RFP 24_001 _ City of Doraville _ Building Ser.pdf

REQUEST FOR PROPOSALS

Building Services

RFP 24-001

PROPOSAL DATE ISSUED

March 22, 2024 (by 12:00pm)

PROPOSAL DATE DUE

May 3, 2024 (by 12:00pm)

CONTACT

Chris Eldridge, City Manager chris.eldridge@doravillega.us 770-451-8745 mailto:chris.eldridge@doravillega.us

1.0 – Introduction/Overview

1.1 Purpose/Objective

The City of Doraville (hereinafter, “City”) has issued this Request for Proposal (hereinafter, “RFP”) for the purpose and intent of obtaining proposals from interested and qualified Offerors for the purpose of contracting for Professional Building Department Management, Building Inspection, and Plan Review Services.

1.2 Background

The City of Doraville is a community of approximately 10,500. Doraville currently covers approximately five square miles. The City limits last expanded in 2014 with a large annexation of mostly industrial and commercial properties from Unincorporated DeKalb County. The City is ethnically diverse and cherishes its multicultural character, with populations from many Asian, Central, and South American countries.

The City was, and remains, approximately seventy-five to eighty percent commercial, with several large commercial corridors and expansive areas of warehouse, manufacturing and petroleum uses. Several areas of the City are undergoing redevelopment from industrial and commercial to mixed-use to include residential, commercial, and industrial uses all within the same development project.

1.3 Contract Expectations

The City of Doraville is requesting proposals from qualified consultant firms to manage all building services for the City, including building inspections and all plan reviews.

The City expects to enter into a three (3) year contract for services (January 1, 2025 to December 31, 2028), with the option to extend the contract in one (1) year increments for up to three (3) additional years.

1.4 Inquiries

Direct questions related to the RFP should be submitted to Chris Eldridge, City Manager.

Submissions should be in writing via email to chris.eldridge@doravillega.us. Please include the RFP number, page, and paragraph number for each question in order to ensure that questions asked are responded to correctly.

Offerors must clearly understand that the only official answer or position of the City will be the one stated in writing and that answers will be sent to all Offerors.

Firms are advised that from the date of release of this RFP until award of the contract, NO contact with City personnel or City officials is permitted, except as authorized by the contact person listed above. Any such unauthorized contact will result in the disqualification of the firm’s submittal.

1.5 Method of Source Selection

The City is using the Competitive Sealed Proposals method of source selection for this procurement. An award, if made, will be made to the Offeror whose proposal is most advantageous to the City, taking into consideration the factors set forth in this RFP.

1.6 Projected Timetable *

The following projected timetable should be a working guide for planning purposes:

RFP Issued: March 22, 2024

Date for Receipt of Questions: April 5, 2024

Addendum Issued for Pre-Proposal Questions: April 12, 2024

Proposals Due: May 3, 2024 (by 12:00pm) **

Selection Committee Recommendation: May 17, 2024

City of Doraville Council Award: June 12, 2024

Contract(s) Execution: July 1, 2024

*The City reserves the right to adjust this timetable as required.

**NOTE: All times are Eastern Time (ET).

2.0 Detailed Scope of Work

The work proposals shall be divided into the following tasks:

2.1 Building Department Management

Applicants are to staff and manage the Building Department for the City of Doraville.

Building services are housed within the Community Development Department under the supervision of the Director of Planning and Community Development.

The City of Doraville has an active commitment to customer satisfaction. A full range of services is expected, with close coordination and cooperation with the City’s Code Enforcement Officer’s, Public Works and Police Departments, as well as DeKalb County’s Fire Marshal’s Office and other County departments as appropriate.

2.2 Building Inspections

Offerors are expected to perform all building inspection services offered by the City of Doraville, including inspections performed as part of the following:

• Land disturbance permits

• Commercial and residential building permits

• Issuance of Certificates of Occupancy (COs)

• Erosion control inspections

• Stormwater and other utility inspections

• Life safety inspections for Occupation Tax Certificates (OTCs)

2.3 Plan Reviews

Applicants are to perform all plan reviews required as part of building and permitting services offered by the City of Doraville. This includes, but is not necessarily limited to:

• Land disturbance permits

• Commercial and residential building permits

• Tree protection plans

• Tree removal permits

• Stormwater and other erosion control plans

3.0 Offeror’s Responsibilities

Before submitting a proposal, each Offeror shall make all investigations and examinations necessary to ascertain all conditions and requirements affecting the full performance of the contract. No pleas of ignorance of such conditions and requirements resulting from failure to make such investigations and examinations will relieve the successful Offeror from any obligation to comply with every detail and with all provisions and requirements of the Contract documents or will be accepted as a basis for any claim whatsoever for any monetary consideration on the part of the Offeror.

4.0 Terms and Conditions of Contract for Services

By submitting a response to this RFP, Offerors agree to execute a contract substantially in the form as provided by the City.

5.0 Proposal Cost Format

Offerors must respond to this RFP by utilizing the Cost Proposal form found in Appendix A. The Cost Proposal form will be used as the primary representation of each Offeror’s cost/price and will be used extensively during proposal evaluations. Additional information should be included as necessary to explain in detail the Offeror’s cost/price.

One Original Cost Proposal shall be submitted in a separate, sealed opaque envelope marked “Cost Proposal” with Offeror’s Name, RFP #, RFP Name, and Due Date/Time.

Additional Cost proposal sheets shall not be included in proposal original or copies.

6.0 Instructions for Proposal

6.1 Compliance with the RFP

Proposals must be in strict compliance with this RFP, including completion of the Request for Proposal Response Sheet and the SAVE Affidavit. Failure to comply with all provisions of the RFP may result in disqualification.

6.2 Acknowledgement of Insurance Requirements

By signing its proposal, the Offeror acknowledges that it has read and understands the insurance requirements for the RFP. The Offeror also understands that the evidence of required insurance must be submitted within fifteen (15) working days following notification of its offer being accepted; otherwise, the City may rescind its acceptance of the Offeror’s proposal.

Workers Compensation: Workers Compensation $500,000 per accident per employee with waiver of subrogation. Required documentation includes certificate from insurance company showing issuance of workmen’s compensation coverage for the State of Georgia.

Comprehensive General Liability Insurance:

Commercial General Liability $1,000,000 each occurrence $1,000,000 aggregate

Comprehensive Auto Liability Insurance:

Bodily Injury Liability $1,000,000 each occurrence Property Damage Liability $100,000 each occurrence

Excess Umbrella Liability:

Combined Single Limit Bodily Injury and / or Property Damage $1,000,000 each occurrence

$1,000,000 aggregate

6.3 Payment and Performance Bond

No payment/performance bond is required.

6.4 Delivery of Proposals

All responses to this Request for Proposals shall be sent DIGITALLY to Chris Eldridge, City Manager for the City of Doraville, via email at chris.eldridge@doravillega.us

All responses must be received digitally by Friday, May 3, 2024 @ 12:00 p.m. ET. It is the responsibility of the respondent to ensure the RFQ is received by the City of Doraville by the date and time specified above. Late responses will not be reviewed.

To ensure a fair review and selection process, firms submitted qualifications are specifically requested not to make other contacts with City of Doraville staff or City Council regarding this request.

Any questions regarding this Request for Proposals shall be either in writing via email to Chris Eldridge, City Manager for the City of Doraville (chris.eldridge@doravillega.us).

No questions shall be received after 5:00 pm on Friday, April 5, 2024.

Responses will be provided via addendum by 5:00 pm on Friday, April 12, 2024.

No Doraville staff, officials, or partner jurisdictions associated with this project should be contacted regarding this request. DOING SO MAY RESULT IN DISQUALIFICATION.

All addenda, notices, responses, etc. will be posted to the City of Doraville website.

6.5 Evaluation of Proposals (Procedure)

The City will first examine proposals to eliminate those that are clearly non-responsive to the stated requirements. Therefore, Offerors should exercise particular care in reviewing the proposal format required for this RFP.

The City shall then score all proposals based upon the evaluation factors detailed herein (Appendix C).

mailto:chris.eldridge@doravillega.us https://www.doravillega.us/business/bid_opportunities.php

Upon completion of the scoring, the City may recommend short-listing the proposals that are potentially acceptable.

The detailed evaluation that follows the initial examination may result in more than one finalist. At this point, the City may request presentations by Offerors and carry out contract negotiations for the purpose of obtaining best and final offers.

The City reserves the right to withdraw this RFP at any time and for any reason and to issue such clarifications, modifications, and/or amendments as it may deem appropriate.

Receipt of a proposal by the City or a submission of a proposal to the City offers no rights upon the Offeror nor obligates the City in any manner.

The City reserves the right to waive minor irregularities in proposals, provided that such action is in the best interest of the City. Any such waiver shall not modify any remaining RFP requirements or excuse the Offeror from full compliance with the RFP specifications and other contract requirements if the Offeror is awarded the contract.

All RFP responses shall be documents subject to the Georgia Open Records Act and public documents. Any materials considered to be “proprietary” by the Offeror should be clearly marked; however, a final decision as to the exemption of same from the Open Records Act shall be in the full discretion of the City.

6.6 Ambiguity, Conflict, or Other Errors in the RFP

If an Offeror discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, they shall immediately notify the City of such error in writing and request modification or clarification of the document. The City will make modifications by issuing a written revision and posting a written notice on the City website. (www.doravillega.us).

The Offeror is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the proposal prior to submitting the RFP, or it shall be waived.

6.7 Proposal and Presentation Costs

The City will not be liable in any way for any costs incurred by any Offeror in the preparation of its proposal in response to this RFP, nor for the presentation of its proposal and/or participation in any discussions or negotiations.

6.8 Rejection of Proposals

The City reserves the right to accept or reject in whole or in part any or all proposals submitted. The City shall reject the proposal of an Offeror that is determined to be non-responsive. The unreasonable failure of an Offeror to promptly supply information in connection with respect to responsibility may be grounds for a determination of non-responsiveness.

http://www.doravillega.us/

6.9 Acceptance of Proposals

The City shall accept all proposals that are submitted properly. However, the City reserves the right to request clarifications or corrections to proposals.

6.10 Requests for Clarification of Proposals

Requests by the City for clarification of proposals shall be in writing. Said requests shall not alter the Offeror’s pricing information contained in its proposal.

6.11 Validity of Proposals

All proposals shall be valid for a period of one hundred twenty (120) days from the submission date.

6.12 Technical Response Format

Organization of Proposal: Offerors must organize their submission in the following format.

Proposals shall include the following information:

• Title Page - List the RFP subject, the name of the firm, address, telephone number, name of contact person, and the date.

Section 1 – Firm Information

• Letter of Transmittal - Make a positive commitment to perform the required work within the time period. Also, give the name(s) of the person(s) who will be authorized to represent the firm, their title, and telephone number.

• Name, address, and telephone number of the firm’s owners, and full information about the corporate structure of the submitting firm.

• Location of the firm’s primary place of business for legal purposes and any subsidiary offices, years of business, and types of services offered.

Section 2 – Key Personnel

• Names and qualifications of personnel to be assigned to the project identified on an org chart.

• Resumes of principal associates and key personnel proposed to have primary responsibility for the project, including a central point of contact to coordinate project details and troubleshoot issues.

• Current and projected workload, including a list of all projects contracted for or anticipated.

Section 3 – Understanding of Scope of Work

• Indicate your understanding of the scope of work by describing your firm’s approach, including specific illustrations of the procedures to be followed.

• Tell us about your firm’s experience, background, staff capabilities, and examples of work, where your work will actually take place, and why the City should hire your firm.

Section 4 – Similar Projects and References

• Provide complete project history for minimum of four (4) similar projects.

Section 5 – Litigation

• A list, with exact case name, number, and court, of all lawsuits in which the consultant or affiliated firm is, or has been involved in, over the last ten (10) years, as well as a list of all settlements or arbitrations in which the firm was involved during the same period.

Section 6 – Required Forms and Additional Information

• All executed forms and appendices.

• Any additional information that will allow the City of Doraville to accurately evaluate the firm’s capability.

6.13 Cost Proposal Format

• Include cost certification on Appendix A.

• Breakdowns are to be shown separately for each item Task under “Scope of Work.”

• The consultant shall be responsible for all required resources to include but not limited to computers, surveys, outside consultants, etc.

APPENDIX A

COST PROPOSAL FORM

The Offeror shall present:

• Breakdowns are to be shown separately for each item Task under “Scope of Work.”

• Detailed description of additional services included within the projected budget and beyond the Minimum Project Scope Requirements.

Award will consider price and additional services to be included, but price and additional services included will not be the sole, determining factor.

Proposal Price Certification

In compliance with the attached specification, the undersigned understands the City’s minimum scope requirements.

The undersigned offers and agrees that if this proposal is accepted by the City Council within one hundred twenty (120) days of the date of proposal opening, that the undersigned will furnish any or all of the deliverables and additional services offered, at the budgeted price, to the designated point(s) within the time specified.

COMPANY__________________________________________________________________

ADDRESS___________________________________________________________________

AUTHORIZED SIGNATURES____________________________________________________

PRINT / TYPE NAME __________________________________________________________

CONTACT’S PHONE NUMBER __________________________________________________

CONTACT’S EMAIL ADDRESS __________________________________________________

APPENDIX B

AFFIDAVIT VERIFYING STATUS FOR CITY PUBLIC BENEFIT APPLICATION

By executing this affidavit under oath, as an applicant for a City of Doraville, Georgia Business License or Occupation Tax Certificate, Alcohol License, Taxi Permit or other public benefit as referenced in O.C.G.A. Section 50-36-1, I am stating the following with respect to my application for a City of Doraville Business License or Occupation Tax Certificate, Alcohol License, Taxi Permit or other public benefit [circle one] for:

[Name of natural person applying on behalf of individual, business, corporation, partnership or other private entity]

1) I am a United States citizen

OR

2) I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality Act 18 years of age or older and lawfully present in the United States. *

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section 16-10-20 of the Official Code of Georgia.

Signature of Applicant Date

Printed Name

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE *

___ DAY OF _________, 20__. Alien Registration number for non-citizens

Notary Public My commission expires:

*Note: O.C.G.A. § 50-36-1(e)(2) requires that aliens under the federal Immigration and Nationality Act, Title 8 U.S.C., as amended, provide their alien registration number. Because legal permanent residents are included in the federal definition of "alien," legal permanent residents must also provide their alien registration number. Qualified aliens that do not have an alien registration number may supply another identifying number below.

APPENDIX C

(DOES NOT NEED TO BE SUBMITTED WITH PROPOSAL)

EVALUATION CRITERIA

All proposals received will be reviewed by the Procurement Agent to ensure that all administrative requirements of the RFP package have been met, such as all documents requiring a signature have been signed and submitted. Failure to meet these requirements may be cause for rejection. All proposals that meet the administrative requirements will be turned over to the Evaluation Committee for further evaluation. The Evaluation Committee will review all proposals received and determine a ranking based on the information provided in response to all information required for this RFP. As previously indicated, the Evaluation Committee may, in its sole discretion and in the course of its evaluation, arrange a site visit or request presentations/ demonstrations with one or more selected Offerors.

The selection of the winning proposals will be based on a numerical scoring system. There are five categories by which the proposals will be evaluated. The proposals will be assigned a score for each non-Pass/Fail category: 1 (poor), 2 (below average), 3 (average), 4 (above average) or 5 (excellent). Each category will be weighted as shown.

1. Previous Comparable Experience 30%

2. Understanding of Project and Value of any Additional Services Offered 30%

3. References 20%

4. Cost Proposal 20%

Total Evaluation 100%

If necessary, the Evaluation Committee may determine to create a short-list of the top scoring firms. These firms may be invited to an Interview/Presentation in order for the Committee to determine the most qualified firm for this project. In the event of an Interview/Presentation phase, only the selected firms will receive further evaluation. The scoring will be solely based on the assessment of the Interview/Presentation.