REQUEST FOR PROPOSAL

RFP NO. 2026-112

HISTORIC RESOURCES SURVEY UPDATE, PHASE I

PROPOSAL DUE: OCTOBER 19, AT 3:00 PM

CITY OF TYBEE ISLAND, GEORGIA

BRIAN WEST, MAYOR

MICHAEL “SPEC” HOSTI , MAYOR PRO TEM CAM JACKSON

NICK HALE NICK SEARS

TONY PLOUGHE KATHRYN WILLIAMS

DOCUMENT CHECK LIST

The following documents are contained in and made a part of this Request for Proposal, and are required to be submitted with the Proposal. It is the responsibility of the Proposer to read, complete and sign, where indicated, and return these documents with his/her proposal. FAILURE TO DO

SO MAY BE CAUSE FOR DISQUALIFICATION OF THE PROPOSER.

INTRODUCTION

SPECIFICATIONS AND REQUIREMENTS

INSTRUCTIONS TO PROPOSERS

GENERAL INFORMATION

INSURANCE REQUIREMENTS

EVALUATION CRITERIA

ATTACHMENTS: A. SIGNATURE SHEET; B. CONTRACTOR AFFIDAVIT; C. SAVE

AFFIDAVIT; D. VENDOR INFORMATION; E. PROPOSAL SHEET; F. CHECKLIST

SEPARATE ATTACHMENTS:

1. EXHIBIT A – PROJECT AREA MAPS

2. EXHIBIT B – PROJECT TIMELINE SCHEDULE

INTRODUCTION

The City of Tybee Island is seeking proposals from qualified consultants to complete Phase I of an update to the City of Tybee Island Historic Resources Survey. The project will be financed in part with funds from the National Park Service, through a Historic Preservation Fund Grant, administered by the Georgia Historic Preservation Division (HPD).

Project Overview: The City of Tybee Island’s Historic Resources Survey was last completed in 2016–2017. The purpose of this project is to update the City’s inventory of historic resources to reflect current conditions, document resources that have reached historic age since the previous survey, and provide accurate and current information to support the City’s historic preservation planning efforts.

Phase I will focus on the southern portion of Tybee Island and is anticipated to document up to 500 historic resources constructed prior to 1986. The final number of resources will be confirmed through the initial reconnaissance survey. The project will include a windshield survey, public outreach, background research, comprehensive field survey, GNAHRGIS data entry, mapping, and preparation of a final Historic Resources Survey report.

Project Area: The project will take place on Tybee Island within the southern portion of the island as identified in the Phase I project boundary. This area contains a concentration of historic residential, commercial, civic, and other resources representing the historical development and architectural character of Tybee Island. Up to 500 historic resources constructed prior to 1986 are anticipated within the project area, with the final resource count and survey area to be confirmed through the initial reconnaissance survey. See EXHIBIT A for the Phase I project area map.

Sealed proposals must be received by 3:00PM local time, on October 19, 2026. The City of Tybee Island reserves the right to reject any or all proposals.

METHOD OF AWARD: If the City of Tybee Island awards a contract as a result of this RFP, it will be awarded to the responsible proposer deemed able to provide the best value for the City. The award will be based on price among other factors as specified in this RFP. The City reserves the right to select the proposer which best meets the City’s goals and objectives, needs, budget constraints, and quality levels, as well as its educational and service level expectations. The City reserves the right to award a contract to one or multiple vendors, and for one or all specifications.

The city will not agree to any proposal or contract that will limit the contractor’s obligation to pay only up to the amount of the fee to be charged.

Signature of proposer indicates understanding and intended compliance with the terms of this request, the requirements herein, and any subsequent award or contract. All specifications, conditions, and representations made in this request will become an integral part of the contract.

Nothing contained within this RFP is indicative of intent by the City of Tybee Island to reimburse the proposer, in whole or in part, for any costs associated with preparation, submission, or presentation of proposals.

Instructions for preparation and submission of a proposal are contained in this RFP package. Please note that specific forms for submission of a proposal are required.

The City of Tybee Island has an equal opportunity purchasing policy to assure all procurement procedures are conducted in a manner that provides maximum open and free competition. The City seeks to ensure that all segments of the business community have access to supplying the goods and services needed by the City. The City provides equal opportunity for all businesses and does not discriminate against any persons or businesses regardless of race, color, religion, age, sex, national origin, or handicap.

The City of Tybee Island is seeking a proposal package for services or materials equal to or exceeding specifications set forth on the attached pages. Those not meeting these standards will be rejected.

All responses, inquiries, or correspondence relating to, or in reference to, this RFP, and all reports, charts, displays, schedules, exhibits, and other documentation by the proposers will become the property of the City when received. The City retains the right to use any or all ideas presented in any response to this RFP, whether amended or not. Selection or rejection of the proposal does not affect this right.

All persons awarded and/or entering into contracts with the City of Tybee Island shall be subject to and required to comply with all applicable City, State, and Federal provisions pertaining to non-discrimination, Equal Employment Opportunity, Affirmative Action, and the Americans with Disabilities Act (ADA).

The City of Tybee Island Historic Resources Survey Update, Phase I, which is the subject of a Historic Preservation Fund Grant, is being financed with assistance from the Historic Preservation Fund, administered by the National Park Service, U.S. Department of the Interior, through the Historic Preservation Division of the Georgia Department of Community Affairs. Any opinions, findings, conclusions, or recommendations expressed in this project are those of the author(s) and do not necessarily reflect the views or policies of the Department of the Interior or the Georgia Department of Community Affairs, nor does the mention of trade names, commercial products, or consultants constitute endorsement or recommendation by these agencies. This program receives Federal financial assistance for identification and protection of historic properties. Under Title VI of the Civil Rights Act of 1964 and Section 504 of the Rehabilitation Act of 1973, and the Age Discrimination Act of 1975, as amended, the U.S. Department of the Interior prohibits discrimination on the basis of race, color, national origin, age, gender, or disability in its federally assisted programs. If you believe you have been discriminated against in any program, activity, or facility as described above, or if you desire further information, please write to: Office for Equal Opportunity, National Park Service, 1849 C Street, N.W., Washington, D.C. 20240.

SPECIFICATIONS AND SCOPE OF WORK

The project’s scope of work is to be conducted in five phases:

Windshield Survey

• Before the comprehensive field survey begins, the consultant will conduct an initial reconnaissance, or “windshield,” survey of the project area, along with preliminary background research.

• The windshield survey is anticipated to require approximately two to three days and will provide a general understanding of:

o Community building types and character;

o General development patterns and periods;

o Types and distribution of existing historic properties;

o Community landmarks;

o Tentative building typologies; and o Areas of potential significance beyond the current period of significance.

• During the windshield survey, historic resources constructed prior to 1986 will be identified and tabulated, and their locations will be marked on a community base map.

Existing historic resources, including buildings, structures, sites, objects, and landscape features, will be identified to establish the final resource count and guide the more intensive comprehensive field survey.

• Up to 500 resources constructed prior to 1986 are anticipated to be included in Phase I, with the final count to be established through the reconnaissance survey.

Public Outreach

• The consultant will assist the City in conducting public outreach related to the Historic

Resources Survey update.

• At least one public meeting or town hall will be conducted prior to the comprehensive field survey to introduce the project, explain the purpose and process of the survey, and provide an opportunity for residents and property owners to share information and ask questions.

• The consultant will coordinate with City staff and the Tybee Island Historic Preservation Commission (HPC) regarding public outreach activities and materials.

Background Research

• Background research will include a review of pertinent recorded information available through the City of Tybee Island, Chatham County, Georgia Historic Preservation Division (HPD), Georgia Historical Society, Library of Congress, University of Georgia resources, Ancestry.com, and other appropriate repositories and archival sources.

• Existing historic resource survey documentation for Tybee Island will be collected and reviewed. Online resources, including the GNAHRGIS database and National Register of Historic Places records, will also be reviewed to identify previously surveyed resources and designated historic properties.

• This information will be compiled and used to update existing survey records and prepare documentation for resources that have not previously been identified or surveyed.

• Research will also be used to identify dates of construction, historic and current uses, and alterations to individual resources. Building permits, building permit registers, city directories, Sanborn Fire Insurance Maps, historic maps, photographs, aerial imagery, and other available records will be used where appropriate to establish construction dates, building materials, historic uses, and changes over time.

Comprehensive Field Survey and GNAHRGIS Data Entry

• The Phase I comprehensive field survey is anticipated to document up to 500 historic resources, with the exact number to be determined following completion of the windshield survey.

• Historic buildings, structures, sites, objects, and landscape features within the Phase I survey area will be documented, including previously surveyed resources requiring updated information.

• Survey information will be collected in the field and entered into the Georgia Natural, Archaeological, and Historic Resources Geographic Information System (GNAHRGIS) online database in accordance with current Georgia Historic Preservation Division standards and requirements.

• Each surveyed resource will be identified geographically and will include a minimum of two photographs per resource.

• Field survey and GNAHRGIS data entry will be completed incrementally throughout the project period. The consultant will coordinate with the City and HPD regarding required progress benchmarks, review of GNAHRGIS entries, and any corrections or additional documentation required.

• GNAHRGIS data entry shall be completed prior to submission of the first draft of the Historic Resources Survey Report.

Historic Resources Survey Report and Map

• The consultant will prepare a Historic Resources Survey Report outlining the methods and results of the reconnaissance survey, background research, comprehensive field survey, and GNAHRGIS documentation.

• Background research completed as part of the project will be incorporated into a broader historical overview and developmental context for the Phase I survey area.

• At a minimum, the Survey Report will include:

o Executive Summary o Project Description o Summary of Previous Preservation Projects o Survey Methodology and Results o Developmental History o Architectural Analysis o Recommendations for Future Preservation Activities o Historic Resources Table o Survey Map outlining the survey area and results

• The final Survey Map shall identify the survey area, legal parcels, street names, and surveyed resources keyed to their GNAHRGIS resource identification numbers.

All project work shall conform to the Secretary of the Interior’s Standards for Archaeology and Historic Preservation, including the Standards for Preservation Planning and Standards for Identification, as well as applicable Georgia Historic Preservation Division survey standards and requirements.

Community input and perspective are important to the conduct of the project. Public outreach will give the community opportunities to learn about the survey, stay informed about project progress, and provide historical information and input that may help document historic resources.

PROJECT TIMELINE AND KEY DELIVERABLES

The project is expected to start upon contract award, but not later than January 1, 2027. It shall be completed by March 31, 2028. Each phase has specific timelines and key deliverables as summarized in the table below. Timelines and due dates are not negotiable. Note that elements of some phases may run concurrently with other phases. See EXHIBIT B for detailed information on the project’s activities, deliverables, and timelines.

Phase Phase Title Performance Period Key Deliverables Due Date*

1 Windshield Survey

1/1/2027 - 1/15/2027

Windshield Survey;

confirmed Phase I survey area and historic resource count; preliminary resource map

1/15/2027

2 Public Outreach 1/1/2027 – 3/1/2027

Town Hall Forum Meeting(s) and associated public outreach conducted prior to comprehensive field survey.

Prior to field survey (TBD)

3 Background Research

1/1/2027 - 3/31/2027

Compilation and review of previous surveys, historic records, maps, archival materials, construction dates, historic uses, and alterations

3/31/2027

Comprehensive Field Survey &

GNAHRGIS

Data Entry

3/1/2027 – 9/30/2027

Field documentation of up to 500 historic resources;

minimum of two photographs per resource;

completed GNAHRGIS data entry

9/30/2027

5 Survey Report & Map

10/1/2027 – 3/31/2028

Preliminary Draft Survey Report and Map

12/1/2027

Second Draft Survey Report and Map incorporating review comments

2/1/2028

Final Survey Report and Map; physical and digital copies; final project materials

3/31/2028

* Due dates are the dates that the deliverable is due to the City’s Grant Administrator for the project. With the exception of the entry of GNAHRGIS data, only the City’s Grant Administrator for the project or their designee is authorized to submit deliverables to the Georgia Department of Community Affairs Historic Preservation Division.

The consultant shall provide the City with the following final project deliverables:

• The consultant shall provide the City with physical and digital copies of the Final Survey Report and Survey Map, including all required survey information and mapping in accordance with HPD standards. The map shall identify surveyed resources and corresponding GNAHRGIS resource identification numbers, legal parcels, street names, project boundaries, addresses, and tax parcel lines at a scale of 1 inch = 200 feet.

• Completed and approved GNAHRGIS records for all resources documented as part of Phase I.

• All photographs, field documentation, research materials, maps, tables, and other digital materials produced as part of the project.

• All materials, supplies, labor, supervision, coordination, and management necessary to complete the required work shall be provided by the consultant. All work shall be completed within the approved project budget and in accordance with the requirements of the City of Tybee Island and Georgia Historic Preservation Division.

All project work shall conform to the applicable Secretary of the Interior’s Standards for Archaeology and Historic Preservation, the Georgia Historic Resources Survey Manual, and all applicable HPD requirements.

All project development shall be reviewed by the Georgia Department of Community Affairs Historic Preservation Division (HPD) as required by the terms of the Historic Preservation Fund Grant. Items requiring HPD review and/or approval include consultant selection, the consultant contract, GNAHRGIS data, draft and final Historic Resources Survey Report and Map, and other project deliverables as required by HPD.

Monthly progress reports will be due to the City on the 1st of every month explaining activities completed in the prior month.

EVALUATION PROCESS

A Evaluation Committee will be responsible for recommending a consultant to provide services related to the City of Tybee Island Historic Resources Survey Update, Phase I. The Selection Committee will evaluate the qualifications received, interview consultants as necessary, and make a recommendation to the Mayor and City Council as to the consultant best suited to perform the services.

The Evaluation Committee will consist of representatives from the Tybee Island Historic Preservation Commission (HPC) and City Administration. Following interviews and reference checks, if necessary, the Evaluation Committee will forward its recommendation to the Tybee Island City Council for approval and authorization to negotiate the contract.

CRITERIA FOR SELECTION

The successful entity will have the educational background to complete the project as well as related experience on similar types of projects. Professional qualifications will be required as established by the National Park Service in the fields of Architectural History, Historic Architecture, or History. In addition, the consultant must demonstrate an interest in the project, convey an understanding of the requirements of the effort, provide references and examples from other similar projects, and show an ability to work within the schedule and budget and to provide the deliverables noted herein.

Key points the Committee will consider in selecting the successful firm include:

1. Professional Qualifications. The education, training, registration, and amount of relevant experience of the proposed key project personnel.

2. Specialized Experience and Technical Competence. The submitting entity’s specialized experience and technical competence on similar projects should be detailed. The effectiveness of the proposed project team (management structure and coordination of disciplines, offices and/or subcontractors) will also be considered.

3. Capacity of the Entity to Accomplish the Required Services on Schedule and within Budget. The submitting entity must demonstrate an ability to complete projects within the specified completion dates and budget.

4. Past Performance. Past performance of work on similar or comparable projects should be demonstrated.

5. Understanding of Project. A clear understanding of the type of project work to be performed, and appreciation for the importance of the project, and a plan to complete the work should be clearly demonstrated.

6. Quality Assurance. The consultant’s quality control processes and management approach that will be used on the project. The submitting entity must demonstrate an ability to produce high quality work, including written work, photography, printed material, and presenting at public meetings.

This is not a bid. There will not be a public opening. The Proposals received in response to this RFP will be evaluated and ranked, by the E v a l u a t i o n C o m m i t t e e in accordance with the process and evaluation criteria contained below. Responses will be evaluated in light of the material and substantiating evidence presented in the response and not based on what is inferred. After thoroughly reading and reviewing this RFP, each team member shall conduct his or her independent evaluation of the proposals received, and grade the responses on their merit in accordance with the evaluation criteria set forth in the following table:

CRITERIA POSSIBLE POINTS

Professional Qualifications 20 Specialized Experience and Technical Competence 20 Capacity to Accomplish the Required Services on Schedule and within Budget 20

Past Performance 15 Understanding of Project 15 Quality Assurance 10

1 INSTRUCTIONS TO PROPOSERS

Purpose: The purpose of this document is to provide general and specific information for use in submitting a proposal to supply the City of Tybee Island with equipment, supplies, and/or services as described herein. All RFP’s are governed by the Code of the City of Tybee Island, Georgia, 15- 2015 Sec 1, Art VII, Procurement, Sec 2-400, and the laws of the State of Georgia.

Proposers must carefully review all provisions of, and attachments to, this document prior to submission. Each proposal constitutes an offer and cannot be withdrawn except as provided herein.

This RFP and any attachments, plans, and/or other related documents can be found on the City’s website at https://www.cityoftybee.org/Bids.aspx. It is incumbent upon the proposer to check the website for additional information and/or addendums.

How to Prepare Proposals:

All Proposals:

a. Must be prepared on the forms enclosed herewith, unless otherwise prescribed, and all documents must be submitted.

b. Must be signed by the business owner or authorized representative, with all erasures or corrections initialed and dated by the official signing the Proposal. ALL

SIGNATURE SPACES MUST BE SIGNED.

c. Include all requested documents (see attachment F)

SUBMISSION REQUIREMENTS

Interested entities must provide two (2) original, and one electronic copy (usb flash drive) must be submitted in a sealed opaque envelope, plainly marked with the RFP number and title, and proposer’s company name, to the office of the address below prior to the time specified. Include your proposal, and all required attachments, which can be found at the end of this document.

All submissions must include the following information:

1. A cover letter expressing interest in the project.

2. The consultant’s project approach and methodology.

3. Project Director with a list of team members (as applicable):

a. Must include principal participant(s)

b. Contact information for the Project Director, including phone and email

4. Response to the six key points mentioned in Section VII. Criteria For Selection:

a. Resumes of all principals and professional staff involved, demonstrating qualifications and related experience and expertise.

https://www.cityoftybee.org/Bids.aspx

b. Descriptions or examples of similar projects completed by those involved in the team.

5. Proposed Budget:

a. A proposed budget, including a breakdown of costs for each phase, to demonstrate the project can be completed within the maximum project budget of $20,500.

6. References:

a. List of references, including brief description of projects and contact name and telephone number.

7. Maximum Page Limit:

a. Thirty-five (35) numbered, 8.5 x 11 pages, excluding cover, table of contents, cover letter, and any dividers.

Sealed proposals must be received by 3:00PM local time on Monday, October 19, 2026. The City of Tybee Island reserves the right to reject any or all proposals.

• Include all requested documents (See attachment ‘F’)

• City/County Occupational Tax Certificate Requirement: Contractor must supply a copy of their Occupational Tax Certificate as proof of payment of the occupational tax where their office is located

• All Proposals must be hand delivered or sent by courier in sufficient time to ensure receipt by the Purchasing Agent on or before the time and date specified above. Include “RFP #2026-112, Historic Resources Survey Update, Phase I” on the front of the envelope.

• Courier or hand-deliver proposal package to:

ALEESHA ROBINSON

TYBEE ISLAND CITY HALL

403A BUTLER AVE

TYBEE ISLAND, GA. 31328

DO NOT SEND PROPOSAL BY U.S. POSTAL SERVICE

FAXED OR E-MAILED COPIES WILL NOT BE CONSIDERED. PROPOSALS

NOT RECEIVED BY THE TIME AND DATE SPECIFIED WILL NOT BE

OPENED.

1.2 How to Submit an Objection:

Potential respondents must present any written objection to this RFP at least seven (7) days prior to the proposal due date. The objections contemplated may pertain to form and/or substance of the RFP documents. Objections must be made in writing to Aleesha Robinson at aleesha.robinson@cityoftybee.gov. Email subject line: Objection to RFP #2026-112

1.3 Errors in RFP responses:

Proposers are expected to fully inform themselves as to the conditions, requirements, and specifications of this RFP before submitting proposal. Failure to do so will be at the Proposer's own risk. In case of error in extension of prices in the proposal, the unit price will govern.

mailto:aleesha.robinson@cityoftybee.gov

1.4 Questions concerning RFP:

Questions, inquiries, suggestions, or requests concerning interpretation, clarification or additional information concerning any portion of this RFP must be made by email, sent to the below named individual who will be the official point of contact for this RFP. Questions must be submitted at least seven days before the proposal due date.

Mark subject line on e-mail “Questions on RFP2026-112 Historic Resources Survey, Phase 1”

POINT OF CONTACT:

Aleesha Robinson

(912) 472-5072 Aleesha.robinson@cityoftybee.gov

Failure of a respondent to ask questions, request changes, or submit objections by the dates indicated above shall constitute the respondent's acceptance of all of the terms, conditions and requirements set forth in this RFP.

1.5 Addendums to RFP:

Any changes to the conditions or specifications in this RFP must be in the form of a written addendum to be valid. If the City of Tybee Island issues an addendum to this RFP, it will be posted by the Purchasing Agent on the City’s website.

The issuance of a written addendum by the Purchasing Agent is the only official method by which interpretation, clarification or additional information will be given. The City of Tybee Island will not be responsible for any oral representation given by any employee, representative or others.

Respondent must sign any issued addendum and return with their proposal. It is solely the responsibility of the respondent to ensure that all addenda have been received and changes are incorporated into the response before submission. Signed addenda must be returned with the response. Unless otherwise specified in an addendum, the due date and time remains as listed above.

2 GENERAL INFORMATION

2.1 Specifications: Any obvious error or omission in specifications will not inure to the benefit of the proposer but will put the proposer on notice to inquire of or identify the same from the City of Tybee Island. Whenever herein mentioned is made of any article, material or workmanship to be in accordance with laws, ordinances, building codes, underwriter's codes, A.S.T.M. regulations or similar expressions, the requirements of these laws, ordinances, etc., will be construed to be the minimum requirements of these specifications.

2.2 Standards for Acceptance of Proposal for Contract Award: City of Tybee Island reserves the right to reject any or all proposals and to waive any irregularities or technicalities in proposals received whenever such rejection or waiver is in the best interest of City of Tybee Island. City of Tybee Island reserves the right to reject the proposal from a proposer who has previously failed to perform properly or complete on time contracts of a similar nature, or a proposal from a proposer whom investigation shows is not in a position to perform the contract.

2.3 Proposer: Whenever the term "proposer" is used it will encompass the "person,"

"business," "supplier," "vendor," or other party submitting a proposal to City of Tybee Island in such capacity before a contract has been entered into between such party and City of Tybee Island.

2.4 Responsible / Responsive proposer: Responsible proposer means a person or entity that has the capability in all respects to perform fully and reliably the contract requirements.

Responsive proposer means a person or entity that has submitted a proposal that conforms in all material respects to the requirements set forth in this RFP.

2.5 Compliance with Laws: The proposer will obtain and maintain all licenses, permits, liability insurance, worker's compensation insurance and comply with any and all other standards or regulations required by federal, state, county or city statute, ordinances and rules during the performance of any contract between the contractor and City of Tybee Island. Any such requirement specifically set forth in any contract document between the contractor and City of Tybee Island will be supplementary to this section and not in substitution thereof.

2.6 Contractor: Contractor or subcontractor means any person or business having a contract with City of Tybee Island. The Contractor/Vendor of goods, material, equipment or services certifies that they will follow equal employment opportunity practices in connection with the awarded contract as more fully specified in the contract documents.

2.7 Security & Immigration Compliance: On 1 July 2007, the Georgia Security and

Immigration Compliance Act (SB 529, Section 2) became effective. All contractors and subcontractors entering into a contract or performing work must sign an affidavit that he/she has used the E-Verify System. E-Verify is a no-cost federal employment verification system to insure employment eligibility. No proposals will be considered unless a signed E-Verify Affidavit is enclosed with the submittal package.

Affidavits are enclosed in this solicitation. You may download M-274 Handbook for Employers at http://www.dol.state.ga.us/spotlight/employment/rules. You may go to http://www.uscis.gov to find the E-Verify information.

Systematic Alien Verification for Entitlements (SAVE) Program: O.C.G.A. 50-36-1 required Georgia cities to comply with the federal Systematic Alien Verification for Entitlements (SAVE) Program. SAVE is a federal program used to verify that applicants for certain “public benefits” are legally present in the United States. Contracts with the City are considered “public benefits.” Responders are required to provide the Affidavit Verifying Status for City of Tybee Benefit Application prior to receiving any City contract. The affidavit is included as part of this RFP package.

Protection of Resident Workers. City of Tybee Island actively supports the Immigration and Nationality Act (INA), which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers can hire only persons who can legally work in the United States (i.e., citizens and nationals of the U.S.)

and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of any hiree, which includes completing the Employment Eligibility Verification Form (I-9). The Contractor will establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment.

http://www.dol.state.ga.us/spotlight/employment/rules http://www.uscis.gov/

2.8 Permitting and Approvals: The contractor that is awarded the contract will be responsible for securing all necessary federal, state and local approvals required for the project.

2.9 Prices to be Firm: Respondent warrants that prices, terms and conditions quoted in his proposal will be firm for acceptance for a period of sixty (60) days from proposal opening date.

2.10 Liability Provisions: Where proposers are required to enter or go onto City of Tybee Island property to take measurements or gather other information in order to prepare the proposal as requested by the City, the proposer will be liable for any injury, damage or loss occasioned by negligence of the proposer, its agent, or any person the proposer has designated to prepare the proposal and will indemnify and hold harmless City of Tybee Island from any liability arising there from. The contract document specifies the liability provisions required of the successful proposer in order to be awarded a contract with City of Tybee Island.

2.11 Cancellation of Contract: The contract may be canceled or suspended by City of Tybee Island in whole or in part by written notice of default to the Contractor upon non-performance or violation of contract terms. An award may be made to the next higher ranked proposer, for articles and/or services specified or they may be purchased on the open market. The defaulting Contractor (or its surety) will be liable to City of Tybee Island for costs to the City of Tybee Island in excess of the defaulted contract prices. See the contract documents for complete requirements.

2.12 Certification of Independent Price Determination: By submission of this proposal, the

Proposer certifies, and in the case of a joint proposal each party thereto certifies as to its own organization, that in connection with this procurement:

a. The prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other proposer or with any competitor; unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the proposer and will not knowingly be disclosed by the proposer prior to opening, directly or indirectly to any other respondent or to any competitor; and

b. No attempt has been made or will be made by the proposer to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

2.13 Qualification of Business (Responsible Proposer): The Scope of Work, specifications and plans define a responsible Proposer as one who meets, or by the date of the proposal acceptance can meet, certifications, all requirements for licensing, insurance, and registrations, or other documentation required. The City has the right to require any or all proposers to submit documentation of the ability to perform, provide, or carry out the service or provide the product requested. The City has the right to disqualify the proposal of any proposer as being unresponsive or un-responsible whenever such Proposer cannot document the ability to deliver the requested product or service.

2.14 Insurance Provisions, General: The selected proposer to whom the contract is awarded will be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property that may arise from, or in connection with, the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such insurance must be included in the proposal.

a. General Information that must appear on a Certificate of Insurance:

i. Name of the Producer (proposer’s insurance Broker/Agent).

ii. Companies affording coverage (there may be several).

iii. Name and Address of the Insured (this is the Company or Parent of the firm the

City is contracting with).

iv. A Summary of all current insurance for the insured (includes effective dates of coverage).

v. A brief description of the operations to be performed, the specific job to be performed, and contract number.

vi. Certificate Holder (This must always include the City of Tybee Island).

City of Tybee Island as an Additional Insured: The City of Tybee Island must be named as a Certificate Holder and as an Additional Insured.

b. Minimum Limits of Insurance to be maintained for the duration of the contract:

i. Commercial General Liability: Provides protection against bodily injury and property damage claims arising from operations of a Contractor. This policy coverage includes premises and operations, use of independent contractors, products/completed operations, personal injury, contractual, broad form property damage, and underground, explosion and collapse hazards. Minimum limits: $2,000,000 bodily injury and property damage per occurrence and annual aggregate.

ii. Professional Liability: Coverage insures against liability claims rising out of the Contractor’s provision of professional services. Minimum limit: $2,000,000 per occurrence and annual aggregate.

THE INSURANCE REQUIREMENTS AND LIMITS STATED HEREIN MAY

BE SATISFIED BY A COMBINATION OF PRIMARY, UMBRELLA AND/OR

EXCESS COVERAGES.

c. Special Requirements:

i. Extended Reporting Periods: The Contractor must provide the City of Tybee Island with a notice of the election to initiate any Supplemental Extended Reporting Period and the reason(s) for invoking this option.

ii. Reporting Provisions: Any failure to comply with reporting provisions of the policies will not affect coverage provided in relation to this request.

iii. Cancellation: Each insurance policy that applies to this request must be endorsed to state that it will not be suspended, voided, or canceled, except after thirty (30) days prior to written notice by certified mail, return receipt requested, has been given to the City of Tybee Island.

iv. Proof of Insurance: City of Tybee Island must be furnished with certificates of insurance and with original endorsements affecting coverage required by this request. The certificates and endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates of insurance are to be submitted prior to, and approved by, the City of Tybee Island before services are rendered. The Contractor must ensure Certificate of

Insurance is updated for the entire term of the City of Tybee Island contract.

v. Insurer Acceptability: Insurance is to be placed with an insurer licensed to do business in the State of Georgia, and having an A.M. Best’s rating of A and a five (5) year average financial rating of not less than V. If an insurer does not qualify for averaging on a five-year basis, the current total Best’s rating will be used to evaluate insurer acceptability.

vi. Lapse in Coverage: A lapse in coverage will constitute grounds for contract termination by the City of Tybee Island Mayor and Council.

vii. Deductibles and Self-Insured Retention: Any deductibles or self-insured retention must be declared to, and approved by, the City of Tybee Island. At the option of the City of Tybee Island, either: the insurer will reduce or eliminate such deductibles or self-insured retention as related to the City of Tybee Island, its officials, officers, employees, and volunteers; or the Contractor will procure a bond guaranteeing payment of related suits, losses, claims, and related investigation, claim administration and defense expenses.

viii. Primacy: The insurance coverages provided are to be primary to insurance maintained by the City (and insurance maintained by us shall be non-contributory to the insurance provided by the selected proposer).

ix. Waiver of Subrogation: The insurance coverages provided must also contain an endorsement waiving rights of recovery by subrogation.

2.15 Signed Proposal Considered Offer: The signed Proposal will be considered a binding offer on the part of the Proposer, which offer will be deemed accepted upon approval by the City of Tybee Island Mayor and Council, Purchasing Agent or designee, as may be applicable. In case of a default on the part of the Proposer after such acceptance, the City of Tybee Island may take such action as it deems appropriate, including legal action, for damages or lack of required performance.

2.16 Notice to Proceed: The successful proposer must not commence work under this RFP until a written contract is awarded and a Notice to Proceed is issued by the Purchasing Agent or his designee, or as specified in the Special Conditions. If the successful Proposer does commence any work or deliver items prior to receiving official notification, he does so at his own risk.

2.17 Protest Policy: Any proposer who is aggrieved in connection with the award of a contract may file a protest with the Purchasing Agent. The protest must be submitted no later than 48 hours prior to the date the award recommendation is scheduled to be approved by City Council. Recommendations to Council are usually posted on the preliminary agenda on the City's website on the Thursday prior to the Council meeting date. It is the proposer's responsibility to ascertain the City's recommendation for award. Protests must be made in writing to the Purchasing agent, Melissa Freeman at mfreeman@cityoftybee.org, with the subject line Protest: RFP 2026-112, and must include the following information:

a. Name, address, email address, and telephone numbers of the protester;

b. RFP number;

c. Detailed statement of the legal and factual grounds for the protest, including a description of resulting harm to the protester;

mailto:mfreeman@cityoftybee.org

d. Copies of supporting documents, if any;

e. Statement of relief requested;

f. All information establishing that the protester is an interested party for the purpose of filing a protest on an award decision;

g. All information establishing the timeliness of the protest.

2.18 Payment to Contractors: Instructions for invoicing the City of Tybee Island for products delivered to the City will be specified in the contract document.

a. Questions regarding payment may be directed to the Accounting Department at 912- 472-5072 or City of Tybee Island’s Project Manager as specified in the contract documents.

b. Contractors will be paid the agreed upon compensation upon satisfactory delivery of the products or completion of the work as more fully described in the contract document.

c. City of Tybee Island is a tax-exempt entity. Every contractor, vendor, business or person under contract with City of Tybee Island is required by Georgia law to pay State sales or use taxes for products purchased in Georgia or transported into Georgia and sold to City of Tybee Island by contract. Please consult the State of Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta (404) 656-4065 for additional information.

2.19 Owner’s Rights Concerning Award: The Owner reserves the right, and sole and complete discretion to waive technicalities and informalities. The Owner further reserves the right, and sole and complete discretion to reject all proposals, and any proposal that is not responsive or that is over the budget, as amended, or that fails to suit the needs of the City as determined by the Owner in its sole discretion. In judging whether the Proposer is responsible, the Owner will consider, but is not limited to consideration of, the following:

a. Whether the Proposer or principals are currently ineligible, debarred, suspended, or otherwise excluded from contracting by any state or federal agency, department, or authority;

b. Whether the Proposer or principals have been terminated for cause or are currently in default on a public works contract;

c. Whether the Proposer can demonstrate a commitment to safety with regard to Workers' Compensation by having an experience Modification Rate (EMR) over the past three years not having exceeded an average of 1.2; and

d. Whether the Proposer’s past work provides evidence of an ability to successfully complete public works projects within the established time, quality, or cost, or to comply with the Proposer’s contract obligations.

2.20 Debarred or Suspended Subcontractors: Contractor will not subcontract and will ensure that no subcontracts are awarded at any tier, to any individual, firm, partnership, joint venture, or any other entity regardless of the form of business organization, that is on the Federal Excluded Parties List System (EPLS) at https://www.epls.gov or the State of Georgia, DOAS, State Purchasing Exclusion listing, or other local government entity. This includes pending litigation or claims with the City or other government entities. Contractor will immediately notify City of Tybee Island in the event any subcontractor is added to a Federal, State or other Government Entity listing after award of the subcontract.

2.21 Cone of Silence: Lobbying of Procurement Evaluation Committee members, City employees, and elected officials regarding this product or service solicitation, Request for Proposal (RFP) or contract by any member of a proposer’s staff, or those people employed by any legal entity affiliated with an organization that is responding to the solicitation is strictly prohibited. Negative campaigning through the mass media about the current service delivery is strictly prohibited. Such actions will cause render your proposal invalid.

2.22 Georgia Open Records Act: The responses will become part of the City of Tybee Island’s official files without any obligation on the City of Tybee Island’s part. Ownership of all data, materials and documentation prepared for and submitted to City of Tybee Island in response to a solicitation, regardless of type, will belong exclusively to City of Tybee Island and will be considered a record prepared and maintained 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.

It is the responsibility of the Proposer to notify the City of any documents turned over which contain trade secrets or other confidential matters. A Proposer submitting records which the entity or person believes contains trade secrets that wishes to keep such records confidential pursuant to O.C.G.A. § 50-19-72(34) will submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 of the Official Code of Georgia.

Proposals will not be opened in public, and the information is exempt from disclosure, including the Open Records Act, until the RFP has been awarded, or all proposals have been rejected.

City of Tybee Island will not be held accountable if material from responses is obtained without the written consent of the proposer by parties other than the City of Tybee Island, at any time during the solicitation and evaluation process.

2.23 Georgia Trade Secret Act of 1990: In the event a Proposer submits trade secret information to the City of Tybee Island, the information must be clearly labeled as a Trade Secret. The City of Tybee Island will maintain the confidentiality of such trade secrets to the extent provided by law.

2.24 Contractor Records: The Georgia Open Records Act is applicable to the records of all contractors and subcontractors under contract with the City of Tybee Island. This applies to those specific contracts currently in effect and those that have been completed or closed for up three (3) years following completion.

2.25 Method of Compensation: The compensation provided for herein will include all claims by the contractor for all costs incurred by the contractor in the conduct of the Project as authorized by the approved Project Compensation Schedule and this amount will be paid to the contractor after receipt of the invoice and approval of the amount by the City of Tybee Island. The City will make payments to the contractor within thirty (30) days from the date of receipt of the contractor's acceptable statement on forms prepared by the contractor and approved by the City of Tybee Island.

Should the Project begin within any one month, the first invoice will cover the partial period from the beginning date of the Project through the last day of the month (or on a mutually agreeable time) in which it began. The invoices will be submitted each month until the Project is completed. Invoices will be itemized to reflect actual expenses for each individual task; also refer to the requirements concerning changes, delays and termination of work pursuant to provisions of the contract. Each invoice will be accompanied by a summary progress report, which outlines the work accomplished during the billing period and any problems that may be inhibiting the Project execution. The terms of this contract are intended to supersede all provisions of the Georgia Prompt Pay Act.

2.26 Audits and Inspections: The contractor and his subcontractors will make available to the City of Tybee Island for examination of all its records with respect to all matters covered by this Contract. It will also permit the City of Tybee Island and/or representatives of the Finance Department to audit, inspect, examine and make copies, excerpts or transcripts from such records of personnel, conditions of employment and other data relating to all matters covered by this Contract. All documents to be audited will be available for inspection between 8am and 5pm in the main offices of the City of Tybee Island or during normal business hours at the offices of the Contractor, as requested by the City of Tybee Island.

ATTACHMENT A

CITY OF TYBEE - INSTRUCTIONS TO RESPONDENT SIGNATURE SHEET

The Respondent certifies that he/she has examined all documents contained in this RFP package, and is familiar with all aspects of the RFP and understands fully all that is required of the successful Respondent. The Respondent further certifies that his/her Proposal will not be withdrawn for sixty

(60) days from the date on which his Proposal is submitted to the City.

The Respondent agrees, if awarded this Contract, he/she will:

A. Furnish, upon receipt of an authorized City of Tybee Island Purchase Order, all items indicated thereon as specified in this RFP for the Proposal amount; or, B. Enter a contract with City of Tybee Island to do and/or furnish everything necessary to provide the service and/or accomplish the work as stated and/or specified in this RFP for the Proposal amount, and;

COMPANY DATE

SIGNATURE TITLE

TELEPHONE NUMBER

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