RFP 25_03_P3_Mount Vernon Path fm Village to .pdf

REQUEST FOR PROPOSALS

Date: May 8, 2025

To: Qualified Engineering Consulting Firms

Re: RFP 25-03, Request for Proposals for Engineering Design Services Mount Vernon Path Phase 3 from Village to Vermack Road

The City of Dunwoody (City) is soliciting Request for Proposals (RFP) from qualified engineering firms for Purchasing RFP 25-03 Engineering Design Services for Mount Vernon Path Phase 3 from Village to Vermack Road for the design of pedestrian and bicycle accommodations with complete street design approach.

Firms that respond to this RFP and are determined by the City to be sufficiently qualified may be deemed eligible for a contract award and/or invited to an interview for these services. All Proposers to this RFP are subject to instructions communicated in this document and are cautioned to completely review the entire RFP and follow instructions carefully. The City, at its discretion, reserves the right to reject any or all RFP responses, and to waive technicalities and informalities for any reason. Clarification of information may be requested by the city

The City, at its sole discretion, may short-list firms that are deemed to best meet the City’s requirements, taking into consideration all criteria listed in the RFP. The City of Dunwoody requires pricing to remain firm for the duration of the contract.

The project consists of funding from local sources. Accordingly, the successful firm will be required to comply with all applicable Federal, State, and City regulations. Minority and Women Business Enterprise participation is not required. All engineering services shall be in accordance with all applicable guidelines of the current edition of the following:

a. American Association of State Highway and Transportation Officials (AASHTO) Guide for the Development of Bicycle Facilities,

b. American Association of State Highway and Transportation Officials (AASHTO) A Policy on Geometric Design of Highways and Streets,

c. National Association of City Transportation Officials (NACTO) Guidance,

d. American Disability Act (ADA),

e. Manual on Uniform traffic Control Devices (MUTCD),

f. Georgia Soil and Water Conservation Commission Manual for Erosion and Sediment Control in

Georgia,

g. City of Dunwoody Design Requirements for Transportation Infrastructure Projects,

h. City of Dunwoody Code of Ordinances,

i. City of Dunwoody Standards and Construction Details,

j. GDOT Standards and Details,

k. GDOT Standard Specifications for the Construction of Transportation Systems

A technical proposal must be submitted in a sealed envelope which shall be clearly marked with the firm’s legal name and “RFP 25-03, Mount Vernon Path from Village to Vermack”. One signed original, and one

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(1) electronic copy in PDF format of the technical proposals shall be submitted no later than 2:00pm on June 12, 2025. One copy of the cost proposal should be submitted in a separate, sealed envelope from the technical proposal. One copy of the Acknowledgement Form shall be submitted in a separate, sealed envelope from the technical proposal and the cost proposal. Proposals will not be submitted by facsimile or e-mail. Failure to submit the cost proposal in a separate, sealed envelope may result in the proposal being deemed non-responsive. The cost proposal shall be based on a billed hourly lump sum with a not to exceed cost using the form in Appendix A.

A non-mandatory pre-proposal conference will be held virtually via Microsoft Teams at 11:00 am on May 15, 2025. Registration is not required but all are invited to join the meeting using the meeting login information below.

Join the meeting now Meeting ID: 278 670 197 034 6 Passcode: Dy9Xf7m3

The open question period ends on May 22,2025. All questions shall be directed in written format to purchasing@dunwoodyga.gov no later than 2:00 pm EST on May 22, 2025. Questions from the pre-proposal conference and submitted during the open question period will be posted as an addendum by May 28, 2025.

Proposals are legal and binding when submitted.

Proposals must be addressed as follows: Purchasing Department City of Dunwoody 4800 Ashford Dunwoody Road Dunwoody, GA 30338

The City’s staff will review all proposals submitted. After reviewing the proposals, staff may, at their discretion, request formal presentations or interviews from one or more of the Proposers whose proposals appear to best meet the City’s requirements. The formal presentation or interview will be at the Proposer’s expense and at the City’s designated location.

An award, if made, will be to the responsible and responsive Proposer submitting the proposal which is deemed by the City, in their sole discretion, to be the most advantageous to the City, price and other factors being considered.

To ensure the proper and fair evaluation of proposals, from the advertisement date of this solicitation until a successful Proposer is selected and awarded a contract, firms are not allowed to communicate about this solicitation with any City staff (including the City Council), except for the submission of questions as instructed in this RFP. For violation of this provision, the City reserves the right to reject the submittal of the offending Proposer.

An appropriate procurement employee of the City may initiate communication with a Proposer in order to obtain information or clarification needed to develop a proper and accurate evaluation of the proposal.

Any communication initiated by Proposer during evaluation should be submitted in writing and delivered to the City of Dunwoody, Purchasing Office, 4800 Ashford Dunwoody Road, Dunwoody, Georgia 30338, or by e-mail to purchasing@dunwoodyga.gov. Unauthorized communication by the Proposer may disqualify the firm from consideration.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_N2Y0MThkNTAtMWI5NC00NTc2LTk5ZTAtMjA4ZmRhODE3NWRm%40thread.v2/0?context=%7b%22Tid%22%3a%2280072092-ce90-46a1-9691-59b3407a7d37%22%2c%22Oid%22%3a%22963b8ec7-552c-4a3e-a502-16dbe08587b8%22%7d mailto:purchasing@dunwoodyga.gov

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The following Schedule of Events represents the City’s best estimate of the Schedule that will be followed.

All times indicated are eastern standard time. The City reserves the right to adjust the schedule as is necessary.

Schedule of Events Date Time (EST)

Public Advertisement of RFP No. 25-03 5/8/2025 3:00 PM

Non-Mandatory Pre-proposal Conference 5/15/2025 11:00 AM

Deadline for Submission of Written Questions and Request for Clarifications 5/22/2025 2:00 PM

Last Day for Addendum Publication 5/28/2025 3:00 PM

Deadline for Submission of Proposal 6/12/2025 2:00 PM

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INSTRUCTIONS TO PROPOSERS

It is the intent of these Instructions to establish guidelines for the proper completion of the Proposal Forms and Contract Documents. Please read all Instruction paragraphs.

A. GENERAL INFORMATION

A.1 The City’s terms and conditions outlined in the Proposal Documents are the basis of the final

Contract with the selected Proposer, with minimal or no substantial alterations. Any exceptions to these terms must be formally documented by the Proposer in writing, accompanying the Acknowledgement Form as specified in Appendix A. These exceptions should be detailed, with justifications provided for each, alongside proposed alternative language where applicable.

A.1.1 The submission of the Acknowledgement Form and the associated list of exceptions enables the City to rectify any technical or contractual inadequacies, ambiguities, or inconsistencies within the contract and related documents that may be unlawful, imprudent, overly restrictive to competition, or otherwise unsuitable. Proposers must address each term or condition individually, rather than replacing entire agreements or sets of terms.

A.1.2 The Acknowledgement Form and the list of exceptions must be placed in a separate sealed envelope, clearly labeled with the title Acknowledgement Form, the Proposer's name, address, and the relevant Purchasing RFP Number. It is important to note that the Acknowledgement Form will not influence the proposal evaluation process; it serves solely as a reference for Contract Execution. Please refer to Section M for additional details.

A.2 If the successful Proposer intends to provide any services through another company, the successful Proposer must serve as the City’s prime Contractor and shall have full responsibility to the City for all obligations under the Contract.

A.3 Any anticipated increases in Proposer's costs during the term of the Contract must be reflected in its prices set forth in its proposal. The City shall not be obligated to renegotiate or increase any price for any work during the term of the Contract based on a Proposer's error or miscalculation of prices, underestimation of costs, or for any other reason. All the Proposer's overhead costs, including, but not limited to, costs of travel and insurance coverage, shall be included in such Proposer's cost listed in its proposal.

A.4 The Contract, if awarded, shall not be construed to create unto the Consultant any exclusive rights with respect to any of the City’s requirements. The City may in its sole discretion award any additional or similar services to any third party, or if the Contract is for the provision of services, the City may elect to perform all or a portion of the services by its own employees.

B. ENVIRONMENTAL SUSTAINABILITY

The City of Dunwoody is committed to environmental sustainability. The city believes we have a unique opportunity to further expand our leadership in the area of environmentally preferable purchasing, and through our actions, elicit changes in the marketplace. By further incorporating environmental considerations into public purchasing, the City of Dunwoody will positively impact human health and the environment, remove unnecessary hazards from its operations, reduce costs and liabilities, and improve the environmental quality of the region. As such the city encourages the

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C. EXAMINATION OF PROPOSAL/CONTRACT DOCUMENTS

All prospective Proposers shall thoroughly examine and become familiar with the proposal package and carefully note the items which must be submitted with the proposal. (These Instructions to Proposers, the Request for Proposal, the Proposal Forms, the Project Map, the Technical and Cost Proposals and the Sample Contract are referred to herein as the "Proposal Documents" or “Contract Documents.") Submission of a proposal shall constitute an acknowledgment that the Proposer has read and understands the proposal documents. The failure or neglect of a Proposer to receive or examine any Proposal Document shall in no way relieve it from any obligations under its Proposal or the Contract. No claim for additional compensation will be allowed which is based upon a lack of knowledge or understanding of any of the Contract Documents or the scope of work.

D. ADDENDUM(S)-CHANGES WHILE PROPOSING

Other than during the pre-proposal conference, the City shall not be required to provide to any Proposer verbal interpretations as to the meaning of any portion of the Proposal documents. Requests for interpretation, clarification or correction of proposal documents, forms or other material in this Proposal Package shall be made in writing and delivered to the city, Purchasing Office, 4800 Ashford Dunwoody Road, Dunwoody, Georgia 30338, or by e-mail to purchasing@dunwoodyga.gov prior to the deadline stated in the solicitation. Responses by the City to a request by a Proposer for clarification or correction will be made in the form of a written Addendum. The Addendum may be electronically downloaded by visiting the city web site at http://www.dunwoodyga.gov. However, prior to submitting the proposal, it shall be the responsibility of each Proposer to visit the City website to determine if addendum(s) were issued and, if so, to obtain such addendum(s).

E. PREPARATION OF PROPOSALS

E.1 Each Proposer shall furnish all information required by the proposal package. Each Proposer shall sign the proposal and print or type their name on the schedule. An authorized agent of the company must sign the proposal.

E.2 All Technical Proposals shall be submitted in a sealed envelope, labeled on the outside the name of the Proposer, address, and the Purchasing RFP Number. One original and one electronic copy (PDF) on a USB drive shall be included.

E.3 One original Cost Proposal shall be submitted in a sealed envelope separate from the technical proposal. The Cost Proposal shall consist of (i) an executed copy of the Cost Proposal Form including any revised or additional forms supplied by Addendum(s). The documents comprising the proposal must be completed and signed on the forms provided herein, or on exact reproductions thereof.

E.4 Proposals shall be submitted no later than 2:00 p.m. on June 12, 2025, to the following address:

City of Dunwoody Purchasing

4800 Ashford Dunwoody Road Dunwoody, Georgia 30338

E.5 If an award is made, the completed Proposal Forms shall constitute a part of the Contract

Documents and will be incorporated in the final Contract between the City and the successful http://www.dunwoodyga.gov/

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Proposer. All blank spaces in the Proposal Forms should be filled in legibly and correctly in ink or type.

E.6 All proposals shall contain the name and business address of the individual, firm, corporation, or other business entity submitting the proposal and shall be subscribed by either the individual, a general partner, a member of a member-managed LLC, a manager of a manager-managed LLC, or an authorized officer or agent of a Corporation or business entity and should be properly witnessed or attested.

F. DELIVERY OF PROPOSALS

All proposals shall be submitted pursuant to the terms outlined in these Instructions to Proposers.

Any proposals received after the time and date specified in the solicitation document for the opening of the proposals will not be considered and will be returned unopened.

Each Proposer’s response shall be at the sole cost and expense of the Proposer and such Proposer shall have no right or claim against the City for costs, damages, loss of profits, or to recover such costs, damages, or expenses in the event the City exercises its right to reject any or all proposals or to cancel an award pursuant to a provision hereof for any reason.

G. COMMUNICATIONS REGARDING EVALUATION OF PROPOSALS

To ensure the proper and fair evaluation of proposals, the City highly discourages any oral communication initiated by a Proposer or its agent to an employee of the City evaluating or considering the proposal during the period of time following the issuance of the solicitation document, the opening of proposals and prior to the time a decision has been made with respect to the Contract award. An appropriate Purchasing employee of the City may initiate communication with a Proposer in order to obtain information or clarification needed to develop a proper and accurate evaluation of the proposal. Any communication initiated by Proposer during evaluation should be submitted in writing and delivered to the City of Dunwoody, Purchasing Office, 4800 Ashford Dunwoody Road, Dunwoody, Georgia 30338, or by e-mail to purchasing@dunwoodyga.gov.

Unauthorized communication by the Proposer may disqualify the Proposer from consideration.

H. WITHDRAWAL OF PROPOSALS

No proposal may be withdrawn after it is submitted unless the Proposer makes a request in writing and such request is confirmed as received prior to the day and time set for proposals due. No proposal may be withdrawn after the scheduled proposal due time for a period of sixty (60) calendar days. Any Proposer withdrawing or attempting to withdraw its proposal prior to the expiration of the sixty (60) calendar day period shall be obligated to reimburse the City for all its costs incurred in connection with such withdrawal or attempted withdrawal including, without limitation, any increased costs for procuring the goods or services from another Proposer or all costs of advertising and re-procuring the goods or services, and all attorneys’ fees, in addition to payment of City’s other damages. Proposer’s submission of a proposal shall be deemed the Proposer’s acknowledgment of and an agreement to the provisions of this Section.

I. DISQUALIFICATION OF PROPOSERS

Any of the following causes may be considered as sufficient for the disqualification of a Proposer and the rejection of its proposal:

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I.1 Submission of more than one proposal for the same work, or participation in more than one proposal for the same work as a partner or principal of the Proposer, by an individual, firm, partnership or corporation, under the same or different names, or by Proposers which are affiliates, either at the time of submittal, or at the time of award. For purposes of this section, the term “affiliates” means firms, partnerships, corporations or other entities under common control;

I.2 Evidence of collusion between or among Proposers;

I.3 Evidence, in the opinion of the City, of Proposer(s) attempting to manipulate the proposal pricing for its own benefit (e.g. pricing resulting in a failure of the City’s ability to enforce the Contract or impose the remedies intended following breach by Contractor);

I.4 Being in arrears on any of its existing contracts with the City or in litigation with the City or having defaulted on a previous contract with the City;

I.5 Poor, defective or otherwise unsatisfactory performance of work for the City or any other party on prior projects which, in the City's judgment and sole discretion, raises doubts as to Proposer's ability to properly perform the work; or

I.6 Any other cause which, in the City's judgment and sole discretion, is sufficient to justify disqualification of Proposer or the rejection of its proposal.

I.7 The City has adopted a policy which addresses, among other things, the obligations of the City's employees with respect to interest in business entities, unauthorized compensation and acceptance of gifts. Please be aware that any act by a Proposer that could cause a city employee to violate the policy is sufficient cause for the denial of the right of the Proposer to propose on any contract or sell any materials, supplies, equipment, or services to the City for a period of time that is determined by the City Manager.

J. REJECTION OF IRREGULAR PROPOSALS

A proposal may be considered irregular and may be rejected if it is improperly executed, shows omissions, alterations of form, additions not called for, unauthorized conditions, or limitations, or unauthorized alternate proposals, Contract references, other certificates, affidavits, statements, or information required to be included with proposals, including, but not limited to, the Proposer's prices, or contains other irregularities of any kind.

K. NOTICE OF INTENT TO AWARD CONTRACT

Unless all proposals are rejected, a Notice of Intent to Award is anticipated to be provided within ninety (90) days from the opening of proposals to the responsible and responsive Proposer submitting the proposal deemed to be most advantageous to the City, price and other factors being considered.

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L. CONTRACT REFERENCES

All Proposers shall furnish the City with the company name, address, contact person, and telephone number of at least three (3) entities (preferably a firm other than the City) for which they have supplied similar services as requested in this proposal during the past three

(3) years. The information should be submitted on the Contract References Form provided in Proposal Documents with the knowledge that the City will use the data for reference purposes. The City does check references and requires the Proposer to notify the reference, verify contract information, and obtain permission from the reference before completing the form.

M. EXECUTION OF CONTRACT

The Proposer to whom the Notice of Intent to Award is given shall, within twenty (20) business days of the date of the Notice of Intent to Award, execute and/or deliver the following to the City: the Contract, a copy of the Proposer’s valid business or occupational license, and all other documents and information required by the Contract Documents. All of the above documents and information must be furnished and the Contract Documents executed by Proposer, and delivered to the City, before the Contract will be executed by the City.

A Proposer's failure to timely fulfill its obligations under this section shall be just cause for withdrawal of such Notice of Intent to Award. In such a case, a Notice of Intent to Award may then be issued to the next ranked Proposer or all proposals may be rejected and the Contract re-advertised. In such event, the City shall be entitled to receive its damages and costs, including, but not limited to, its attorneys’ fees caused by or in connection with a Proposer’s failure to fulfill its obligations under this paragraph. A Proposer's liability for failing to timely fulfill the obligations stated in this paragraph shall be the same as for withdrawing its proposal (refer to Section H).

The Contract shall not be binding upon the City until it has been executed by the City and a copy of such fully executed Contract is delivered to the Contractor. The City reserves the right to cancel the award without liability to any Proposer at any time before the Contract has been fully executed by the City and delivered to the Contractor. Accordingly, the Contractor is hereby warned that it should not commence performance or incur costs or expenses in connection with the Contract obligations until it has been delivered a final, fully executed copy of the Contract.

N. GEORGIA SALES TAX

The city is a governmental agency and a political subdivision under Georgia law. Purchases by the City under this Contract are exempt from sales tax: A City tax exempt number is not required for a municipality. No purchase made by any entity is qualified to be exempt other than those made directly by the City. The City's sales tax exemption does not apply to goods or services purchased or consumed by a Contractor for which the Contractor is deemed to be the ultimate consumer in connection with the fulfillment of its Contract obligations, and the City shall have no liability for such taxes.

O. SUBCONTRACTS

Nothing contained in these Contract Documents shall be construed as creating any contractual relationship between any subcontractor and the City.

The Contractor shall be fully responsible to the City for the acts and omissions of a subcontractor and of persons employed by said subcontractor to the same extent that the Contractor is liable to the City for acts and omissions of persons directly employed by it.

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P. FAMILIARITY WITH LAWS

All Proposers and the Contractor are presumed to be familiar with and shall observe all Federal, State and local laws, ordinances, codes, rules and regulations, including, without limitation, the City's rules and regulations, that may in any way affect work herein specified. Ignorance on the part of the Contractor shall in no way relieve Contractor from any such responsibility or liability. Contractors’ compliance with requirements of O.C.G.A. 13-10-91 and Rule 300-10-1-.02, if applicable, will be attested.

Q. MINORITY AND WOMEN BUSINESS ENTERPRISE ("MWBE") PARTICIPATION

An MWBE participation goal has not been established for this Contract. Such participation is encouraged but will not be considered during the evaluation process for award of this Contract.

R. REQUIRED INSURANCE

The Proposer to whom the Notice of Intent to Award is given shall provide a signed Certificate of Insurance. The Certificate of Insurance shall show the insurance coverage listed below and shall be filed with the City within ten (10) business days of the date of the Notice of Intent to Award. The Certificate of Insurance must contain a provision that the coverage provided under the policies will not be cancelled or modified or the limits thereunder decreased unless at least thirty (30) days prior written notice has been given to the City.

R.1 Required Coverage

Within ten (10) days of execution of this Agreement, and at all times that this Contract is in force, the Contractor shall obtain, maintain and furnish the City Certificates of Insurance from licensed companies doing business in the State of Georgia with an A.M. Best Rating A-6 or higher and acceptable to the City covering:

R.1.1 Statutory Workers' Compensation Insurance

a. Employers' Liability:

Bodily Injury by Accident - $500,000 each accident Bodily Injury by Disease - $500,000 policy limit Bodily Injury by Disease - $500,000 each employee

R.1.2 Commercial General Liability Insurance

a. $1,000,000 limit of liability per occurrence for bodily injury and property damage Owner's and Contractor's Protective with a $2,000,000 general aggregate limit.

b. Blanket Contractual Liability

c. Products/Completed Operations Insurance

d. Broad Form Property Damage

e. Personal Injury coverage

f. Include Additional Insured Status for the City of Dunwoody

g. Provide Waiver of Subrogation in favor of the City of Dunwoody

R.1.3 Auto Liability Insurance

a. $1,000,000 limit of liability per occurrence for bodily injury and property damage

b. Comprehensive form covering all owned, non-owned, leased, and hired vehicles

c. If no owned autos, must provide proof of hired and non-owned auto liability

d. Include Additional Insured Status for the City of Dunwoody

e. Provide Waiver of Subrogation in favor of The City of Dunwoody

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R.1.4 Umbrella Liability Insurance - $1,000,000 limit of liability

a. Coverage at least as broad as primary coverage as outlined under Items 1, 2 and 3 above

b. Confirm General, Automobile and Employers Liability are included as underlying policies

R.1.5 Professional Liability (Errors and Omissions): $1,000,000 per claim/$1,000,000 aggregate limit

R.1.6 The City of Dunwoody, Georgia, and its subcontractors and affiliated companies, their officers, directors, employees shall be named on the Certificates of Insurance as additional insured and endorsed onto the policies for Comprehensive General Liability, Automobile Liability and Umbrella Liability insurance maintained pursuant to this Contract in connection with liability of the City of Dunwoody and their affiliated companies and their officers, directors and employees arising out of Contractor's operations. Copies of the endorsements shall be furnished to the City upon execution of this Agreement.

R.1.7 Such insurance is primary insurance and shall contain a Severability of Interest clause as respects each insured. Such policies shall be non-cancelable except on thirty (30) days written notice to the City. Any separate insurance maintained in force by the additional insured named above shall not contribute to the insurance extended by Contractor's insurer(s) under this additional insured provision.

Certificate Holder should read:

City of Dunwoody 4800 Ashford Dunwoody Road Dunwoody, GA 30338

S. PUBLIC RECORDS/PUBLIC MEETINGS

Please be aware that all meetings of the City’s Council are duly noticed public meetings and all documents submitted to the City as a part of or in connection with a proposal may constitute public records under Georgia law regardless of any person’s claim that proprietary or trade secret information is contained therein. By submission to the City, Proposers waive any declaration that their entire response to be proprietary information. Proposals and all related correspondence are subject to the Georgia Open Records Act and may be provided to anyone properly requesting same, after contract award. The city cannot protect proprietary data submitted in vendor proposals unless provided for under the open records law. In the event, the Proposer deems certain information to be exempt from the disclosure requirements, the proposal must specify what content is considered exempt and site the applicable provision of the law to support that assessment. In the event such information is requested under the open records law, the proposer’s assessment will be examined by the City Attorney who will make a determination. The decision to withhold or release the information will be at the City’s sole discretion.

T. CONTRACT TERMS AND TYPE

The City anticipates one (1) Multi-Phase, Project Specific contract to be awarded to one (1) firm. The City anticipates that the Contract Type will be Lump Sum. As a Project Specific contract, it is the City’s intention that the Contract will remain in effect until construction completion.

U. BACKGROUND

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The City of Dunwoody adopted the Dunwoody Trail Master Plan in May 2022, detailing trails and shared use path connectivity within the city limits. Mt Vernon Road was identified a major east-west corridor for bike and pedestrian connectivity and broken into 3 separate projects.

Projects in the Area

• Identified as P3 in the Dunwoody Trail Master Plan – Mount Vernon at Tilly Mill Phase 1 from Mount Vernon Place to Jett Ferry Road is in final design. Project website link - Tilly Mill at Mt. Vernon Place | City of Dunwoody

• Identified as P2 in the Dunwoody Trail Master Plan – Mount Vernon Path Phase 2 from Vermack Road to Mount Vernon Place is in preliminary design. Project website link - Mount Vernon Path Phase 2 | City of Dunwoody

• Identified as P1 in the Dunwoody Trail Master Plan – Chamblee Dunwoody Road - Village Crossing from Womack Road to Roberts Drive in in preliminary design. Project website link Village Crossing - Chamblee Dunwoody Road | City of Dunwoody-

• Typical Section - The Mount Vernon Road corridor typical section is 10 to 12-foot wide shared-use path with curb and gutter and a 5-foot landscaped buffer with a 4:1 cut/fill slope (desired) in grassed areas.

V. Scope of Services

Engineering and design services will be provided by either the Prime Consultant's own team or through a subconsultant team, offering comprehensive services necessary to meet all engineering needs that may arise during the project.

The city will be responsible for utility coordination/submittals, and relocation agreements including DeKalb County DWM water and sewer work. Utility plans and incorporating any utility relocation provided by utility companies and identifying any project conflicts with the proposed utilities shall be included and addressed by the consultant in the final construction plan set and schedule of values.

Utility design will not be considered in the proposal’s evaluation.

The city will provide the successful Proposer, City Geographic Information System (GIS) data specific to this project for developing the concept and design.

V.1. The Prime Consultant MUST be prequalified by GDOT in the area classes listed below:

Number Area Class

3.03 Multi-Lane Urban Roadway Widening and

Reconstruction

3.13 Facilities for Bicycles and Pedestrians

V.2. The Team (either the Prime Consultant and/or one or more of their sub-consultant team members) MUST be prequalified by GDOT in the area classes listed below:

Number Area Class

1.07 Attitude, Opinion, and Community Value Studies

(Public Involvement)

3.08 Landscape Architecture Design

3.10 Utility Coordination

3.12 Hydraulic and Hydrological Studies (Roadway)

https://www.dunwoodyga.gov/government/projects/public-works/tilly-mill-at-mt-vernon-place https://www.dunwoodyga.gov/government/projects/public-works/tilly-mill-at-mt-vernon-place https://www.dunwoodyga.gov/government/projects/public-works/mount-vernon-road-corridor-improvements https://www.dunwoodyga.gov/government/projects/public-works/mount-vernon-road-corridor-improvements https://www.dunwoodyga.gov/government/projects/public-works/village-crossing

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3.15 Highway Lighting

5.01 Land Surveying

5.02 Engineering Surveying

5.08 Overhead/Subsurface Utility Engineering (SUE)

9.01 Erosion, Sedimentation, and Pollution Control

Plan

V.3. Tasks

The Consultant shall provide:

V.3.1. Administrative

V.3.1.1. Project Kick Off Meeting V.3.1.2. Attend Monthly Progress Meetings (typically virtual) to discuss progress, design issues, and preparation for other formal meetings. Provide meeting minutes for each meeting.

V.3.2. Prepare Concept for approval.

V.3.2.1. Construction Cost Estimate V.3.2.2. City Concept Report to include:

a. Prepare concept layout and one (1) alternative if applicable

i. Concept Drainage Design

ii. Concept Construction limits

iii. Concept required Right of Way delineation

iv. Concept Typical Section

V.3.2.3. Field Meeting with City prior to Concept Report and Layout approval V.3.2.4. Mail Right of Entry Letter (Survey).

V.3.2.5. Public Information Meeting

a. Prepare Material

b. Layout

c. Handout

d. Mailouts

e. Prepare Legal Advertisement; City will coordinate advertisement in legal organ

f. Attend the Public Information Meeting

g. Prepare synopsis, summary of comments, and comment response letters.

V.3.2.6. City staff will conduct Stakeholder Meetings. The Consultant may need to provide project materials and participate in the meeting if requested. The goal is to minimize the Consultant's effort.

V.3.3. Prepare Survey Database and submit QA/QC certification V.3.3.1. Collect all areas inside the field survey limits (100’ on the north side of C/L and to the existing ROW on the south side). Collect all information including but not limited to:

a. Existing corridor features such as roadway centerline, edge of pavement, curb and gutter, sidewalks, closed drainage network, etc.

b. Above ground utilities and all utilities marked via GA 811

c. Research and provide property and ROW plans for the property database.

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d. Field ties all front property corners and ROW markers if possible. If back property corners can be tied with minimum effort, tie these as well. Perform property resolution holding to as many property corners as possible using professional judgement.

e. Collect pipe conditions for all cross drains and other stormwater pipes within the survey limits.

f. Driveways,

g. Buildings,

h. Tree survey to include trees 6” or greater in diameter (measured at chest height),

i. “Waters of the State” centerline and top of bank within 150 feet of the project boundary,

j. Existing 2-foot topographic lines.

k. Gather septic tank locations and drain lines within defined project limits. Information is available from the DeKalb County Health Department.

l. Perform 404 permit surveys if necessary

V.3.4. Preliminary Plans services to include the following but not limited to:

V.3.4.1. Cover Sheet V.3.4.2. Typical Sections V.3.4.3. Plan and profile sheets V.3.4.4. Cross Sections V.3.4.5. Preliminary Right-Of-Way and Easements V.3.4.6. 1st Submission Utilities V.3.4.7. Perform SUE Level A V.3.4.8. Drainage Profiles V.3.4.9. Roadway Design V.3.4.10. Staging Plans (If required) V.3.4.11. Signing and Marking Plans V.3.4.12. Driveway Locations V.3.4.13. Preliminary Erosion Control Plans including sediment basins and detention basins if required V.3.4.14. Draft Special Provisions V.3.4.15. Hydrology Report that address Post Stormwater construction per the City’s

Linear Transportation Feasibility Guidance for any project that creates, adds, or replaces 5,000 sq-ft or more of impervious area.

a. Post flow conditions shall be equal to or lower than pre flow conditions at all project outfalls when feasible. All unattainable flow conditions require approval by the City.

b. Pre and post construction analysis shall model flows for the 1-year, 10-year, 25-year, and 100-year storm events.

c. The Hydrology report shall meet City codes and ordinances.

V.3.4.16. Approved Design Exceptions/Design Variances (If Required) V.3.4.17. Respond and Address comments for 30% Plan Submittal and 60% Plan

Submittal.

V.3.4.18. Prepare a detailed Construction Cost Estimate for 60% Plans.

V.3.4.19. Perform internal Quality Control/Quality Assurance (QC/QA) reviews and revise plans accordingly.

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V.3.5. Right-Of-Way plans design services including:

V.3.5.1. Prepare ROW Plans meeting the requirements of the GDOT's Right of Way Office Checklist. These plans will include cover and ROW Plans sheets.

V.3.5.2. Perform internal Quality Control/Quality Assurance (QC/QA) reviews and revise plans accordingly

V.3.5.3. Perform ROW and Easement Staking (Assume 1 time) V.3.5.4. Perform necessary ROW revisions caused by changes to the plans that resulted from right-of-way negotiations.

V.3.5.5. Provide the legal descriptions for closing the right of way agreements.

V.3.6. Final plan design services to include the following but not limited to:

V.3.6.1. 2nd Submission Utilities V.3.6.2. Roadway Plans V.3.6.3. Signing and Marking Plans V.3.6.4. Final Erosion Control Plans including sediment details if required V.3.6.5. Utility Plans V.3.6.6. Post Construction Stormwater BMP Construction Details (if required)

a. Outlet Control Structure detail and specifications.

V.3.6.7. All Special Provisions V.3.6.8. Prepare a detailed Construction Cost Estimate for 90% Plan Review, and

Final Bid Plans V.3.6.9. Perform internal Quality Control/Quality Assurance (QC/QA) reviews and revise plans accordingly.

V.3.6.10. Respond and Address 90% Plan Review comments.

V.3.7. Construction Administration

V.3.7.1. Prepare Revisions, Amendments and/or “Use on Construction” revisions as required. Assume 5 revisions.

V.3.7.2. Respond to questions during the bidding and construction phases, as needed, V.3.7.3. Respond to up to 5 RFIs V.3.7.4. Provide a 7-day Erosion Control letter, if required

V.3.8. Deliverables:

The following items shall be completed by the Consultant and delivered to the City during the term of this contract as specified by the Project Manager:

V.3.8.1. Approved City Concept Report. See Appendix D V.3.8.2. Public Information Open House (PIOH): prepare the legal advertisement, project handout, layout displays, synopsis, summary of comments, and comment response letters. The city will be responsible for hosting the project website along with producing and printing yard signs, and social media notifications.

V.3.8.3. 30% Plans and Comment Responses

a. Cover Sheet

b. Typical Section

c. Mainline and Side Road Plans

d. Mainline and Side Road Profiles

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e. Cross Sections with Existing ROW and easements

f. Utility Plans

V.3.8.4. 60% Plans and Comment Responses, Hydrology Report including MS4 Feasibility and Responses, 90% Plans and Responses, Final Bid Plans and Special Provisions as needed:

a. Cover Sheet

b. Revisions Sheet

c. General Notes

d. Typical Section

e. Summary of Quantities

f. Mainline Plans

g. Driveway Profiles

i. Utility Locations

ii. Drainage

h. Drainage Map

i. Drainage Profile

j. Cross Sections with

i. Existing and Proposed ROW and easements

ii. Utility Locations

k. Utility Plans

l. Signing and Marking Plans

m. Retaining Wall Envelopes, if needed

n. Lighting Plans

o. Landscaping Plans

p. Erosion and Sedimentation Control Plans prepared by GSWCC Level II professional and stamped by a GA Professional Engineer. Projects with over one (1) acre disturbed or more within the City of Dunwoody require Georgia EPD review and permitting of the erosion control plans. It is the responsibility of the selected design consultant to aid the city by sending these to the GA EPD prior to construction.

q. List of GDOT or City standards, details, and special provisions as required.

V.3.8.5. Right of Way Plans and revisions as required V.3.8.6. First Submission Utilities package V.3.8.7. Second Submission Utilities package V.3.8.8. Approved Design Exceptions/Variances (as needed) V.3.8.9. Cost Estimate

a. Concept

b. 60% Plans

c. 90% Plans

d. Final Bid Plans

V.3.8.10. Meeting Minutes V.3.8.11. Electronic Copy of all Data and Design Files (Microstation DGN format).

The design shall be prepared by or under the direct supervision of licensed design professionals. A Professional Engineer licensed to practice engineering in the State of Georgia shall seal the final plans, representing certification that the design meets all applicable codes, is of good engineering practice and standards, and includes no Design Exceptions or Design Variances unless approved by the City.

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W. Proposal Format To aid in thorough and consistent review, the technical proposal shall be submitted on no more than 9 pages (with double-sided printing counting as two pages), 8½” x 11” pages in no smaller than 11-pitch font and shall be organized and numbered to correspond to Section 1 through Section 6. Section 1 Title Page and Section 2 Administrative Requirements including required forms will not be counted towards the 9-page limit.

All general communication of relevant information regarding this solicitation will be made via the City’s Procurement Website, Current Procurement Opportunities | City of Dunwoody. All firms are responsible for checking on a regular basis for updates, clarifications, and announcements. The City reserves the right to communicate via electronic mail with the primary contact listed in the proposal.

W.1. Technical Qualification Proposal

W.1.1. Title Page – Each proposal shall include a Title Page. The Title Page should identify the project name, RFP Solicitation No., the name of the firm’s full legal name, address, telephone number, and name, telephone number, and email address of the primary contact person. All pages of the proposal must be consecutively numbered.

W.1.2. Administrative Requirements

W.1.2.1. Basic Company Information - Company name, Company Headquarter Address.

W.1.2.2. Contact Information – Name and all contact information (telephone number and email address) of primary proposing contact (this will be the individual with whom the City will direct all communications).

W.1.2.3. Company website (if available).

W.1.2.4. Georgia Addresses – Identify and provide address(es) for the office(s) located in the State of Georgia.

W.1.2.5. Staff – List the number and disciplines of staff members employed in each office in the State of Georgia.

W.1.2.6. Ownership – Provide form of ownership, including state of residency or incorporation, and number of years in business.

W.1.3. Georgia Security and Immigration Compliance Act Affidavit – Complete the form in Appendix A and provide a notarized original within the proposal. This is only to be submitted by the Prime.

W.1.4. Addenda – Signed Addendum Acknowledgement Form. See Appendix A. This is only to be submitted by the Prime.

W.1.5. Project Manager and Key Team Leads Experience and Qualifications – The City will evaluate all Prime and Subconsultant firms on their Experience and Qualifications.

W.1.5.1. Organizational Chart.

W.1.5.2. Project Manager and Key Team Leaders’ education, registration, relevant engineering experience, relevant project management experience, and experience in public sector and/or municipal projects.

https://www.dunwoodyga.gov/business/doing-business-with-the-city/procurement-opportunities

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a. Summary of experience, including the number overall years of experience and years of relevant experience, years with the firm and representative project experience with project name, client and date of performance.

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

W.1.6. Prime and Subconsultant firms experience in delivering projects of similar complexity, size, and scope. This experience should be based on the Prime and Subconsultant performing the same function as in the proposal. Using a table format similar to the one below, provide a brief description of the project and type of work completed along with which firm performed the work, the Project Owner’s contact information, Years Work was Performed, Project Design and Construction Cost, Current Project Status (i.e. In construction, In Design). This information is limited to one (1) page.

Project Name

Project Owner/Contact Information

Project Description/Services Provided

Years Work was Performed

Project Design Cost/Construction Cost

Current Project Status (i.e. In Construction, In Design, etc.)

W.1.7. Technical Approach W.1.7.1. Provide a project understanding and proposed methodology to complete the project including any unique technical approaches your firm offers related to addressing anticipated design concepts, use of any alternative methods for delivery (if applicable), and/or management of the project.

W.1.7.2. Identify any unique challenges of the project and how your firm intends to mitigate these challenges, including quality control and quality assurance procedures.

W.1.7.3. Provide any specific qualifications, skills, knowledge of the project and project area which may uniquely benefit the firm and project, and your ability and willingness to meet time requirements.

W.1.7.4. The Proposer should identify tasks that are not included in the above scope that would benefit the city during the design phase of this project, they are encouraged to state these additional tasks within their proposal. Provide the fee for any additional suggested task as well as a brief statement of their benefit and clearly mark these concerns as such within the cost proposal.

W.1.7.5. State any assumed tasks that will be performed by the city and/or materials to be supplied by the city to ensure a successful project outcome.

This item is to include any project responsibility, not yet accounted for in the proposal, that the Proposer assumes will be addressed by the city.

W.1.8. Reference W.1.8.1. The city may consider information provided via references provided for relevant projects and knowledge any employed city staff has of

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W.1.8.2. The Proposer shall submit three (3) references for similar projects to demonstrate past performance. The Proposers must provide a complete list of clients for which services comparable in scope and size to those requested in this RFP have been rendered, a brief description of the services rendered, the dates of services, and the name, address, telephone number and email of the reference’s contact person for that agency.

Reference contact must have agreed to provide complete and uncensored testimony. No current employees of the City of Dunwoody are permitted as a reference.

W.2. Proposal Evaluation

After reviewing the proposals, the city reserves the right to select finalist firms and request a presentation/interview as determined in its best interest. This presentation/interview will be at the Proposer’s expense and at a city determined site.

Interview responses, and performance, along with the written proposal will become part of Proposer’s submission to be evaluated pursuant to the evaluation criteria.

W.2.1. Selection Criteria

• Project Manager and Key Team Leads Qualification and Experience – 30%

• Prime and Subconsultant Firm Experience – 20%

• Technical Approach – 30%

• References – 10%

• Cost Proposal – 10%

After consideration of the above criteria, the value of each proposal will be compared against the other qualified proposals. The city is most interested in obtaining proposals that provide good value, demonstrate an understanding of the city’s needs and provide a scope that meets or exceeds the requirements of this RFP.

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APPENDIX A

PROPOSAL FORM – REQUIRED IN SUBMITTAL

REQUEST FOR PROPOSALS (RFP) 25-03

Firm Name: ___________________________________________________________________

The undersigned, as Proposer, hereby declares that this proposal is in all respects fair and submitted in good faith without collusion or fraud. The Proposer represents and warrants to the City that: (i) except as may be disclosed in writing to the City with its proposal, no officer, employee or agent of the City has any interest, either directly or indirectly, in the business of the Proposer, and that no such person shall have any such interest at any time during the term of the Contract should it be awarded; and (ii) no gift, gratuity, promise, favor or anything else of value has been given or will be given to any employee or official of the City in connection with the submission of this proposal or the City’s evaluation or consideration thereof.

The Proposer further represents that it has examined or investigated the site conditions, if necessary, and informed itself fully in regard to all conditions pertaining to the place where the work is to be done; that it has examined the Contract Documents and has read all Addendum(s) furnished by the City prior to the opening of the proposals, as acknowledged below, and that it has otherwise fully informed itself regarding the nature, extent, scope and details of the services to be furnished under the Contract.

The Proposer agrees, if this proposal is accepted, to enter into the written Contract with the City in the form of the Contract in Appendix D and to furnish the prescribed evidence of a valid business license, insurance, and all other documents required by these Contract Documents. The Proposer further agrees to commence work and to perform the work specified herein within the time limits set forth in the Contract Documents, which the Proposer acknowledges are reasonable.

The undersigned further agrees that, in the case of failure or refusal on its part to execute the said contract, provide evidence of specified insurance, a copy of a valid business or occupational license and all other documents required by these Contract Documents within twenty (20) business days after being provided with Notice of Intent to Award the contract (or such earlier time as may be stated elsewhere in these Proposal Documents), the proposal award may be offered by the City to the next ranked Proposer, or the city may re-advertise for proposals, and in either case the City shall have the right to recover from the Proposer the City’s costs and damages including, without limitation, attorney’s fees, to the same extent that the City could recover its costs and expenses from the Proposer under the Instructions to Proposers if the Proposer withdrew or attempted to withdraw its proposal.

The Proposer further agrees, if it fails to complete the work according to the Specification within the scheduled time or any authorized extension thereof, that damages may be…