RFP 25_111 Scope of Work_Submittal.pdf

May 2024

CITY OF ALPHARETTA REQUEST FOR PROPOSALS (RFP)

RFP Number: 25-111 RFP Title: Municipal Separate Storm Sewer System (MS4) Inspections

RFP SCOPE OF WORK & PROPOSAL SUBMISSION

1. RFP Period of No Communication The No Communication period starts on the issue date of this RFP February 6, 2025, and lasts until the City Council meeting for contract award recommendation (or until contract award if this isn’t required to go before council for approval).

No person or company, their employees, representatives, agents, attorneys, etc. will contact the City’s elected officials or any City staff concerning this RFP.

Contacting anyone other than the Procurement Agent named below for this RFP during this time will be reason to remove a proposal from review.

2. Procurement Agent, Single Point of Contact Beth Rucker is the Procurement Agent and Single Point of Contact for this RFP and is the only contact representing the City for this RFP.

Enter all questions or comments using Opportunity Q&A tab at the Bonfire project web page.

Beth can be reached at 678-297-6052 or purchasing@alpharetta.ga.us.

City of Alpharetta 2 Park Plaza Alpharetta, GA 30009 Attn: Beth Rucker, Procurement Agent

3. Please Note: To all current and previous City of Alpharetta vendors, contractors, and consultants.

Regardless of any previous relationship with our City, you must build out your proposal as requested in this RFP.

Do not neglect to provide requested information or details requested simply because you expect that we already know your work.

Your response to this procurement will be reviewed and evaluated solely on the information provided in your response.

4. RFP Schedule of Events

A. Proposal Close Date, Deadline for Submissions: Thursday, March 6, 2025, at 10:00am. We may change this date during the RFP process. We will post any change in an addendum. Review web page for addenda.

B. Link to Bonfire Project Web Page: https://cityofalpharetta.bonfirehub.com/

C. This project web page has the important dates and all project documents for this RFP.

mailto:purchasing@alpharetta.ga.us https://cityofalpharetta.bonfirehub.com/

City of Alpharetta RFP 25-111, Municipal Separate Storm Sewer System Inspections (MS4) Scope of Work and Proposal Submission

D. Enter all questions, comments, requests for information before the Questions Due Date using Message – Opportunity Q&A at the project web page.

E. In each question, clearly tell the RFP document and section that is in question.

F. We will share any changes or added information from the City by a written addendum.

We will make the information available to the public on the project web page.

G. It is your responsibility to check the project web page for any addenda, other information, or other messages before finally uploading a proposal. You must respond using any updated information.

5. Our Review of Proposals and Review Criteria:

A. The City will make investigations as we feel necessary to make sure of the Offeror’s ability to provide the supplies or perform the work or services detailed in this RFP.

B. We will first review all proposals to be sure that proposal have basic requirements and information.

C. Some scoring may simply be Pass/Fail. Any proposal that Fails any part or section that is required will be removed from further review and scoring.

D. The Review Team will only get correct proposals for review and scoring.

E. Proposals will be scored based on the evaluation criteria below. We may consider accepted industry standards. We may compare all proposals to each other for price, quality, quantity, contract terms, etc. We will use this review and scoring to decide the top-scoring proposal[s] and the best value for our City.

F. The Review Team may decide to create a shortlist of the top-scoring proposals. If so, the shortlisted firms may be invited for a presentation or interview with us; may be asked to set-up a site visit; or may be asked to supply more information for review. We may ask for discussion, negotiation, or a “best and final offer” to finally decide the highest-scoring proposal.

Evaluation Criteria Maximum Points

Statements of Qualifications Project Team, References 31

Technical Proposal, Project Approach, Available Resources, Schedule 31

Local Vendor Preference 3

Cost Proposal 35

Total Maximum point score 100

WHAT WE WANT TO DO

1. General Description The City is requesting proposals from qualified vendors to complete annual inspections of the Municipal Separate Storm Sewer System (MS4) storm conveyance and structure inventory, Highly Visible Pollutant Source (HVPS) businesses, industrial businesses, municipal facilities, outfalls (dry weather screening), and public and private stormwater ponds, green infrastructure, and other best management practices (BMPs). Along with the MS4 inspections and annual report preparation and submission, the City will also request the selected vendor to provide flood plain management services.

The purpose of these inspections is to satisfy the requirements and aid in compliance efforts regarding the National Pollutant Discharge Elimination System (NPDES) program, as well as on-going maintenance activities and budget projecting by the Public Works Department.

2. Scope of Work A. Field inspections of pre-assigned storm structures and conveyances and identification of illicit discharges or illegal connections.

B. Creation of work orders using the City’s asset management system (CityWorks) after identifying maintenance needs and corrective actions to implement.

C. Completion of inspections forms pertaining to HVPS facilities, municipal facilities, industrial facilities, public and private green infrastructure, ponds and BMPs.

D. Issuance of required compliance letters regarding violations noted during inspections and completing follow up compliance inspections.

E. Dry weather screening inspection of outfalls (limited to inspection for flow and single grab sample of flow. Collection equipment will be provided by the City. Outfall inspections will not require field or laboratory samples, upstream investigation, or compliance correspondence (these will be handled by the City or by separate contract).

Flow found during the outfall inspections must be immediately reported to the City.

F. Attend and demonstrate processes in compliance, audits, or overviews by EPD, EPA or other state and federal agencies.

G. From time to time, the City may also request the contractor to inventory newly developed or redeveloped areas to update the City’s asset inventory. The contractor will utilize the attribute structure currently in the City’s GIS. This inventory collection is not survey grade and does not require elevation values other than a measure down from the top of the structure. Attributes are defined in Appendix A (Field Manual and City Owned BMPs) and Appendix B (Inspection forms), posted as separate documents on Bonfire.

H. Act as a technical advisor to City staff on floodplain management issues, specifically related to the review of Hydrologic and Hydraulic (H&H) studies submitted as part of the City’s development review process and outline any deficiencies to be corrected.

The contractor’s reviewer should be familiar with city, state, and federal floodplain requirement.

I. Provide deficiencies or other comments to the applicant and city staff following all reviews. Review may include submitting concurrence (either a letter, signing a MT-2, or similar) on behalf of the city.

J. The city will provide the awarded contractor one iPad connected to the City’s CityWorks system. The city will assign all inspection work orders each year and the contractor will be responsible for accurately completing all work orders and inspection forms by the permit due date. If any deficiencies are identified in the field, the contractor is responsible for creating maintenance work orders within CityWorks.

K. The contractor will be responsible for contacting the city immediately with any emergencies found in the field during inspections.

FOLLOW THIS OUTLINE

How We Want You to Construct Your Proposal

1. Using Bonfire to Submit Proposal

1.1. This is the link to Bonfire Project Web Page to get our documents and to upload your proposal: https://cityofalpharetta.bonfirehub.com/

1.2. We are accepting all proposals by online response only. You must upload completed proposals online before the closing date and time found in Project Details of the project web page for this RFP.

1.3. Don’t send proposals by mail, fax, or email. We will not accept paper copy proposals.

We will not accept any proposals after the closing time deadline has passed.

1.4. You have not completed your response simply by uploading proposal documents and information. You must successfully upload all the required documents, including filling out any questionnaires, price sheets, or data requests, and then you must click the submit button before the closing time.

1.5. You will receive an email confirmation receipt with a unique confirmation number shortly after you complete your proposal upload. This confirms that you have successfully turned in your proposal with all required information.

1.6. You can update your proposal at any time until the closing time.

1.7. All uploaded items and responses are Sealed and will only be visible by the City after the closing time has passed.

1.8. If the file is ‘mandatory’ or ‘required’, you won’t be able to complete your proposal until you have met all requirements.

1.9. Uploading large documents may take more time, depending on the size of the file(s) and your Internet connection speed.

1.10. Pay attention to the type and number of files we have asked you to upload.

1.11. The largest upload file size is 1000 MB.

https://cityofalpharetta.bonfirehub.com/

1.12. Don’t embed any documents within your uploaded files. They won’t be accessible or evaluated.

1.13. Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Java Script must be enabled.

2. Required Proposal Document Formats Each proposal must follow these document formats.

• Failure to follow these formats will reduce our review team’s ability to evaluate and may result in a lower proposal score or in complete removal of a proposal from scoring.

• Format your document text using the following outline. Excluded from noted formatting are cover pages, section separators, company logos, photos, charts, and headers.

o formatted to single space lines, o 10 to 12-point font size, o black font color, and o upload proposal documents in PDF format unless otherwise requested.

o OK, but not necessary, to bookmark PDF files by sections included.

3. Proposal Submittal Instructions

What We Want You To Provide To Us In Your Proposal

• We have outlined information to be submitted in this technical portion of your response.

• The following are required sections for each proposal submitted in response to our request.

• For each section there are certain topics listed to be included within each section.

• Evaluation criteria maximum review points are provided with sections that will be scored.

• Each section must begin on a new page.

• Each proposal must be responsive to all requested information.

• Note and follow any direction concerning page number limits.

Cover Letter Required but not scored.

Limited to two (2) page maximum.

A. Provide a brief company introduction and business profile.

B. Include the following information:

i. Brief business profile.

ii. Office Location.

iii. Number of years in business.

iv. Single point of contact for your proposal

• Name, including business title,

• mailing address,

• telephone number, cell phone number, and

• e-mail address.

Technical Proposal, Project Approach, Available Resources, Schedule 31 Review Points

Limited to four (4) page maximum.

i. Response must provide a description of the work plan and the methods to be used to complete items listed in Section 2 Scope of Work pages 3 – 4 of this document, resources to be used and the timeframes necessary to complete the work.

ii. Offeror should specify their work experience with MS4 permit requirements, GIS, description of work with stormwater infrastructure inspections, maintenance identification, regulatory inspections of stormwater ponds, highly visible pollutant sources and industrial facilities.

iii. Response should include and experience or work using CityWorks.

Statements of Qualifications Project Team, References 31 Review Points

Limited to four (4) page maximum.

i. Identify the key team members for the purpose of providing MS4 Inspections to our City.

ii. For your firm’s proposed key team members, provide a summary of qualifications, work experience, education, skills, etc., which emphasizes previous experience in this area provided for all key personnel who will be involved with any aspects to perform the services requested.

iii. Provide at least three (3) references from the last three years where your company provided services as detailed in this document:

• Provide contact name, phone number, and email address for each reference provided.

NOTE: We contact references to verify your ability to do the work. We also reserve the right to use any information or other references to decide your ability to perform the work in this RFP. Poor references from any source are grounds to disqualify a proposal.

4. Cost Proposal 35 Review Points

Do not include Cost proposal with other Proposal documents.

• Submit Cost Proposal separately using the Excel formatted cost proposal.

5. Optional Form Local Vendor Preference application is not a required document. 3 review points

Submit only if your firm is a registered and holds a current City of Alpharetta Business License.

Only if your company fits the requirements for a City of Alpharetta Local Vendor, provide the completed application along with all requested information, documents, and a copy of your current City of Alpharetta business license.

6. Required Forms:

• We have provided three required forms. You must complete these forms and return to us with every proposal.

• Below are the required forms for all proposals:

a) IRS Form W-9

b) Bidder’s Disclosures and Certifications

c) E-Verify (Affidavit Verifying Contractor Participation in Federal Work Authorization Program)

All the following must be on the E-verify affidavit.

Federal Work Authorization User Identification Number – this is only five to eight numbers.

No A, B, C’s.

It’s different from your Tax ID, Employer Identification, or Social

Security Number.

It won’t have a combination of letters and numbers.

Date of Authorization – this is when you first signed up and got the E-verify number.

Name of Contractor – your company.

Name of Project – Same as RFP title.

Date, City, and State – when and where this form was signed.

Signature of Authorized Officer or Agent – to be signed.

Printed Name and Title of Authorized Officer or Agent – the person that signed the form.

Notarized with seal.

7. Questionnaire We use a questionnaire to gather important information needed for legal requirements, your acknowledgements, our proposal review, or information needed for writing a contract.

You will fill out the questionnaire provided.

Questionnaire response types are as follows:

• Authorized signer for contract execution in DocuSign: Name, business title, email address, Response Type: Response Type: text entry.

• Corporate secretary for contract execution in DocuSign: Name, business title, email address, Response Type: Response Type: text entry.

• Legal notices contact needed for contracting: Business name and mailing address, contact name, Response Type: text entry.

• Note the employee-number category for your company (all locations). Select either 500 or more employees, 100 or more employees, or less than 100 employees.

• Unique Entity ID / identifier used at SAM.gov, Response Type: alphanumeric entry.

• Acknowledge Addenda, enter the number of addenda received: Response Type: 0, 1, 2, etc.

• Acknowledge Insurance Requirement, Response Type: Yes, No entry.

E-Verify side note: Companies return this form to us incorrectly more often than anything else we request in our RFPs.

State of Georgia law requires that we have this completed form before we can review a bid or bid.

A form with errors doesn’t fulfill this requirement.

Top mistakes include:

Wrong number or missing information.

Not notarized.

Not signed.

Wrong form returned.