RFP 24_034.pdf

RFP #24-034

REQUEST FOR PROPOSALS (“RFP”)

Canoe, Kayak & Paddleboard Operations and Rentals for the City of Sandy Springs Recreation & Parks

PROPOSALS DUE: January 31, 2024, at 2:00 PM EST

NON-MANDATORY PRE-PROPOSAL MEETING AND SITE VISIT:

200 Morgan Falls Road, Sandy Springs, Georgia 30350

January 8, 2024, 10:00 AM EST

Firms responding to this RFP (“Offeror(s)”) shall submit sealed proposals (“Proposal(s)”) to be received by the City of Sandy Springs (“City”) no later than January 31, 2024, 2:00 PM EST. The City will only accept online submissions for this RFP through the Bonfire Portal at https://sandysprings.bonfirehub.com/projects/view/116905 (“Bonfire”). A Proposal submitted in any other format (e-mail, paper, fax, mail, etc.) will not be accepted for any reason.

General Information:

1. All communications regarding this procurement must be with the assigned Procurement Officer, Reginald Starling, purchasing@sandyspringsga.gov.

2. All questions or requests for clarification must be sent via Bonfire under Vendor Discussion:

https://sandysprings.bonfirehub.com/projects/view/116905. Questions are due no later than January 17, 2024, 5:00 PM EST. Questions received after this date and time may not be answered.

3. Questions and clarifications will be answered in the form of an addendum. Any addenda, schedule changes and other important information regarding this procurement will be posted on Bonfire at https://sandysprings.bonfirehub.com/projects/view/116905. It is the Offeror’s responsibility to check

Bonfire for any addenda or other communications related to this procurement.

4. The City reserves the right to reject all Proposals and to waive technicalities and formalities, and to make award in the best interest of the City. The best interest of the City will be determined by a review of the quality of the proposed development and the financial return to the City on the sale or shared interest in the property, going forward.

https://sandysprings.bonfirehub.com/projects/view/ https://sandysprings.bonfirehub.com/projects/view/ https://sandysprings.bonfirehub.com/projects/view/17847 https://sandysprings.bonfirehub.com/projects/view/17847

TABLE OF CONTENTS

PROPOSAL SIGNATURE AND CERTIFICATION

CORPORATE CERTIFICATE

OFFEROR’S RFP CHECKLIST

SECTION 1: BACKGROUND

SECTION 2: SCOPE OF SERVICES AND SPECIFICATIONS

SECTION 3: CONTENTS OF PROPOSAL AND SUBMISSION

SECTION 4: EVALUATION

SECTION 5: PRE-SUBMISSION INQUIRIES

SECTION 6: SUBMITTALS

SECTION 7: COMMUNICATIONS

SECTION 8: SCHEDULE OF EVENTS

SECTION 9: TERMS AND CONDITIONS

PROPOSAL SIGNATURE AND CERTIFICATION

I certify that this Proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Proposal (“Offeror”) 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 this Proposal and certify that I am authorized to sign this Proposal for Offeror. I further certify that the provisions of O.C.G.A. § 45-10-20, et seq. have not been violated and will not be violated in any respect.

Print/Type Offeror Name Here: _______________________________________________

Authorized Signature for Offeror: _______________________________________________

Print/Type Signatory Name: _______________________________________________

Date: _______________________________________________

CORPORATE CERTIFICATE

I, _________________, certify that: I am the Secretary of the company named as Offeror in the foregoing Proposal; that ______________________________________________, who signed said Proposal on behalf of the Offeror, was then (title) __________________ of said company; that said Proposal was duly signed for and in behalf of said company by authority of its governing body, and is within the scope of its corporate powers; that said company is organized under the laws of the State of _________________ and is duly registered and authorized to do business in the State of Georgia in accordance with Georgia law.

This _____________ day of ___________________________, 2024.

(Signature)

(Seal)

Corporate Name: _______________________________________________________ d/b/a: _________________________________________________

OFFEROR’S RFP CHECKLIST

Critical Things to Keep in Mind When Responding to an RFP for the City of Sandy Springs

1. _______ Read the entire document. Note critical items such as: supplies/services required; submittal dates; number of copies required for submittal; contract requirements, if any (e.g. bonding and insurance requirements).

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.

3. _______ Attend the pre-Proposal conference. These conferences provide an opportunity to ask questions, obtain a better understanding of the Project, or to notify the

City of any ambiguities, inconsistencies, or errors in the RFP. This conference is voluntary, but all potential Offerors are strongly encouraged to attend.

4. _______ Take advantage of the “question and answer” period. Submit your questions to the Procurement Officer by the due date listed in the RFP and view the answers given in any formal “addenda” issued for the RFP. All addenda issued for this RFP will be posted at https://sandysprings.bonfirehub.com/projects/view/116905.

5. _______ Follow the format required in the RFP when preparing a Proposal. 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. Proposals are evaluated based on the information and materials provided in response to the RFP.

7. _______ Use the forms provided in the procurement package, if any.

8. _______ Review the RFP document again to make sure that you have addressed all requirements. The submittal in Bonfire will be provided to individuals evaluating

Proposals and will be used to rank your Proposal.

9. _______ Submit the Proposal on time. Note all the dates and times listed in this RFP and be sure to submit all required items on time. Late Proposals will not be accepted.

This checklist is provided for assistance only and should not be submitted with your Proposal.

SECTION 1: BACKGROUND AND PROJECT OVERVIEW

Purpose and Summary of Procurement

The City of Sandy Springs (“City”) is seeking proposals (“Proposals”) from highly qualified firms to provide all personnel, materials and services necessary to provide Canoe, Kayak & Paddleboard Operations and Rentals Services for the City as described in Section 2: Scope of Services. Services provided by the successful firm in this procurement shall be managed and directed by the City.

The qualified firm is to provide turn-key operations for the Canoe, Kayak & Paddleboard Operations and Rental for the City of Sandy Springs Recreation & Parks (“Paddle Shack”) located at Overlook Park, 200 Morgan Falls Road, Sandy Springs, GA 30328.

The City contemplates award of fixed price contract(s) resulting from the Proposal which provides the best overall value to the City. The City reserves the right to make a single award or no award, if these options are in the City’s best interest.

This is a best value source selection procurement, based upon the performance price trade-off (“PPT”) model. This process is a simplified best value source selection strategy that permits a trade-off between price and performance in reaching the award decision. There are three (3) evaluation factors: Technical Proposal, Past Performance/Reference and Cost/Price.

Section 3.A of this RFP contains instructions for presenting and formatting Proposals. Section 3.B describes the information that should be contained in the Proposal, and how it should be organized. The information and instructions contained in this RFP are designed to assist Offerors in preparing a complete response that reflects the proposed approach to accomplish all contractual requirements. Section 4 provides further detail as to how Proposals will be evaluated.

The City may award without discussions. Therefore, the Offeror’s Proposal should contain the Offeror’s best terms for Technical Proposal, Past Performance/Reference and Cost/Price as described herein. The City reserves the right to conduct discussions if they are later determined to be necessary. If the City awards without discussions, the Offeror may be given the opportunity to clarify certain aspects of its Proposal or to resolve minor or clerical errors.

General Information about the City

Located in Atlanta’s dynamic metro north and less than an hour from the world’s busiest airport, Sandy Springs is the metro area’s second largest city and is the sixth largest city in the State of Georgia. The City balances the best of modern southern living: high-rise towers; riding stables; world-class medical centers;

national river corridor; international consulates; and neighborhoods that resemble botanical gardens.

In June 2005, residents overwhelmingly voted for incorporation and Sandy Springs became the first new City in Georgia in fifty (50) years. The City utilizes a public-private partnership model for operations. Aside from public safety (police and fire) and the City Manager’s executive staff, general City services are provided by contractors. The success of the privatization model in Sandy Springs continues to attract attention from cities around the U.S. as well as around the globe.

The City is home to more than 109,000 residents and its daytime population doubles to more than 200,000 due to the heavy concentration of businesses located in the City, including UPS, First Data, AirWatch, Cox Enterprises, Mercedes and Intercontinental Exchange (corporate parent of the New York Stock Exchange).

Two (2) of the most traveled arteries in the metro area, I-285 and Georgia 400, cross Sandy Springs, and the City is home to three (3) MARTA rail stations.

The City of Sandy Springs strives to sustain and further the attractive quality of life enjoyed by its residents.

The City is an innovator in providing municipal services, utilizing a flexible and creative approach to anticipate and respond to the needs of the community. Through its public-private partnership model, the City and general government services contractors work collaboratively to provide a high level of services to Sandy Springs residents. The City’s customer-focused mission has resulted in numerous awards and recognitions, including: ranked 36th as Most Livable Mid-Size City in the U.S. (City Biz); ranked fourth as Best City for Early Retirement (Kiplinger); named one of the Best Towns for Millennials (Niche Magazine);

and named one of the Top Ten Safest Places in Georgia (Value Penguin).

Park Background

Overlook Park is located on the clear waters of 673 acre of Bull Sluice Lake. Overlook Park offers a wide variety of day use facilities. Day use facilities include playground areas, picnic areas, walking trail, and a handicapped accessible fishing pier. The park has one large group pavilion that is available by reservation.

SECTION 2: SCOPE OF SERVICES AND SPECIFICATIONS

1. Introduction:

The City of Sandy Springs is seeking proposals from qualified vendors to operate the Paddle Shack (PS), a canoe, kayak and paddleboard rental building facility at Morgan Falls Overlook Park, located at 200 Morgan

Falls Road, Sandy Springs, Georgia 30350. The successful Offeror will report to the Sandy Springs

Recreation and Parks Director (Director) or designee.

2. Detailed Services Required:

The PS Offeror shall:

a. Operate, manage, maintain, and schedule for PS facilities and programs.

b. Oversee and supervise staffing necessary to operate the PS facilities and related concession operations.

c. Provide youth and adult outdoor water sports programs.

d. Offer program instruction, exhibits, camps, and events.

e. Facilitate and schedule other programming, subject to the Director’s approval.

3. Operating Model and Hours of Operation:

The PS shall support a community-oriented operating model and propose recommended operating hours and date ranges for facility use.

4. Responsibilities of Paddle Shack Operator:

The Paddle Shack Operator's basic service obligations shall include, but not be limited to these responsibilities as outlined below:

General Responsibilities:

i. Enforce all rules and regulations.

ii. Regulate the conduct of Paddle Shack users.

iii. Patrol facility property, preserve order, provide for the security of the facility, and prevent injury to the facility by users and others.

iv. Keep the facility open for the designated number of hours and days as required by the contract at the discretion of the City.

v. Regularly inspect and maintain the facility, dock, and immediate property. Maintain daily recordings of findings in permanent log form.

vi. Routinely inspect and maintain the dock for cleanliness, and safety, and remove debris around the dock area daily or as needed.

vii. Repair and replace any items as required to maintain the Paddle Shack in good operating condition.

viii. Operate and manage the Paddle Shack shop and adjacent areas in a manner calculated to provide quality service for public and private use.

ix. Develop outreach, promotional, and advertising efforts subject to City approval.

x. Subject to City approval, create a method to collect information of program participants and facility user satisfaction for review by the City and the Paddle Shack Operator.

xi. Paddle Shack Operator shall make no alterations to the Paddle Shack without advance written approval by the City.

Task Specific Responsibilities - Programs, Activities, and Services:

i. Provide private and/or group lessons and instructions in Canoe, Kayak, and Paddleboard.

Schedule other activities with special interest groups, private clubs, camps, and school interests to assure the best overall, well-rounded program for the community while incorporating rental and use of facilities in the overall program.

ii. Operate, manage, and supervise the Paddle Shack, including, but not limited to, maintaining, selling, and renting a stock of merchandise, supplies, and equipment to meet customer demand and suitable for use at the facility. There should be a wide range of equipment for beginners to advance, for youth to adults.

iii. Maintain an inventory of all assets and equipment. Regularly inspect, maintain, and clean equipment. Equipment must be U.S. Coast Guard approved and/or follow American Canoe

Association (ACA) standards for equipment. There should be enough equipment to service at least 100 people at one time.

iv. Provide proof of insurance as required by the City.

v. Operate and maintain rental gear for Canoe, Kayak, and Paddleboard services including all appropriate Personal Flotation Devices, paddles and other equipment.

vi. Facility rental rates and participation rates shall be based on prevailing rates of other public and private facilities in the Sandy Springs and surrounding area(s), determined by the Paddle Shack

Operator and approved by the Director or designee.

vii. Contractor will provide suitable signage at the Paddle Shack Shop that informs the public the shop is run by an independent contractor and not by the City.

viii. Promote the Canoe, Kayak, and Paddleboard programs.

ix. Ensure regular updates of incident and accident reports and provide expeditiously, copies of reports to the City’s appointed representative. Submit such reports to the City within 24 hours of any accident or incident. Incidents requiring emergency response should be reported as soon as reasonably possible to the Recreation and Parks Director or designee.

x. Reporting Illegal Activity: The awarded Offeror shall report any illegal activity or violations of City codes, rules and regulations to the Director or designee and/or the Sandy Springs Police

Department, as deemed necessary.

xi. Provide support to City of Sandy Springs Summer Camp and Adaptive Kayaking programs.

Customer Service and Scheduling:

i. Provide timely and responsive customer service, particularly in registration and reservation systems (i.e., on-line scheduling capability).

ii. Provide exceptional customer service.

iii. Facilitate new programs and services to be offered and to be included with additional service areas as deemed necessary for the successful operation of the facilities.

iv. Establish a system for dealing with customer complaints and problem resolution quickly and efficiently.

v. The Operator shall maintain a website as approved by the City and which will communicate with the City website, containing information relating to program offerings, fees, policies, and registration details. Online registration for program offerings will be made possible through the

PS Operator’s website.

vi. The Operator shall provide an online and in-person, walk-in registration platform for the public.

vii. Participant registration forms should include a waiver to allow the Operator and City to use photos, images and likeness for its own marketing purposes.

Building and Facility Responsibilities:

i. Paddle Shack Operator shall perform the daily maintenance of all interiors of buildings, furnishings, and fixtures.

ii. Paddle Shack Operator shall keep the facilities clear of trash, debris, and vermin. Sidewalks and steps will always be kept clean and safe for pedestrian travel.

iii. All recommended repairs, improvements, modifications, and additions to facilities shall be channeled through the Director or designee prior to implementation.

iv. Paddle Shack Operator shall be responsible for security, refuse, internet services, and telephone in their vicinity.

v. The Operator shall serve as the first point of contact for building security and fire alarm systems and respond accordingly.

Any change to the above responsibilities shall be approved in advance by the City via the Director of

Recreation and Parks.

5. Hours and Employee Information:

Hours of operation shall be negotiated with the Director.

a. All employees of the Paddle Shack Operator shall be required to reflect a neat, clean appearance and conduct themselves in a pleasant, helpful, cheerful manner. Employees shall wear distinguishing clothing appropriate for current weather conditions as described by the Offeror and approved by the Recreation and Parks Director.

b. All employees and contractors of the Paddle Shack shall pass a national background check performed by the City before employment. The cost of the background check will be reimbursed to the City by the Paddle Shack Operator. The City retains the right to prohibit anyone from working on the contract based on the results of the background check.

c. Key personnel should be American Canoe Association Certified (ACA). Additional waterfront-based certifications are preferred and should be included in the proposal. Key personnel include

Paddle Shack Manager and Assistant Manager. Depending on the company's business offerings other key personnel may be listed as well.

d. Support team training should be described in detail. Support team staff may include Paddle

Shack rentals clerks, Class Instructors, and Guides. Depending on the company's business offerings other support team personnel may be listed as well.

e. The Paddle Shack Operator and its employees shall comply with all rules, regulations, and policies of the City of Sandy Springs and Chattahoochee River National Recreation Area.

f. The Paddle Shack Operator shall submit all communication materials, i.e., brochures, event announcements, media releases, and related emails for review and approval to the Director at least one month prior to such event.

g. Recommended closures for cleaning, repairs, etc. shall be preapproved by the Director or designee and scheduled in such a way as to minimize hardship to patrons and regular programming.

h. The City Manager, Recreation and Parks Director, or Designee, shall have the right, at any time during the term of this Contract, to request that the PS Operator remove any staff if such personnel exhibits behavior that indicates: he or she is not fit, able or willing to perform the duties assigned under this Contract; or the continued presence of the PS personnel would negatively impact the City’s relationship with the PS Operator; or the continued presence of the

PS personnel would not be in the best interest of the City. If requested by the City, the PS

Operator shall remove such personnel as requested by the City and fill the vacancy in accordance with applicable provisions of this Contract.

6. Reporting Requirements:

Monthly - The monthly report is due to the City via electronic file format by the 15th day of the succeeding month:

a. The Contractor shall have the ability to submit to the City a duplicate copy of all gross rental receipts monthly.

b. The City reserves the right to audit any financial documentation at any time.

c. Provider shall submit a monthly participation at the time the monthly rental fee is due to the

City.

d. The Monthly Report shall include a breakdown by program of the number of participants in a program during the reporting period.

e. The Monthly Report shall include a breakdown of total canoe and kayak rentals during the reporting period.

f. The report shall include the total rental fees collected for canoe, kayak, and paddle board storage during the reporting period.

g. List of maintenance activities and new maintenance issues.

h. Summary of accidents/incidents

i. Attend monthly meetings with the Director or Designee

Annually - The Annual Report is due to the City via electronic file format by November 15 of each year:

a. Certified statement of annual revenue and expenses.

b. Annual participation numbers broken down by activity, including age groups served through the programs and other relevant information.

c. List of special community events.

d. List of facility improvements made.

e. List of programs supported, or scholarship tuitions granted, including total value, activities, age groups served, and other relevant information.

f. Summary of accidents/incidents.

g. Prepare an Annual Report document highlighting the year’s activities and accomplishments that may be used and can be distributed to staff and elected officials.

Audit:

a. The City, at its discretion, shall have the right to inspect and audit the business of the awarded

PS Offeror, its agents, permittees, and licensees operating on and in connection with the City as necessary and appropriate for the City. The City requires that all the PS accounting records be available for audit and inspection upon request by the City during regular hours of operation.

6. Responsibilities of the City:

The City has the right to amend or supplement the RFP by written addendum. The City is not responsible for and shall not be bound by any representations made by any individual acting or purporting to act on its behalf. The City shall not be responsible for any pre-contractual expenses incurred by any Offeror in responding to the RFP, preparing, or presenting its Proposal, negotiating with the City or any other expenses incurred prior to execution of a contract with the City.

a. The City shall provide the premises and perform general repairs and maintenance. It shall also provide utilities and trash pickup.

b. The City shall provide for the general interior and exterior repair, replacement, and restoration of the PS in keeping with the standard requirements set forth in applicable federal, state, and local government regulations.

c. The City shall provide all outdoor grounds maintenance around the PS and adjacent park.

d. The City shall provide building utility expenses including electrical, gas, water and exterior security cameras.

e. Trash Pick-Up: The Operator will bag, seal, and remove interior trash to a collection point for the

City to remove.

SECTION 3: CONTENTS OF PROPOSAL AND SUBMISSION

A. Proposal Submission

1. Economy of Presentation. Each Proposal shall be prepared simply and economically, providing straight-forward, concise delineation of the Offeror's capabilities to satisfy the requirements of this RFP. Colored displays and promotional materials are not required or encouraged. Each Proposal must emphasize completeness and clarity of content. To expedite evaluation of Proposals, it is essential that Offerors follow the format and instructions contained herein.

2. Form of Submittal. Proposals will be submitted and evaluated in three (3) components:

Technical Proposal, Cost/Fee Proposal, and Past Performance/Reference. All components shall be submitted separately through Bonfire at:

https://sandysprings.bonfirehub.com/opportunities/116905 no later than 2:00 p.m. EST on January 31, 2024.

A Proposal received after this date and time or at any other location will not be accepted or considered. The City is not responsible for delays caused for any reason. It is the Offeror’s sole responsibility to submit its Proposal before the required deadline. Hard copy, electronic and facsimile submittals will not be accepted.

Proposals failing to comply with the instructions contained in this RFP may be found to be nonresponsive. The City may also choose not to evaluate, may deem nonresponsive, and/or may disqualify from further consideration any Proposals that do not follow the format required by this RFP, are difficult to understand, are difficult to read, or are missing any requested information.

3. Late Submissions, Withdrawals, and Corrections

a. Late Proposal. Regardless of cause, late Proposals will not be accepted and will automatically be disqualified from further consideration. It shall be Offeror’s sole risk to assure submittal to Bonfire by the designated time.

b. Proposal Withdrawal. An Offeror requesting to withdraw its Proposal prior to the Proposal due date and time may submit a letter to the Purchasing Officer requesting to https://sandysprings.bonfirehub.com/opportunities/85849 withdraw. The letter must be on Offeror’s letterhead and signed by an individual authorized to legally bind Offeror.

An Offeror requesting to withdraw after the Proposal has been opened will be required to submit a letter with documented facts supporting the reason for withdrawal within two (2) business days of the opening. The letter must be on Offeror’s letterhead and signed by an individual authorized to legally bind the firm. The Offeror must present clear and convincing evidence that an unintentional error was made. Generally, Proposal withdrawals after Proposal due date/time for reasons other than obvious clerical errors are not permitted.

c. Proposal Correction. If an error is If an error is discovered prior to the opening of a Proposal, an Offeror may submit a corrected Proposal. The corrected Proposal should be clearly marked that it supersedes the Proposal originally submitted. If an obvious clerical error is discovered after the Proposal has been opened, Offeror may submit a letter to the Purchasing Officer within two (2) business days of opening, requesting that the error be corrected. The letter must be on Offeror’s letterhead and signed by an individual authorized to legally bind Offeror. The Offeror must present clear and convincing evidence that an unintentional error was made. The Purchasing Officer will review the correction request and a judgment will be made. Generally, modifications to opened Proposals for reasons other than obvious clerical errors are not permitted.

B. Proposal Contents

Proposals must include a Business Plan, covering aspects like operations, finances, marketing, staffing, and services/product offerings. The PS Operator proposal should describe the effort and skills necessary to operate the business in sufficient detail to permit the City to evaluate it fairly in relation to other proposals with a minimum of possible misinterpretation.

The Business Plan is a comprehensive description of the planned manner and use of the PS with emphasis on strategic planning and vision, operations and safety, financials, marketing, and services/product. The Business Plan is limited to 20 single sided pages.

The Plan must include the items discussed above in detail, but should also include the following:

• An Executive Summary; business concept, current status, performance measures, financial needs

• Company history and experience.

o Include Company work history, Owner's past experiences with Government agencies, and a minimum of three professional references for similar work.

o References must include a description of the work, contract timeframe, and current point of contact with phone number and email address.

• Proposed hours of operation

• Proposed staffing plan o Include organizational chart.

o Job descriptions and qualifications, training of support staff (i.e., Support team staff includes Paddle Shack rentals clerks; Class Instructors; and Guides. Depending on the company's business offerings, other support team personnel may be listed as well).

o Relevant qualifications, certifications, and training of key personnel (i.e., Key personnel includes Paddle Shack Manager and Assistant Manager. Depending on the company's business offerings, other key personnel may be listed as well).

o Resumes for key personnel should be included as an Appendix (does not count toward page limitation)

• Detailed description of daily operating procedures o Include Emergency Action Plan o Include plan for monitoring dam release and water quality.

• Detailed description of business rules and demonstrate compliance with Chattahoochee River National Recreation Area regulations.

• The Offeror’s plan to offer various public youth and adult water sports offerings, equipment rentals, public storage, and other fitness programming and potential future offerings.

o Offeror’s plan to provide an array of services, to include all ages, skill level, and the provision of services for inclusive programming for individuals with disabilities.

• Offeror’s plan for web presence, online reservation systems, digital payment options, etc.

o Include description of check-in/check-out process for rentals/reservations/public storage etc.

• A list of proposed fees for classes, equipment rentals, individual and group lessons, rental for fitness-related programming, special event (paddle race) or functions.

• The Offeror’s plan for marketing, advertising, and branding

• The Offeror’s plan for contract transition, focused on continuity of services and products while implementing new operations.

• The Offeror’s customer service plan

• Detailed inventory of all equipment and furnishings provided by the Offeror.

SECTION 4: EVALUATION

A. General Information

The RFP and Proposals will enable the City to gather additional information and identify a qualified Offeror to perform the services described in the Scope of Services and specifications. The City will conduct a comprehensive, fair and impartial evaluation of all proposals received. An evaluation committee will be established by the City to evaluate the proposals (“Evaluation Committee”). The City reserves the right to determine that no qualified Proposals have been received and reject all Proposals.

B. Best Value Evaluation

The City will evaluate Proposals and select the Proposal that represents the best value for the City. By submission of its Proposal, the Offeror accedes to all requirements of this procurement, including terms and conditions, representations and certifications and technical requirements. Failure to meet a requirement may result in a Proposal being determined technically unacceptable.

C. Administrative Review

All Proposals received will be reviewed by the Purchasing Office, a division of the City’s Finance Department, to ensure that all administrative requirements of the RFP package have been met by the Offerors. Each Proposal shall be reviewed to ensure that the Offeror has followed all guidelines for Proposal submittal including, but not limited to: submission of a separately packaged Technical Proposal, Cost/Fee Proposal and Past Performance/References; only technical information is included in the Technical Proposal; only cost information is included in the Cost/Fee Proposal; and all documents requiring a signature have been signed and included. Failure to meet these requirements may be cause for rejection of a Proposal. All Technical Proposals that meet the administrative requirements will then be turned over to the Evaluation Committee for further consideration.

D. Scoring of Proposals

1. Technical Proposal. Utilizing the information submitted in response to Section 3 and elsewhere in this RFP, the Evaluation Committee will consider the following factors during the evaluation of the Technical Proposal:

a. Capabilities and Approaches: Provide a detailed and complete response for the items requested in Section 3, Paragraph B.

b. Past Performance: Provide a detailed and complete response for the items requested in Section 3, Subparagraph B.

As part of the Technical Proposal evaluation, the City will contact some or all of the references listed by the Offeror in its Technical Proposal. The City may also obtain data independently from other governmental and commercial sources, at its sole discretion. The purpose of this evaluation is to allow the City to assess the Offeror’s ability to perform the effort described in this RFP based on the Offeror’s demonstrated past performance. The City may also visit current Offeror operated facilities to evaluate Offeror customer service, facility maintenance, and general appearance of such locations.

2. Cost/Fee Proposal. Cost/Fee Proposals will be evaluated separately from Technical Proposals. While the Cost/Fee Proposal is important to the City, cost will not be the sole determining factor in selecting an Operator. This is a best value evaluation, and the City reserves the right to award based on considerations other than the best Cost/Fee Proposal.

The City reserves the right to negotiate with one (1) or more Offerors should the City deem it is in its best interest to negotiate. To facilitate negotiations, the City reserves the right to revise and/or alter the Project scope. The City reserves the right to suspend negotiations with one (1) Offeror and to enter into negotiations with another Offeror.

Submission of a Proposal indicates the Offeror’s acceptance of the described evaluation methodology and the Offeror’s recognition that some subjective judgments must be made by the City.

Components of the cost/fee proposal should include the following: estimated start-up cost, estimated gross revenue for the first year broken out as a revenue obtained from specific source(s), estimated operating cost for the first year, annual payment to the City, and estimated annual value of in-kind services or scholarships to Sandy Springs residents.

3. Past Performance- References

Any information received by the Evaluation Committee subsequent to the Offeror’s Proposal will be used to further evaluate the short-listed Offerors to determine a rank-order. Final approval of a selected Offeror is subject to the City’s Purchasing Policies.

E. Formal Interviews and Presentations

After the initial Proposal evaluation, one (1) or more Offerors may be invited to meet with members of the Evaluation Committee for a formal interview. At the City’s discretion, selected Offerors may be interviewed and re-evaluated based upon additional information received in these meetings against criteria stated in this RFP. Offerors may be asked to provide the Evaluation Committee supplemental information regarding demonstrated competence and qualifications, feasibility of implementing the Project as proposed, ability to meet schedules, costing methodology, or other factors as appropriate.

Any information requested by the Evaluation Committee subsequent to submission of the Offeror’s Proposal will be used to further evaluate the selected Offerors to determine a rank-order. Final approval of a selected Offeror is subject to the City’s Purchasing Policies and the approval of the City’s governing body.

Formal interviews and presentations are anticipated to be held on the date(s) set forth in Section 8.

Each Offeror invited for formal interview will be contacted with a scheduled appointment time.

F. Negotiation and Best and Final Offer (as applicable)

1. If the City deems it is in its best interest to retain the services of one (1) or more Offerors, the City reserves the right to negotiate a revised scope and/or fees. Negotiations will encompass all phases of work, including but not limited to: hourly rates, fees for services, markups for overhead and profit on subcontractors, a “not to exceed” contract amount, as well as any other items the City deems appropriate.

2. If negotiations are successful, the City and the successful Offeror will enter into an agreement to develop the services as outlined in this RFP. If an acceptable agreement cannot be reached between the City and the successful Offeror, the City may choose to negotiate with other Offeror(s).

3. Separate meetings with more than one (1) Offeror may be conducted during the same time frame; however, negotiation sessions with an Offeror will not be held in the presence of another Offeror.

4. “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 (1) or more Offerors if additional information is required to make a final decision. Offerors may be contacted to request that they submit their “best and final offer,” which must include any and all discussed revisions.

Offerors submitting Proposals should be aware that the Evaluation Committee has sole discretion to determine what constitutes the “best value and offer” for the City. Consequently, Offerors are urged to submit their best possible terms in their original submittal.

SECTION 5: PRE-SUBMISSION INQUIRIES

All questions or requests for clarification shall be sent via Bonfire under Message – Vendor Discussions:

https://sandysprings.bonfirehub.com/projects/view/116905 or directed to: purchasing@sandyspringsga.gov.

Questions are due no later than January 17, 2024, 5:00 PM EST. Questions received after this date and time may not be answered.

Questions and clarifications will be answered in the form of an addendum. Any addenda, schedule changes and other important information regarding this procurement will be posted on Bonfire at:

https://sandysprings.bonfirehub.com/projects/view/116905

It is the Offeror’s responsibility to check Bonfire frequently for any addenda or other communications related to this procurement.

SECTION 6: SUBMITTALS

Proposals shall be submitted through Bonfire at:

https://sandysprings.bonfirehub.com/opportunities/116905 no later than 2:00 PM EST on January 31, 2024.

A Proposal received after this date and time or at any other location will not be accepted or considered.

The City is not responsible for delays caused for any reason. It is the Offeror’s sole responsibility to submit its Proposal before the required deadline. Hard copy, electronic and facsimile submittals will not be accepted.

SECTION 7: COMMUNICATIONS

Questions or comments regarding this procurement shall be submitted in writing via e-mail to the Procurement Officer ONLY (see address below). The Offeror shall clearly reference the section and page numbers of the RFP which are applicable to the question(s) or comment(s) submitted.

Note: Oral questions will not be accepted due to the possibility of misunderstanding or misinterpretation.

The principal point of contact for this procurement is the Procurement Officer, Edward McAdoo, Purchasing Manager for the City. Mr. McAdoo can be reached via e-mail at purchasing@sandyspringsga.gov. Until an Operator is selected and the selection is announced regarding the procurement, elected officials, Evaluation Committee members, employees of the City, and contracted personnel receiving information and documents regarding this procurement are not allowed to communicate regarding the procurement for any reason with any potential or interested contractors, vendors, City staff, or contracted personnel except through the City's Procurement Officer or designated successor.

https://sandysprings.bonfirehub.com/projects/view/ https://sandysprings.bonfirehub.com/projects/view/TBD https://sandysprings.bonfirehub.com/opportunities/

For violation of this restriction, the City reserves the right to reject the Proposal of any potential or interested contractor or vendor who knowingly participates in such violation. Any City staff or elected officials who violate this restriction acknowledge such conduct may result in an ethics violation pursuant to the City's ethics ordinance and/or disqualification from further participation in, or briefing on, the procurement. All communications concerning this procurement must be directed to the Procurement Officer named in this procurement.

SECTION 8: SCHEDULE OF EVENTS*

EVENT DATE

RFP Released December 27, 2023

Non-Mandatory Pre-Proposal Meeting (Onsite) January 8, 2024

Deadline for Receipt of Inquiries January 17, 2024

Deadline for Posting Written Answers to Inquiries January 25, 2024

Proposal Due Date January 31, 2024

Proposal Evaluations Completed TBD

Interviews TBD

Offeror/ Selection TBD

*This proposed schedule of events is informational and is subject to change at the discretion of the City.

SECTION 9: TERMS AND CONDITIONS

All Proposals and supporting materials as well as correspondence relating to this procurement become property of the City when received. Any proprietary information contained in the Proposal shall be so indicated; however, a general indication that the entire contents, or a major portion, of the Proposal is proprietary will not be honored. The following terms and conditions shall also apply:

1. All applicable federal and state laws and City ordinances, licenses and regulations of all agencies having jurisdiction shall apply to Offerors throughout the solicitation and the Project and are incorporated herein.

2. Gratuities, Rebates, or Kickbacks.

a. Gratuities. It is prohibited for any person to offer, give, or agree to give any City

Representative, or for any City Representative to solicit, demand, accept, or agree to accept from another person, a gratuity, rebate or offer of employment in connection with any decision, approval, disapproval, recommendation or preparation of any part of this

RFP influencing the content of any specification or standard, rendering of advice, investigation, auditing or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to this RFP or a Contract or subcontract, or to any Solicitation or response therefore in any manner inconsistent with the State of Georgia’s Department of

Administrative Services Gratuity Policy located in the Georgia Procurement Manual

Section I.4.

b. Kickbacks. It is prohibited for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a Contract to the prime Contractor or higher tier subcontractor, or any person associated therewith, as an inducement for the

Award of this RFP.

c. Rebates. It is prohibited for any rebate to be offered for the sole purpose of inducement. Rebates normally or routinely offered to all customers for the purchase of

Goods and Services are acceptable and are the property of the City.

d. Nothing in this section shall preclude a City Representative from attending seminars, courses, lectures, briefings, or similar functions at any Offeror's facility or at any other place if any such seminar, course, lecture, briefing, or similar function is for the purpose of furnishing the City Representative with knowledge and information relative to the Offeror's Goods or Services and is one the City Manager determines would be beneficial to the City. In connection with any such seminar, course, lecture, briefing, or similar function, nothing shall preclude the City Representative from receiving meals from an Offeror. Nothing in this section shall preclude the City Representative from receiving educational materials and business related items of not more than nominal value from an

Offeror. Nothing contained in this section shall permit the City Representative to accept free travel from the Offeror outside the State of Georgia or free lodging in or outside the

State of Georgia.

3. Professionals requiring special licenses shall be licensed in the State of Georgia and shall be responsible for those portions of the work as may be required by law.

4. No Proposal will be accepted from, and no Contract shall be awarded to, any person, firm, or corporation that (i) is in arrears to the City with respect to any debt, (ii) is in default with respect to any obligation to the City, or (iii) is deemed irresponsible or unreliable by the City.

5. The City shall be able to request of an Offeror satisfactory evidence that it has the necessary financial resources to accomplish the requirements of the Project and the contract resulting from this procurement.

6. From the date this RFP is issued until an Operator is selected, Offerors are not allowed to communicate with any staff or elected officials of the City regarding this procurement, except at the direction of Edward McAdoo III, Purchasing Manager for this procurement. Any unauthorized contact may disqualify the Offeror from further consideration. Contact information for this single point of contact is as follows:

Edward McAdoo, Purchasing Manager City of Sandy Springs

1 Galambos Way Sandy Springs, Georgia 30328

E-mail: purchasing@sandyspringsga.gov

7. While the City has every intention to make an award as a result of this procurement, issuance of the RFP in no way constitutes a commitment by the City 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:

a. Cancel or terminate this RFP at any time. A notice of cancellation will be issued if the RFP is cancelled. Preparation of a Proposal is the Offeror’s sole financial responsibility.

b. The City will not reimburse any Offeror for preparation of its Proposal. Proposals may be returned upon request, if unopened.

c. Reject any or all Proposals received, make a contract award based directly on the Proposals received in the best interest of the City, in its sole discretion, or enter into further discussions with one (1) or more Offerors.

d. Waive and/or amend any undesirable, inconsequential, or inconsistent provisions/specifications of this RFP which would not have significant impact on any Proposal.

e. Make partial award or no award if it is in the best interest of the City to do so.

f. Terminate any contract awarded pursuant to this RFP if the City determines adequate funds are not available or if it is in the City’s best interest to do so.

EXHIBITS

EXHIBIT A Scope of Services and/or Contractor Proposal

EXHIBIT B Cost/Price Proposal

EXHIBIT C Certification of Contractor - Georgia Security and Immigration Compliance Act

EXHIBIT D Certification of Sponsor Drug-Free Workplace

EXHIBIT E Affidavit Verifying Status for City Public Benefit Application

EXHIBIT F Contractor Affidavit under O.C.G.A. § 13-10-91(b) (1)

EXHIBIT G Insurance Requirements

EXHIBIT G Notice to Contractors Compliance with Title VI of the Civil Rights Act of 1964

EXHIBIT A

SCOPE OF SERVICES

EXHIBIT B

CONTRACTOR PROPOSAL

EXHIBIT C

COST/PRICE PROPOSAL

EXHIBIT D

CERTIFICATION OF CONTRACTOR

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT

I hereby certify that I am a principle and duly authorized representative of _____________________________________________, (“Contractor”), whose address is

Contractor hereby agrees to comply with all applicable provisions and requirements of the Georgia Security and Immigration Compliance Act of 2006 (the “Act”), as codified in O.C.G.A. Sections 13-10-90 and 13-10-91 and regulated in Chapter 300-10-1 of the Rules and Regulations of the State of Georgia, "Public Employers, Their Contractors and Subcontractors Required to Verify New Employee Work Eligibility Through a Federal Work Authorization Program," accessed at http://www.dol.state.ga.us, as further set forth below.

Contractor agrees to verify the work eligibility of all of newly hired employees through the U.S.

Department of Homeland Security’s Employment Eligibility Verification (EEV) / Basic Pilot Program, accessed through the Internet at https://www.vis-dhs.com/EmployerRegistration, in accordance with the provisions and timeline found in O.C.G.A. 13-10-91 and Rule 300-10-1-.02 of the Rules and Regulations of the State of Georgia. As of July 1, 2007, the verification requirement applies to contractors and subcontractors with five hundred (500) or more employees.

Contractor understands that the contractor and subcontractor requirements of the Act apply to contracts for, or in connection with, the physical performance of services within the State of Georgia.

Contractor understands that the following contract compliance dates set forth in the Act apply to the Agreement, pursuant to O.C.G.A. 13-10-91:

On or after July 1, 2007, to public employers, contractors, or subcontractors of 500 or more employees;

On or after July 1, 2008, to public employers, contractors, or subcontractors of 100 or more employees;

and

On or after July 1, 2010, to all other public employers, their contractors, and subcontractors.

To document the date on which the Act is applicable to Contractor, and to document Contractor’s compliance with the Act, the undersigned agrees to initial one of the three (3) lines below indicating the employee number category applicable to Contractor, and to submit the indicated affidavit with the Agreement if the Contractor has 500 or more employees.

Contractor has:

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