Harvest Farm Plot Expansion RFP.pdf

Request for Proposal

White Street Park

Construction Services

City of Suwanee, Georgia

October 29, 2024

City of Suwanee

Attn: Billqeece Naqawe

Assistant to the City Manager

330 Town Center Avenue

Suwanee, GA 30024

770-904-3376 / bnaqawe@suwanee.com

City of Suwanee Request for Proposals: Construction Management Services for Harvest Farm Community Garden

Request for Proposal

Construction Services for White Street Park

Overview

The City of Suwanee is seeking proposals from individuals or contractors for construction services for

Phase II of White Street Park. This phase will extend the community garden by adding 45 plots.

Interested contractors are encouraged to visit the site at 752 White St, Suwanee, GA 30024 (Parcel ID: 7-

210-008).

Proposals must be submitted in a sealed envelope to Billqeece Naqawe, Assistant to the City Manager, at

330 Town Center Avenue, Suwanee, GA 30024, by 3:00 PM on December 3, 2024. Submit five (5) hard copies and one electronic version. Late or faxed submissions will not be accepted. To request the full RFP package, including construction drawings and specifications, email bnaqawe@suwanee.com.

The City reserves the right to accept or reject proposals, waive informalities, modify the scope, and negotiate to select the contractor that best meets its needs.

BACKGROUND

Overview

The City of Suwanee is a rapidly growing community located in the northwestern part of Gwinnett

County, Georgia. The City covers roughly 10 square miles and is home to about 23,000 residents. The

White Street Park and Harvest Farm Community Garden holds 81 garden plots that are all being used today. It is a gathering space for families and small groups that can utilize the barn and greenspace.

Project Goals

White Street Park and the Harvest Farm Community Garden serves as the community garden in the City of Suwanee. The City seeks to build an additional 45 garden plots in White Street Park to be an extension of the already existing garden, thus being deemed as “Phase II” of the Harvest Farm Community Garden.

The expansion of the garden must maintain the same quality, aesthetic, and materials as the current garden and its plots.

SCOPE OF WORK

A professional contractor will manage the project and report to Billqeece Naqawe, Assistant to the City

Manager. The contractor will handle the construction of 45 additional garden plots. The anticipated budget for Phase II is $140,000 to $180,000.

The project includes:

1. Construction Drawings: A Harvest Farm Member created Phase II site plans of the garden plots with phasing details and construction drawings of handrails, sidewalks, steps, and more. This site plan should be utilized as a preliminary guide for the selected contractor.

2. Garden Plots: Add 45 plots using matching materials, filled with 6" of landscape mix soil.

3. Grassing: Prepare and seed disturbed areas, ensuring grass type and grading match surrounding areas.

4. ADA Handrails: Install handrails per plans, compliant with ADA standards.

mailto:bnaqawe@suwanee.com

City of Suwanee Request for Proposals: Construction Management Services for Harvest Farm Community Garden

5. Concrete Work: Extend sidewalk and steps according to plans, ensuring ADA compliance. Locate septic lines before construction.

6. Grading: Ensure grading aligns with plans and ADA guidelines. Possibility of retaining walls.

7. Utilities: Install or coordinate water system installation per plans.

Submittal Requirements:

Submit 5 bound color hard copies (8 ½” X 11”) and 1 electronic copy.

Part I Qualifications: Provide relevant construction, landscaping, grading, concrete, and plumbing experience.

Part II Cost: In a separate sealed envelope, provide a lump sum estimate for the project and a schedule of hourly charges for additional services.

Submit all materials to Billqeece Naqawe, Assistant to the City Manager, at 330 Town Center Avenue, Suwanee, GA 30024 by 3:00 PM on December 3, 2024. Mark all responses with “Proposal for

Professional Construction Services for the Harvest Farm Garden Plot Expansion.”

SELECTION PROCESS

The City of Suwanee may select a contractor based on its best interests and negotiate a binding contract.

The City reserves the right to reject any proposals, waive technicalities, and make decisions as it sees fit.

No proposal or selection is binding until a contract is signed.

Proposals should include:

1. Briefly outline relevant experience and availability for the project.

2. Provide one or two examples of similar projects with construction size.

3. Provide at least 2 professional references.

4. Overview of how the Scope of Work will be completed within budget.

5. Submit a high-level budget estimate for the project, with line items for each cost preferred.

6. Provide an estimated project timeline.

7. Agreement of a pre-construction meeting and notification of city staff when construction starts.

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City of Suwanee Request for Proposals: Construction Management Services for Harvest Farm Community Garden

Attachment A

GENERAL CONDITIONS

INSURANCE REQUIREMENTS

1. Statutory Worker’s Compensation Insurance

(a) Employers Liability:

Bodily Injury by Accident - $100,000 each accident

Bodily Injury by Disease - $500,000 policy limit

Bodily Injury by Disease - $100,000 each employee

2. Comprehensive General Liability Insurance

(a) $1,000,000 limit of liability per occurrence for bodily injury and property damage

(b) The following additional coverages must apply:

• 1986 (or later) ISO Commercial General Liability Form

• Dedicated Limits per Project Site or Location (CG 25 03 or CG 25 04)

• Additional Insured Endorsement (Form B CG 20 10 with a modification for completed operations)

• Blanket Contractual Liability (included in 1986 or later forms)

• Broad Form Property Damage (included in 1986 or later forms)

• Severability of Interest (included in 1986 or later forms)

• Underground, explosion, and collapse coverage (included in 1986 or later form)

• Personal Injury (deleting both contractual and employee exclusions)

• Incidental Medical Malpractice

• Hostile Fire Pollution Wording

3. Auto Liability Insurance

(a) $500,000 limit of liability per occurrence for bodily injury and property damage

(b) Comprehensive form covering all owned, nonowned, leased, hired and borrowed vehicles

(c) Additional Insured Endorsement

(d) Contractual Liability

4. Professional Liability Insurance – Professional Liability Insurance Limit $1,000,000 per

Occurrence / $2,000,000 per aggregate.

• Insurance company must be authorized to do business in the State of Georgia

• Dedicated Limits per Project site or Location (CG 25 03 or CG 25 04 or some other form)

5. City of Suwanee (and any other applicable Authority) should be shown as an additional insured on General Liability and Auto Liability policies.

6. The cancellation provision should provide 30 days notice of cancellation.

City of Suwanee Request for Proposals: Construction Management Services for Harvest Farm Community Garden

Certificate Holder should read: City of Suwanee, 330 Town Center Avenue, Suwanee, GA 30043

7. Insurance Company, except Worker’s Compensation carrier, must have an A.M. Best Rating of

A-6 or higher. Certain Worker’s Comp funds may be acceptable by the approval of the Risk

Management Division. European markets including those based in London and domestic surplus lines markets that operate on a non-admitted basis are exempt from this requirement provided that the contractor’s broker/agent can provide financial data to establish that a market is equal to or exceeds the financial strengths associated with the A.M. Best’s rating of A-6 or better.

8. Insurance Company must be licensed to do business by the Georgia Department of Insurance.

* See above note regarding Professional Liability

9. Certificates of Insurance, and any subsequent renewals, must reference specific bid/contract by project name and project/bid number.

10. The Contractor shall agree to provide complete certified copies of current insurance policy(ies) if requested by the City to verify the compliance with these insurance requirements.

11. All insurance coverages required to be provided by the Contractor will be primary over any insurance program carried by the City

12. Contractor shall incorporate a copy of the insurance requirements as herein provided in each and every subcontract with each and every Subcontractor in any tier, and shall require each and every

Subcontractor of any tier to comply with all such requirements. Contractor agrees that if for any reason Subcontractor fails to procure and maintain insurance as required, all such required insurance shall be procured and maintained by Contractor at Contractor’s expense.

13. No Contractor or Subcontractor shall commence any work of any kind under this Contract until all insurance requirements contained in this Contract have been complied with and until evidence of such compliance satisfactory to City as to form and content has been filed with the city. The

Acord Certificate of Insurance or a pre-approved substitute is the required form in all cases where reference is made to a Certificate of Insurance or an approved substitute.

14. The Contractor shall agree to waive all rights of subrogation against the City, the City Council, its officers, officials, employees, and volunteers from losses arising from work performed by the contractor for the City.

15. All Risk Contractors’ Equipment and Contents Insurance covering owned, used and leased equipment, tools, supplies and contents required to perform the services called for in the Contract.

The coverage must be for full replacement cost. The City will be included as a Loss Payee in this coverage for City owned equipment, tools, supplies and contents.

16. The Contractor shall make available to the City, through its records or records of their Insurer, information regarding a specific claim. Any loss run information available from the contractor or their insurer will be made available to the city upon their request.

17. Compliance by the Contractor and all subcontractors with the foregoing requirements as to carrying insurance shall not relieve the Contractor and all Subcontractors of their liability provisions of the Contract.

City of Suwanee Request for Proposals: Construction Management Services for Harvest Farm Community Garden

18. The Contractor and all Subcontractors are to comply with the Occupational Safety and Health Act of 1970, Public Law 91-956, and any other laws that may apply to this Contract.

19. The Contractor shall at a minimum apply risk management practices accepted by the contractor’s industry.

SCOPE OF SERVICES

The CONTRACTOR, upon written authorization to proceed from the CITY, agrees to construct the improvements to the White Street Community Garden as noted in the approved construction plans prepared by Columbia Engineering. The scope of each work authorization shall be determined by the

CITY.

Each specific work authorization to be performed under this Agreement shall be specifically defined and its cost presented as a not-to-exceed total, not as a contract for that specific amount. The not-to-exceed fee amount will be determined in accordance with the fee schedule. All work shall be billed per the hourly rates in the approved fee schedule.

No changes or substitutions shall be permitted in the CONTRACTOR’s key personnel as set forth herein without the prior written approval of the CITY.

COMPENSATION FOR CONSTRUCTION SERVICES

For each specific work authorized, the City shall pay the CONTRACTOR on the basis of actual time worked on the project, times the hourly rates for the particular categories of personnel working on the project. Each invoice shall be accompanied by a letter progress report, which outlines the work accomplished during the billing period and any problems that may be inhibiting the PROJECT execution.

The CONTRACTOR shall not perform work on any phase or task of the project that will result in costs that will exceed the estimated budget specified for such work authorization without the written consent of the CITY.

All invoices submitted by the CONTRACTOR shall be detailed to reflect hours per task by personnel category at the billing rates as referenced in the Proposal Schedule attached hereto and made a part hereof by reference. The billing rates shall include all other direct charges. There shall be no lump sum billing for any work performed.

There will be no payments for overtime billing. Overtime may be performed at the discretion of the

CONTRACTOR but the premium time portion of the overtime will not be billed.

The CONTRACTOR shall bill for its services on a monthly basis. Unless there are discrepancies or other issues, payments will be made within 30 days of receipt of invoices. For the purposes of this Section 3.4, “working day” shall mean any day other than Saturday, Sunday, any legal holiday or any day where the

CITY may be closed to business for the public due to an emergency.

Final Payment: Upon completion by the CONTRACTOR of the work, including the receipt of any final written submission of the CONTRACTOR and the approval thereof by the authorized DEPARTMENT representative, the CITY will pay the CONTRACTOR all amounts earned. The CITY incurs no

City of Suwanee Request for Proposals: Construction Management Services for Harvest Farm Community Garden obligation to pay the contractor for 100 percent of the not-to-exceed amount. Payment will only be made for the amounts earned. The CONTRACTOR agrees that acceptance of final payment shall be in full and final settlement of all claims arising against the CITY for work done, materials furnished, costs incurred, or otherwise arising out of this Agreement and shall release the CITY from any and all further claims of whatever nature, whether known or unknown for and on account of said Agreement, and for any and all work done, and labor and materials furnished, in connection with same.

SUB-CONTRACTOR

The CONTRACTOR shall not sub-contract any part of the work covered by this Agreement or permit sub-contracted work to be further sub-contracted without the CITY’s prior written approval. The work of sub-contractors will be itemized and billed at the specified rates.

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Attachment B

SAMPLE CONSTRUCTION SERVICES AGREEMENT

City of Suwanee Request for Proposals: Construction Management Services for Harvest Farm Community Garden

This AGREEMENT made and entered into this ___________ day of ______________, 20___ by and between City of Suwanee, Georgia (Party of the First Part, hereinafter called the “Owner” or “City”), and, (Party of the Second Part, hereinafter called the “CONTRACTOR”).

NOW THEREFORE, for and in consideration of the mutual promises and obligations contained herein and under the conditions hereinafter set forth, the parties do hereby agree as follows:

1. TERM:

This contract shall commence ___________ or execution of the contract, whichever is later, until the end of the project.

2. ATTACHMENTS:

Copies of the CONTRACTOR’s proposal, including all drawings, specifications, price lists, Instructions to Contractors, General Conditions, Special Provisions, and Detailed Specifications submitted to the

Owner during the Bid process (hereinafter collectively referred to as the “Bid”) are attached hereto

(Exhibit A) and are specifically incorporated herein by reference. In the event of a conflict between the

Owner’s contract documents and the Bid, the Owner’s contract documents shall control.

3. PERFORMANCE:

CONTRACTOR agrees to furnish all skill and labor of every description necessary to carry out and complete in good, firm and substantial, workmanlike manner, the work specified, in strict conformity with the Bid.

4. PRICE:

As full compensation for the performance of this Contract, the Owner shall pay the CONTRACTOR for the actual quantity of work performed. Bid amount shown on Exhibit A is the total obligation of the City pursuant to OCGA section 36-60-13 (a) (3). The fees for the work to be performed under this agreement shall be charged to the Owner in accordance with the rate schedule referenced in the Bid (Exhibit A). The

Owner agrees to pay the CONTRACTOR following receipt by the Owner of a detailed invoice, reflecting the actual work performed by the CONTRACTOR.

5. INSURANCE CERTIFICATES/NOTICE REQUIREMENTS

CONTRACTOR shall maintain all insurance certificates as provided in the proposal specifications.

Owner shall be named as additional insured and shall further be named as a “Loss Payee” on said

City of Suwanee Request for Proposals: Construction Management Services for Harvest Farm Community Garden insurance policies. Upon cancellation of said insurance policies, CONTRACTOR or its agent(s) shall provide written notice to Owner within 30 days upon Owner to its agent(s)’s knowledge or receipt of any such notice of cancellation.

6. INDEMNIFICATION AND HOLD HARMLESS:

CONTRACTOR agrees to protect, defend, indemnify, and hold harmless the CITY, its councilmembers, officers, agents and employees from and against any and all liability, damages, claims, suits, liens, and judgments, for whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons to the extent arising out of and attributed to the negligent errors, acts, or omissions of the CONTRACTOR.

CONTRACTOR's obligation to protect, defend, indemnify, and hold harmless, as set forth hereinabove shall include any matter arising out of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations.

CONTRACTOR further agrees to protect, defend, indemnify, and hold harmless the CITY, its councilmembers, officers, agents, and employees from and against any and all claims or liability for compensation under the Worker's Compensation Act arising out of injuries sustained by any employee of the CONTRACTOR.

7. TERMINATION FOR CAUSE:

The City may terminate this agreement for cause upon ten (10) days prior written notice to the

CONTRACTOR of the CONTRACTOR's default in the performance of any term of this Agreement.

Such termination shall be without prejudice to any of the City's rights or remedies provided by law.

8. TERMINATION FOR CONVENIENCE:

The City may terminate this Agreement for its convenience at any time by written notice to the

CONTRACTOR. In the event of the City's termination of this Agreement for convenience, the

CONTRACTOR will be paid for those services actually performed. Partially completed performance of the Agreement will be compensated based upon a signed statement of completion to be submitted by the

CONTRACTOR who shall itemize each element of performance.

9. AGREEMENT NOT TO DISCRIMINATE:

During the performance of this Contract, the CONTRACTOR will not discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, age, or disability, which does not preclude the applicant or employee from performing the essential functions of the position. The

City of Suwanee Request for Proposals: Construction Management Services for Harvest Farm Community Garden

CONTRACTOR will also, in all solicitations or advertisements for employees placed by qualified applicants, consider the same without regard to race, creed, color, sex, national origin, age, or disability, which does not preclude the applicant from performing the essential functions of the job. The

CONTRACTOR will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this Contract so that such provision will be binding upon each subcontractor, providing that the foregoing provisions shall not apply to contracts or subcontractors for standard commercial supplies of raw materials.

10. ASSIGNMENT:

The CONTRACTOR shall not sublet, assign, transfer, pledge, convey, sell or otherwise dispose of the whole or any part of this Contract or his right, title, or interest therein to any person, firm, or corporation without the previous consent of the Owner in writing.

11. WAIVER:

A waiver by either party of any breach of any provision, term, covenant, or condition of this agreement shall not be deemed a waiver of any subsequent breach of the same or any other provision, term, covenant, or condition.

12. SEVERABILITY:

The parties agree that each of the provisions included in this agreement is separate, distinct and severable from the other and remaining provisions of this agreement, and that the invalidity of any agreement provision shall not affect the validity of any other provision or provisions of this agreement.

13. GOVERNING LAW:

The parties agree that this agreement shall be governed and construed in accordance with the laws of the

State of Georgia. This agreement has been signed in Gwinnett County, Georgia.

14. MERGER CLAUSE:

The parties agree that the terms of this agreement include the entire agreement between the parties, and as such, shall exclusively bind the parties. No other representations, either oral or written, may be used to contradict the terms of this agreement.

IN WITNESS WHEREOF, the parties hereto, acting through their duly authorized agents, have caused the AGREEMENT to be signed, sealed and delivered.

City of Suwanee Request for Proposals: Construction Management Services for Harvest Farm Community Garden

PROJECT: _____________________________________________

CONTRACT AMOUNT: _________________________________

City of Suwanee, Georgia Service Provider: _________________

By: ____________________________ By: _____________________________

James M. Burnette, Jr., Mayor Signature

City of Suwanee, Georgia

Date: ___________________________ _____________________________

Print Name and Title

ATTEST: Date: ___________________________

________________________________ ATTEST:

Robyn O’Donnell, City Clerk

APPROVED AS TO FORM: Signature

________________________________ Print Name

Gregory D. Jay, City Attorney Corporate Secretary

Seal

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Attachment C

CONTRACTOR AFFIDAVIT AND AGREEMENT

City of Suwanee Request for Proposals: Construction Management Services for Harvest Farm Community Garden

SUBSCRIBED AND SWORN BEFORE ME ON

THIS THE DAY OF , 20

NOTARY PUBLIC

My Commission Expires:

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

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

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

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

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

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

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

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

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

Federal Work Authorization User Identification Number Date of Authorization This is your E-Verify number NOT your Federal Employer ID (FEIN) number

Name of Contractor/Address Name of Project

City of Suwanee Name of Public Employer

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

Executed on , , 20 in (city), (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent