, Apprentice).

b. Class II license issued by the Georgia State Construction Industry Licensing Board. Include a copy of the current license or approved four-year apprenticeship training program. Include copy of program completion.

ii. For each electrician noted above, provide a summary of qualifications, work experience, education, skills, etc., which emphasizes previous experience in this area.

iii. Provide at least three (3) references from the last three years where your company provided services similar to those detailed in this document:

• Describe the services provided.

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

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

Technical Proposal, Project Approach, Method of Providing Services 22 Review Points

Limited to three (3) page maximum.

In this section, provide narrative to present how your firm would approach supplying of Electrical Services for our Special Events as noted in this document, pages 2 – 9. Include how you would approach each requirement before, during, and after the event and to assure the electrical needs of each are in place and consistently available during each event. Note communication processes before, during, and after an event to keep our City staff and your team informed of the status of the work.

4. Cost Proposal 40 Review Points

Do not include Cost proposal with other Proposal documents.

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

• A Sample One-Day Project in the cost proposal is provided and will be used for cost evaluation, comparing all proposals. It is based on May 2023 Taste of Alpharetta event with billable hours and items. This is not an actual task-order or event and does not guarantee any hours or items for any actual event.

City of Alpharetta RFP 24-119, On-Call Electrical Services for Special Events

• Bidder's rates are inclusive of all associated costs, including, but not limited to, fuel/trip charges, overhead, storage, etc. Additional items such as these will not be paid as separate line items on invoices.

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

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

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

6. Required Forms:

• We have provided three required forms. You must complete these forms and return 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.

City of Alpharetta RFP 24-119, On-Call Electrical Services for Special Events

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 for contract execution in DocuSign: Name, business title, email address, Response Type: Response Type: text entry.

• Corporate secretary for contract execution in DocuSign: Name, business title, email address, Response Type: Response Type: text entry.

• Legal notices contact needed for contracting: Business name and mailing address, contact name, Response Type: text entry.

• Note the employee-number category for your company (all locations). Select either 500 or more employees, 100 or more employees, or less than 100 employees.

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

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

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

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

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

A form with errors doesn’t fulfill this requirement.

Top mistakes include:

Wrong number or missing information.

Not notarized.

Not signed.

Wrong form returned.

February 2024

CITY OF ALPHARETTA REQUEST FOR PROPOSALS (RFP)

RFP Number: 24-119 RFP Title: On-Call Electrical Services for Special Events

INFORMATION AND CONTRACT TERMS & CONDITIONS

RFP Information

1. Offeror Acknowledgement By submitting a Proposal for this request, the authorized signer and represented firm acknowledge and confirm that they have read, understand, and agree to information within this RFP’s documents including all required and informational documents, files, and forms posted to the Bonfire project webpage for this RFP. These documents make up the RFP. They will become part of any contract that may be awarded because of responses to this RFP.

By sending a Proposal, the Offeror acknowledges and agrees that:

a. The Offeror has carefully examined and fully understands the terms, conditions, and requirements of any proposed Work as noted within this RFP.

b. The Offeror acknowledges that they completed a personal examination of the site of the proposed work (if applicable).

c. The Offeror is satisfied with the actual conditions and requirements of the proposed Work.

d. The Offeror acknowledges that they are capable of completing the Work as noted in this RFP.

e. In compliance with Scope of Work/Specifications, by submitting a cost proposal in response to the request, the Offeror agrees that if this proposal is accepted by the City Council within one hundred twenty (120) days of the date of RFP Response Due Date, that the Offeror will furnish any or all of the deliverables upon which prices are quoted, at the price set opposite each, to the designated point(s) within the time specified.

Acknowledging these statements by the submittal of a proposal to the City, the Offeror proposes and agrees that if the Offeror‘s proposal is accepted, the Offeror will contract with the City in full agreement with the Contract Documents.

2. City’s Authority and Right to Investigate This procurement is issued under the authority of the City of Alpharetta’s Procurement Policy, also following State of Georgia and Federal applicable laws. The City has the right to reject all proposals, to reject any proposal that has not followed or met the City’s scope of work or specifications (non-responsive), or reject any proposal that shows that a Offeror cannot meet one or more of the requirements (non-responsibility). The City has the right to ignore unimportant mistakes that do not affect the work or service to be provided, the purchase of requested item(s), or proposal pricing in order to award a contract that is in the best interest of the City.

The City may make such investigations as considered necessary to determine the ability of the Offeror to provide the supplies and/or perform the services specified.

3. Receipt of Proposals and Public Inspection

a. Public Information:

City of Alpharetta RFP 24-119, On-Call Electrical Services for Special Events RFP Information, Contract Terms & Conditions

Upon receipt of all sealed proposals, only the name of each supplier and the date and time of receipt shall be recorded. No other information will be disclosed nor shall the proposals be considered open record until after council award. (O.C.G.A 50-18-72, paragraph 10) All information received in response to this RFP, including copyrighted material, is deemed public information and will be made available for public viewing and copying shortly after the council award with the following five exceptions:

1. bona fide trade secrets that have been specifically identified, properly marked, separated, and documented and to which the Offeror has attached an affidavit declaring that such specific information constitutes a trade secret pursuant to Article 27 of Chapter 1 of Title 10 of the Official Code of Georgia Annotated, will not be disclosed; provided however, if the City determines that such specifically identified information does not in fact constitute a trade secret, the City will notify the Offeror of its intent to disclose such information prior to its initial disclosure as required by law;

2. matters involving individual safety, as determined by the City, may be withheld from disclosure;

3. any company financial information in the form of records containing tax matters or tax information that is confidential under state or federal law, which has been requested by the City to determine vendor responsibility, unless prior written consent has been given by the Offeror will not be disclosed;

4. any document or record, or portion thereof, containing information exempt from disclosure pursuant to O.C.G.A. § 50-18-70, et seq., may be withheld from disclosure as determined by the City; and

5. any other document or record, or portion thereof, mandated by law to be kept confidential, as determined by the City.

All open records requests must be presented in writing along with specific items requested. The Open Records Request form is available from the City’s main website and requested through the City Clerk’s office.

b. Procurement Agent’s Review of Proposals:

The Procurement Agent in charge of the solicitation will open and review the Proposals and separate out any information that meets the referenced exceptions noted above, providing the following conditions have been met:

1. Documents or records containing information that the Offeror wishes to keep confidential must be specifically identified and clearly marked and separated from the rest of the Proposal by the Offeror and;

2. The Proposal does not contain any such confidential material in the cost/price section; and

3. An affidavit from the Offeror specifically identifying information as a trade secret and declaring that such information constitutes a trade secret pursuant to Article 27 of Chapter 1 of Title 10 of the Official Code of Georgia Annotated is attached to each separated document or record in the Proposal that Offeror wishes to be kept confidential because it contains trade secrets.

Information separated out under this process will be available for initial review only by the Procurement Officer, Procurement Agent, and limited other designees. Offerors acknowledge that the act of separating out such information by the Procurement Agent does not operate to exempt such information from disclosure as a public record; rather, the disclosure of such information is governed by O.C.G.A. § 50-18-70, et seq. Offerors should be prepared to pay all legal costs and

City of Alpharetta RFP 24-119, On-Call Electrical Services for Special Events fees associated with defending a claim for confidentiality in the event an (open records) request is submitted by another party and the City determines that such information is subject to disclosure.

General Terms and Conditions We will incorporate the City’s standard terms and conditions into the Contract. Those terms and conditions are set forth below in this document. We ask that Offerors notify the City of any Terms and Conditions that either prevent them from responding to this procurement or add unnecessary cost. The Offeror must make this notification in writing either as a written question sent before the question deadline or with the Offeror’s response.

1. Disclosure Any Consultant as defined in O.C.G.A. §36-80-28 that is engaged to develop or draft specifications/requirements or serve in a consultative role during the procurement process for any City procurement method, by entering into such an arrangement or executing a contract that the consultant agrees to: (1) Avoid any appearance of impropriety and must follow all policies and procedures of the City; (2) disclose to the City any material transaction or relationship pursuant to §36-80-28, considered a conflict of interest, any involvement in litigation or other dispute, relationship or financial interest not disclosed in the Disclosure form; and (3) Acknowledge that any violation or threatened violation of the agreement may cause irreparable injury to the City, entitling the City, to seek injunctive relief in addition to all other legal remedies. This requirement does not apply to confidential economic development activities pursuant to §50-18-72 or to any development authority for the purpose of promoting the development of trade, commerce, industry, and employment opportunities or for other purposes and, without limiting the generality of the foregoing, must specifically include all authorities created pursuant to Title 36 Chapter 62; However, per provisions of subparagraph (e)(1)(B)of Code Section 36-62-5 reporting of potential conflicts of interest by development authority board members is required.

2. Compliance with Title VI of the Civil Rights Act of 1964 The City of Alpharetta, as a federal grant recipient, conforms to Title VI of the Civil Rights Act of 1964 and its amendments. Title VI of the Civil Rights Act of 1964 requires that no person in the United States will, on the grounds of race, color or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. Presidential Executive Order 12898 addresses environmental justice in minority and low-income populations. Presidential Executive Order 13166 addresses services to those individuals with limited English ability.

The City is committed to enforcing the provisions of Title VI and to taking positive and realistic affirmative steps to ensure the protection of rights and opportunities for all persons affected by its programs.

Any person who believes they have been subjected to unlawful discriminatory practice under Title VI has a right to file a formal complaint. Any such complaint must be filed in writing or in person with the City of Alpharetta’s, Title VI Compliance Officer, within one hundred-eighty (180) days following the date of the alleged discriminatory action. For more information or Title VI Discrimination Complaint Forms contact the Title VI Compliance Officer at the following:

Human Resources: Title VI Compliance City of Alpharetta 2 Park Plaza Alpharetta, GA 30009 Tel: 678-297-6014

City of Alpharetta RFP 24-119, On-Call Electrical Services for Special Events

3. Substitutions and Change Orders NO substitutions of material, schedule cancellations, or Change Orders are allowed after Contract award without written approval by the Director of the contracting City Department or his authorized representative. Cumulative Change Orders more than $50,000.00 or 10% of the original contract will require the approval of the City Council.

Where specific employees are proposed by the Contractor for the work, those employees must perform the work as long as those employees work for the Contractor, either as employees or subcontractors, unless the City agrees to a replacement or requests same based on an objective standard of review of past performance. We will review requests for any substitution and may be approved by the City at its sole discretion. We will not recognize any verbal agreements to the contrary. In the event a substitution of a Contractor employee is required due to termination of employment by Contractor, Contractor must provide the City with prompt written notice of the need for such substitution and must cooperate with the City in providing a replacement.

4. General Insurance Requirements Upon Council approval, the awarded Contractor shall provide the City with a Certificate of Insurance (COI) to the procurement agent listed on the cover page for this RFP. The COI shall indicate the existence of the policies prior to the beginning of the contract work or term. Thereafter, a renewal certificate shall be delivered to the City at least thirty (30) days prior to the expiration date of each expiring policy. If at any time, any of the policies shall be or become unsatisfactory to the City as to form or substance, or any of the carries issuing such policies shall be or become unsatisfactory to the City, the Contractor shall deliver to the City representative upon demand a certified copy of any policy required herein for review. The Certificates of Insurance shall state that the City of Alpharetta is additionally insured.

• Workers Compensation: Workers Compensation $500,000 per accident per employee with waiver of subrogation. Required documentation includes certificate from insurance company showing issuance of workmen’s compensation coverage for the State of Georgia.

• Comprehensive General Liability Insurance:

Commercial General Liability $1,000,000 each occurrence

$1,000,000 aggregate

• Comprehensive Auto Liability Insurance:

Bodily Injury Liability $1,000,000 each occurrence Property Damage Liability $1,000,000 each occurrence

• Excess Umbrella Liability:

Combined Single Limit Bodily Injury and / or Property Damage $1,000,000 each occurrence

$1,000,000 aggregate

Insurance; Indemnification. The awarded Consultant must keep the types and amounts of insurance set forth as from time to time will be requested by the City. The awarded Consultant must supply proof of such insurance to the City at the same time as the execution of any resulting Contract and/or purchase order, and as and when requested by the City during the term hereof.