INVITATION TO BID _ Airbase Master Plan.pdf

CITY OF DOUGLAS

302 S. Madison Ave

DOUGLAS, GEORGIA 31533

(912) 389-3463 Phone

(912) 384-5076 Fax afolsom@cityofdouglasga.gov

November 20, 2025

REQUEST FOR PROPOSALS

RFP #66812-26-0012 – PROFESSIONAL SERVICES FOR WWII

FLIGHT TRAINING BASE MASTER PLAN

BID OPENING: January 6, 2025 @ 2:00 PM

Commission Chambers @ City Hall 302 S. Madison Avenue, Douglas, GA 31533

*This RFP is issued pursuant to Exhibit A of the FY25 CLG Grant Agreement between the

Georgia DCA and the City of Douglas.*

Separate sealed proposals will be received for qualified professional services for the oversight and management of the World War II Flight Training Base Master Plan located at Airport Circle, Douglas, Georgia. Proposals may be addressed to Mrs. Wynetta Bolder, City Clerk, and either mailed or delivered to 302 S. Madison Avenue, Douglas, GA 31533, by Tuesday, January 6, 2025, at 2:00 PM. All bid envelopes should be plainly marked: RFP #66812-26-0012 – PROFESSIONAL SERVICES FOR WWII FLIGHT

TRAINING BASE MASTER PLAN.

SUBMISSION REQUIREMENTS:

• Completed and signed Bid Form (included in packet)

• Consultant must meet Secretary of Interior Standards (36 CFR, Part 61)

• Summary of qualifications, relevant project experience, and team composition

• Proof of insurance meeting grant agreement thresholds

• Pricing schedule including:

o Total fixed fee for project oversight o Hourly rates (if applicable) o Travel or inspection costs (if separate)

• Proposed project timeline and approach, aligned with the deadlines listed in this

RFP

o First draft due October 15, 2026 o Second draft due December 31, 2026 mailto:purchasing@cityofdouglasga.gov o Final plan due March 15, 2027

• At least three references from similar historic preservation projects

• Statement of compliance with HPF/NPS requirements, including nondiscrimination, anti-lobbying, and fraud/waste/abuse reporting

CONTRACT TERM:

Services shall begin no later than January 6, 2025, and will continue through project completion or September 30, 2027, in accordance with the federal grant performance period.

SCOPE OF SERVICES:

• Project coordination, scheduling, and reporting.

• Historical research and documentation of site significance and existing conditions.

• Field surveys and condition assessments of contributing resources.

• Stakeholder and public engagement through meetings, workshops, and presentations.

• Development of plan components including vision, preservation strategy, use plan, interpretation, financial strategy, and phased implementation.

• Development of a detailed Implementation Plan outlining short-term, mid-term, and long-term actions, responsible parties, sequencing, cost considerations, and potential funding sources to guide the phased execution of the Master Plan.

• Creation of a Marketing and Public Information Strategy that provides guidance on branding, messaging, outreach methods, interpretive storytelling, tourism positioning, and recommended tools for promoting the site to residents, visitors, and target audiences.

• Preparation of draft and final deliverables in print and digital format, and uploading to DCA’s NR-TIGERS (National Register Technical Information and Grant Evaluation Reporting System) system.

• Assistance with grant documentation, compliance, and project close-out.

SCOPE OF WORK:

The consultant will be responsible for preparing a comprehensive Master Plan for the World War II Flight Training Base, which will serve as a guiding document for preservation, adaptive reuse, and long-term management of the site. Tasks include:

• Research & Documentation – review prior studies, archival materials, and existing conditions.

• Site Assessment – evaluate historic structures (administration building, barracks, hangars, etc.) and identify stabilization, preservation, or adaptive reuse needs.

• Stakeholder Engagement – facilitate workshops and meetings with City of Douglas, Airport Commission, WWII Flight Training Base Committee, Historic Preservation Committee, Coffee County Historical Society, Chamber of Commerce & EDA, other community stakeholders, and at least one public input session.

• Plan Development – draft preservation guidelines, adaptive reuse strategies, funding strategies, sustainable management recommendations, and interpretive/tourism programming concepts.

• Implementation Planning – identify actionable steps required to carry out the Master Plan, including timelines, prioritization, cost estimates, staffing/resource needs, potential partnerships, and recommended funding strategies to support phased development.

• Marketing & Public Information Strategy – develop a comprehensive outreach and communications framework including recommended branding elements, storytelling themes, visitor engagement tools, signage/wayfinding concepts, digital/print outreach tactics, and a coordinated plan for public information, tourism promotion, and community awareness.

• Deliverables – Draft Master Plan (digital + print), and presentation of findings to City and stakeholders.

INSURANCE AND COMPLIANCE:

• General Liability: $1,000,000 per claim / $3,000,000 aggregate

• United States must be listed as an additional insured

• Workers’ Compensation coverage must be included

• Active SAM.gov registration is required prior to contract execution

• Compliance with HPF/NPS and DCA requirements including Title VI, Section

504, Title VII, and the Age Discrimination Act

SUBMISSION REQUIREMENTS

All proposals must include the following items for the submission to be considered complete and eligible for evaluation:

• Completed and signed Bid Form Failure to sign will result in the proposal being deemed incomplete.

• Summary of Qualifications and Project Team Documentation demonstrating the firm’s experience with historic preservation planning and compliance with the Secretary of the Interior’s Professional Qualification Standards (36 CFR, Part 61).

• Project Understanding & Proposed Methodology Narrative outlining the consultant’s understanding of the project scope and a clear approach to delivering project objectives in accordance with federal and state guidelines.

• Project Schedule and Work Plan A detailed schedule outlining how the firm will meet required milestones:

o First Draft: October 15, 2026 o Second Draft: December 31, 2026 o Final Plan: March 15, 2027

• Community and Stakeholder Engagement Strategy Description of the firm's plan to facilitate workshops, public input sessions, and collaboration with stakeholder groups including:

o Airport Commission o WWII Flight Training Base Committee o Historic Preservation Committee o Coffee County Historical Society o General public

• Federal Compliance Statement Written acknowledgement of adherence to applicable federal requirements including Title VI, Title VII, Section 504, the Age Discrimination Act, anti-lobbying laws, and fraud/waste/abuse reporting.

• References Contact information for a minimum of three (3) professional references for similar historic preservation or master planning projects.

ADDITIONAL INFORMATION:

• Firms must meet all federal requirements outlined in the DCA Grant Agreement and National Park Service guidance. Any changes to personnel, licensing, or project availability must be reported to the City of Douglas within five (5) business days.

• This project is financed in part 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, or conclusions expressed are those of the author(s) and do not necessarily reflect the views or policies of these agencies.

• Consultant fees are contingent upon reimbursement through the Historic Preservation Fund grant, which provides 60 percent (federal) and 40 percent (local match). Invoices will be processed only after DCA approval of deliverables.

• The consultant shall comply with federal anti-lobbying restrictions (18 U.S.C. § 1913) and report any credible evidence of fraud, conflict of interest, or bribery to the U.S. Department of the Interior, Office of Inspector General, 381 Elden Street, Suite 3000, Herndon, VA 20170 (Tel: 800-424-5081).

• The consultant shall assist the City in maintaining compliance with DCA Qualified Local Government eligibility and audit documentation as required under 2 CFR 200.

• No contract shall be executed until reviewed and approved by the Georgia Department of Community Affairs. A draft contract must be submitted to DCA for approval prior to execution.

• All work shall conform to the Secretary of the Interior’s Standards for the Treatment of Historic Properties.

For further information regarding this bid, please contact Mrs. Georgia Henderson, Assistant City Manager, via email only at ghenderson@cityofdouglasga.gov until December 11, 2025 by 5:00 PM. No phone inquiries will be accepted. For technical questions or to schedule a site visit, contact Mr. Chris Davis, Airport Manager, via phone at 912-384-1409 or by email at cdavis2@cityofdouglasga.gov. All site visits must be scheduled and completed no later than December 11, 2025, by 5 PM.

COMMENTS:

mailto:ghenderson@cityofdouglasga.gov mailto:cdavis2@cityofdouglasga.gov

BID FORM

Sign below in ink in the space provided. Unsigned bids will be considered incomplete and will be subject to rejection.

IT IS AGREED BY THE UNDERSIGNED BIDDER THAT THE SIGNING AND

DELIVERY OF THIS BID REPRESENTS THE BIDDER’S ACCEPTANCE OF THE

TERMS AND CONDITIONS OF THE SPECIFICATIONS AND PROVISIONS, AND

IF AWARDED THIS BID, WILL PERFORM IN ACCORDANCE WITH THIS

AGREEMENT.

BID SUBMITTED BY:

COMPANY NAME: ______________________________________________________

ADDRESS: _____________________________________________________________

CITY, STATE, ZIP:_______________________________________________________

TELEPHONE:_______________ FAX ____________ E-MAIL ___________________

AUTHORIZED SIGNATURE: __________________________________________

TYPED OR PRINTED NAME: ___________________________________________

TITLE: __________________________________________________

DATE:___________________________________________________

Please indicate in the space provided with YES for concurrence or NO for nonconcurrence to the following:

Is any owner or officer of the bidder an employee of City of Douglas or related as close as third cousin to a City of Douglas Commissioner or other Elected Official?

YES_____________ NO ___________

Vendors submitting a bid form, from Douglas, and City of Douglas MUST have a valid City and/or County business license.

CONCUR: _________

City License No. _______________ County License No. ________________

Date of Issue _________________________________________________________

STATEMENT OF NO BID

We, the undersigned, have declined to bid for the following reasons:

______ Specifications too “tight”, ie., geared toward one brand or manufacturer only

______ Insufficient time to respond to the Invitation to Bid.

______ We do not offer this product or services

______ Unable to meet specifications

______ Unable to meet Bond requirements

______ Specifications unclear (explain how)

______ Unable to meet Insurance requirements

______ Remove us from your “Bidders List” altogether

______ Other (specify below)

Remark:

Company Name: __________________________

Signature : __________________________

Telephone : __________________________

Date : __________________________

BID FORM