City of Management _ Reservoir Management Pla.pdf

PDF 440 KB Posted Oct 4, 2024

Attached to: City of Madison - Reservoir Management Plan
Solicitation number: PE-66087-NONST-2025-000000005
Issued by: Murray County, Georgia

About this file

Written by GovTribe AI · Oct 7, 2024

This document is a Request for Proposals (RFP) issued by the City of Madison, Georgia for the purpose of completing a Reservoir Management Plan. The City is seeking qualified firms to develop a concise and easy-to-use management tool that effectively guides daily operations and monitoring of the Hard Labor Creek Tributary Reservoir. The RFP outlines the general scope, including developing guiding goals and principles, prioritizing updates to ordinances and policies, and establishing appropriate buffer maintenance policies. Firms must submit one electronic copy via a provided OneDrive link by the deadline of October 18, 2024. The anticipated cost of services is $20,000, and the target completion date is February 1, 2025.

The RFP provides details on the selection criteria, which includes written proposal and approach, demonstration of understanding, qualifications and experience, firm standing, and pricing approach and cost. Firms must furnish required insurance coverage and completed forms, including a certification of RFP submittal and a fee proposal form. The City reserves the right to reject any and all proposals, short-list firms, and negotiate the contract terms.

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CITY OF MADISON

RESERVOIR MANAGEMENT PLAN

Request for Proposals

RFP Number: 2024-4400-001

ADVERTISED: 10/4/2024

DEADLINE: 10/18/2024

Table of Contents

CITY OF MADISON, RFP# 2024-4400-001 2 OF 10

Table of Contents Advertisement for Proposals Introduction Scope of Work Proposal Format Selection Criteria Terms & Conditions Other Information Exhibits

Attachment	A:	Certification	of	RFP	Submittal
Attachment	B:	Fee	Proposal	Form

4-5 5-7 7-8 9-10

Advertisement for Proposals

CITY OF MADISON, RFP# 2024-4400-001 3 OF 10

Owner: City of Madison

Project Name: City of Madison Reservoir Management Plan

RFP Number: 2024-4400-001

Project Location: City of Madison, Georgia

Description of Project: Preparation of a Reservoir Management Plan as outlined in the Request for Proposals.

Project Documents: https://www.madisonga.com/Bids.aspx

• All

public

notices,

addenda,

and

other

documents

will

posted

the

City

Madison’s

(“City’s)

Bid

Posting

webpage.

• To

considered

for

selection,

persons

firms

must

properly

licensed

accordance

with

the

requirements

the

Official

Code

Georgia

Annotated,

amended,

the

time

proposal

submission.

• All communication shall be via email to the City’s Primary Contact listed below.

Primary Contact: Mollie Bogle, Assistant Planning Director

Email: mbogle@madisonga.com

Pre-Submittal Conference: None

Proposal Submission Deadline: 10/18/2024, 5:00 PM EST

Proposal Submission Location: OneDrive (Provided by Primary Contact upon request.)

Anticipated Cost of Services: $20,000

RFP Advertised: 10/4/2024 https://www.madisonga.com/Bids.aspx https://www.madisonga.com/Bids.aspx https://www.madisonga.com/Bids.aspx

Introduction

CITY OF MADISON, RFP# 2024-4400-001 4 OF 10

A. Purpose of Proposal:	The	City	of	Madison
(“City”)	is	accepting	proposals	from	qualified
Firms	for	the	purpose	of	completing	a	Reservoir
Management	Plan.	Interested	parties	must	submit
one	(1)	electronic	copy	via	a	OneDrive	link
provided	by	the	City’s		Planning	&	Development
Department	by	the	due	date	and	time	for	their
proposals	to	be	considered.

B. Schedule:

C. Staff Communication:	From	the	issue	date
of	the	solicitation	document,	until	the	Firm	is
selected,	and	until	the	selection	is	made	public,
Firms	are	not	permitted	to	communicate	with
City	staff	or	elected	officials	except	through	the
Primary	Contact.	A	violation	of	this	provision	may
result	in	the	rejection	of	any	bid	or	proposal	of	the
offender	by	the	City.	The	City	will	require	pricing	to
remain	firm	for	the	duration	of	the	contract	and	as
amended	in	writing	by	Mayor	and	Council.

D. Questions & Answers:	All	questions
concerning	this	RFP	must	be	submitted	via	email
to	the	Primary	Contact	listed	in	the	next	column.

Mollie Bogle, Assistant Planning Director mbogle@madisonga.com

Questions	must	be	received	by	the	date	established
in	the	RFP	schedule.	Answers	will	be	issued	by
the	City	in	the	form	of	an	addendum	posted	to	the

RFP Advertised 10/04/24 Question Submission Deadline 10/11/24 Addenda Deadline 10/14/24 Proposal Submission Deadline 10/18/24 Notification of Intent to Select 10/23/24 Draft Contract 10/30/24 City Council Award 11/11/24 Execute Contract & NTP 11/12/24 Target Completion Date 02/01/25

City’s	Bid	Posting	webpage	no	later	than	the	date
established	in	the	RFP	schedule.	Bidders	must
ensure	they	have	all	applicable	addenda	prior	to

submittal.

Scope of Work

A. Objectives:	The	City	is	seeking	qualified	Firms
to	complete	a	Reservoir	Management	Plan	for	the
Hard	Labor	Creek	Tributary	Reservoir.	The	plan
should	be	a	concise	and	easy-to-use	management
tool	that	effectively	guides	daily	operations	and

monitoring.

B. General Scope:	The	City	has	established	the
following	general	goals:

• Develop guiding goals and principles based on current best management practices to maintain a high level of water quality;

• Prioritize requisite updates to ordinances, regulations, and policies (e.g., Low Flow Monitoring Plan) for long-term consistency and implementation; and

• Establish appropriate buffer maintenance policies and ancillary use limitations.

A. Submission Requirements: The	Firm	should
request	a	OneDrive	link	from	the	Primary	Contact
at	least	one	(1)	calendar	day	prior	to	the	submittal
date	and	time.	The	Firm	should	deliver	one	(1)
electronic	copy	titled	“Request	for	Proposals	–
Reservoir	Management	Plan	–	City	of	Madison
(RFP	#2024-7410-001)”	to	the	provided	OneDrive
link	no	later	than	the	date	set	in	the	RFP	schedule.

In order to limit the cost incurred by responding to this solicitation, Firms are encouraged to be brief.

Submittals with background and general marketing material are not desired. Instead, emphasis should be placed on responding to the evaluation

Propsal Format mailto:mbogle%40madisonga.com?subject=Request%20for%20Proposals%20%E2%80%93%20Transportation%20Plan%20%E2%80%93%20City%20of%20Madison%20%28RFP%20%232024-7410-001%29

CITY OF MADISON, RFP# 2024-4400-001 5 OF 10

• Proposals should be prepared in a clear and concise manner and submitted on no more than 25 pages.

• The Title page should identify the project; the name of the Firm; name of the Firm’s primary contact; and address, telephone number, and email address.

• The Table of Contents should contain the sections and page numbers for the items listed below.

• Sections should be organized in tabbed sections as outlined by the evaluation criteria and clearly identified in a table of contents;

said tabs may be consolidated.

• The appendix section should be no more than 8 pages.

• Required forms should be in their own appendix section and will not be counted towards the 25-page limit.

B. Responsibility: The	City	is	not	responsible
for	the	proper	or	timely	delivery	of	submittals.
Failure	to	meet	the	deadline	for	receipt	of
submittals	will	result	in	rejection	of	the
submittal.	Submittals	received	after	the	deadline
will	not	be	considered.	Each	Firm	is	solely
responsible	for	the	accuracy	and	completeness	of
its	submittal.

C. Costs to Prepare Responses: The	City
assumes	no	responsibility	or	obligation	to	the
respondents	and	will	make	no	payment	for
any	costs	associated	with	the	preparation	or
submission	of	proposals.

D. Questions About The Project: Questions

should	be	submitted	via	email	to	the	Primary
Contact	least	fourteen	(14)	calendar	days	prior
to	the	submittal	date	and	time.	Responses	to
information	will	be	via	addenda	posted	on
the	City’s	Bid	Posting	webpage.	It	is	the	Firm’s
responsibility	to	visit	the	website	frequently	to

ensure they have the most up-to-date information.criteria and understanding the project goals and requirements.

Selection

Evaluation Summary: The	selection	team	will
review	all	proposals	submitted.	Selection	will	be
based	on	the	qualifications	of	the	Firm’s	team	and
the	quality	of	the	proposal.	The	City	reserves	the
right	to	call	references	provided	in	the	submittal
and	to	require	phone	or	personal	interviews
with	Firms	requiring	additional	evaluation.	The
following	criteria	will	be	used	for	evaluation:

Written Proposal & Approach 25% Demonstration of Understanding 25% Qualifications & Experience 20% Firm Standing 20% Pricing Approach & Cost 10%

Terms

A. Acceptance of Proposals: The	City	reserves	the
following	rights	and	options:

• To reject any and/or all submittals or portions of submittals.

• To short-list up to three (3) Firms.

• To reject a subconsultant.

• To re-advertise, if deemed necessary.

• To interview candidates prior to making a selection.

• To issue subsequent requests for qualifications or requests for proposals.

• To not negotiate or contract for the services.

• To approve, disapprove, modify, or cancel any of the scope of work to be undertaken.

B. Contract Negotiations & Costs:	The	contract
for	the	work	proposed	will	be	contracted	through
the	City.	The	City	will	negotiate	the	terms	of	the
contract	with	the	Firm(s)	submitting	the	top-
ranked	response	or	another	ranked	choice	should

CITY OF MADISON, RFP# 2024-4400-001 6 OF 10

negotiations	with	the	top-ranked	Firm	fail.	The
City	will	not	reimburse	the	Firm	any	costs	incurred
prior	to	a	formal	notice	to	proceed.

C. Equal Opportunity: This	will	be	an	equal
opportunity	project;	no	person	or	business	entity
shall	on	the	grounds	of	race,	color,	national	origin,
sex,	age,	or	handicap/disability,	be	excluded	from
participation	in,	be	denied	the	benefits	of,	or	be
otherwise	subjected	to	discrimination	under	any
program	or	activity	conducted	by	the	City.

D. Ownership: The	ownership	of	all	data,
materials,	and	documentation	prepared	for	and
submitted	to	the	City	in	response	to	this	request
for	proposal	shall	belong	exclusively	to	the
City	and	will	be	considered	a	record	prepared,
maintained,	and/or	received	in	the	course	of
operations	of	a	public	office	or	agency	and	subject
to	public	inspection	in	accordance	with	the
Georgia	Open	Records	Act,	Official	Code	of	Georgia
Annotated,	Section	50-18-70,	et.	seq.,	unless
otherwise	provided	by	law.

E. Compliance with Laws: In	connection	with
the	furnishings	of	supplies	or	performance	of
work	under	the	contract,	the	Firm	agrees	to
comply	with	the	Fair	Labor	Standards	Act,	Equal
Opportunity	Employment	Act,	Georgia	Security
and	Immigration	Compliance	Act,	and	all	other
applicable	Federal	and	State	laws,	regulations,
and	executive	orders	to	the	extent	that	the	same
may	be	applicable,	and	further	agrees	to	insert	the
foregoing	provision	in	all	subcontractors	awarded

hereunder.

F. Withdrawals: A	submitted	proposal	may	be
withdrawn	prior	to	the	due	date	by	a	written
request	to	the	Primary	Contact.	No	submitted
proposals	may	be	withdrawn	after	the	proposal
submission	deadline	listed	in	the	RFP	schedule,	as
amended	by	addendum.

G. Indeminification: The	Firm	shall	save	and
hold	harmless,	pay	on	behalf	of,	protect,	defend,
indemnify	the	City,	assure	entire	responsibility
and	liability	for	losses,	expenses,	demands,	and
claims	in	connection	with	or	arising	out	of	any

injury,	or	alleged	injury	(including	death)	to	any
person,	or	damage,	or	alleged	damage,	to	property
of	the	City	or	others	sustained	or	alleged	to	have
been	sustained	in	connection	with	or	to	have
arisen	out	of	or	resulting	from	the	performance
or	the	intended	performance	of	any	work	or
service,	outlined	or	resulting	from	this	agreement,
by	the	Firm	of	their	employees,	including	losses,
expenses,	or	damages	sustained	by	the	City	or
City	Officials,	including	the	Mayor	and	Council
members	and	employees	of	the	City	from	any
and	all	such	losses,	expenses,	damages,	demands,
and	claims.	The	Firm	further	agrees	to	defend
any	suit	or	action	brought	against	the	City	or
City	Officials	based	on	any	such	alleged	injury	or
damage	and	to	pay	all	damages,	cost,	and	expenses
in	connection	therewith	or	resulting	there	from.
As	an	integral	part	of	this	agreement,	the	Firm
agrees	to	purchase	and	maintain,	during	the	life
of	this	contract,	contractual	liability	insurance
in	the	amounts	required	in	the	general	liability
section	Insurance	Requirements.	The	obligations
of	the	Firm	pursuant	to	this	paragraph	shall	not	be
limited	in	any	way	by	any	limitation	in	the	amount
or	type	of	proceeds,	damages,	compensation,	or
benefits	payable	under	any	policy	of	insurance	or
self-insurance	maintained	by	or	for	the	use	and
benefit	of	the	Firm.

H. Firm Qualifications: A	proposal	will	be
considered	only	from	those	Firms	who	are
regularly	established	in	services	described	in	the
scope	of	work	and	who	are	financially	responsible
and	have	the	necessary	equipment	and	facilities
required	by	this	proposal	to	provide	said	services
and	to	meet	the	standards	as	stipulated	in	these
documents.	The	City	may	request	information
substantiating	the	above	requirements.	Failure
to	provide	such	information	may	result	in	the
proposal	being	considered	non-responsive.	It
is	understood	that	the	right	is	reserved	by	the
City	to	thoroughly	inspect	and	investigate	the
establishment,	facilities,	equipment,	business
reputation,	and	other	general	qualifications	of
any	Firm;	and	to	reject	any	bid	irrespective	of	bid
prices,	if	it	shall	be	administratively	determined
that	any	or	all	of	the	qualifications	cannot	be	met.

CITY OF MADISON, RFP# 2024-4400-001 7 OF 10

I. Termination of Award for Cause: If,	through
any	cause,	the	successful	Firm	should	fail	to	fulfill
in	a	timely	and	proper	manner	its	obligations	or
if	the	successful	Firm	knowingly	violates	any	of
the	covenants,	agreements,	or	stipulations	of	the
award,	the	City	shall	thereupon	have	the	right	to
terminate	the	award	by	giving	written	notice	to	the
successful	Firm	of	such	termination	and	specifying
the	effective	date	of	termination.	In	that	event,	all
finished	or	unfinished	services,	reports	or	other
materials	prepared	by	the	successful	Firm	shall,
at	the	option	of	the	City,	become	its	property,	and
the	successful	Firm	shall	be	entitled	to	receive	just,
equitable	compensation	for	any	satisfactory	work
completed,	prepared	documents,	or	materials
as	furnished.	Notwithstanding	the	above,	the
successful	Firm	shall	not	be	relieved	of	liability	to
the	City	for	damage	sustained	by	the	City	by	virtue
of	breach	of	the	award	by	the	successful	Firm,
and	the	City	may	withhold	any	payments	to	the
successful	vendor	for	the	purpose	of	set	off	until
such	time	as	the	exact	amount	of	damages	due	the
City	from	the	successful	Firm	is	determined.

J. Termination of Award for Convenience: The

City	may	terminate	the	award	at	any	time	by
giving	written	notice	to	the	successful	vendor
of	such	termination	and	specifying	the	effective
date	thereof,	at	least	thirty	(30)	working	days
before	the	effective	date	of	such	termination.	In
that	event,	all	finished	or	unfinished	services,
reports,	and	material(s)	prepared	or	furnished
by	the	successful	Firm	under	the	award	shall,	at
the	option	of	the	City,	become	its	property.	If	the
award	is	terminated	by	the	City	as	provided	herein,
the	successful	Firm	will	be	paid	an	amount	which
bears	the	same	ratio	to	the	total	compensation
as	the	services	actually	performed	or	material
furnished	bear	to	the	total	services/materials
the	successful	Firm	covered	by	the	award,	less
payments	of	compensation	previously	made.	If
the	award	is	terminated	due	to	the	fault	of	the
successful	Firm,	termination	of	award	for	cause,
relative	to	termination	shall	apply.

Other Info

A. Multiple Vendors: While	the	City	expects
to	make	only	one	award,	multiple	vendors	may
form	a	team	to	submit	a	joint	proposal.	All	Firms
and	individuals	involved	in	each	team	must	be
identified	in	the	proposal.	A	single	individual
and	Firm	must	be	designated	as	having	overall
responsibility	for	services.	The	lead	individual
and	Firm	will	serve	as	the	City’s	primary	contact
and	will	be	responsible	for	ensuring	approved
timelines	and	work	requirements	are	met.

B. Insurance Requirements: Prior	to	the	award	of
a	contract,	the	Firms	must	furnish	a	Certificate	of
Insurance	or	other	proof	that	it	has	the	following
insurance	with	the	City	named	as	additional
insured	that	must	remain	in	force	for	a	period	of	at
least	one	year	after	completion	of	the	work:

C. Required Forms:

• Commercial General Liability, Contractual Liability, Products/Complete Operations Liability, Owners and Contractors Protective Liability, Errors and Omissions, and Personal Injury Liability Insurance - $1,000,000 Combined Single Limit Bodily Injury and Property Damage - each occurrence.

• Comprehensive Automobile Liability Insurance

- $1,000,000 Combined Single Limit Injury and Property Damage Liability - each occurrence

• Umbrella - $1,000,000

• Workers’ Compensation Insurance - $100,000

Bodily Injury by Accident - each accident;

$500,000 Bodily Injury by Disease - policy limit; and $100,000 Bodily Injury by Disease -each employee.

• Certification of RFP Submittal (Attachment A)

• The individual signing the RFP should have the authority to negotiate the full scope of

CITY OF MADISON, RFP# 2024-4400-001 8 OF 10

services on behalf of the organization and must be authorized to bind the contract to the terms and conditions of this RFP.

• Fee Proposal Form (Attachment B)

• Vendor Document Forms + Certificate of

Insurance

• In compliance with Georgia Security &

Immigration Compliance Act of 2006 - O.C.G.A. 13-10-91, no public employer can enter into a contract pursuant to this chapter for the physical performance of services within this state unless the Firm registers and participates in the federal work authorization program to verify information of all newly hired employees or subcontractors. Before a bid for any such service is considered by a public employer, the bid must include a signed, notarized affidavit from the Firm attesting to the following:

• The affiant has registered with and is authorized to use the federal work authorization program;

• The user identification number and date of authorization for the affiant;

and

• The affiant is using and will continue to use the federal work authorization program

CITY OF MADISON, RFP# 2024-4400-001 9 OF 10

Attachment A Certification of RFP Submittal

The

undersigned

declares

that

they

are

authorized

agent

the

Firm

listed

the

primary

offeror;

has

carefully

examined

all

the

documents

contained

this

Request

for

Proposals

(RFP)

solicitation

for

the

project;

and

certifies

the

best

their

knowledge

that

this

Proposal

fully

complies

with

the

requirements

the

RFP

and

all

addenda

and

clarifications

issued

regard

the

RFP.

The

undersigned

also

hereby

certifies

that

person

acting

for

employed

the

City

Madison

directly

indirectly

interested

this

proposal

any

subsequent

proposal,

any

contract

which

may

made

under

it,

expected

profits

arise

therefrom;

that

the

undersigned

offeror

has

not

influenced

attempted

influence

any

other

person

corporation

file

proposal

any

subsequent

proposal

any

other

person

corporation;

and

that

this

submission

made

good

faith

without

collusion

connection

with

any

other

person

corporation

applying

for

the

same

work

under

different

proposal.

The

undersigned

states

that

they

have

the

necessary

licenses,

certifications,

and

professional

credentials

necessary

practice

their

respective

professions

within

the

State

Georgia

under

O.C.G.A.

Acknowledgement

Addenda.

Signing

below,

the

Offeror

acknowledges

receipt

the

following

addenda

this

RFP:

Signed Under Penalty of Perjury

Signature:

Print Name:

Title:

Firm Name:

Project Number:

Project Name:

Addenda Number & Date:

My Commission Expires:

Notary Public

Subscribed and Sworn before me the day of

, 2024.

CITY OF MADISON, RFP# 2024-4400-001 10 OF 10

Attachment B Fee Proposal Form Part I: Bid Summary

Lump Sum Total Cost of Basic Services: $

Lump Sum Total Cost of Additional Services: $

Lump Sum Total Cost of Reimbusables Not to Exceed: $

Please provide a schedule of values detailing the hourly rate of employees and other services included in the bid proposal.

Part II: Contractor Information

Project RFP Number & Name

Legal Name of Firm

Address

Federal ID

Phone Number

Printed Name and Title of Officer or Authorized Agent Name

Signature of Officer or Authorized Agent Company Seal

File details come from the government source that posted it. Updated Oct 7, 2024.