RFP 23-205 Bid Packet

REQUEST FOR PROPOSALS (Include this form with your firm’s proposal submission)

RFP Number: #23-205 RFP Title: Fire Station #63 / Police South Substation Architectural and Engineering Design Services

RFP Due Date and Time:

Local Time: July 24, 2023, 2:00 pm ET

Number of Pages: 35

ISSUING DEPARTMENT INFORMATION

Issue Date: June 14, 2023

City of Johns Creek Purchasing Division 11360 Lakefield Drive Johns Creek, Ga. 30097

Phone: 678-512-3233 Fax: 678-512-3286

Website: www.johnscreekga.gov

INSTRUCTIONS TO OFFERORS

Submitting Request for Proposal (RFP):

All bid submissions shall be submitted electronically with five (5) hard copies delivered to City Hall.

All questions must be submitted via BidNet no later than 5:00 pm on July 17, 2023. Answers to questions & Addendums will be posted on BidNet.

Pre-Bid Conference (Recommended attendance) will take place on July 10, 2023, at 1:30 p.m. via Zoom teleconference. Details to register are in section

1.2.2 of the RFP bid packet.

Instructions for registering for BidNet can be found in special instructions:

Envelope #1 (2 PDFs) Submission:

Electronic: 1 PDF: required RFP forms (W9, E-verify, 50-36-1, submittal, cover page, drug-free workplace copies of licenses etc.).

1 PDF Technical Proposal: Defined in Section 3.0 Hard Copy: Five (5) Technical Proposals, One (1) copy of required forms.

Envelope #2 (1 PDF) Submission:

Electronic: 1 PDF Cost Proposal & unit prices directly into BidNet Hard Copy: one sealed copy.

RFP Due & received by: July 24, 2023, at 2:00 PM ET Both hard copies & electronic. See instructions in Section 4.1Submitting Proposals

Special Instructions:

Register for BidNet at:

https://www.johnscreekga.gov/Residents/Purchasing click: register and view quote/RFP opportunities

IMPORTANT: SEE STANDARD TERMS AND CONDITIONS

OFFERORS MUST COMPLETE THE FOLLOWING

Offeror Name (Firm)/Address:

Authorized Offeror Signatory:

(Please sign in ink) Offeror Phone Number: Offeror Print Name:

Offeror Federal I.D. Number: Offeror E-mail:

OFFEROR’S RFP CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Johns Creek

1. _______ Read the entire document. Note critical items such as: mandatory requirements; supplies/services required; submittal dates; number of copies required for submittal;

funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. _______ Note the procurement officer's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information for any questions you may have.

3. _______ Attend the pre-bid, proposal conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP.

4. _______ Take advantage of the “question and answer” period. Submit your questions online in BidNet by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP. All addenda issued for an RFP are available online in BidNet and will include all questions asked and answered concerning the RFP.

5. _______ Follow the format required in the RFP when preparing your response.

Provide point-by-point responses to all sections in a clear and concise manner.

6. _______ Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the City or evaluation committee will know what your company’s capabilities are or what items/services you can provide, even if you have previously contracted with the City. The Proposals is evaluated based solely on the information and materials provided in your response.

7. _______ Use the forms provided, i.e., required documents, RFP cover page, submittal page, Everify, 50-36-1 form, W9, Drug Free Workplace, COI example, etc.

8. _______ Check for RFP addenda. Before submitting your response, check online in BidNet for any addenda the City has issued. Submission of Bid acknowledges receipt of addendums however, recommended to include with bid submission signed copies.

9. _______ Review and read the RFP document again to make sure that you have addressed all requirements. Your original response and the requested copies must be identical and be complete. The copies are provided to the evaluation committee members and will be used to score your response.

10. _______ Submit your response on time. Note all the dates and times listed in the Schedule of Events and within the document, and be sure to submit all required items on time. Late proposals responses are never accepted. Don’t wait till last minute to upload electronically in BidNet.

This checklist is provided for assistance only and should not be submitted with Offeror’s Response

CITY OF JOHNS CREEK

RFP #23-205

REQUEST FOR PROPOSALS LETTER

We propose to furnish and deliver any and all of the deliverables and services named in the attached Request for Proposals (RFP) for which prices have been set. If price or prices are required and offered herein shall apply for the period of time stated in the RFP.

It is understood and agreed that this proposal constitutes an offer, which when accepted in writing by the Purchasing Division, City of Johns Creek, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and the City of Johns Creek.

It is understood and agreed that we have read the City’s specifications shown or referenced in the RFP and that this proposal is made in accordance with the provisions of such specifications. By our written signature on this proposal, we guarantee and certify that all items included in this proposal meet or exceed any and all such City specifications. We further agree, if awarded a contract, to deliver goods and services which meet or exceed the specifications. The City of Johns Creek reserves the right to reject any or all submittals, waive technicalities and informalities, and to make an award in the best interest of the City.

It is understood and agreed that this proposal shall be valid and held open for a period of Seventy-five (75) days from Request for Proposals opening date.

PROPOSAL SIGNATURE AND CERTIFICATION

(Offeror to sign and return with Request for Proposals)

I certify that this proposals is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences and civil damage awards. I agree to abide by all conditions of the Request for Proposals and certify that I am authorized to sign this proposal for the Offeror. I further certify that the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et. seq., have not been violated and will not be violated in any respect.

Authorized Signature______________________________Date_______________________

Print/Type Name____________________________________________________________

Print/Type Company Name Here_______________________________________________

(Include this form with your firm’s proposal submission)

CITY OF JOHNS CREEK

DISCLOSURE FORM

This form is for disclosure of campaign contributions and family member relations with City of Johns Creek officials/employees.

Please complete this form and return as part of your Quotes/RFP package when it is submitted.

Name of Offeror __________________________________________________

Name and the official position of the Johns Creek Official to whom the campaign contribution was made (Please use a separate form for each official to whom a contribution has been made in the past two (2) years.) Offeror(s) will list N/A-Not Applicable to the fields below, if applies:

List the dollar amount/value and description of each campaign contribution made over the past two (2) years by the Applicant/Opponent to the named Johns Creek Official.

Amount/Value Description

Please list any family member that is currently (or has been employed within the last 12 months) by the City of Johns Creek and your relation:

(Please fill out and still mark N/A if non-applicable)

(Include this form with your firm’s proposal submission)

TABLE OF CONTENTS

RFP COVER PAGE / INSTRUCTIONS TO OFFERORS

OFFERORS RFP CHECKLIST

REQUEST FOR PROPOSALS LETTER

OFFERORS DISCLOSURE FORM

1.1 PURPOSE OF PROCUREMENT

1.2 ELIGIBILITY/QUALIFICATIONS

1.2.1 PROPOSAL CERTIFICATION

1.2.2 RECOMMENDED OFFERORS PREBID CONFERENCE

1.3 SCHEDULE OF EVENTS

1.4 RESTRICTIONS ON COMMUNICATIONS WITH STAFF

1.5 DEFINITION OF TERMS

1.6 DESCRIPTION OF REQUIREMENTS

1.6.1 RESULTING CONTRACT

1.6.2 MANDATORY REQUIREMENTS

1.6.3 UNDERSTANDING OF SPECIFICATIONS AND REQUIREMENTS

1.6.5 OFFEROR’S SIGNATURE

1.7 SUBMITTING A PROPOSAL

1.7.1 ORGANIZATION OF PROPOSALS

1.7.2 FAILURE TO COMPLY WITH INSTRUCTION

1.7.5 LATE PROPOSALS

1.8 REQUIRED REVIEW

1.8.1 REVIEW RFP

1.8.2 FORM OF QUESTIONS

1.8.3 CITY’S ANSWERS

1.8.4 STANDARD TERMS AND CONDITIONS/STANDARD CONTRACT

1.8.5 PROJECT OVERSIGHT AND STAFFING

2.1 AUTHORITY

2.2 OFFEROR COMPETITION

2.3 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION

2.3.1 PUBLIC INFORMATION

2.3.2 PROCUREMENT OFFICER REVIEW OF PROPOSALS

2.4 CLASSIFICATION AND EVALUATION OF PROPOSALS

2.4.1 INITIAL CLASSIFICATION OF PROPOSAL AS RESPONSIVE OR NON-RESPONSIVE

2.4.2 DETERMINATION OF RESPONSIBILITY

2.4.3 EVALUATION OF PROPOSALS

2.4.4 ORAL PRESENTATION / PRODUCT DEMONSTRATION

2.4.5 COMPLETENESS OF PROPOSALS

2.4.6 BEST AND FINAL OFFER

2.4.7 EVALUATION COMMITTEE RECOMMENDATION FOR CONTRACT AWARD

2.4.8 REQUEST FOR DOCUMENTS NOTICE

2.4.9 CONTRACT NEGOTIATION

2.5 CITY’S RIGHTS RESERVED

3.0 PROJECT OBJECTIVE / SCOPE OF WORK

3.1 BACKGROUND INFORMATION

3.2 OBJECTIVE .................................................................................................................... 16-18

3.3 SCOPE OF WORK ...................................................................................................... 16-20

MANDATORY RESPONSE-TECHNICAL PROPOSALS………………………

3.5 QUALIFICATIONS

3.6 WORK PLAN

3.7 SCHEDULE

3.8 COST PROPOSAL

3.9 BID EVALUATION CRITERIA

4.0 PROPOSAL SUBMISSION AND EVALUATION

4.1 PROCESS FOR SUBMITTING PROPOSALS

4.1.1 PREPARATION OF PROPOSALS

4.1.2 PACKAGING OF PROPOSALS

4.1.3 SUBMISSION OF PROPOSALS

4.2 EVALUATION PROCESS

4.2.1 ADMINISTRATIVE REVIEW

4.2.2 MANDATORY REQUIREMENTS REVIEW

4.2.3 TECHNICAL PROPOSALS EVALUATION

4.2.4 EVALUATION OF COST PROPOSAL

4.2.5 INTERVIEWS

4.3 REJECTION OF PROPOSALS/CANCELLATION OF RFP

4.4 CITY’S RIGHT TO INVESTIGATE AND REJECT

4.4.1 OFFEROR INFORMATIONAL REQUIREMENTS

5.0 TERMS AND CONDITIONS

5.1 RFP AMENDMENTS

5.2 PROPOSAL WITHDRAWAL

5.3 COST FOR PREPARING PROPOSALS

5.4 CONTRACT

5.4.1 CONTRACT TERM

5.5 CONFLICT OF INTEREST

5.6 MINORITY BUSINESS POLICY

5.7 ADA GUIDELINES

5.8 COMPLIANCE WITH LAWS

5.9 GOVERNING TERMS

5.10 INDEMNIFICATION

5.11 CORRECTIONS/CREDITS

5.12 INSURANCE

5.13 CANCELLATION

5.14 INDEPENDENT CONTRACTOR

5.15 NO ASSIGNMENT

5.16 AUDIT

5.17 ATTORNEY’S FEES

5.18 MISCELLANEOUS

APPENDIX A

SCHEDULE OF EVENTS

APPENDIX B COST PROPOSAL

APPENDIX C REQUIRED FORMS ................................................................................... 32-34

APPENDIX D MAP

1.0 INTRODUCTION

1.1 Purpose of Procurement

The City of Johns Creek, Georgia (City) is seeking proposals from experienced and qualified professionally licensed firms in providing architectural services in connection with the planning/programming and design for construction of a new fire station #63 / police substation located at 9880 Brumbelow Road in Johns Creek, Georgia.

1.2 Eligibility/Qualifications

To be eligible for award of a contract in response to this solicitation the Offeror should demonstrate that they, or the principals assigned to the contract, have successfully completed services, as specified in the Technical Specifications/Scope of Services section of this solicitation, and are normally and routinely engaged in performing such services. In addition, the Contractor must have no conflict of interest with regard to any other work performed by the Contractor for the City of Johns Creek.

Offeror should provide the City with credentials supporting their past experience, expertise and organizational qualifications to insure satisfactory execution of the services contained in the RFP.

Offeror should provide a list of references with particular emphasis on other governmental agencies, and include clients and past clients within the Atlanta Metropolitan area, and the number of years in business providing these services.

1.2.1 Proposal Certification

Pursuant to the provisions of the Official Code of Georgia Annotated 50-5-67(a), the City of Johns Creek certifies the use of competitive sealed bidding will not be practical or advantageous to the City in completing the acquisition described in this RFP. All Proposals submitted pursuant to this request will be made in accordance with the provisions of this RFP.

1.2.2 Recommended Offerors Conference

A recommended pre-proposal (pre-bid) conference shall take place, On July 10, 2023, at 1:30 p.m.

on video conferencing platform Zoom.

Instructions to register for Pre-Bid Conference:

Interested attendees must email purchasing@johnscreekga.gov in advance and no later than the day before of the meeting (preferably sooner) with their firm’s request to participate in the online Zoom Pre-Bid Conference. Please submit, firm name, attendee(s) name and email addresses. A meeting request will be sent to each email address by the Purchasing Division with a secure meeting link. You do not have to have a license to join the Zoom meeting, just download the link when you click on the meeting link

1.3 Schedule of Events

See APPENDIX A for the detail Schedule of Events.

1.4 Restrictions on Communications with Staff

All questions about this RFP must be submitted online through BidNet in the following format:

1. Question Citation of relevant section of the RFP

2. Question Citation of relevant section of the RFP

Questions must be submitted online only through the City’s electronic bidding platform BidNet.

Firms can register for BidNet by visiting the City’s website purchasing page https://www.johnscreekga.gov/Residents/Purchasing and follow the links to the Georgia Purchasing Group by BidNet. Questions must include the company name and the referenced RFP section.

Additional assistance with bid submissions or pre-proposal conference is available by emailing the City of Johns Creek Purchasing Division at: purchasing@johnscreekga.gov .

From the issue date of this RFP until a Offeror(s) is selected and the selection is announced, Offerors are not allowed to communicate for any reason with any City staff, elected officials, or other Contractors or sub-contractors except through the Issuing Officer named herein, or during the Offeror’s conference, or as provided by existing work agreement(s). The City reserves the right to reject the Proposal of any Offeror violating this provision. All questions concerning this RFP must be submitted electronically online via BidNet. No questions other than online will be accepted. No response other than online will be binding upon the City.

1.5 Definition of Terms

OCGA - Official Code of Georgia Annotated (State Statute)

Offeror - Respondent to this Request for Proposals

Contractor – Offeror(s) awarded contract with City

RFP - Request for Proposals

1.6 Description of Requirements

The City of Johns Creek has established certain requirements with respect to Request for Proposals to be submitted by Offerors.

Whenever the terms "shall", "must", "will", or "is required" are used in the RFP, the specification being referred to is a mandatory requirement of this RFP. Failure to meet any mandatory requirement will cause rejection of Offeror's proposal. Whenever the terms "can", "may", or "should" are used in the RFP, the specification being referred to is a desirable and failure to provide any items so termed may not be cause for rejection, however, may cause a reduction in score awarded.

1.6.1 Resulting Contract

This RFP and any addenda, the Offeror’s RFP response, including any amendments, a best and final offer, and any clarification question responses shall be included in any resulting contract. The City’s contract contains the contract terms and conditions which will form the basis of any contract between the City and the highest-scoring Offeror. In the event of a dispute as to the duties and responsibilities of the parties under this contract, the contract, along with any attachments prepared by the City, will govern in the same order of precedence as listed in the contract.

1.6.2 Mandatory Requirements

To be eligible for consideration, an Offeror must meet the intent of all mandatory requirements.

The City will determine whether an Offeror’s RFP response complies with the intent of the requirements. RFP responses that do not meet the full intent of all requirements listed in this RFP may be subject to point reductions during the evaluation process or may be deemed non-responsive.

1.6.3 Understanding of Specifications and Requirements

By submitting a response to this RFP, Offeror agrees to an understanding of and compliance with the specifications and requirements described in this RFP.

1.6.4 Prime Contractor/Subcontractors

Offeror(s) proposals selected as most advantageous to the City based on evaluation factors set forth in the RFP shall be the prime contractor if a contract is awarded and shall be responsible, in total, for all work of any subcontractors. All subcontractors, if any, must be listed in the proposal. The City reserves the right to approve all subcontractors. The Contractor shall be responsible to the City for the acts and omissions of all subcontractors or agents and of persons directly or indirectly employed by such subcontractors, and for the acts and omissions of persons employed directly by the Contractor. Further, nothing contained within this document or any contract documents created as a result of any contract awards derived from this RFP shall create any contractual relationships between any subcontractor and the City.

1.6.5 Offeror’s Signature

The Proposal must be signed in ink by an individual authorized to legally bind the business submitting the Proposal. The Offeror’s signature on a Proposal in response to this RFP guarantees that the offer has been established without collusion and without effort to preclude the City of Johns Creek from obtaining the best possible supply or service. Proof of authority of the person signing the RFP response must be furnished upon request.

1.7 Submitting a Proposal

1.7.1 Organization of Proposals

Offerors must organize their Proposals (RFP) into sections that follow the format of this RFP, separating each section example: 3.5 Qualifications. A point-by-point response to all numbered sections, subsections, and appendices is required. If no explanation or clarification is required in the Offeror’s response to a specific subsection, the Offeror shall indicate so in the point-by-point response or utilize a blanket response for the entire section with the following

Statement: “(Offeror’s Name)” understands and will comply.

1.7.2 Failure to Comply with Instruction

Offerors failing to comply with these instructions may be subject to point deductions. The City may also choose to not evaluate, may deem non-responsive, and/or may disqualify from further consideration any Proposals that do not follow this RFP format, are difficult to understand, are difficult to read, or are missing any requested information.

1.7.3 Copies Required and Deadline for Receipt of Proposals

Offerors must submit proposals in both; five (5) hard copies in person/mail at City Hall and online electronically through BidNet. Technical proposals, all required documents, and any additional bid documents must be delivered and uploaded into in BidNet. RFP responses must be received prior to 2:00 pm, Monday, July 24, 2023, both in hard copies to City Hall and electronically in BidNet.

1.7.5 Late Proposals

Regardless of cause, late Proposals will not be accepted and will automatically be disqualified from further consideration. It shall be the Offeror’s sole risk to assure delivery at the receptionist's desk at the designated office by the designated time. Late Proposals will not be opened and may be returned to the offeror at the expense of the Offeror or destroyed if requested.

1.8 Required Review

1.8.1 Review RFP

Offerors should carefully review the instructions; mandatory requirements, specifications, standard terms and conditions, and standard contract set out in this RFP and promptly notify the City’s identified procurement officer in writing or via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error which they discover upon examination of this RFP.

1.8.2 Form of Questions.

Offerors with questions or requiring clarification or interpretation of any section within this RFP must address these questions online only via BidNet on or before 5:00 pm July 17, 2023.

Each question must provide clear reference to the section, page, and item in question. Questions received after the deadline may not be considered.

1.8.3 City’s Answers.

The City will provide an official written answer within three (3) business days to all questions received by July 17, 2023 5:00pm. The City's response will be by formal addendum published online via BidNet. Any other form of interpretation, correction, or change to this RFP will not be binding upon the City. Any formal written addendum will be published on BidNet. Offerors acknowledge receipt of addendums electronically with Proposal submissions and may also provide signed copies of addendums in their Proposal.

1.8.4 Standard Terms and Conditions/Standard Contract.

By submitting a response to this RFP, Offeror agrees to acceptance of the standard terms and conditions and standard contract as set out in Section 5.0 of this RFP. Much of the language included in the standard terms and conditions and standard contract reflects requirements of state law. Requests for exceptions to the standard terms and conditions, standard contract terms, or any added provisions must be submitted to the City’s identified procurement officer by the date for receipt of questions or with the Offeror’s RFP response and must be accompanied by an explanation of why the exception is being taken and what specific effect it will have on the Offeror’s ability to respond to the RFP or perform the contract. The City reserves the right to address non-material, minor, insubstantial requests for exceptions with the highest-scoring Offeror during contract negotiation. Any material, substantive, important exceptions requested and granted to the standard terms and conditions and standard contract language will be addressed in any formal addendum issued for this RFP and will apply to all Offerors submitting a response to this

RFP.

1.8.5 Project Oversight and Staffing

The successful Offeror will report to the City’s Project Manager, Erica Madsen.

2.0 RFP STANDARD INFORMATION

2.1 Authority

This RFP is issued under the authority of the Purchasing Division of the City of Johns Creek. The RFP process is a procurement option allowing the award to be based on stated evaluation criteria.

The RFP states the relative importance of all evaluation criteria. No other evaluation criteria, other than as outlined in the RFP, will be used.

2.2 Offeror Competition

The City encourages free and open competition among Offerors. Whenever possible, the City will design specifications, Request for Proposals, and conditions to accomplish this objective, consistent with the necessity to satisfy the City’s need to procure technically sound, cost-effective services and supplies.

2.3 Receipt of Proposals and Public Inspection

2.3.1 Public Information

All information received in response to this RFP, including copyrighted material, is deemed public information and will be made available for public viewing and copying after the time for receipt of Proposals has passed with the following four exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated and documented; (2) matters involving individual safety as determined by the City of Johns Creek (3) any company financial information requested by the City of Johns Creek to determine Offeror(s) responsibility, unless prior written consent has been given by the Offeror; and (4) other constitutional protections.

2.3.2 Procurement Officer Review of Proposals.

Upon opening the Proposals received in response to this RFP, the procurement officer in charge of the solicitation will review the Proposals and separate out any information that meets the referenced exceptions in Section 2.3.1 above, providing the following conditions have been met:

Confidential information is clearly marked and separated from the rest of the Proposal.

The Proposal does not contain confidential material in the cost or price section.

An affidavit from an Offeror’s legal counsel attesting to and explaining the validity of the trade secret claim is attached to each Proposal containing trade secrets.

Information separated out under this process will be available for review only by the procurement officer, the evaluation committee members, and limited other designees. Offerors must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a “right to know” (open records) request from another party.

2.4 Classification and Evaluation of Proposals

2.4.1 Initial Classification of Proposal as Responsive or Non-responsive

All Proposals will initially be classified as either “responsive” or “non-responsive”. Proposals may be found non-responsive any time during the evaluation process or contract negotiation if any of the required information is not provided; the submitted price is found to be excessive or inadequate as measured by criteria stated in the RFP; or the Proposal is not within the plans and specifications described and required in the RFP. If a Proposal is found to be non-responsive, it will not be considered further.

2.4.2 Determination of Responsibility

The Procurement Officer will determine whether an Offeror has met the standards of responsibility. Such a determination may be made at any time during the evaluation process and through contract negotiation if information surfaces that would result in a determination of non-responsibility. If an Offeror is found non-responsible, the determination must be in writing, made a part of the procurement file and mailed to the affected Offeror.

2.4.3 Evaluation of Proposals

All responsive Proposals will be evaluated based on stated evaluation process in section 4.2. In scoring against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses in terms of differing price, quality, and contractual factors. These scores will be used to determine the most advantageous offering to the City.

2.4.4 Oral Presentation / Product Demonstration

After receipt of all proposals and prior to the determination of the award, the City may initiate discussions with one or more Offerors, should clarification or negotiation be necessary. Offerors may also be required to make an oral presentation and/or product demonstration to clarify their RFP response or to further define their offer. In either case, Offerors should be prepared to send qualified personnel to Johns Creek, Georgia to discuss technical and contractual aspects of the proposal. Oral presentations and product demonstrations, if requested, shall be at the Offeror’s expense.

2.4.5 Completeness of Proposals

Selection and award will be based on the Offeror’s Proposal and other items outlined in this RFP.

Submitted responses may not include references to information located elsewhere, such as Internet websites or libraries, unless specifically requested. Information or materials presented by Offerors outside the formal response or subsequent discussion/negotiation or “best and final offer,” if requested, will not be considered, will have no bearing on any award, and may result in the Offeror being disqualified from further consideration.

2.4.6 Best and Final offer

The “best and final offer” is an option available to the City under the RFP process, which permits the City to request a “best and final offer” from one or more Offerors if additional information is required to make a final decision. Offerors may be contacted asking that they submit their “best and final offer,” which must include any and all discussed and/or negotiated changes. The City reserves the right to request a “best and final offer” for this RFP, if any, based on price/cost alone.

2.4.7 Evaluation Committee Recommendation for Contract Award

The Evaluation Committee will provide a written recommendation for contract award to the Procurement Officer that contains the scores, justification and rationale for its decision.

The Procurement Officer will review the recommendation to ensure its compliance with the RFP process and criteria before concurring with the Evaluation Committee’s recommendation.

2.4.8 Request for Documents Notice

Upon concurrence with the evaluation committee’s recommendation for contract award, the Procurement Officer will issue a “Request for Documents Notice” to the highest-scoring Offeror to obtain the required insurance documents, contract performance security, and any other necessary documents. Receipt of the “Request for Documents Notice” does not constitute a contract and no work may begin until a contract signed by all parties is in place. The Procurement Officer will notify all other Offerors of the City's intent to begin contract negotiation with the highest scoring Offeror through a Notice of Intent to Award.

2.4.9 Contract Negotiation

Upon issuance of the “Request for Documents Notice,” the Procurement Officer and/or City representatives may begin contract negotiation with the responsive and responsible Offeror whose proposal achieves the highest score and is, therefore, the most advantageous to the City. If contract negotiation is unsuccessful or the highest scoring Offeror fails to provide necessary documents or information in a timely manner or fails to negotiate in good faith, the City may terminate negotiations and begin negotiations with the next highest scoring Offeror.

2.5 City’s Rights Reserved

Issuance of the RFP in no way constitutes a commitment by the City of Johns Creek to award and execute a contract. Upon a determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

Cancel or terminate this RFP;

Reject any or all Proposals received in response to this RFP;

Waive any undesirable, inconsequential, or inconsistent provisions of this RFP which would not have significant impact on any Proposals;

Not award if it is in the best interest of the City not to proceed with contract execution; or If awarded, terminate any contract if the City determines adequate City funds are not available.

3.0 PROJECT OBJECTIVE / SCOPE OF WORK

This section identifies all mandatory requirements which must be present in the Proposal before further consideration will be given. Offeror must prepare and submit a response which references the page(s) of the Technical Response where satisfaction of the Mandatory Requirements is substantiated.

3.1 Background Information

The City of Johns Creek is located in the northeast corner of Fulton County; bounded on the south by the Chattahoochee River, on the east by Gwinnett County and the Chattahoochee, on the north by Forsyth County and on the west by the cities of Alpharetta and Roswell. Johns Creek has an approximate population of 82,000. Of note, Johns Creek is not a traditional City in that it was incorporated on December 1, 2006 following a citizen-driven referendum focused on improving service delivery and enhancing local control.

In 2008, the Johns Creek Fire Department was established and the three fire stations within the City limits were transferred from Fulton County. The three original stations were branded as stations #61, #62, and #63. Responding to population growth and a strategic effort to improve response times to critical incidents, the City built a fourth fire station (station #64) in 2019.

Built in 1983 and located at 3165 Old Alabama Road, fire station #63 is the oldest fire station serving Johns Creek. The design and age of the building combined with the materials used in construction have resulted in frequent repair issues over the years. After engaging a building envelope firm (to look at roof, windows, and fascia issues) in 2018 and considering again in 2021 with the firm to review the interior systems and building components, the City determined all the temporary fixes possible have been exhausted.

As fire station #63 continued to suffer from compounding plumbing, mechanical, structural and roofing issues, the City was also reviewing options related to the space being leased for the police south substation (located at 3005 Old Alabama Road). The City determined that long-term, the substation should be integrated with fire station #63. After considering basic space requirements, the current fire station #63 site (at roughly 1.4 acres with several utility uses on the premise) was determined to be too small to meet the City’s needs.

To fit the combined fire station and police substation (and the associated parking area), the City began looking for property on which the new fire station / police substation could be constructed.

Locations were reviewed in terms of impact to public safety response, constructability, and price.

After reviewing several locations, the City determined the ideal location is an undeveloped lot just across Old Alabama Road (with access from Brumbelow Road) with direct adjacency to Newtown Park. The property is addressed at 9880 Brumbelow Road and is approximately 2.11 acres. The City is finalizing the acquisition of the property.

3.2 OBJECTIVE

The City of Johns Creek wishes to program/master plan and develop the engineering plans, architectural plans, and construction documents for the ground-up construction of a fire station / police substation. Although some synergies and overlapping of uses are anticipated to occur with a joint facility, the Police Department’s needs for the substation and the Fire Department’s needs for the station are distinct. As the new facility will be directly adjacent to Newtown Park and will require reconfiguration of the existing parks maintenance yard, although the Recreation and Parks Department does not necessarily have anticipated needs within the facility, considerations must be made to allow for secondary access through Newtown Park. Anticipated elements for the new building are found in the bulleted list below.

One-story building Fire - Apparatus area o (2) double-depth, drive-through apparatus bays o Air Evacuation / Vehicle Exhaust Removal System – like Plymovent exhaust vehicle extraction system; must meet NFPA 1500, OSHA, IBOCA, EPA and DSA standards o PPE / fire gear storage area (in or adjacent to bay) o Decontamination area (in or adjacent to bay) o Gear Laundry facilities (adjacent to bay, to include commercial grade, 6-place heated gear dryer rack and 70 lb. capacity washer/extractor) Fire - Day quarters to include kitchen/dining/day room/exercise room o Commercial kitchen – with three fridges and three pantry style cabinets (one for each shift) - all kitchen appliances and cabinetry to be stainless steel o Dining space for at least 12 o Day room space for at least 12 o Exercise room with rubber sports flooring o Laundry room (for non-gear laundry)

Fire - Sleeping quarters o bunk areas to sleep 8 o Two bedrooms for fire command – with attached bathroom and shower

Fire - Restrooms o Staff restrooms with showers o Attached bathroom with shower for fire command bedrooms

Fire - Office Spaces o Two administrative offices (standard desk / chair / bookshelf / filing cabinet / two guest chairs) Fire - Storage Areas o Fire protection equipment room o Securable EMS supplies storage area o Tool storage area

Police – Work Areas o Cubicles / modest work areas for 8 o Two administrative offices (standard desk / chair / bookshelf / filing cabinet / two guest chairs) Police – Breakroom o Refrigerator / microwave / sink / coffee maker / filtered water source o Cabinets and counter space

Police – Restroom o Single restroom with a table or extended counter space

Police – Storage Areas o Janitorial supplies o Traffic-related equipment o Closet for drone and drone-related equipment o wall-mounted bicycle racks

Both (Fire and Police) - Support Areas o Data / communications room o Custodial closet o Mechanical and electrical/network rooms (not in attic)

Both (Fire and Police) – Security Needs o Access control – WiFi proximity locks to non-public areas and office spaces o Cameras to locally monitor parking areas and public entrance

Both (Fire and Police) - Community Areas o Public entrance - commercial storefront type door o Public lobby (small) o Modest meeting room – table and 4 chairs with a standing height counter along a wall o Large conference room – to accommodate at least 12 o Public, ADA accessible restroom

Both (Fire and Police) - Outside Areas o Lighted flagpole – 30’ commercial grade aluminum with LED lights o Exterior, covered patio space – at least 450 sq. ft.

o Tool maintenance area o Fuel dispensing system and 1,000-gallon storage tanks (gasoline and diesel) with bollards o Fire hydrant – at the rear of the building o Emergency generator – large enough to run entire building (including HVAC) o Dumpster pad / enclosure – to include inside and outside bollards o Out-building for storage

Both (Fire and Police) - Driveways and Parking o Driveways and parking (except public parking and parking for police specialty vehicles) will be 6” 4,000 PSI reinforced concrete with 6” GAB o Public parking for at least 1 handicap and 2 regular spaces in front of the building o Employee parking for at least 12 fire and 10 police vehicles on the side or behind the building o Lighting for parking areas and pedestrian walkways o Secure, weather-protected parking for 6 motorcycles o Secure, weather-protected parking for 2 utility task vehicles (UTV)

Both (Fire and Police) - Signage o ADA/interior o Exterior building o Dedication plaque

The City of Johns Creek invites the submittal of responses to this RFP from qualified firms interested in providing architectural services in connection with the planning/programming and design for construction of a new fire station #63 / police substation.

3.3 SCOPE OF WORK

Presented below is a general outline of consultant services that are anticipated to be required for this fire station #63 / police substation project. These services include but are not limited to architectural, civil/site engineering, geotechnical engineering, structural engineering, landscape architecture, architecture, mechanical engineering (HVAC and plumbing), electrical engineering, and cost estimating.

3.3.1 Pre-Design Services

Conduct a pre-design review with City staff (including the City’s Project Manager, Fire Department personnel, Police Department personnel, Recreation and Parks Department personnel, and others) to establish criteria for the master plan, programming, and design of the facility.

Participate and prepare minutes in pre-design meetings with City staff to develop the master plan, programming, site layout options, and conceptual budgeting.

3.3.2 Design Services

Prepare schematic design drawings, existing conditions base documents, design development drawings, and construction drawings; final construction documents; and bid documents for all work outlined in the beginning of this section in compliance with current local Building Codes, other applicable ordinances, and municipal, state and federal regulatory requirements.

3.3.2.1 Existing Conditions and Base Documents

a. Conduct a thorough visual survey of the site, verify and document the existing conditions of the site. Perform additional investigations as necessary to determine existing conditions.

b. Conduct tours of existing police south substation, fire station #63, new fire station #64, and Newtown Park (with particular emphasis on the existing maintenance yard, which is adjacent to the property being acquired for this facility) and meet with City staff to understand critical elements. Conduct a detailed review of available plans.

c. Create base drawings to be used for the design work. Base drawings shall include (at a minimum) architectural floor plans and exterior building elevations; mechanical, plumbing and electrical floor plans, sanitary sewer, stormwater, oil and grit separator, and site plans for each discipline.

d. Create base site plan for the building and suggestions for layout for the new park maintenance yard (as direct access to the new building is desirable from Newtown Park, which will require reconfiguration of the existing maintenance yard).

3.3.2.2 Schematic Design Phase (30% drawings)

a. Provide programming, schematic design documents, drawings, and outline specifications developed around the City requirements.

b. Provide a proposed project schedule with proposed activity durations, start and end dates, and proposed milestones.

c. Provide area and space tabulations by use, room, and building.

d. Provide materials boards.

e. Coordinate with Fulton County Water for water meter and fire meter planning.

f. Provided an estimated budget for the construction of the fire station.

g. Provide cost estimates by components, based on best available information, to lend confidence that the design can be constructed within the estimated budget.

h. Respond in writing and incorporate schematic design review comments from the City

Project Manager.

3.3.2.3 Design Development Phase (60% drawings)

a. Develop schematic phase documents to design development level for submittals that accurately size all equipment and materials to a degree that the cost estimate can be refined and updated.

b. Develop alternates and value engineering recommendations to keep project within budget.

c. Respond in writing and incorporate design review comments from the City Project

Manager.

3.3.2.4 Construction Documents (draft final and final)

a. Produce complete documents required for the City to advertise for construction bids (including supplementary general conditions, special conditions, and technical specifications). All drawings and specifications shall be stamped and signed by Georgia licensed engineers and architects.

b. Respond in writing and incorporate construction document review comments from the City Project Manager.

a. Obtain all appropriate and necessary permits and approvals for construction.

b. Attend pre-bid meeting conducted by the City.

c. Assist the City’s Project Manager in responding to questions from firms bidding on the construction.

3.3.2.5 All Phases of the Work

a. Work with the City’s Project Manager through all phases of the contract.

b. Conduct meetings (preparing agendas and minutes)

c. Maintain project budget and project schedule (including status reports)

d. Coordination with control agencies as applicable (such as Fulton County Water and Sewer).

e. Respond to comments and requests from the City’s Project Manager in a timely manner.

f. Follow and implement all standard guidelines, specifications, and code requirements.

g. Control and manage any associated sub-consultants and be responsible for maintaining appropriate channels of communications and inter-discipline coordination.

h. Maintain all licenses required by the state of Georgia for the required disciplines.

MANDITORY RESPONSE-TECHNICAL PROPOSALS

3.5 Qualifications

Each Offeror shall describe their qualifications and technical competence and their proposed personnel working on this project. The Offeror should be described in terms of years in service, experience with similar projects, and provide a minimum of three (3) representative projects completed within the past five (5) years, including:

Project location, description, and cost;

Project timeline; and Reference: client information: name, address, phone number, and email address required.

If possible, projects cited should be of similar scope and size to the proposed project.

Each Offeror shall describe their proposed personnel working on the project in terms of their years in service with the Offeror, qualifications (including certifications and licenses), experience with similar projects, and representative projects, including:

Project name(s), client(s), and date(s) performed;

Dedication of time (as a percentage of available weekly work hours) to be spent on the project / available for the project by any proposed personnel anticipated to play a significant role in the project; and

Other supporting documentation, which demonstrates the ability to successfully perform the work.

The Offeror’s proposed project manager / principal-in-charge should be clearly identified in the proposal as well as that person’s qualifications a description of project management expertise. If the project manager needs to be changed for any reason during the project, prior City approval is required.

3.6 Work Plan

Each Offeror shall provide a Work Plan that demonstrates their understanding of the project scope and expected results and describes the Offeror’s approach to the successful implementation of the project. Each Offeror shall submit, in the order below:

A statement of the Offeror’s understanding of the scope of work;

A detailed outline of the proposed methodology to complete the work, including project timeline from start to finish, with descriptions of key tasks, milestones and deliverables;

A description of how the Offeror will manage the scope of the project, including the tools or resources used for project management; and

Subcontract plan (if any), including the functions to be subcontracted and the expertise and credentials required from the subcontractor and including the subcontractor’s company name; and

A description of the responsibilities and commitments the Offeror is expecting of the City throughout the life of this project.

3.7 Schedule

Each Offeror shall provide a schedule that outlines key milestones and the critical path to successful implementation of the project as well as an overall amount of time from Notice to Proceed to completed final construction documents including any required permits. The key milestones should address the Scope of Work (found in Section 3.3) and the anticipated timeframe for each phase of the project. If the Offeror believes any significant aspects are missing from the City’s anticipated Scope of Work (found in Section 3.3) but should be included for the project those should be identified and explained in the Offeror’s proposed schedule.

3.8 Cost Proposals

Each Offeror shall provide a total cost to complete the work specified, as well as a detailed breakdown by tasks outlined in the Scope of Work (found in Section 3.3). The cost proposal shall also include a rate schedule for computing any extra work not specified in the contracted Scope of Work, including hourly rates for all positions.

Cost proposal shall be submitted in a separate sealed envelope, which will not be opened until after other criteria have been considered. Offeror’s will submit cost proposal unit costs directly into BidNet Envelope #2, with a hard copy to City Hall in a sealed Envelope #2 with Cost proposal RFP# 23-205 and firm’s name.

3.9 Bid Evaluation Criteria

Proposals must meet certain mandatory criteria to qualify for further evaluation. Any “no” answer to the first two questions below will disqualify the proposal. Any “yes” answer to the last two questions will require a written explanation, and may disqualify the proposal.

Is the Offeror properly licensed? Include professional licenses in proposal response.

Is the Offeror using E-Verify in compliance with State and City laws? (required document)

Has disciplinary action been taken or is pending against the Offeror?

Has the Offeror been barred or restricted from providing work on federal, State or City projects?

The City may elect to conduct a round of interviews with selected Offerors following receipt of the RFP. The City also reserves the right to issue an RFP to a single firm based solely on the initial submittal.

4.0 PROPOSAL SUBMISSION AND EVALUATION

4.1 Process for Submitting Proposals

4.1.1 Preparation of Proposals

Failure to meet these requirements will result in the Proposal being determined “non-responsive” and the entire submittal will be rejected.

Proposal Format

Each Proposal should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete presentation. If supplemental materials are a necessary part of the Technical Proposal, the Offeror should reference these materials in the Technical Proposal, identifying the document(s) and citing the appropriate section and page(s) to be reviewed. To aid in thorough and consistent review, the technical proposal shall be submitted on no more than Twenty (20), one sided 8 ½” x 11” pages in no smaller than 11 point font and shall be organized to correspond to each evaluation criteria section and all pages shall be numbered. Title page, Offeror cover letter, table of contents, copies of professional services licenses and standard purchasing required documents & forms required by the City (such as Immigration and Security Form and Affidavit Verifying Lawful Presence etc.) shall not count towards the page limit.

The cover letter shall briefly state the understanding of the scope of work, a statement the firm is best suited and qualified to perform the work, and any unique attributes and talents the firm can leverage to best accomplish the…