RFP 2025_014 Architectural Services for Munic.pdf

REQUEST FOR PROPOSALS

FOR

ARCHITECTURAL SERVICES FOR MUNICIPAL COURT CONCEPT

PLAN

RFP 2025-014

Issue Date: September 15, 2025

Due Date: October 31, 2025

1. Introduction

The City of Douglasville is seeking proposals from qualified architectural firms to develop a Concept Plan for a new Municipal Court Facility to be located on the site currently used as a parking lot at the City of Douglasville Public Safety Headquarters. The proposed facility will address the space limitations and operational inefficiencies of the existing courtroom and provide a standalone municipal court that ensures separation from police services while maintaining close proximity for public service, safety, and logistical benefits.

2. Background and Purpose

The current courtroom located within the City’s Public Safety Headquarters is inadequate to meet the current and anticipated future needs of the Municipal Court. The court system has expanded to include both a Municipal Court Judge and an Environmental Court Judge, supported by a Solicitor, a Public Defender, a Court Administrator, Court Supervisor, 6–7 Court Clerks, Bailiffs, and Court Security.

Court is held three days per week, with growing demand for enhanced facilities, public access, and overall security. The City seeks to develop a concept plan that provides a purpose-built court facility in the underutilized parking lot adjacent to the Public Safety Headquarters.

3. Scope of Work

The selected firm shall provide professional architectural services to develop a Concept Plan that includes, but is not limited to:

• Site evaluation and feasibility for new construction on the existing parking lot.

• Conceptual layout and space planning that includes:

o Separate, secure entrances for the public, staff, and defendants.

o Courtrooms for Municipal and Environmental Court use.

o Offices for judges, solicitor, public defender, and court staff.

o Clerk workspaces and secure file storage.

o Payment windows and a public-facing customer service area.

o Public waiting area and restrooms.

o Security checkpoints and secure circulation paths for in-custody individuals.

o Parking evaluation to ensure adequate capacity.

• Analysis of integration and adjacency to existing Public Safety Headquarters for operational efficiency and safety.

• Future expansion planning.

• Preliminary cost estimate and project phasing suggestions.

4. Proposal Requirements

Respondents must include the following in their proposals:

• Firm Overview – Description of firm, history, size, and location.

• Relevant Experience – Examples of similar municipal, judicial, or public safety facility designs.

• Team Qualifications – Résumés of key personnel assigned to the project.

• Approach and Methodology – Understanding of the project and proposed approach.

• Timeline – Estimated timeline for concept development and key milestones.

• Fee Proposal – Lump sum or not-to-exceed fee for concept plan services.

• References – Minimum of three (3) references from similar projects.

5. Evaluation Criteria

Proposals will be evaluated based on the following:

• Relevant experience and qualifications of firm and project team. - 25 Points

• Understanding of project goals and local government facility needs. - 20 Points

• Quality and clarity of proposal. - 15 Points

• Project approach and proposed timeline. - 20 Points

• Cost-effectiveness and value. - 20 Points

The top-ranked 3 to 5 firms (based on the number of submissions) will be invited to participate in a virtual interview with the City’s selection committee. Based on these interviews, a final recommendation will be presented to the Mayor and Council for approval.

The anticipated project launch date is December 2025.

6. References

• Name, title, organization, phone number, and email address for at least three references

• Brief description of services provided to each reference

7. Estimated Timeline

Action Item Dates

RFP Issued September 15, 2025

Question Deadline September 29, 2025, by 4:00 PM EDT

Action Item Dates

RFP Issued September 15, 2025

Responses to Questions Posted October 06, 2025

Proposals Due October 31, 2025, by 4:00 PM EDT

8. Procurement Process and Information

a. Request for Proposal Documents

All RFP documents are available in electronic format at Bidnet Direct www.bidnetdirect.com.

a. Availability of Request for Qualifications

The RFP is open to all qualified candidates and is available free of charge.

b. Request for Information

All requests for information and clarifications regarding this project shall be submitted to Bidnet Direct (www.bidnetdirect.com) no later than September 29, 2025, at 4:00 PM EDT. Questions and answers will be issued in the form of an addendum to all interested and will be available on Bidnet Direct (www.bidnetdirect.com). It is the proposer’s responsibility to check the website for any addenda issued for this RFP.

c. Communication

From the issue date of this RFP solicitation until a successful proposer is selected and announced, proposers are forbidden to communicate about this solicitation or this project for any reason with any members of the City of Douglasville administration and government, except for submission of questions as instructed in the RFP. For violation of this provision, the City reserves the right to reject the proposal of the offending proposer. If additional assistance is needed, please contact Alyssa Gordon – Senior Accounting Specialist at gordona@douglasvillega.gov.

9. Submittal Date and Information

All bids must be submitted electronically in one (1)PDF file via Bidnet Direct (www.bidnetdirect.com) no later than 4PM EDT on October 31, 2025.

Electronic submittals must include a reference to City of Douglasville http://www.bidnetdirect.com/ http://www.bidnetdirect.com/ http://www.bidnetdirect.com/ mailto:gordona@douglasvillega.gov http://www.bidnetdirect.com/

Architectural Services for Municipal Court Concept Plan and RFP 2025-014.

Late proposals will not be accepted.

1. It is the sole responsibility of the Proposer to assure delivery by the specified deadlines to Bidnet Direct at www.bidnetdirect.com. The City cannot accept responsibility for incorrect or late deliveries, regardless of reason.

2. A list of firms submitting responsive Proposals will be available on Bidnet Direct (www.bidnetdirect.com) website after the stated deadline.

3. Proposals may not be withdrawn for a period of 60 days after the due date for receipt of proposals.

4. The selected consultant must maintain the following insurance coverage for the duration of the project:

• General Liability Insurance: minimum $1,000,000 per occurrence

• Workers' Compensation Insurance as required by state law

• Professional Liability (Errors and Omissions) Insurance

Minimum Limit: $1,000,000 per claim / $3,000,000 aggregate

• Automobile Liability Insurance: minimum $500,000 per accident

5. The Municipality is an Equal Opportunity Employer and encourages proposals from minority and women-owned businesses.

6. Proposals may be withdrawn by written or email request, provided such withdrawals are received prior to the time and date of the bid closing. Prior to beginning services, Consultant shall present a Liability Insurance Certificate naming the City of Douglasville as an Additional Insured.

7. All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The City is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the City. Labeling information provided in submittals “proprietary” or “confidential” or any other designation of restricted https://www.bidnetdirect.com/ https://www.bidnetdirect.com/ use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until the final award.

8. The City of Douglasville reserves the right to waive all technicalities, formalities, or irregularities in proposals. The City may reject the proposal of any vendor that has previously failed to perform properly or complete contracts of a similar nature to the City of Douglasville on time.

9. The selected consultant will be required to enter into a written agreement with the City of Douglasville and comply with all applicable federal, state, and local laws and regulations.

10. Proposal Response

Proposals must include the following:

• Firm name, address, and contact information.

• Overview of qualifications and relevant experience.

• Detailed project approach, including a proposed timeline and staffing plan.

• Cost proposal, including a breakdown of labor.

• References (minimum of three).

• Required certifications (e.g., Georgia E-Verify Compliance).

11. General Conditions The City reserves the right to accept or reject any or all proposals. Proposals must remain valid for 60 days following submission. For questions or clarifications, submit inquiries via Bidnet Direct (https://www.bidnetdirect.com) by September 29, 2025, at 4:00 PM EDT.

12. Exhibits Included

• Fee Proposal Sheet

• Bidder Sheet

• Bidder’s Disclosure Statement

• Georgia Security and Immigration Compliance

• Contractor Affidavit

• Certification Form

• Reference Sheets

City of Douglasville – Fee Proposal Sheet

Project: Municipal Court Facility Concept Plan

RFP No.: 2025-014

Due Date: October 31, 2025, by 4:00 PM EDT

Firm Name: ____________________________________

Address: _______________________________________

Contact Person: _________________________________

Phone: ____________________ Email: ____________________

A. Lump Sum or Not-to-Exceed Fee Proposal

Service Category Estimated Hours Hourly Rate Subtotal

1. Project Management & Coordination

• Kick-off meetings & coordination

• Communication with City staff

2. Site Evaluation & Feasibility Study

• Parking lot site assessment

• Environmental & utility considerations

3. Conceptual Design & Space Planning

• Floor plan layouts

• Circulation & security planning

4. Cost Analysis & Phasing Suggestions

• Preliminary cost estimate

• Future expansion planning

5. Meetings & Presentations

• Selection committee presentations

• Stakeholder workshops

6. Deliverables & Documentation

• Conceptual renderings & drawings

• Final report & recommendations

Total Proposed Fee $________

B. Reimbursable Expenses

(if applicable, attach supporting documentation)

Expense Type Estimated Cost

Travel / Lodging

Printing & Reproduction

Permitting / Filing Fees

Miscellaneous

Total Reimbursables $________

Note: Reimbursable expenses must be pre-approved by the City.

C. Proposed Payment Schedule

Milestone Percentage of Total Fee Payment Amount

Project Kick-off / Contract Execution % $

Completion of Site Evaluation % $

Delivery of Conceptual Layouts % $

Submission of Preliminary Cost Estimate % $

Final Concept Plan Delivery % $

Total 100% $________

D. Authorized Signature

I, the undersigned, certify that the above fee proposal is accurate, complete, and will remain valid for 60 days following the proposal due date.

Authorized Representative: ___________________________________

Title: ___________________________________

Signature: ________________________________

Date: _______________

BIDDER hereby submits this Bid as set forth above:

Bidder:

(typed or printed name of organization) By:

(individual’s signature) Name:

(typed or printed) Title:

(typed or printed) Date:

(typed or printed) If Bidder is a corporation, a partnership, a limited liability company, or a joint venture, attach evidence of authority to sign.

Attest:

(individual’s signature) Name:

(typed or printed) Title:

(typed or printed) Date:

(typed or printed) Address for giving notices:

Bidder’s Contact:

Name:

(typed or printed) Title:

(typed or printed) Phone:

Email:

Address:

BIDDERS’ DISCLOSURE STATEMENT

All bidders should be aware that the Project is a public project, and the City is a public agency. Pursuant to the laws, rules and Executive Orders of the State of Georgia, the City of Douglasville shall make every effort to avoid even the appearance of a conflict of interest or any impropriety in both the selection process for this project and the negotiation and performance of any resulting contract. As part of any submittal, you intend to make for this project, you must include a Disclosure Statement with your submittal which answers the following specific questions:

1. Describe any business transactions occurring within the prior two years between your firm and the City of Douglasville.

2. Describe any gift, hospitality, or benefit of any sort that your firm has provided to the City of Douglasville, within the prior one-year period.

3. A conflict of interest or potential conflict of interest is defined as any action, decision, or recommendation by a person acting in a capacity as a public official, the effect of which is or could be to the private monetary or financial benefit or detriment of the person, the person’s relative, or any business with which the person or a relative of the person is associated. The potential conflict of interest is viewed from the perspective of a reasonable person who has knowledge of the relevant facts. Based upon this definition, describe any conflict of interest or potential conflict of interest that your firm has with the City of Douglasville.

This Disclosure Statement should be dated and signed by an authorized signer for the bidder and submitted with the Bidder’s submittal.

Name of Firm

Authorized Signature Date

Printed Name and Title of Authorized Agent

Georgia Security and Immigration Compliance.

Compliance with the requirements of O.C.G.A. 13-10-91 and Georgia Department of Labor Rule 300-10-1-.02 are conditions of this contract. Contractor certifies that it has the following number of employees (check one appropriate box):

_____500 or more employees, or

_____100 or more employees, or

_____fewer than 100 employees, as identified in O.C.G.A. 13-10-91. In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from the subcontractor(s) such subcontractor(s’) indication of the employee-number category applicable to the subcontractor. The contractor’s compliance with the requirements of O.C.G.A. 13-10-91 and Rule 300-10-1-.02 is attested by the execution of the contractor affidavit as shown in Rule 300-10-1-.07, or a substantially similar contractor affidavit, which document is attached to this Contract, and is a part of this Contract.

In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from such subcontractor(s) attestation of the subcontractor’s compliance with O.C.G.A. 13-10-91 and Rule 300-10-1-.02 by the subcontractor’s execution of the subcontractor affidavit shown in Rule 300-10-1-.08 or a substantially similar subcontractor affidavit, and maintain records of such attestation for inspection by the City at any time. Such subcontractor affidavit shall become a part of any contractor/subcontractor agreement.

CONTRACTOR AFFIDAVIT AND AGREEMENT REGARDING GEORGIA SECURITY AND

IMMIGRATION COMPLIANCE.

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A.

13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with the City of

Douglasville has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with the City of Douglasville, contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10- 01-.08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the City of Douglasville at the time the subcontractor(s) is retained to perform such service.

Company ID Number: EEV/Basic Pilot Program * Authorization Date

Name of Contractor Name of Project

Name of Public Employer

Signature by Authorized Officer or Agent Date

Printed Name of Authorized Officer/Agent of Contractor

Title of Authorized Officer/Agent of Contractor

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE ___ DAY OF ______________________, 20____

Notary Public

My Commission Expires: ________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV / Basic Pilot Program” operated by the U. S.

Citizenship and Immigration and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

CERTIFICATION FORM

I, , being duly sworn, state that I am

(title) of (firm) and hereby duly certify that I have read and understand the information presented in the attached bid and any enclosure and exhibits thereto.

I further certify that to the best of my knowledge the information given in response to the request for bids is full, complete and truthful.

I further certify that the bidder and any principal employee of the bidder have not, in the immediately preceding five years, been convicted of any crime of moral turpitude or any felony offense, nor has had their professional license suspended, revoked or been subjected to disciplinary proceedings.

I further certify that the bidder has not, in the immediately preceding five years, been suspended or debarred from contracting with any federal, state or local government agency, and further, that the bidder is not now under consideration for suspension or debarment from any such agency.

I further certify that the bidder has not in the immediately preceding five years been defaulted in any federal, state or local government agency contract, and further, that the bidder is not now under any notice of intent to default on any such contract.

I acknowledge, agree and authorize, and certify that the bidder acknowledges, agrees and authorizes, that the City of Douglasville may, by means that the City of Douglasville deems appropriate, determine the accuracy and truth of the information provided by the bidder and that the City of Douglasville or their agents may contact any individual or entity named in the RFB for the purpose of verifying the information supplied therein.

I acknowledge and agree that all the information contained in the RFB is submitted for the express purpose of inducing the City to award a contract.

A materially false statement or omission made in conjunction with this bid is sufficient cause for suspension or debarment from further contracts, or denial of rescission of any contract entered into based upon this bid thereby precluding the firm from doing business with, or performing work for, the State of Georgia. In addition, such false statement or omission may subject the person and entity making the bid to criminal prosecution under the laws of the State of Georgia of the United States, including but not limited to O.C.G.A. §16-10-20, 18 U.S.C. §§1001 or 1341.

Signature

SWORN AND SUBSCRIBED BEFORE ME

This (day) of (month), 20 (year)

NOTARY PUBLIC SIGNATURE

My Commission Expires:

NOTARY SEAL

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