RFP 24_354_K Impact Fee Program Update.pdf

https://roswellgov.bonfirehub.com/portal/?tab=openOpportunities

RFP NUMBER 24-354-K

For

REQUEST FOR PROPOSALS

IMPACT FEE PROGRAM UPDATE

PROPOSALS DUE: Thursday, December 19, 2024 @ 2:00 PM EST.

Submit your proposal through our bidding software @ roswellgov.bonfirehub.com

Questions should be directed in writing to City of Roswell Purchasing Division, Thursday December 5, 2024 @ 4:00 PM Est. via e-mail to:

Contents

PROPOSAL LETTER

OFFEROR’S RFP CHECKLIST

SCHEDULE OF EVENTS

PROJECT OVERVIEW

SECTION 1: RFP INSTRUCTIONS

1.1 SINGLE POINT OF CONTACT

1.2 REQUIRED REVIEW

1.2.1 Review RFP 7

1.2.2 Addenda 7

1.2.3 Form of Questions

1.2.4 The City of Roswell’s Answers

1.3 PRE-PROPOSAL CONFERENCE

1.4 SUBMITTING A SEALED PROPOSAL

1.4.1 Organization of Proposal

1.4.2 Failure to Comply with Instructions

1.4.3 Multiple Proposals

1.4.4 Copies Required and Deadline for Receipt of Sealed Proposals

1.4.5 Late Submissions, Withdrawals, and Corrections

1.5 OFFEROR'S CERTIFICATION

1.5.1 Understanding of Specifications and Requirements

1.5.2 Offeror’s Signature

1.5.3 Offer in Effect for 120 Days

1.6 COST OF PREPARING A PROPOSAL

1.6.1 Roswell Not Responsible for Preparation Costs

1.6.2 All Timely Submitted Materials Become Roswell’s Property

SECTION 2: RFP RECEIPT AND EVALUATION PROCESS

2.1. AUTHORITY

2.2. RECEIPT OF PROPOSALS AND PUBLIC INSPECTION

2.2.1 Public Information

2.2.2 Buyer’s Review of Proposals

2.3. CLASSIFICATION AND EVALUATION OF PROPOSALS

2.3.1 Initial Classification of Proposals as Responsive or Nonresponsive

2.3.2 Determination of Responsibility

2.3.3 Evaluation of Proposals

2.3.4 Completeness of Proposals

2.3.5 Opportunity for Discussion/Negotiation and/or Oral Presentation/ Product Demonstration

2.3.6 Best and Final Offer

2.3.7 Committee Recommendation for Award

2.3.8 Negotiation 12

2.3.9 Contract Award 13

2.4. ROSWELL’S RIGHTS RESERVED

SECTION 3: SCOPE OF PROJECT/SPECIFICATIONS

3.1 CITY’S INTENT

3.1.1 Project Overview………………………………………………………………………………………………15

3.1.2 Summary of Proposal……………………………………………………………………………………….16

3.1.3 Scope of Work 15

3.1.4 Qualifications Required

3.1.5 Notice to Proceed and Initial Project Meeting

SECTION 4: SUBMITTALS

4.1 TECHNICAL PROPOSAL

4.1.1 Technical Proposal Requirements

4.2 ORAL PRESENTATION

4.3 COST PROPOSAL

SECTION 5: EVALUATION CRITERIA

SECTION 6: TERMS AND CONDITIONS

6.0 ADDITIONAL CONTRACT PROVISIONS AND TERMS

6.1 PERFORMANCE PRIOR TO CONTRACT EXECUTION

6.2 CONTRACT TERM

6.3 SUBCONTRACTORS

6.4 BONDING REQUIREMENTS

6.5 GENERAL INSURANCE REQUIREMENTS

6.6 COMPLIANCE WITH WORKERS’ COMPENSATION ACT

6.7 COMPLIANCE WITH ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT

6.7.1 E-Verify Program………

6.8 COMPLIANCE WITH LAWS

6.9 SUBSTITUTIONS AND CHANGE ORDERS

6.10 CONTRACT TERMINATION

6.11 INVOICING AND PAYMENT

6.12 MISCELLANEOUS

EXHIBIT A – RFP RESPONSES AND REQUIRED FORMS

EXHIBIT B – REQUIRED QUALIFICATIONS

EXHIBIT C – PREVIOUS PROJECT EXPERIENCE

EXHIBIT D – PROJECT PLAN AND TIME LINE OF WORK

EXHIBIT E – COMPENSATION AND PAYMENT FOR SERVICES

PROPOSAL LETTER

(FAILURE TO INCLUDE THIS SIGNED PROPOSAL LETTER AND PROPOSAL CERTIFICATION MAY RESULT

IN THE REJECTION OF YOUR PROPOSAL.)

We propose to furnish and deliver any and all of the deliverables and services named in the attached

Request for Proposals RFP 24-354-K Impact Fee Program Update for which prices have been set. The price or prices 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

Purchasing Division, City of Roswell, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and the City of Roswell (“City”).

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 described in this RFP. We further agree, if awarded a contract, to deliver goods and services which meet or exceed the specifications. The City reserves the right to reject any or all proposals, 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 one hundred twenty (120) days from proposal opening date.

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 the proposal and certify that I am authorized to sign this proposal for the 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.

Authorized Signature for Offeror

Date Email

Print/Type Name

Print/Type Offeror Name Here

OFFEROR’S RFP CHECKLIST

10 Critical Things to Keep in Mind When Responding to an RFP for the City of Roswell

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

2. Note the Buyer'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 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. This conference may be mandatory.

4. Take advantage of the “question and answer” period. Submit your questions to the Buyer 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 posted on the Cities’ website 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 any of the Cities or Evaluation Committee will know what your company capabilities are or what items/services you can provide, even if you have previously contracted with one of the Cities. The proposals are evaluated based solely on the information and materials provided in your response.

7. Use the forms provided, e.g. cover page, cost proposal form, standard forms, etc.

8. Check BonFire.com for RFP addenda. Before submitting your Response, check the City’s website at https://roswellgov.bonfirehub.com/portal/

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

10. Submit your proposal 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 proposal responses will not be accepted.

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

https://roswellgov.bonfirehub.com/portal/

SCHEDULE OF EVENTS

EVENT DATE

RFP Issue Date .......................................................................................................... November 21, 2024

Pre-proposal Meeting…………………………………………………………………………...No Pre-proposal meeting

Deadline for Receipt of Written Questions ................................................. December 5, 2024(4:00 PM)

RFP Response Due Date ........................................................................... December 19, 2024 (2:00 pm)

PROJECT OVERVIEW

The City of Roswell is initiating an update to the City’s Impact Fee Program as a means to address the effects of new developments and redevelopments and their associated infrastructure impacts on the City of Roswell. The City of Roswell seeks a qualified consultant to deliver an impact fee study that is consistent with the Georgia Development Impact Fee Act of 1990 and any amendments.

SECTION 1: RFP INSTRUCTIONS

1.1 Single Point of Contact

From the date this Request for Proposals (the “RFP”) is issued until an Offeror is selected, Offerors are not allowed to communicate with any staff or elected officials of the City regarding this procurement. Any unauthorized contact may disqualify the Offeror from further consideration.

Contact information for the single point of contact is as follows:

BonFire.com https://roswellgov.bonfirehub.com/portal/

1.2.1 Review RFP: Offerors should carefully review this RFP in its entirety including all instructions, requirements, specifications, and terms/conditions and promptly notify BonFire, identified above, in writing or via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error which may be discovered upon examination of this RFP.

1.2.2 Addenda: The City of Roswell may revise this RFP by issuing an addendum prior to its opening. The addendum will be posted on BonFire alongside the posting of the RFP at https://roswellgov.bonfirehub.com/portal/. Addenda will become part of the proposal documents and subsequent contract. Offerors must sign and return any addendum with their RFP response. Failure to propose in accordance with an addendum may be cause for rejection. In unusual circumstances, the City of Roswell may postpone an opening in order to notify vendors and to give Offerors sufficient time to respond to the addendum.

1.2.3 Form of Questions: Offerors with questions or requiring clarification or interpretation of any section within this RFP must address these questions in writing or via e-mail to roswellgov.bonfire.com on or before December 5, 2024 (4:00 PM). Each question must provide clear reference to the section, page, and item in question. Questions received after the deadline may not be considered.

1.2.4 The City of Roswell’s Answers: The City of Roswell will provide an official written answer to all questions received within the period stipulated under Section 1.2.3. The City of Roswell’s response will be by formal written addendum. Any other form of interpretation, correction, or change to this RFP will not be binding upon the City of Roswell. Any formal written addendum will be posted on the City’s website alongside the posting of the RFP at https://roswellgov.bonfirehub.com/portal/ . Offerors must sign and return any addendum with their RFP response.

1.3 Pre-Proposal Conference (N/A)

1.4 Submitting a Sealed Proposal

1.4.1 Organization of Proposal: 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. Fancy bindings, colored displays, and promotional material are not required. Emphasis in each proposal shall be on completeness and clarity of content.

To expedite the evaluation of proposals, it is essential that Offerors follow the format and instructions contained herein.

Proposals shall be submitted in two parts: Technical Proposal and Cost Proposal. Offerors must organize their proposals in the following format with tabs separating each section:

A. Technical Proposal

1. Proposal Letter – Offeror’s authorized representative(s) shall complete and sign the Proposal Letter on page 4 of this RFP and return it with the proposal.

2. Section 3, Scope of Project/Specifications – Offeror shall respond comprehensively and clearly to the requirements of Section 3.1 and shall include all documents, information, exceptions, clarifications, etc., as requested therein. Number the responses so they are keyed to the paragraph of the RFP that the response addresses. If the Offeror cross-references supplemental materials as enclosures or appendices or annexes to the proposal, be sure that this information is numbered in the supplemental materials showing exactly what paragraph in the RFP the supplemental material is addressing.

3. Standard Contract – Offeror’s authorized representative(s) shall execute the contract provided upon award and return it with the proposal.

4. Standard Forms – Offeror’s authorized representative(s) shall complete the standard forms attached to the contract provided upon award. The standard forms include legal requirements that must be met before formal negotiations can be completed and the award process commenced.

5. Addenda – if any addenda have been issued, complete, sign and return Page 1, Addendum Acknowledgement (for each addenda issued) with proposal.

6. THE TECHNICAL PROPOSAL MUST NOT INCLUDE ANY COST FIGURES.

B. Cost Proposal

1. Cost Proposal Format – Offerors must present a Cost Proposal response as outlined in Section 4. The Cost Proposal format outlined in Section 4 will not 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. Do not qualify the Cost Proposal with “If …, then” statements. A qualified Cost Proposal may be rejected and not be further considered.

2. Proposal Price Certification - Offeror’s authorized representative(s) shall complete and sign the Proposal Price Certification contained in Section 4 and return it with the Cost Proposal.

1.4.2 Failure to Comply with Instructions: Offerors failing to comply with these instructions may be subject to scoring reductions. The City of Roswell may also choose not to 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.

1.4.3 Multiple Proposals: Offerors may, at their option, submit multiple proposals, in which case each proposal shall be evaluated as a separate document. Multiple proposals must be submitted in separate envelopes and marked plainly to notify that each envelope contains a separate and single proposal response.

1.4.4 Copies required and Deadline for Receipt of Sealed Proposals: All proposals must be received in sealed opaque packaging. Offerors must submit the following number of copies to the address set forth on the Cover Page:

A. Technical Proposal:

i. One (1) “Original” electronic signed in “BLUE” ink signatures; and

ii. One (1) electronic cost proposal. The electronic copy shall be submitted in pdf format (OCR) and organized in the same format as the original submission with each Chapter or Section of the original having a corresponding Electronic File.

B. Proposal:

i. The Offeror’s name, address, RFP #, RFP Name, and Due Date/Time. Additional Cost Proposal sheets shall not be included in proposal original or copies.

C. Proposals must be received In BonFire by 2:00 PM (EST), on December 19, 2024.

Facsimile or e-mail responses to requests for proposals are NOT accepted.

1.4.5 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 the Offeror’s sole risk to assure delivery to the Purchasing 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.

B. Proposal Withdrawal: An Offeror requesting to withdraw its proposal prior to the RFP due date and time may submit a request to withdraw. The letter must be on company letterhead and signed by an individual authorized to legally bind the firm.

C. Proposal Correction If an obvious clerical error is discovered after the proposal has been opened; the Offeror may submit a letter to the designated Buyer within two business days of opening, requesting that the error be corrected. The letter must be on company 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. The Buyer 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.

1.5 Offeror's Certification

1.5.1 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.

1.5.2 Offeror’s Signature: All signatures required in the proposal on behalf on an Offeror must be signed in blue 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 prices quoted have been established without collusion and without effort to preclude the City of Roswell from obtaining the best possible supply or service. Proof of authority of the person signing the RFP response must be furnished upon request.

1.5.3 Offer in Effect for 120 Days: Except in rare cases as described in Section 1.4.5, a proposal may not be corrected, withdrawn, or canceled by the Offeror for a 120-day period following the deadline for proposal submission as defined in the Schedule of Events, or receipt of best and final offer, if required, and Offeror so agrees in submitting the proposal.

1.6 Cost of Preparing a Proposal

1.6.1 Roswell is Not Responsible for Preparation Costs: The costs for developing and delivering responses to this RFP and any subsequent presentations of the proposal as requested by the City of Roswell are entirely the responsibility of the Offeror. The City of Roswell is not liable for any expense incurred by the Offeror in the preparation and presentation of its proposal.

1.6.2 All Timely Submitted Materials Become Roswell’s Property: All materials submitted in response to this RFP become the property of the City of Roswell and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the City of Roswell and Offeror resulting from this RFP process.

SECTION 2: RFP RECEIPT AND EVALUATION PROCESS

2.1. Authority

This RFP is issued under the authority of the City of Roswell.

2.2. Receipt of Proposals and Public Inspection

2.2.1 Public Information: During the opening of sealed proposals, only the name of each Offeror shall be announced. No other information will be disclosed nor shall the proposals be considered open record until after council award. 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 shortly after the council award with the following four (4) 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 Roswell; (3) any company financial information requested by the City of Roswell to determine vendor responsibility, unless prior written consent has been given by the Offeror; and (4) other constitutional protections.

2.2.2 Buyer’s Review of Proposals: Upon opening the sealed proposals received in response to this RFP, the Buyer in charge of the solicitation will review the proposals and separate out any information that meets the referenced exceptions in Section 2.2.1 above, providing the following conditions have been met:

Confidential information is clearly marked and separated from the rest of the proposal;

Proposal does not contain confidential material in the cost/price section; and

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 Buyer, 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.

2.3. Classification and Evaluation of Proposals

2.3.1 Initial Classification of Proposals as Responsive or Nonresponsive: All proposals will initially be classified as either “responsive” or “nonresponsive”. Proposals may be found nonresponsive at any time during the evaluation process or negotiations 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. Proposals found nonresponsive may not be considered further.

2.3.2 Determination of Responsibility: The Buyer 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 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 and made a part of the procurement file.

2.3.3 Evaluation of Proposals: The Evaluation Committee will evaluate the remaining proposals and recommend the highest-scored Offeror or, if necessary, to seek discussion/negotiation or a “best and final offer” in order to determine the highest-scored Offeror. Responsive proposals will be evaluated based on stated evaluation criteria (Section 5). In scoring against stated criteria, the Evaluation Committee 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 scorings will be used to determine the most advantageous offering.

2.3.4 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.

2.3.5 Opportunity for Discussion/Negotiation and/or Oral Presentation/ Product Demonstration: After receipt of all proposals and prior to the determination of the award, the City of Roswell 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 responses or to further define their offer. In either case, Offerors should be prepared to send qualified personnel to the City of Roswell to discuss technical and contractual aspects of their proposals. Oral presentations and product demonstrations, if requested, shall be at the Offeror’s expense.

2.3.6 Best and Final Offer: The “best and final offer” is an option available to the City of Roswell under the RFP process which permits the City of Roswell to request a “best and final offer” from one or more Offerors if additional information is required to make a final decision. The decision to seek “best and final offer” is at the sole discretion of the City.

Offerors may be contacted asking that they submit their “best and final offer”, which must include any and all discussed and/or negotiated changes.

2.3.7 Committee Recommendation for Award: The Evaluation Committee will provide a written recommendation for award to the Buyer that contains the scoring and related supporting documentation for its decision. The Buyer will review the recommendation to ensure its compliance with the RFP process and criteria before concurring with the Evaluation Committee’s recommendation.

2.3.8 Negotiation: Upon recommendation from the Evaluation Committee, the Buyer may begin negotiations with the responsive and responsible Offeror whose proposal achieves the highest scoring and is, therefore, the most advantageous to the City of Roswell. If negotiation is unsuccessful or the highest-scored Offeror fails to provide necessary documents or information in a timely manner, or fails to negotiate in good faith, the City of Roswell may terminate negotiations and begin negotiations with the next highest-scored Offeror.

2.3.9 Contract Award: Award, if any, will be made to the highest-scored Offeror who provides all required documents and successfully completes the negotiation process.

2.4. Roswell’s Rights Reserved

While the City of Roswell has every intention to make an award as a result of this RFP, issuance of the RFP in no way constitutes a commitment by the City of Roswell to award and execute a contract.

Upon a determination such actions would be in its best interest, the City of Roswell, in its sole discretion, reserves the right to:

Cancel or terminate this RFP at any time. A notice of cancellation will be issued on the Roswell website. If the RFP is cancelled, the City of Roswell will not reimburse any Offeror for the preparation of its proposal. Proposals may be returned upon request if unopened;

Reject any or all proposals received in response to this RFP, Make a contract award, based directly on the proposals received, determined to be in the best interest of the City, in its sole discretion, Enter into further discussions with one or more Offerors;

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

Not award if it is in the best interest of the City of Roswell; or

Terminate any contract if the City of Roswell determines adequate funds are not available.

SECTION 3: SCOPE OF PROJECT/SPECIFICATIONS

3.1 CITY’S INTENT

3.1.1 PROJECT OVERVIEW

Through direction from the Roswell Mayor and City Council, the City is initiating an update to the City’s Impact Fee Program as a means to address the effects of new developments and redevelopments and their associated infrastructure impacts on the City of Roswell.

The objectives of this project are

1. To assess the update of the following public facility categories for a City of Roswell Impact Fee Program:

Roads, Streets and Bridges;

Police, including Radio Transmission Facilities;

Fire, including Emergency Medical and Rescue Facilities;

Parks, Open Space and Recreation Facilities; and

2. To update the impact fee program:

that is in compliance with Georgia law and State guidelines;

that is tailored to the unique needs of Roswell;

that can be readily understood by the public and local decision-makers; and that will fit seamlessly into the City’s administrative and accounting procedures.

This RFP process is specifically designed to complete an Impact Fee Update addressing each of the eligible public facility categories.

3.1.2 SUMMARY OF PROPOSAL

In accomplishing the tasks listed below, the selected firm will review local data and potential fees and determine in conjunction with City officials how to update to the impact fee program.

The Impact Fee Assessment:

Task 1: Establish the public policies that would guide the success of updating the impact fee program, and/or will help the Mayor and City Council identify funding alternatives for future capital improvements.

Task 2: Create an Impact Fee Methodology Report for the Impact Fee Advisory Committee, City Administrator and Mayor and City Council review and comments. The Methodology Report will include all projects that are eligible for impact fee funding in the categories selected by the City.

Task 3: Develop the Impact Fee Ordinance for adoption of impact fees for the facilities selected by the City of Roswell.

Task 4: Provide continuing advice and staff support once the impact fee program is in place.

The Impact Fee Advisory Committee is a 5-member group minimum appointed by the Mayor and City Council. The Committee shall serve in an advisory capacity to assist and advise the Mayor and City Council in the update of the Impact Fee Program. According to O.C.G.A § 36-71-5, at least 50 percent of the membership shall represent the development, building or real estate industries.

The project will be accomplished through completion of the following tasks, which are detailed on the following pages:

Task 1: Impact Fee Assessment

Task 1.1: Project Kick-Off and Data Collection

Task 1.2: Draft Impact Fee Assessment Report

Task 1.3: Policy Directions Workshop

Task 2: Impact Fee Methodology Element

Task 2.1: Impact Fee Methodology Report

Task 2.2: Local Review Meetings on Methodology Report

Task 3: Impact Fee Ordinance

Task 3.1: Draft Impact Fee Ordinance Amendments

Task 3.2: Local Review Meetings on Draft Ordinance

Task 3.3: Adoption Hearings on Impact Fee Ordinance

3.1.3 SCOPE OF WORK

Task 1: PROJECT KICK-OFF AND IMPACT FEE ASSESSMENT

The first phase of the project will involve an organizational study with the staff and data collection.

Immediately upon contract execution, the consultant will work with the City to schedule meetings with key members of City staff. At initial meetings, the consultant will gather available information related to the project; identify major policy issues involved in updating the City of Roswell impact fee program; and coordinate staff and Consultant responsibilities. The consultants will obtain copies of all relevant plans, studies, data and documents needed to perform the scope of work. Data to be gathered should include, but are not limited to:

Master Transportation Plan and Bike and Pedestrian Master Plan

ARC Transportation Improvement Program (TIP)

2040 Roswell Comprehensive Plan

Recreation, Parks, Historic and Cultural Affairs Five-Year Strategic Plan (2022-2026)

Roswell River Parks Master Plan

Short Term Work Program – 2023

Capital Improvement Element (CIE) – 2024 Annual Update

Capital Improvement Program (CIP)

Review of UDC Section 11.6– Development Impact Fee

Short Term Work Program – 2024

Capital Improvement Element (CIE) – 2024 Annual Update

Capital Improvement Program (CIP)

Review of UDC Section 11.6 – Development Impact Fee

As it relates to Police Department and Fire Department the consultant can rely upon the plans and data located within the Police Department and/or Fire Department records, including future facility needs.

Existing population, housing and employment forecasts for the City of Roswell to the year 2045.

Inventories of all existing impact fee eligible community facilities, and currently proposed new or expanded facilities.

A prioritized list of projects for each facility type and estimated costs.

Debt payment schedules for outstanding bond issues or loans relating to identified facilities, if any.

Average values for new construction: Single-family homes, multi-family units and nonresidential buildings.

Task 1.2: Draft Impact Fee Assessment Report

Once preliminary data collection is complete, the selected firm will analyze existing impact fee- capital facilities, current levels of service, levels of service proposed by City Departments or implied from current planned improvement programs, capital improvements programs or project listings, potential service area boundaries, and other relevant issues. The City requests the selected firm prepare detailed growth projections and describe their methodology for City review. The selected firm will summarize the Assessment in a report identifying key issues involved in updating the City of Roswell’s impact fee program.

The Impact Fee Assessment Report will:

Identify eligible facility categories and an assessment of appropriate categories for a City of Roswell impact fee program.

Present growth projections to the year 2040, including population, households and employment relevant to impact fees.

Establish the current Level of Service for each facility category (by service area if appropriate), and offer an initial Level of Service recommendation.

Investigate other funding sources and recoupment opportunities.

Recommend service area boundaries, where appropriate.

Consider the degree or extent of need for inter-governmental cooperation.

Discuss exemptions for affordable housing and economic development.

Discuss elements of a funding strategy combining impact fees with other revenue for ineligible costs.

The Impact Fee Assessment Report will present and evaluate alternatives available to the City of Roswell and conclude with a recommended course of action. The document will be delivered to the City in digital format.

Deliverable: DRAFT IMPACT FEE ASSESSMENT REPORT

Task 1.3: Policy Directions Workshop

Following delivery of the Impact Fee Assessment Report, a Work Session will be scheduled with the Mayor and City Council. The Work Session will be designed to address the issues raised in the report and to provide policy direction for the remainder of the project. The results of the meeting will be embodied in the final Impact Fee Assessment Report.

Deliverables: POLICY DIRECTIONS WORK SESSION WITH MAYOR AND CITY COUNCIL

FINAL IMPACT FEE ASSESSMENT REPORT

Task 2: IMPACT FEE METHODOLOGY ELEMENT

Upon authorization by the Mayor and City Council to proceed, the selected firm will prepare an Impact Fee Methodology Report that achieves the objectives of the City of Roswell and fully complies with the requirements of the Georgia Department of Community Affairs (DCA).

Task 2.1: Impact Fee Methodology Report

Based on the Impact Fee Assessment Report as approved by the Mayor and City Council, the selected firm will prepare an Impact Fee Methodology Report. The report will include, for each facility type, an inventory of existing capital facilities; the cost of improvements required to remedy any existing service deficiencies; and the cost of improvements required to accommodate increased service demands. The study will calculate the cost per service unit to provide new development with the adopted level of service, as well as appropriate revenue credits to ensure that new development is not charged more than its proportionate share of the cost of new facilities. For each facility type, the study will include a table that establishes the number of service units and amount of facility demand associated with different land use types. The land use types shall be consistent with the use tables in the Unified Development Code.

Finally, the study will include, for each of the facility categories, a net unit cost schedule that represents the maximum impact fees that could be charged, by land use type and include an administrative fee. The document will be delivered in digital format to the City of Roswell.

Deliverable: DRAFT IMPACT FEE METHODOLOGY REPORT

Task 2.2: Local Review Meetings on Methodology Report

Following delivery of the Impact Fee Methodology Report, a meeting of the Impact Fee Advisory Committee will be held to present the report and solicit feedback. Once input from the Advisory Committee is received, a work session with the Mayor and City Council will be help to present, discuss and refine the Impact Fee Methodology Report.

Deliverables: ATTENDANCE AT ADVISORY COMMITTEE MEETING

ATTENDANCE AT MAYOR AND COUNCIL MEETING

FINAL IMPACT FEE METHODOLOGY REPORT

Task 3: IMPACT FEE ORDINANCE

Task 3.1: Draft Impact Fee Ordinance Amendment

The consultant will prepare an initial draft of the Impact Fee Ordinance in consultation with the City Attorney. The Ordinance will contain the impact fee schedules, and will be consistent with the City’s exemption provisions (if any), provisions addressing impact fee credit for past and future developer contributions, and all of the procedural elements required by the state act. The Ordinance will be delivered in digital format. The Draft Impact Fee Ordinance shall include all changes recommended to the existing Unified Development Code.

Deliverable: DRAFT IMPACT FEE ORDINANCE

Task 3.2: Local Review Meetings on Draft Ordinance

Following delivery of the Draft Impact Fee Ordinance, the selected firm will attend a meeting of the Impact Fee Advisory Committee and a workshop with the Mayor and City Council to present the draft and solicit feedback. Following the local review meetings, the selected firm will make necessary revisions and prepare a public review draft of the Impact Fee Ordinance.

Deliverables: ATTENDANCE AT ADVISORY COMMITTEE MEETING

ATTENDANCE AT MAYOR AND CITY COUNCIL MEETING

PUBLIC REVIEW DRAFT IMPACT FEE ORDINANCE

Task 3.3: Adoption Hearings on Impact Fee Ordinance

The selected consultant will facilitate two public hearings by the Mayor and Council on the Impact Fee Ordinance, as required by state law. The Consultant will attend the agenda meeting and the adoption meeting of the Mayor and City Council to respond to any questions or comments, and where appropriate, make presentations regarding the Plan. The document will be made available for public review and public hearings will be scheduled and advertised within the legal requirements of the city. Based on comments received and at the direction of the Mayor and Council, the selected consultant will make final revisions to the Ordinance for its adoption.

The Impact Fee Ordinance will be delivered in digital format.

Deliverables: ATTENDANCE MAYOR AND COUNCIL PUBLIC HEARINGS, AS APPROPRIATE

FINAL IMPACT FEE ORDINANCE

3.3.1 Qualifications Required

To complete the above referenced elements, consulting teams should include the following disciplines:

Experience in drafting and updating Impact Fee Programs, etc.

Legal

Public participation and facilitation skills

General knowledge of various local, Georgia Statutes, and Federal Regulations as they relate to impact fees

Statement of availability and location of key personnel to work on study and percentage of time key staff will be assigned to project

Resumes of key personnel proposed to participate in the project including educational background and history

A complete list of all relevant work performed for public entities for the past ten (10) years including contact names and contact information

Work samples (optional)

3.3.2 Notice to Proceed and Initial Project Meeting

The Consultant will begin work within five working days of receipt of an executed copy of the contract and a letter or other written indication from the City of “Notice to Proceed” with the work to update the Impact Fee Program. It is anticipated that the engagement would be completed within 8 months or less of a Notice to Proceed being issued to the selected candidate. The 8 month timeframe would include public review of the final draft.

The Consultant will meet with the Community Development Director, Planning & Zoning Director and other staff as appropriate to program the anticipated schedule for the proposed planning process.

3.3.3 Schedule and Project Timeline

The City anticipates approximately a 5 month process that would start in February 3rd, 2025.

SECTION 4: SUBMITTALS

4.1 Technical Proposal

4.1.1 Technical Proposal Requirements: Each response to this RFP shall include the information described in this section. Failure to include all of the elements specified may be cause for rejection. Additional information may be provided, but should be succinct and relevant to the goals of this RFP. Excessive information will not be considered favorably. Document pages shall be 8-1/2 inches by 11 inches in size or folded to such a size. Be sure to follow and clearly mark each section of your proposal according to the sections below.

All technical proposals shall contain the following elements (See Section 1.4.1), and in the order given:

A. Proposal Letter (2 pages)

B. Basic Information (maximum 5 pages)

1. Firm name, mailing address (include physical location if mailing address is a PO

Box), contact person, telephone number, fax number, and e-mail address.

2. Type of organization (partnership, limited partnership, corporation, etc.)

3. History of the firm, including background of firm’s executive management and number of years the firm has been in business.

C. Relevant Experience and Capabilities – Provide a narrative containing the following information (maximum 10 pages):

1. Service Experience: The Offeror must demonstrate experience in an Impact Fee

Program Update. The Offeror should provide information demonstrating expertise in the management and creation an Impact Fee Program Update. A list of five (5) clients with projects of a similar size and scope as the City of Roswell are preferred.

i. Name of client,

ii. Project Start Date,

iii. Project End Date,

iv. Project Description,

v. Report Sample,

vi. Time to complete project,

vii. Client’s point of contact for the qualified contractor,

viii. Phone number for point of contact,

ix. Email for point of contact.

2. Firm size, current workload and ability to perform based on current projects.

D. Additional Information (maximum 5 pages)

Please provide your project plan and timeline for implementation.

Please include personnel for the project, required time by City of Roswell personnel for project

4.2 Oral Presentation

The shortlisted offerors may be required to participate in scheduled meetings on site in which they will demonstrate how their knowledge, experience and proposal meets the City’s requirements as defined in the Section 3. Each Evaluation Committee member will then score the offeror’s demonstration based on the offeror’s presentation of material, communication of the offeror’s strategy to complete the project and offeror’s responses to questions posed by the Evaluation Committee. The Oral Presentations are currently scheduled for TBD.

4.3 Cost Proposal

Please submit a lump sum price for the project. The price is inclusive of all costs including travel, training, materials, supplies, and other items necessary to complete the project.

SECTION 5: EVALUATION CRITERIA

All proposals received will be reviewed by the Buyer 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 scoring based on the information provided in Sections 3 through 5 of this RFP. This RFP requires a site visit for presentations/demonstrations with one or more selected Offerors.

Proposals will be evaluated and scored based upon the following categories:

A. Technical Requirements

a. Required Qualifications 40 points

b. Previous Project Experience 20 points

c. Project Plan and Time line 20 points

d. Subtotal 80 points

B. Oral Presentation 20 points TOTAL 100 points

After each member of the Evaluation Committee reviews and scores the proposals, the evaluation committee member scores related to each technical proposal will be summed and then averaged to provide an assigned value for each technical category for each proposal. The technical requirements sub-total score for each proposal will be the sum of each assigned category value. Offerors will be scored based on the technical requirements subtotal scores with the highest score having the most favorable scoring.

Short-listed Offerors may be required to give an oral presentation to the evaluation committee to demonstrate their understanding of the project and their ability to meet the specifications of the proposal. After the required Oral Presentations the Evaluation Committee will score the oral presentation using the same method as established above.

SECTION 6: TERMS AND CONDITIONS

The City of Roswell’s Terms and Conditions are set forth below. Offerors should notify the City of Roswell of any Terms and Conditions that either preclude them from responding to the RFP or add unnecessary cost. This notification must be made by the deadline for receipt of written/e-mailed questions or with the Offeror’s RFP response. Any requests for material, substantive, important exceptions to the standard terms and conditions will be addressed by formal written addendum issued by the designated Buyer. The City of Roswell reserves the right to address any non-material, minor, insubstantial exceptions to the terms and conditions with the highest-scored Offeror at the time of contract negotiation.

6.0 Additional Contract Provisions and Terms

This RFP, including all RFP documents and any addenda, the Offeror’s proposal, including any amendments, a best and final offer, any clarification question responses, and any negotiations shall be included as part of the contract upon award. In the event of a dispute as to the duties and responsibilities of the parties under the contract, the contract, along with any attachments prepared by the City of Roswell, will govern in the same order of precedence as listed in the contract.

6.1 Performance Prior to Contract Execution

The successful Offeror shall not begin performance of the project prior to the execution of a formal written contract by the City of Roswell and the Offeror. Any Offeror beginning performance prior to the execution of the contract shall be deemed to be proceeding at the Offeror's risk, and shall not be entitled to any compensation for such performance. In addition, the City of Roswell reserves the right to withdraw or cancel the award of the proposal.

6.2 Contract Term

The contract term for the City of Roswell Impact Fee Program Update project, is until project completion at the discretion of the City.

6.3 Subcontractors

The highest-scored Offeror will 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 of Roswell reserves the right to approve all subcontractors. The Contractor shall be responsible to the City of Roswell 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 award derived from this RFP shall create any contractual relationships between any subcontractor and the City of Roswell.

6.4 Bonding Requirements

No bonds are required for this RFP.

6.5 General Insurance Requirements

The Contractor shall provide the City of Roswell with a certified copy of each of the policies or binders to the address listed under Section 1.1 indicating the existence of the policies prior to the beginning of the contract term. In the event a binder is delivered, it shall be replaced within ten (10) days by a certified copy of the policy. Each policy shall contain a valid provision or endorsement that the policy may not be canceled without giving thirty (30) days written notice thereof to the City of Roswell representative named in the contract. A renewal policy or certificate shall be delivered to the City of Roswell at least thirty (30) days prior to the expiration date of each expiring policy. If at any time, any of the policies shall be or become unsatisfactory to the City of Roswell as to form or substance, or any of the carriers issuing such policies shall be or become unsatisfactory to the City of Roswell, the Contractor shall deliver to the City of Roswell representative upon demand a certified copy of any policy required herein for review. The Certificates of Insurance shall state that the City of Roswell is additionally insured.

Statutory Workers’ Compensation Insurance:

Employers Liability:

Bodily Injury by Accident $100,000 each accident

Bodily Injury by Disease $500,000 policy limit

Bodily Injury by Disease $100,000 each employee

Comprehensive General Liability Insurance:

(a) $1,000,000 limit of liability per occurrence for bodily injury and property damage Owner’s and Contractor’s Protective

(b) Blanket Contractual Liability

(c) Products/Completed Operations Insurance

(d) Broad Form Property Damage

(e) Personal Injury Coverage

Comprehensive Automobile Liability Insurance:

(a) $1,000,000 limit of liability

(b) Comprehensive form covering all owned, non-owned and hired vehicles

Excess Umbrella Liability Insurance:

(a) $1,000,000 limit of liability

(b) Coverage at least as broad as primary coverage as outlined under Items 1, 2 and 3 above

6.6 Compliance with Workers’ Compensation Act

The Contractor is required to supply the City of Roswell with proof of compliance with the Workers’ Compensation Act while performing work for the City of Roswell. Neither the Contractor nor its employees are employees of the City of Roswell. Proof of compliance must be received at the address listed under Section 1.1 within acceptable time limits established by the contract. If the Contractor does not meet the State’s requirement for workers’ compensation coverage, the certificate of insurance shall state that the contractor waives subrogation in regard to workers’ compensation.

6.7 Compliance with Illegal Immigration Reform and Enforcement Act

6.7.1 E-Verify Program: The City of Roswell is committed to compliance with federal and state laws requiring the verification of newly hired employees to ensure they are lawfully entitled to work in the United States.