MCD_CED_RFP_FY27_003 _ Code Revision Services.pdf

MCD-CED-RFP-FY27-003 Page 1 of 26

CITY OF MCDONOUGH

Request for Proposal

Professional Consulting Services

Date: August 28, 2026

RFP No. MCD-CED-RFP-FY27-003 – Code Revision Services for Chapters 15, 16, and

Related Updates to Chapter 17 - City of McDonough, Georgia

Pursuant to the applicable provisions of the City of McDonough Code of Ordinances, the City of

McDonough Procurement/Purchasing Policy, and all other applicable federal and state laws, the City of McDonough, Georgia (hereinafter referred to as the “City”), through its Community and Economic

Development Department, is soliciting sealed proposals from qualified firms to provide Code Revision

Services for Chapters 15, 16, and related updates to Chapter 17 of the City’s Code of Ordinances.

PURCHASING CONTACT:

Please feel free to contact the Procurement-Purchasing Specialist, Tiffany George, for this solicitation at 404-987-2780 or via email vendorrelations@mcdonoughga.org.

SUBMISSION DEADLINE

Proposals shall be received by the City no later than September 29, 2026, at 3:00 p.m. Eastern

Time.

PRE-PROPOSAL CONFERENCE

A virtual pre-proposal conference will be conducted to provide an overview of the solicitation, Scope of Services, proposal requirements, and administrative expectations associated with this engagement.

The conference will be held as follows:

Date: Wednesday, September 8, 2026 Time: 3:00 p.m. to 4:00 p.m. Eastern Time Location: Microsoft Teams Webinar Registration/Meeting Information: https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTNiODc5YmUtMDQ3MC00NmY5LWFiZGYtZjRjZDU5NWRlNjkz%40thre ad.v2/0?context=%7b%22Tid%22%3a%22afdca738-e537-48c8-86fa- 2836534ace53%22%2c%22Oid%22%3a%2225971bc1-7039-4ea4-bd98-e51f195a5992%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTNiODc5YmUtMDQ3MC00NmY5LWFiZGYtZjRjZDU5NWRlNjkz%40thread.v2/0?context=%7b%22Tid%22%3a%22afdca738-e537-48c8-86fa-2836534ace53%22%2c%22Oid%22%3a%2225971bc1-7039-4ea4-bd98-e51f195a5992%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTNiODc5YmUtMDQ3MC00NmY5LWFiZGYtZjRjZDU5NWRlNjkz%40thread.v2/0?context=%7b%22Tid%22%3a%22afdca738-e537-48c8-86fa-2836534ace53%22%2c%22Oid%22%3a%2225971bc1-7039-4ea4-bd98-e51f195a5992%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTNiODc5YmUtMDQ3MC00NmY5LWFiZGYtZjRjZDU5NWRlNjkz%40thread.v2/0?context=%7b%22Tid%22%3a%22afdca738-e537-48c8-86fa-2836534ace53%22%2c%22Oid%22%3a%2225971bc1-7039-4ea4-bd98-e51f195a5992%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTNiODc5YmUtMDQ3MC00NmY5LWFiZGYtZjRjZDU5NWRlNjkz%40thread.v2/0?context=%7b%22Tid%22%3a%22afdca738-e537-48c8-86fa-2836534ace53%22%2c%22Oid%22%3a%2225971bc1-7039-4ea4-bd98-e51f195a5992%22%7d

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Questions and answers discussed during the pre-proposal conference shall not be considered binding unless subsequently issued through formal written addendum.

SUBMISSION FORMAT AND COPIES

Proposals shall be submitted:

One (1) SEALED original hard copy of the proposal, clearly marked “ORIGINAL”

One (1) electronic copy of the complete proposal in PDF format on a USB drive

The original hard copy shall govern in the event of any discrepancies between the hard copy and the electronic (USB) copy.

Note: Any proposal submitted in any other format (email, fax, etc.) will not be accepted for any reason.

SEALED PROPOSAL REQUIREMENTS (Hard Copy Submissions)

Hard copy proposals must be submitted in a sealed envelope or package and clearly labeled with the following information:

Solicitation Number: MCD-CED-RFP-FY27-003

Solicitation Title: Code Revision Services for Chapters 15, 16, and Related

Updates to Chapter 17 - City of McDonough, Georgia

Proposer’s Name and Address

Proposal Due Date and Time: September 29, 2026 - 3:00 p.m. ET

Proposals shall be delivered to:

136 Keys Ferry Street, McDonough GA 30253

THE CITY OF MCDONOUGH GA IS NOT RESPONSIBLE FOR DELAYS IN DELIVERY,

INCLUDING THOSE CAUSED BY MAIL CARRIERS OR COURIER SERVICES

RECEIPT AND HANDLING OF PROPOSALS

All proposals received will be:

Date and time-stamped upon receipt

Logged into an official proposal receipt record

Secured in a controlled location until the submission deadline has passed

Proposals will not be opened publicly unless otherwise stated in this solicitation.

LATE SUBMISSIONS

Proposals received after the stated deadline will be considered NON-RESPONSIVE and will not be opened or evaluated.

No exceptions will be made regarding delays caused by:

Mail or courier services

Traffic or weather conditions

Technical or transmission issues

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PROPOSAL WITHDRAWAL OR MODIFICATION

Proposers may withdraw or modify their proposal at any time prior to the submission deadline by providing written notice to the City.

After the deadline, proposals may not be withdrawn or modified except as permitted by applicable procurement regulations.

Proposers are responsible for monitoring all deadlines and submission requirements outlined in this solicitation. Proposals received after the stated deadline shall be considered late and may not be considered for evaluation.

EVENT

DATE

Request For Proposals Issued to the Public

August 28, 2026

Pre-Proposal Conference via Microsoft Teams

(see meeting link in cover notice) September 8, 2026 - 3:00 p.m. –

4:p.m. EST

Last Day for Questions to be Submitted

September 15, 2026, no later than 2:00 p.m. EST

Anticipated City Responses / Addendum September 18, 2026

RFP Submission Deadline

September 29, 2026, 3:00 p.m.

ET

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TABLE OF CONTENTS

I – Introduction and Background

A. Purpose and Authority B. Background and Organizational Overview C. Government Entity and Records Information

II – Scope of Services and Project Requirements

A. Scope of Services

1. Project Initiation and Kickoff

2. Comprehensive Code Assessment

3. Code Restructuring and Reorganization

4. Drafting and Rewrite of Chapters 15 and 16

5. Coordination with chapter 17 (Zoning Ordinance)

6. Main Street District Regulatory Development

7. Targeted Amendment to Chapter 17

8. Stakeholder Engagement and Meetings

9. Adoption and Implementation Support

10. Staff Training Requirement

11. Use of Generative Artificial Intelligence

B. Deliverables

C. Project Timeline and Milestones

D. City Responsibilities

III. Instructions to Proposers

A. Notice B. Statement of Purpose C. Procurement Schedule D. Submission of Proposals

1. Submission Requirements

2. Proposal Format and Organization

3. Technical Proposal Requirements

4. Cost Proposal Requirements

5. Requests for Clarification

6. Withdrawal of Proposals E. Consideration of Proposals F. Acceptance of Proposals and Award G. Conflict of Interest H. Acceptance of Contract Terms I. Protest Procedures J. Debriefing K. Required Documents for Contract Award L. Reservation of Rights

IV. Evaluation and Selection Process

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A. Evaluation Process

1. Evaluation Committee

2. Evaluation Criteria

3. Interviews / Presentations (if applicable)

B. Cost Evaluation

C. Negotiation and Award

V – Contract Terms and Conditions

A. General Terms and Conditions

B. Applicable Law and Compliance Requirements

C. Ethics in Public Contracting

D. Debarment Status

E. Proprietary Information and Public Records

F. Assignment and Subcontracting Restrictions

G. Contract Changes and Modification Authority

H. Invoices and Payment Terms

I. Insurance and Risk Management Requirements

J. Indemnification

K. Independent Contractor Status

L. Default and Termination

M. Drug-Free Workplace Compliance

N. Integrated Agreement

VI – Attachments

Attachment A – Cost Proposal Form Attachment B – Drug-Free Workplace Certification Attachment C – Immigration and E-Verify Compliance Affidavit Attachment D – Conflict of Interest Disclosure Form

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I. INTRODUCTION AND BACKGROUND

A. Purpose and Authority

The purpose of this Request for Proposal (“RFP”) is to establish a contract with a qualified professional consulting firm to assist the City in the comprehensive evaluation, restructuring, modernization, and alignment of its regulatory code provisions. This effort is intended to enhance the overall clarity, usability, organization and enforceability of the City’s Code of Ordinances while ensuring consistency with the City’s recently adopted Zoning Ordinance (Chapter 17). The City seeks a systematic and methodical approach that not only updates outdated provisions but also improves the organization, readability, and practical application of the code for City staff, elected officials, developers and the public.

The scope of this engagement is expected to encompass a thorough and detailed review of existing code provisions within Chapters 15 and 16, including the identification of outdated, redundant, conflicting, or unclear language. The selected Consultant will be responsible for the complete rewrite and reorganization of these chapters to reflect current regulatory standards, municipal best practices, and the operational needs of the City. In addition, the Selected Consultant shall perform a targeted and strategic review of Chapter 17 to identify necessary amendments that ensure consistency across all related provisions, eliminate conflicts, and strengthen cross-references between chapters. As part of this effort, the Consultant will also develop and recommend regulatory language to support the City’s

Main Street District, aligning such provisions with the City’s broader economic development objectives and planning initiatives.

The Selected Consultant’s services shall further include ongoing coordination with City staff and stakeholders throughout the duration of the project, including participation in meetings, presentations, and work sessions as necessary to support collaboration, transparency, and informed decision-making.

The Consultant will be expected to assist the City through the formal review, public engagement, and ordinance adoption process, including the preparation of final ordinance-ready documents and incorporation of feedback from staff, advisory boards, and elected officials.

This procurement is conducted in accordance with applicable provisions of the Official Code of Georgia

Annotated (O.C.G.A.), generally accepted governmental procurement practices, and the City of

McDonough’s procurement policies and procedures. The Selected Consultant shall perform all services in full compliance with applicable federal, state, and local laws and regulations, as well as recognized planning, zoning, and municipal code development best practices.

B. Background and Organizational Overview

The City of McDonough is a municipal corporation organized under the laws of the State of Georgia and provides a full range of governmental services to its residents, including public safety, infrastructure, utilities, planning, and community development. The City operates under a Mayor-Council form of government, with executive and administrative oversight provided by the City Administrator and operational support delivered through various departments.

This project is being led by the City’s Community and Economic Development Department, which is responsible for planning, zoning, development review, and implementation of policies that guide the

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City’s growth and redevelopment efforts. The Department works in coordination with other City departments, including Public Works, Code Enforcement, and Administration, to ensure that regulatory frameworks are effectively applied and enforced.

Chapters 15 and 16 of the City’s Code of Ordinances have not undergone a comprehensive update in approximately twenty (20) years. As a result, portions of these chapters have become outdated, inconsistently organized, and difficult to interpret and administer. In 2025, the City completed a significant update to Chapter 17 (Zoning Ordinance), establishing a modern regulatory framework to guide land use and development. As implementation of the updated zoning ordinance progresses, it has become increasingly necessary to align Chapters 15 and 16 with Chapter 17 to ensure consistency in terminology, regulatory intent, and enforcement procedures across the City’s Code.

The City is also advancing broader economic development initiatives, including targeted efforts within the Main Street District, which require clear, cohesive, and enforceable regulatory language to support redevelopment, investment, and long-term planning objectives. This project is intended to support those initiatives by modernizing the City’s code in a manner that is both legally sound and practically effective.

The Selected Consultant will work closely with City staff and designated stakeholders throughout the duration of the project to review existing code provisions, develop revised language, and support the adoption process. The City will make available relevant materials, including current code provisions, recently adopted zoning regulations, planning documents, and other supporting information necessary to facilitate the Consultant’s work, as determined appropriate by the City.

C. Government Entity and Records Information

Information regarding the City of McDonough, including its Code of Ordinances, zoning regulations, planning documents, and other publicly available materials, may be accessed through the City’s official website and applicable State of Georgia resources. These materials are intended to provide Proposers with general background information regarding the City’s regulatory framework, organizational structure, and planning environment.

In support of this procurement, the City may make available additional documents relevant to the scope of services, including but not limited to current versions of Chapters 15, 16, and 17 of the Code of

Ordinances, recently adopted zoning ordinance updates, planning studies, maps, and other supporting materials. Such information will be provided at the discretion of the City and in a manner that ensures equitable access to all prospective Proposers.

All requests for information shall be submitted in accordance with the procedures outlined in this solicitation. To maintain fairness, transparency, and consistency in the procurement process, responses to questions, clarifications, and requests for additional information will be provided through the official question-and-answer process and, where applicable, issued by formal addendum. No information obtained from any source other than the designated Procurement Contact shall be considered binding.

Proposers are responsible for monitoring all addenda issued in connection with this RFP and for incorporating any such information into their proposals. Failure to acknowledge or account for issued addenda may result in disqualification.

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If a pre-proposal conference is scheduled, the date, time, and location will be provided in Section III, Procurement Schedule, of this RFP.

II. Scope of Services and Requirements

A. Scope of Services

The City of McDonough (the “City”) is seeking qualified professional consulting services to perform a comprehensive evaluation, restructuring, and modernization of Chapters 15 and 16 of the City’s Code of Ordinances, along with targeted updates to Chapter 17 (Zoning Ordinance). The selected Consultant shall provide all labor, expertise, coordination, and resources necessary to complete the project in accordance with the requirements set forth herein.

All services shall be performed in a manner that results in a clear, consistent, enforceable, and user-friendly regulatory framework that supports the City’s operational, planning, and economic development objectives.

1. Project Initiation and Kickoff

The Consultant shall initiate the project through a formal kickoff process. This shall include coordination with designated City staff to confirm project objectives, scope, deliverables, communication protocols, and key milestones. The Consultant shall develop and submit a detailed project schedule identifying phases of work, deliverables, review periods, and anticipated completion dates.

2. Comprehensive Code Assessment

The Selected Consultant shall conduct a detailed and systematic review of Chapters 15 and 16 of the

City’s Code of Ordinances. This review shall include the identification of outdated, redundant, conflicting, or unclear provisions, as well as an evaluation of the overall organization, readability, and enforceability of the existing code. The Selected Consultant shall assess alignment with current municipal practices and identify inconsistencies with Chapter 17.

3. Code Restructuring and Reorganization

Based on the findings of the code assessment, the Selected Consultant shall develop and implement a comprehensive restructuring of Chapters 15 and 16. This effort shall include reorganizing code provisions into a logical and user-friendly format, standardizing terminology and formatting, and organizational structure of the code. The Consultant shall clearly identify all sections to be retained, revised, relocated, or removed.

4. Drafting and Rewrite of Chapters 15 and 16

The Selected Consultant shall perform a full rewrite of Chapters 15 and 16 to reflect current regulatory standards and municipal best practices. All revised language shall be clear, concise, and legally sufficient, and shall eliminate ambiguity while improving usability for City staff, elected officials, and the public. The Consultant shall incorporate City-specific operational needs and ensure that all provisions are suitable for enforcement and implementation.

5. Coordination with Chapter 17 Zoning Ordinance

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The Selected Consultant shall review Chapter 17 and ensure that revised Chapters 15 and 16 are fully aligned with the City’s Zoning Ordinance. This shall include the identification and resolution of conflicts, alignment of terminology and definitions, and the strengthening of cross-references between chapters to ensure consistency across the Code of Ordinances.

6. Main Street District Regulatory Development

The Selected Consultant shall review the City's existing plans, policies, zoning provisions, maps, and other materials applicable to the Main Street District and develop recommended regulatory language for the District. Based on City policy direction provided during the project, the recommendations may address permitted and conditional uses, dimensional and development standards, site and building design standards, parking and access, signage, streetscape or frontage requirements, administrative procedures, definitions, and related cross-references. The Consultant shall explain the purpose and basis of each substantive recommendation and show how the proposed language integrates with the

City's zoning framework and economic development objectives. Unless separately authorized in writing, this task does not include preparation of a market study, traffic study, engineering analysis, architectural design manual, or comprehensive rezoning map.

7. Targeted Amendments to Chapter 17

The Consultant shall prepare targeted amendments to Chapter 17 only to the extent necessary to: (1) resolve conflicts or inconsistencies created or identified through the revision of Chapters 15 and 16; (2) align applicable definitions, terminology, procedures, and cross-references; and (3) incorporate or support the Main Street District regulatory provisions developed under this Scope of Services. This task does not include a comprehensive rewrite of Chapter 17 or amendments unrelated to Chapters 15 and

16 or the Main Street District unless separately authorized in writing by the City. Each proposed amendment shall be accompanied by a brief explanation of its purpose and supporting legal authority, professional standard, or recognized best practice and shall be provided in redlined, clean, and ordinance-ready formats.

8. Stakeholder Engagement and Meetings

The Consultant shall coordinate and participate in meetings with City staff and stakeholders throughout the project, including work sessions, presentations, Planning Commission meetings, Mayor and

Council meetings, public hearings, and other stakeholder meetings that the Consultant determines are appropriate for its proposed approach or that the City requests. Because the number and type of meetings may depend on the review and adoption process, each Proposer shall identify in its Technical

Proposal and pricing assumptions the number, type, format, and duration of meetings included in its fixed fee. The Consultant shall provide regular progress updates and incorporate consolidated City feedback into subsequent deliverables. Meetings beyond the assumptions expressly included in the accepted Proposal shall require prior written authorization through the contract modification process, except when required to correct the Consultant's errors or omissions.

9. Adoption and Implementation Support

The Selected Consultant shall support the City through the formal review, public engagement, and ordinance adoption process. This shall include preparation of final ordinance-ready documents, MCD-CED-RFP-FY27-003 Page 10 of 26 participation in public hearings or meetings as required, and incorporation of feedback from City staff, advisory bodies, and elected officials. The Consultant shall ensure that all final deliverables are suitable for legal review and formal adoption. All draft and final work products, including ordinance language, reports, matrices, presentations, and supporting documentation prepared pursuant to this engagement, shall become the property of the City upon acceptance and payment.

10. Staff Training Requirement

The selected Consultant shall provide training and/or orientation sessions for applicable City staff regarding the revised code provisions, implementation procedures, operational impacts, and administrative application of the updated ordinances.

Training services may include, but are not limited to:

In-person and/or virtual training sessions

Presentation materials and training aids

Implementation guidance and procedural overview

Question-and-answer sessions with City personnel

Follow-up clarification support related to training content

The Consultant shall coordinate training sessions with the City at mutually agreed upon dates and times following completion of draft and/or final ordinance revisions.

11. Use of Generative Artificial Intelligence

The selected Consultant may use generative artificial intelligence, large language models, or similar tools solely as supporting resources for research, organization, comparison, and other administrative assistance in connection with this engagement. Such tools shall not replace the professional judgment, legal analysis, or independent recommendations of the Consultant's qualified personnel.

All assessments, recommendations, ordinance provisions, amendments, reports, matrices, presentations, and other deliverables must reflect the Consultant's professional analysis and shall be reviewed and approved by qualified personnel before submission to the City. The Consultant shall remain fully responsible for the accuracy, completeness, consistency, originality, legal sufficiency, and compliance of all work products with applicable federal, state, and local laws and professional standards.

The Consultant shall not enter confidential, privileged, personally identifiable, security-sensitive, proprietary, or otherwise nonpublic City information into any publicly accessible or unapproved artificial intelligence platform.

The Consultant shall disclose in writing any material use of generative artificial intelligence in preparing a draft or final deliverable, including a general description of how the technology was used. Incidental uses that do not materially affect the substance of a deliverable, such as basic spelling or grammar assistance, do not require disclosure.

Upon request, the Consultant must be able to explain the basis for each substantive recommended change and identify the applicable legal authority, authoritative source, professional standard, or

MCD-CED-RFP-FY27-003 Page 11 of 26 recognized best practice supporting the recommendation. Artificial intelligence-generated content or citations shall not be relied upon without independent verification by the Consultant.

Failure to comply with this provision may result in rejection of the affected work product, required correction at no additional cost to the City, or other remedies available under the resulting contract.

B. Deliverables

The Selected Consultant shall provide the deliverables identified below in a complete, organized, and adoption-ready form. Unless the City approves another format in writing, narrative and ordinance documents shall be submitted as editable Microsoft Word files and as clean and redlined PDF files;

matrices and tracking documents shall be submitted in Microsoft Excel; and presentation materials shall be submitted in editable Microsoft PowerPoint and PDF formats. Drafts shall be clearly marked as draft. The City will evaluate each deliverable for completeness, technical accuracy, consistency with the Scope of Services and documented City direction, resolution of consolidated review comments, and usability in the required file formats. The City will provide consolidated comments or acceptance within ten (10) business days when practicable. The Consultant shall include at least two formal review cycles for each major draft deliverable and shall correct errors, omissions, formatting defects, and inconsistencies at no additional cost. A deliverable is final only after written acceptance by the City's designated Project Manager.

B1. Code Assessment Report

The Consultant shall prepare and submit a comprehensive Code Assessment Report documenting the findings from the review of Chapters 15 and 16. The report shall include, at a minimum:

Identification of outdated, redundant, conflicting, or unclear provisions

Analysis of structural and organizational deficiencies

Evaluation of usability, readability, and enforceability

Identification of inconsistencies with Chapter 17 (Zoning Ordinance)

Recommendations to guide restructuring and drafting

B2. Code Reorganization Matrix

The Consultant shall develop and maintain a detailed Code Reorganization Matrix that clearly identifies all proposed changes to Chapters 15 and 16. The matrix shall include:

Sections to be retained without modification

Sections to be revised

Sections to be relocated

Sections to be removed

New sections to be created

The matrix shall serve as a tracking tool throughout the project and shall be updated as revisions are made.

B3. Draft Code Revisions (Chapters 15 and 16)

The Consultant shall prepare and submit draft versions of Chapters 15 and 16, including:

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Redlined versions showing all proposed changes

Clean versions reflecting revised code language

Consistent formatting, numbering, and terminology

Drafts shall be submitted in phases as agreed upon with the City and shall be subject to iterative review and revision.

B4. Chapter 17 Coordination and Amendments

The Consultant shall prepare and submit documentation addressing coordination with Chapter 17, including:

Identification of conflicts and inconsistencies

Recommended revisions to ensure alignment

Draft amendment language for targeted updates

All proposed amendments shall be clearly documented and formatted for ordinance adoption.

B5. Main Street District Regulatory Language

The Consultant shall develop and submit proposed regulatory language to support the City’s Main

Street District, including:

Draft ordinance text

Supporting rationale and explanation of proposed standards

Integration with existing zoning and planning framework

B6. Summary of Changes

The Consultant shall prepare a comprehensive Summary of Changes document that:

Clearly explains all major revisions

Identifies policy-level changes and their intended impact

Provides a user-friendly overview for staff, elected officials, and the public

B7. Presentation Materials

The Consultant shall prepare presentation materials as needed to support:

Staff work sessions

Planning Commission meetings

Mayor and Council meetings

Public engagement efforts, if applicable

Materials may include slide presentations, summary documents, and visual aids.

B8. Final Adoption-Ready Documents

Upon completion of the review and revision process, the Consultant shall provide final adoption-ready documents, including:

Final clean versions of Chapters 15 and 16

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Final amendment language for Chapter 17

Ordinance-ready formatting suitable for legal review and adoption

All final documents shall be submitted in formats specified by the City.

B9. Ongoing Revisions and Support

The Consultant shall provide reasonable revisions to deliverables based on feedback from:

City staff

Advisory boards and commissions

Mayor and Council

Such revisions shall be incorporated in a timely manner to support project completion and adoption.

C. Project Timeline and Milestones

The anticipated project duration is approximately twelve (12) months, with the potential to extend up to eighteen (18) months depending on project complexity, stakeholder engagement, and adoption timelines.

The Consultant shall provide a detailed project schedule identifying key milestones, including completion of the code assessment, draft submissions, review periods, stakeholder engagement activities, and final adoption. The Consultant shall adhere to the agreed-upon schedule and promptly notify the City of any delays or changes that may impact project completion.

D. City Responsibilities

The City shall provide access to relevant documents, including current code provisions, zoning regulations, planning materials, and other information necessary to support the Consultant’s work. The

City shall designate a primary point of contact to coordinate communication and facilitate the review of deliverables.

The City shall review submitted deliverables and provide feedback in a timely manner to support project progress. The City shall also coordinate internal stakeholders and facilitate meetings, presentations, and the adoption process as necessary.

III. INSTRUCTIONS TO PROPOSERS

A. Notice

RFP No.: MCD-CED-RFP-FY27-003 – Code Revision Services for Chapters 15, 16, and Related Updates to Chapter 17 - City of McDonough, Georgia

Proposals Due: September 29, 2026 - 3:00 p.m. ET

Proposals shall be submitted to the Attention of:

Tiffany George, Procurement-Purchasing Specialist Department of Finance City of McDonough 136 Keys Ferry Street

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McDonough, Georgia 30253

B. Statement of Purpose

The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified professional consulting firms to provide code revision and regulatory consulting services for the City of McDonough.

The selected Consultant will assist the City in the evaluation, restructuring, and modernization of

Chapters 15 and 16 of the Code of Ordinances, along with targeted updates to Chapter 17 (Zoning

Ordinance), in accordance with the Scope of Services outlined in this solicitation.

The City intends to award a contract to the Proposer whose submission is determined to be most advantageous, taking into consideration technical qualifications, relevant experience, proposed approach, and cost.

The resulting contract is anticipated to be for an initial term of twelve (12) months from the Effective

Date of the Agreement, with the option to extend the contract for an additional period of up to six (6) months, as necessary to support project completion and the ordinance adoption process. Any such extension shall be subject to satisfactory performance and the availability of appropriated funds.

C. Procurement Schedule

Questions Due: September 15, 2026 - 2:00 p.m. ET

Proposal Due Date: September 29, 2026 - 3:00 p.m. ET

The City reserves the right to modify the procurement schedule through the issuance of an addendum.

D. Submission of Proposals

Proposals shall be submitted in sealed form and clearly labeled with the RFP title and number.

Proposers shall submit:

One (1) original

One (1) electronic copy

Late submissions will not be accepted.

1. Submission Requirements

Each proposal shall include:

Technical Proposal (separate from cost)

Cost Proposal (submitted separately, sealed or separate file)

Cost information shall not be included in the Technical Proposal. Any proposal containing cost information in the Technical Proposal may be deemed non-responsive.

Failure to comply may result in rejection.

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2. Proposal Format

Proposals shall be prepared in a clear, concise, and organized manner, emphasizing completeness, clarity, and responsiveness to the requirements of this RFP. Proposals shall be structured in accordance with the format outlined herein.

3. Technical Proposal Requirements

The Technical Proposal shall not exceed twenty (20) pages, excluding cover letter, table of contents, and required forms. Proposals shall be prepared using a minimum 11-point font and standard margins.

The Technical Proposal shall be organized in the following format and shall include, at a minimum, the components listed below:

a. Project Understanding

Proposers shall demonstrate a clear understanding of the City’s needs and the objectives of this project.

This section shall include the Proposer’s interpretation of the Scope of Services, key issues, and critical success factors associated with the evaluation, restructuring, and modernization of the City’s Code of

Ordinances.

b. Approach and Methodology

Proposers shall describe their proposed approach to completing the Scope of Services. This shall include methodologies for conducting code assessments, restructuring and drafting regulatory language, ensuring consistency with zoning regulations, and delivering adoption-ready documents.

c. Work Plan and Project Schedule

Proposers shall provide a detailed work plan outlining the sequence of tasks, major activities, and deliverables. The work plan shall include a proposed project schedule identifying key milestones, review periods, and anticipated completion dates.

d. Firm Experience and Qualifications

Proposers shall provide information regarding their firm’s experience in performing similar projects, including municipal code revisions, zoning updates, or related regulatory consulting services. Relevant project examples shall be included.

e. Project Team and Staffing

Proposers shall identify key personnel assigned to the project, including their roles, qualifications, and relevant experience. This section shall clearly describe the organizational structure and level of effort for each team member.

f. Stakeholder Engagement Approach

Proposers shall describe their approach to engaging with City staff, advisory boards, elected officials, and the public, as applicable. This shall include methods for facilitating meetings, presenting materials, and incorporating feedback into deliverables.

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g. References

Proposers shall provide a minimum of three (3) references from clients for whom similar services have been performed. References shall include the client name, contact person, phone number, and a brief description of services provided.

4. Cost Proposal Requirements

The Cost Proposal shall be submitted separately from the Technical Proposal and shall include:

Total project cost (lump sum and/or phased pricing)

Cost breakdown by project phase or deliverable

Hourly rates by labor category (if applicable)

Identification of any reimbursable expenses

All pricing shall be firm and fixed unless otherwise negotiated.

5. Requests for Clarification

All questions regarding this solicitation shall be submitted in writing to:

Vendorrelations@mcdonoughga.org.

Questions submitted to any other email address or City personnel may not receive a response.

Responses to questions will be issued via formal addendum and posted through the Georgia

Procurement Registry (GPR)

6. Withdrawal of Proposals

Proposals may be withdrawn prior to the submission deadline by written request submitted to the

Procurement Contact.

E. Consideration of Proposals

The City reserves the right to:

Reject any or all proposals

Waive informalities and minor irregularities

Request additional information from Proposers

F. Acceptance of Proposals and Award

The City will issue a Notice of Intent to Award to the selected Proposer.

Award is subject to:

Successful negotiation of scope and pricing

Approval by the appropriate authority

Execution of a formal agreement mailto:Vendorrelations@mcdonoughga.org

MCD-CED-RFP-FY27-003 Page 17 of 26

G. Contents of Proposal

Proposals shall include the following components:

Cover Letter

Firm Qualifications

Project Team and Staffing

Relevant Experience

Project Approach and Methodology

Work Plan and Schedule

Stakeholder Engagement Approach

References

Required Certifications

Cost Proposal (submitted separately)

H. Conflict of Interest

Proposers shall disclose any actual or potential conflicts of interest related to this project. Failure to disclose such conflicts may result in disqualification.

I. Acceptance of Contract Terms

Submission of a proposal constitutes acceptance of the terms and conditions contained in this RFP unless otherwise noted.

J. Protest Procedures

Any protest shall be submitted in writing within ten (10) calendar days of the issuance of the Notice of

Intent to Award in accordance with the City’s procurement policies.

K. Debriefing

Debriefings will be provided upon request. Unsuccessful Proposers may request a debriefing in writing following the award.

L. Required Documents for Contract Award

The selected Proposer shall provide:

Proof of business registration

Evidence of required insurance

Any additional documentation required by the City

IV. EVALUATION AND SELECTION PROCESS

A. Evaluation Process

Proposals will be evaluated by an Evaluation Committee appointed by the City. The evaluation will be conducted in a fair and consistent manner based on the criteria set forth below.

MCD-CED-RFP-FY27-003 Page 18 of 26

The evaluation process will include a review of the Technical Proposals, followed by a separate consideration of Cost Proposals. The City reserves the right to request clarifications, conduct interviews, or require presentations from Proposers as part of the evaluation process.

Criteria Description Weight

1.Project Understanding

Demonstrated understanding of the City’s needs, project objectives, and Scope of Services, including key challenges and critical success factors

15%

2. Approach and

Methodology

Quality, clarity, and effectiveness of the proposed approach to completing the Scope of Services, including methods for code assessment, restructuring, and drafting

20%

3. Work Plan and Project

Schedule

Feasibility and completeness of the proposed work plan, including sequencing of tasks, milestones, and ability to meet project timelines

10%

4. Experience and

Qualifications

Relevant experience of the firm in performing similar municipal code revision, zoning, or regulatory consulting projects

15%

5. Project Team and

Staffing

Qualifications, experience, and availability of key personnel assigned to the project 10%

6. Stakeholder

Engagement Approach

Effectiveness of the proposed approach for engaging City staff, advisory boards, elected officials, and other stakeholders

10%

7. References Quality of past performance and relevance of references for similar projects 5%

8. Cost Overall cost of services, including reasonableness and alignment with the proposed scope 15%

Total 100%

Technical Evaluation Methodology

Technical Proposals will be evaluated based on the criteria above. The Evaluation Committee may assign scores based on the overall quality, responsiveness, and completeness of each proposal.

The City reserves the right to determine the relative strengths and weaknesses of each proposal and to consider qualitative factors in addition to numerical scoring

MCD-CED-RFP-FY27-003 Page 19 of 26

The City may request clarifications, conduct interviews, or request presentations as part of the evaluation process

B. Cost Consideration

Cost Proposals will be evaluated separately from the Technical Proposals. Cost will be considered as part of the overall evaluation; however, it will not be the sole determining factor in the award decision.

The City reserves the right to determine price reasonableness and may reject any proposal deemed to be unreasonably high, unbalanced, or unrealistic in relation to the Scope of Services.

C. Negotiation and Award

The City intends to enter into negotiations with the highest-ranked Selected Consultant as determined through the evaluation process.

Negotiations may include, but are not limited to:

Refinement of the Scope of Services

Adjustments to proposed fees and pricing structure

Finalization of contract terms and conditions

If negotiations with the highest-ranked Selected Consultant is unsuccessful, the City reserves the right to terminate negotiations and proceed to the next highest-ranked Selected Consultant.

The final award is subject to approval by the appropriate City authority and execution of a formal agreement.

V. CONTRACT TERMS AND CONDITIONS

A. General Terms and Conditions

The selected Consultant shall execute a professional services agreement with the City before beginning work. The resulting agreement shall incorporate this RFP, all issued addenda, the accepted Proposal, the final negotiated Scope of Services and fee, and all applicable City terms and conditions. If a conflict exists among the contract documents, the order of precedence stated in the executed agreement shall govern.

B. Applicable Law and Courts

This solicitation and any resulting contract shall be governed by and construed in accordance with the laws of the State of Georgia. The Consultant shall comply with all applicable federal, state, and local laws, regulations, ordinances, and professional requirements in performing the services. Venue for any action arising from the resulting contract shall lie in a court of competent jurisdiction in Henry County, Georgia, unless controlling law requires otherwise.

C. Ethics in Public Contracting

By submitting a proposal, the Consultant certifies that its Proposal is made independently and without collusion, fraud, bribery, kickbacks, improper inducements, or unlawful restraint of competition. The

Consultant and its principals, employees, agents, and subcontractors shall comply with all applicable

MCD-CED-RFP-FY27-003 Page 20 of 26 federal, state, and local ethics and conflict-of-interest requirements throughout the procurement and contract term. A false certification or violation may result in rejection, disqualification, termination, or other remedies available to the City.

The Consultant shall promptly disclose to the City any actual, potential, or perceived conflict of interest arising during the procurement or performance of the contract.

The Consultant and all applicable subcontractors shall comply with federal and State of Georgia immigration and employment-eligibility verification requirements, including O.C.G.A. § 13-10-91, and shall execute and submit all affidavits and certifications required by the City before contract performance.

D. Debarment Status

By submitting a proposal, the Consultant certifies that it is not currently debarred from submitting bids or proposals to any agency of the State of Georgia or the federal government. The Consultant also certifies that it is not acting as an agent of any person or entity that is debarred.

E. Proprietary Information and Public Records

The Consultant acknowledges that records submitted to the City may be subject to disclosure in accordance with the Georgia Open Records Act, O.C.G.A. § 50-18-70 et seq. Any proprietary or confidential information shall be clearly identified by the Proposer at the time of submission.

The City does not guarantee that information designated as proprietary or confidential will be exempt from disclosure.

F. Assignment and Subcontracting Restrictions

The Consultant shall not assign, transfer, convey, sublet, or otherwise dispose of the contract or any portion thereof without the prior written consent of the City.

Any approved subcontractor shall be subject to all applicable requirements of the resulting agreement.

G. Contract Changes and Modification Authority

The City reserves the right to order changes within the general scope of the contract. Any modifications affecting the scope of work, compensation, schedule, or other material terms shall be authorized only through a written amendment executed by both parties.

H. Invoicing and Payment Terms

All invoices shall be submitted to the City in a form acceptable to the City and shall include sufficient detail regarding services performed.

Payment shall be made in accordance with the City’s standard accounts payable procedures following receipt and approval of a proper invoice.

I. Insurance and Risk Management Requirements

The selected Consultant shall maintain insurance coverage in types and amounts acceptable to the City, including, as applicable:

MCD-CED-RFP-FY27-003 Page 21 of 26

Commercial General Liability Insurance

Professional Liability Insurance

Workers’ Compensation Insurance

Automobile Liability Insurance

Certificates of Insurance shall be provided prior to contract execution.

J. Indemnification

The Consultant shall indemnify, defend, and hold harmless the City, its officers, employees, and agents from and against claims, damages, losses, liabilities, and expenses arising out of or resulting from the negligent acts, errors, omissions, or willful misconduct of the Consultant in the performance of the services.

K. Independent Contractor Status

The Consultant shall perform all services as an independent contractor and not as an employee, agent, representative, or partner of the City.

L. Default and Termination

The City reserves the right to terminate the contract for cause in the event the Consultant fails to perform in accordance with the contract requirements.

The City may also terminate the contract for convenience upon written notice in accordance with the terms of the resulting agreement.

M. Drug-Free Workplace Compliance

The Consultant shall comply with all applicable requirements of the Georgia Drug-Free Workplace Act and shall provide any certifications required by the City prior to contract execution.

N. Integrated Agreement

The resulting agreement, including the RFP, any addenda, and the Consultant’s Proposal, shall constitute the complete and integrated agreement between the parties and supersede all prior negotiations, representations, or understandings relating to the subject matter of the contract.

VI. ATTACHMENTS

Attachment A – Cost Proposal Form Attachment B – Drug-Free Workplace Certification Attachment C – Immigration and E-Verify Compliance Affidavit Attachment D – Conflict of Interest Disclosure Form

MCD-CED-RFP-FY27-003 Page 22 of 26

ATTACHMENT A - COST PROPOSAL FORM

RFP No - MCD-CED-RFP-FY27-003

Project: Code Revision Services for Chapters 15, 16, and Related Updates to Chapter 17 -

City of McDonough, Georgia

IMPORTANT INSTRUCTIONS - Submit this form separately from the Technical Proposal ***Do NOT include cost information in the Technical Proposal*** All pricing must be firm and fixed

Pricing shall reflect all costs necessary to complete the Scope of Services

A. Total Project Cost

Total Not to Exceed Cost $_____________

B. Cost Breakdown by Project Phase

Provide a breakdown of costs by major project phase. Proposer may adjust phase structure as needed, but it must align with the Scope of Services.

Project Phase Description Cost

Phase 1 Project Initiation and Code

Assessment

Phase 2 Code Restructuring and

Reorganization

Phase 3 Drafting and Rewrite of Chapters

15 and 16

Phase 4 Chapter 17 Coordination and Text

Amendments

Phase 5 Main Street District Regulatory

Development

Phase 6 Stakeholder Engagement and

Meetings

Phase 7 Final Deliverables and Adoption

Support

Phase 8 Staff Training and

Implementation Support

Total (All Phases): $____________________

C. Hourly Rates for Additional Services (If Applicable)

MCD-CED-RFP-FY27-003 Page 23 of 26

Provide hourly rates for personnel that may be utilized for additional services beyond the defined scope, if approved by the

City.

Position / Title Hourly Rate

Principal / Partner $__________

Project Manager $__________

Senior Planner / Consultant $__________

Staff / Analyst $__________

D. Reimbursable Expenses (If Applicable)

All reimbursable expenses must be clearly identified and are subject to City approval. Reimbursable expenses shall not be invoiced without prior written approval from the City.

Description: __________________________________________

Estimated Total Cost: $__________

E. Optional Additional Services (If Proposed)

If the Proposer is offering optional services not included in the base scope, list them below. These services must be clearly defined and separately priced. Optional services identified in this section shall not be included in the base project cost unless specifically authorized by the City.

Service Description Cost

F. Pricing Assumptions

Proposers shall clearly identify any assumptions, exclusions, or conditions associated with the proposed pricing.

G. Certification

The undersigned certifies that:

reflects the full cost of all labor, materials, coordination, meetings, travel, overhead, and other expenses necessary to complete the Scope of Services. Pricing is valid for a minimum of one hundred twenty (120) days

The Proposer agrees to perform services at the prices listed

Firm Name: __________________________

Authorized Representative: __________________________

Title: __________________________

Signature: __________________________

Date: __________________________

MCD-CED-RFP-FY27-003 Page 24 of 26

ATTACHMENT B - DRUG FREE WORKPLACE CERTIFICATION

RFP No - MCD-CED-RFP-FY27-003

Project: Code Revision Services for Chapters 15, 16, and Related Updates to Chapter 17 -

City of McDonough, Georgia

The undersigned certifies that it is in compliance with the provisions of the Georgia Drug-Free Workplace Act, O.C.G.A. § 50-24-1 through § 50-24-6, and all applicable provisions of the Code of Ordinances of the City of

McDonough (“the City”) relating to procurement, contracting, and workplace conduct.

The undersigned…