RFP 25-18 COMPREHENSIVE WAYFINDING AND GATEWAY SIGNAGE PLAN.pdf

RFP 25-18 COMPREHENSIVE WAYFINDING AND GATEWAY SIGNAGE PLAN

City of South Fulton, Georgia

REQUEST FOR PROPOSAL

FOR

COMPREHENSIVE

WAYFINDING AND GATEWAY

SIGNAGE PLAN

RFP NUMBER: 25-18

ISSUED: MONDAY, SEPTEMBER 29, 2025

Bids due no later than 2 PM EST Thursday, October 30, 2025

City of South Fulton Procurement Department 4715 Frederick Dr. SW

South Fulton, GA 30336

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TABLE OF CONTENTS

RFP SOLICITATION

SUBMISSION FORM CHECKLIST

INTRODUCTION

INFORMATION TO PROPONENTS

INSTRUCTIONS TO BIDDERS

EVALUATION PROCESS/SELECTION CRITERIA

PROPOSAL PREPARATION AND GUIDELINES

APPENDICES

Appendix A – Scope of Work

ATTACHMENTS

Attachment A – Cost Proposal Attachment B – Bonds, Insurance Information, and Forms Attachment C – Additional Required Forms

EXHIBITS

Exhibit A – City Service Contract

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The City of South Fulton, Georgia 4715 Frederick Dr. SW, Atlanta, GA 30336 Phone: 470-809-7700

Website: Procurement Department | South Fulton, GA

COMPREHENSIVE WAYFINDING AND GATEWAY

SIGNAGE PLAN RFP #25-18

SCHEDULE OF EVENTS DATE

Bid Release Date: Monday, September 29, 2025 Non-Mandatory Pre-Bid Conference:

Our staff and the person responsible will hold a Non- Mandatory Pre-Bid Conference. To attend the Pre-Bid Conference, please consult the Information and Instructions to Bidders for details.

Thursday, October 9, 2025, 10 AM EST

Deadline for questions:

Questions must be submitted online at:

https://www.bidnetdirect.com/georgia/Cityofsouthfulton

Friday, October 17, 2025, 3 PM EST

Answers will be posted by addendum at:

https://www.bidnetdirect.com/georgia/Cityofsouthfulton. Friday, October 24, 2025, 3 PM EST

Final Submission to this RFP must be submitted to:

https://www.bidnetdirect.com/georgia/Cityofsouthfulton.

If you need assistance with registering or using the platform, please call BidNet Direct's Support Team at 800-835-4603, extension 2.

Thursday, October 30, 2025, 2 PM EST

THIS PROPOSAL SOLICITATION FORM MUST BE SIGNED AND SUBMITTED WITH THE PROPOSAL

COMPANY NAME: DATE:

MAILING ADDRESS: PHONE:

CITY: SSN OR FEDERAL TAX ID:

STATE: ZIP: PRINTED NAME & SIGNATURE:

https://www.cityofsouthfultonga.gov/2462/Procurement-Department https://www.cityofsouthfultonga.gov/2462/Procurement-Department https://www.bidnetdirect.com/georgia/Cityofsouthfulton https://www.bidnetdirect.com/georgia/Cityofsouthfulton https://www.bidnetdirect.com/georgia/Cityofsouthfulton https://www.bidnetdirect.com/georgia/Cityofsouthfulton

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COMPREHENSIVE WAYFINDING AND GATEWAY SIGNAGE PLAN RFP 25-18

Please use this checklist to verify that all required information is included in your proposal. It is each Proponent's sole responsibility to ensure their proposal contains all Submittals listed below or elsewhere in this RFP. Failure to submit any of the items may result in the rejection of the proposal. Proponents must submit responses electronically to: https://www.bidnetdirect.com/georgia/cityofsouthfulton.

REQUIRED FORMS/ LICENSES TO SUBMIT COMPREHENSIVE WAYFINDING AND GATEWAY SIGNAGE

PLAN RFP 25-18

INITIAL IF

INCLUDED

SUBMITTAL CHECKLIST (THIS FORM)

PROPOSED COST SCHEDULE

ACKNOWLEDGEMENT OF BIDDER STATE OF GEORGIA COUNTY OF FULTON

COST PROPOSAL

BID BOND

SURETY BOND

PERFORMANCE BOND

PAYMENT BOND

ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS

W9

NON-CONFLICT OF INTEREST

NON-COLLUSION AFFIDAVIT

BUSINESS ENTITY CERTIFICATE

CERTIFICATE OF AUTHORITY-JOINT VENTURE

ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT – CONTRACTOR AFFIDAVIT

ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT – SUB-CONTRACTOR AFFIDAVIT

ACKNOWLEDGEMENT OF PROPONENT STATE OF GEORGIA COUNTY OF FULTON

SUB-CONTRACTOR INFORMATION FORM

REFERENCE VERIFICATION FORMS - 4 REQUIRED

REFERENCE CHECK RELEASE STATEMENT

EXCEPTIONS FORM

CERTIFICATION OF ABSENCE OF CONFLICT OF INTEREST FOR DEVELOPMENT SPECIFICATIONS OF

SCOPE OF WORK

CERTIFICATION OF DISQUALIFICATION OR REMOVAL

ADDENDUM ACKNOWLEDGMENT FORM

ISRAEL BOYCOTT CERTIFICATION

DRUG FREE WORKPLACE CERTIFICATION

SERVICES AGREEMENT

COPY OF CURRENT VALID BUSINESS LICENSE

DOCUMENTATION AUTHORIZED TO OPERATE IN THE STATE OF GEORGIA

https://www.bidnetdirect.com/georgia/cityofsouthfulton

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The city will not consider any proposal that does not include a completed Illegal Immigration Reform and Enforcement Act Affidavit Form(s). The Cost Proposal must be submitted and uploaded as a separate attachment. Do not upload the Cost Proposal with the Technical Proposal. Likewise, the Financials must be submitted and uploaded as a separate attachment, not with the Technical Proposal.

CONFIRMATION OF FORM SUBMISSIONS BY ______________________________________________________

COMPANY NAME_____________________________________________________________

COMPANY REPRESENTATIVE________________________

TITLE_______________________________________________

DATE______________________

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INTRODUCTION

The City of South Fulton invites proposals from qualified firms to design, fabricate, and install a comprehensive wayfinding and gateway signage system. The purpose of this RFP is to enhance community identity, improve navigation, and establish consistent branding across all City gateways and corridors.

1. Solicitation Method This solicitation is conducted in accordance with all applicable provisions of the City of South Fulton Purchasing Policy, as outlined in Sec. 1-9001 et seq. of the City of South Fulton Code of Ordinances. By submitting a Proposal for this solicitation, a Proponent affirms that it is familiar with all relevant laws, including, but not limited to, the City’s Code of Ordinances, which are incorporated into this RFP by reference.

2. Minimum Qualifications The Proponent must have at least three years of experience in providing a Comprehensive Wayfinding and Gateway Signage Plan as specified in this RFP and Appendix A, Scope of Work (SOW), which is attached and incorporated by reference. Be sure to include four necessary references supporting this requirement in the Reference Form.

2.1 The proposer must already possess or be able to obtain a business license from the City of South Fulton before executing the contract and be licensed to do business within the State of Georgia.

2.2 Projects of similar nature, scope, complexity, and duration, along with evidence of successful completion, both on time and within budget, for the past three years, with verifiable references.

3. Certificate of Authority to Transact Business in Georgia Documentation proving proper authorization to operate within the State of Georgia, along with its proposal. This requirement also applies to Joint Venture (JV) Team Members, Sub-Consultants, and Sub-Contractors.

4. Business License The Proponent must submit a current, valid business license with its proposal. If the Proponent is a Georgia corporation, it must also provide a valid city or local business license. If the Proponent is a joint venture, each member must submit a valid business license. For non- Georgia corporations, the Proponent must include a Certificate of Authority to Transact Business in Georgia along with a copy of its current, valid business license from its home jurisdiction.

5. No Offer by City and Firm Offer by Proponent This solicitation does not constitute a binding city contract offer. It is merely an invitation for proposals from interested proponents, and no proposal will oblige the city. A proponent’s proposal is binding and can only be withdrawn as specified in this RFP, the city’s Code of Ordinances, and other applicable laws.

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6. Debarment & Suspension Certification By submitting a proposal, the Proposer certifies that neither it nor its principals are currently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in state, federal, or local government contracts. The City reserves the right to reject a proposal if the Proposer cannot make this certification.

INFORMATION AND INSTRUCTIONS TO PROPONENTS

1. Proposal Duration Proposals submitted in response to this RFP 25-16, Comprehensive Wayfinding and Gateway Signage Plan, must be valid for one hundred twenty calendar days from the proposal submission deadline of Thursday, October 30, 2025, at 2 PM EST.

2. Ethical Policies All proponents or their representatives seeking a City of South Fulton contract may not initiate or continue any verbal or written communications regarding a solicitation with any city officer, elected official, employee, or other city representative except the Department of Finance named in the solicitation from the date the solicitation is issued until the final contract award by the City Council, unless otherwise specified herein.

2.1 Attempting to influence the outcome of any contract before a recommendation of award to the City Council is prohibited. The Director of Purchasing will investigate any alleged violations of this rule. The Director determines that communication has been compromised during the competitive process, the proposal from that Proponent may be disqualified from consideration for the award, and the Proponent may be added to the ineligible source list, among other measures.

2.2 Violations of this rule may also lead to prosecution under federal, state, or local laws. City of South Fulton employees, officials, and their family members are prohibited from requesting or accepting any material payment, gift, job offer, security, promise of future benefit, or any other tangible or intangible item of value when such acceptance could influence a procurement decision or create an unfair advantage in a procurement process, as outlined in Sec. 1-9004 (d) of the City of South Fulton Code of Ordinances and other relevant policies.

3. Ownership of Proposals Each proposal submitted to the city becomes the property of the city without any compensation to the Proponent and may be used at its discretion. The city is not liable for any costs incurred by Proponents in preparing their proposals.

4. Georgia Open Records Act Information provided to the city may be disclosed under the Georgia Open Records Act, O.C.G.A. § 50-18- 70 et seq. In accordance with O.C.G.A. § 50-18-72(a)(34), “[a]n entity submitting records containing trade secrets that wants to keep such records confidential under this paragraph will submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitutes trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.]”.

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5. Bonding and Insurance Requirements The bonding and insurance criteria for any contract awarded under this RFP are detailed in Attachment B:

Bonding and Insurance Requirements. The Proponent must provide a current certificate of insurance showing any existing commercial general liability policies issued to the Proponent, if applicable. For this section, “Proponent” refers to an individual, corporation, or other legal entity submitting a proposal for this solicitation, including each joint venture partner if the Proponent is a joint venture.

6. Codes, Permits, Fees, Licenses, and Laws The successful Proponent is entirely responsible for obtaining all necessary permits, paying applicable fees, arranging inspections, acquiring required licenses, and covering related costs. All materials, labor, and construction must adhere to all applicable local, state, and federal codes, laws, and ordinances of the relevant authorities. These requirements will be incorporated into the Contract as if they were detailed here.

7. Assessment of Financial Data The city’s review of a Proponent's financial information and how it evaluates such data when determining if a Proponent is responsive and responsible may involve examining various items that must be included in a proposal. The city will review the financial details submitted by the Proponent and include them with this RFP. Additionally, the Proponent must submit a notarized letter from a suitable financial institution confirming its willingness to issue a performance guarantee, such as a letter of credit, if a contract is awarded.

8. Joint Ventures Each party involved in a Joint Venture must fully complete and submit the Required Submittal Forms unless otherwise specified in this RFP.

9. Sub-Consultants and Manufacturers Proponents must submit in writing the addresses of any proposed Sub-Consultants or equipment manufacturers listed in the Proposal. The city reserves the right to disapprove of any proposed Sub- Consultants whose technical, financial ability, resources, or experience are deemed inadequate.

10. Electronic Signature Acknowledgement The City of South Fulton utilizes Adobe Sign, or another City-approved electronic signature platform, for the official execution of contracts. By submitting a Bid and, if awarded, executing a Contract with the City, the Proposer acknowledges and agrees to the following:

10.1 Legally Binding: An electronic signature executed through Adobe Sign shall possess the same legal force and effect as a handwritten signature, in accordance with the Georgia Uniform Electronic Transactions Act (O.C.G.A. § 10-12-1 et seq.), the federal Electronic Signatures in Global and National Commerce Act (15 U.S.C. § 7001 et seq.), and any other applicable law.

10.2 Authority to Sign**: The individual executing the Contract electronically on behalf of the Proposer affirms their authority to bind the Proposer to the terms of the Contract.

10.3 Official Record**: The fully executed Contract, as maintained in Adobe Sign by the City, shall serve as the official and binding version of the Contract for all purposes.

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10.4 No Requirement for Paper Originals**: Unless specifically requested by the City, no paper copies or handwritten signatures shall be necessary for the validity or enforceability of the Contract.

All communications related to this solicitation and any resulting Contract, including but not limited to addenda, notices of award, Contract amendments, and other official correspondence, may be sent electronically by the City of South Fulton. The Proposer agrees to the following terms:

Electronic Communications.

11. All communications Of this solicitation and any resulting Contract, including but not limited to addenda, notices of award, Contract amendments, and other official correspondence, may be transmitted electronically by the City of South Fulton. The Proposer agrees to the following terms:

11.1 Official Delivery: Communications sent by the City via email or through Adobe Sign (or another City-approved electronic platform) shall be considered officially delivered on the date and time transmitted, unless the City encounters an error message indicating unsuccessful transmission.

11.2 Responsibility to Monitor: Proposers are responsible for actively monitoring the email address and electronic platform designated in their Bid submission for communications from the City. Failure to receive or review electronic communications shall not exempt the Proposer from any obligations under this RFP or any resulting Contract.

11.3. Legal Effect: Electronic communications issued in accordance with this section shall carry the same legal force and effect as if provided in hard copy.

11.4 Record Retention: The City’s electronic records of such communications shall constitute the official record for all procurement and contract administration purposes.

12. Confidentiality/Data Security The contractor agrees to keep all documents, data, records, and other information developed or obtained in connection with this Agreement confidential. Contractors must take commercially reasonable steps to safeguard electronic data and must not disclose city information to third parties without prior written approval from the city.

13. Examination of Proposal Documents The proponent is responsible for thoroughly reviewing the complete RFP and all Addenda, and for informing itself about all conditions that might affect the cost or performance of any Services.

Failure to do so will be at the sole risk of the Proponent, who is deemed to have included all costs for providing the Services in its Proposal.

13.1 The proponent must promptly inform the city in writing if they find discrepancies, errors, ambiguities, or omissions in the solicitation documents, or if their intent or meaning is unclear, or if any other questions arise regarding the RFP. Responses to such notices may be provided to the proponents via an addendum to the RFP, which will be issued to all potential Proponents at the same time. No oral responses are binding on the city.

13.2 The city may, in accordance with applicable law and by addendum, modify any provision or part of the RFP at any time before the Proposal due date and time.

13.3 The proponent must verify that all Addenda have been received and confirm receipt by signing the Acknowledgment of Addenda form provided with each Addendum.

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13.4 The city may disregard any technicalities and formalities in this solicitation and reserves the right to cancel the RFP entirely.

14. Illegal Immigration Reform and Enforcement Act This RFP is subject to the Illegal Immigration Reform and Enforcement Act of 2011 (Act), formerly known as the Georgia Security and Immigration Compliance Act. Pursuant to the Act, the Proponent must include with its proposal proof of registration and ongoing participation in the E-Verify Program established by the United States Department of Homeland Security.

Completed Contractor Affidavit and the Illegal Immigration Reform and Enforcement Act Forms, attached in Attachment C: Required Form Submittals, must be submitted with the Proposal at the time of submission. Under State Law, the city cannot consider any Proposal that does not include this completed form.

If a Proponent's business structure requires obtaining an Employer Identification Number (EIN) from the Internal Revenue Service, the Proponent must complete the Contractor Affidavit on their behalf and provide a Federal Work Authorization User ID Number issued to the Proponent itself.

If a Proponent's business structure does not require an EIN, each entity within the structure must submit a separate Contractor Affidavit. This notice is not intended to provide detailed information or legal advice about the Act. All Proponents planning to do business with the city are responsible for understanding and complying with the Act independently and for assessing how it may affect city solicitations and their participation.

For more details on the E-Verify program or to enroll, visit: https://e-verify.uscis.gov/enroll.

Further details on how to complete and submit the Contractor Affidavit are available in this RFP.

15. Conflict of Interest Proponents should review and understand the conflict-of-interest provisions in this RFP. Unless otherwise specified in this RFP, these instructions, or the Notice to Proponents regarding Conflicts of Interest, successful proponents are not prohibited from responding to other solicitations.

16. Tax Exemption Status The City of South Fulton is exempt from Federal Excise Tax and Georgia Sales Tax on goods and services purchased directly. Exemption certificates are available upon request.

17. Liquidated Damages If the Contractor fails to deliver services or work products on time as specified in individual task orders, and factors outside the Contractor’s control do not cause the delay, the city may impose liquidated damages of $250 for each calendar day of delay until the services are completed.

18. Negotiations/Best and Final Offers The city reserves the right to negotiate specific terms and conditions as necessary to fulfill the purpose of this RFP. The city may require the submission of Best and Final Offers. The city may also require that this RFP and the Proponent’s response be fully or partially incorporated into the Contract Documents. The RFP, along with all responses, supplemental information, and other submissions provided by the

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Proponent during discussions or if the city conducts negotiations, shall be considered contractually binding on the Proponent. The city may request clarification from a Proponent at any point during the procurement process, and a Proponent's failure to respond promptly may result in the rejection of their proposal.

19. Multi-Vendor Award Solicitation The city reserves the right, at its sole discretion, to make one award, no award, or multiple awards to Proponents.

20. Title VI Solicitation Notice The City of South Fulton, GA, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations (28 CFR Part 42), hereby notifies all bidders and offerors that it will affirmatively ensure that any contract entered into pursuant to this advertisement will provide disadvantaged business enterprises a full and fair opportunity to submit bids.

It will also not discriminate based on race, color, or national origin. It will not exclude participation in, deny benefits of, or discriminate in consideration for awards for any program or activity receiving Federal funds or other Federal financial assistance.

21. Award and Execution of Contract In the event the City awards a Contract pursuant to this solicitation, the City shall prepare and transmit to the Proposer an unsigned Contract for execution, which shall be in the form of the Draft Contract included in this RFP. The City reserves the right to modify the Contract to incorporate the Proposer’s Bid, Scope of Services, and Cost Bid Forms. It is highly recommended that all Proposers conduct a thorough review of the Draft Contract before the submission of a Bid.

All proposed revisions to the Draft Contract must be submitted in writing along with the Proposer’s Bid response. The City reserves the right to reject any Bid if the proposed revisions are deemed unacceptable. Proposers are strongly encouraged to consult with an Authorized Representative who has full authority to execute the Contract on behalf of the Proposer regarding any such revisions.

Once the City of South Fulton City Council approves the award, the City will send the Proposer an unsigned Contract through Adobe Sign or another City-approved electronic signature platform. The Proposer must sign and return the Contract, along with the necessary insurance certificates and any other required documentation specified in this RFP or requested by the City, within ten calendar days of receiving it. Failure to comply may lead to the withdrawal of the award, forfeiture of the bid security (if applicable), and the award of the Contract to the next lowest responsive and responsible Proposer.

22. Local Vendor Preference According to City Ordinance Section 1-9004, priority must be given to local Vendors. A "local Vendor" is defined as a business with a physical office within the city limits that holds a valid business license issued by the city.

Local vendors must submit a signed local Vendor affidavit with their proposal to qualify for this preference. The preference will only be applied if proposals are otherwise substantially equal in merit.

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INSTRUCTIONS TO BIDDERS

RFP 25-18 Comprehensive Wayfinding and Gateway Signage Plan must be submitted online, on or before Thursday, October 30, 2025, 2 PM EST - Timestamp governed by Bidnet.

SCOPE OF WORK

The Proponent is required to submit a comprehensive Wayfinding and Gateway Signage Plan for the City of South Fulton, in accordance with the requirements outlined in this RFP and Appendix A: Scope of Work (SOW), which is attached and incorporated by reference.

QUALIFICATIONS OF BIDDERS AND PROJECT REQUIREMENTS

To demonstrate the Bidder’s qualifications to perform the Work, the Bidder must submit written evidence with their bids, such as financial data, experience, current commitments, and other relevant information as outlined below. This includes the Required Bidder Qualification Statement with Supporting Data (Business License, Corporate Resolution to Bid, Financial Statement, Current Workload).

SUB-CONSULTANTS AND SUB-CONTRACTORS

Proponents must verify that their Sub-consultants and Sub-contractors meet the responsibility standards outlined in this RFP and throughout. This verification should include documentation proving that each Sub-Consultant or Sub-Contractor fulfills the necessary responsibility criteria, such as professional licenses, certifications, and insurance requirements specified in this RFP, as well as relevant government agency requirements and applicable laws and regulations. The Proponent must not make any false, deceptive, incorrect, or incomplete statements, representations, or certifications about Sub-consultants or Sub-contractors. Failing to provide responsibility information for any Sub-Consultant or Sub-Contractor could result in the Proponent being deemed not responsible.

All proposed Sub-Consultants and Sub-Contractors must be included in the Proponent’s response. The Proponent must verify that all proposed Contractors have adequate personnel, experience, facilities, finances, and business systems to perform the scope of services. The city reserves the right to approve all Sub-Contractors and Sub-Consultants.

Bid; Bidder has not solicited or induced any individual or entity to refrain from bidding; and The Proponent must be responsible for verifying the existence, authenticity, and expiration dates of all licenses required by any Sub-consultants and Sub-contractors involved in this RFP. The absence of a valid license from the Proponent or any Sub-Consultant or Sub-contractor is grounds for default and immediate termination for cause with prejudice against the Proponent, as well as removal of any unlicensed entity from the project. If the Proponent, a Sub-Consultant, or Sub-Contractor is required to be licensed or certified to provide goods or services under this RFP, the revocation or loss of such license or certification may lead to immediate termination of the Proponent’s Contract, effective as of the date when the license or certification is no longer valid.

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The city must approve all subcontractors before they begin work. The Proponent must obtain written approval to add any Sub-Consultants or Sub-Contractors not initially included with the Proponent’s response. Sub-consultants and Sub-Contractors cannot subcontract any part of their work under this RFP without the city’s written consent. Failure to obtain prior approval from the city for each Sub- Consultant or Subcontractor working on the project may result in the suspension of that Subcontractor's work, removal of work performed by unapproved Subcontractors, and applicable sanctions against the Proponent.

COPIES OF BIDDING DOCUMENTS

All potential bidders can download a copy of the bid and specifications from the city’s website at https://www.bidnetdirect.com/georgia/Cityofsouthfulton and the Georgia Procurement Registry website at https://ssl.doas.state.ga.us/PRSapp/PR_index.jsp. The bid is overseen by the City of South Fulton Purchasing Department, which will manage all bidding activities for this project.

All potential bidders are solely responsible for ensuring they have all necessary bid documents, including any addenda issued before the bidding.

All bidding documents will be provided online as noted above.

Complete sets of Bidding Documents must be used when preparing bids; neither the owner nor anyone else accepts responsibility for errors or misinterpretations resulting from the use of incomplete documents.

The Owner provides copies of the Bidding Documents only to solicit Bids for the Work under the above terms and does not grant any license or permission for any other uses.

NON-MANDATORY PRE-BID CONFERENCE

A voluntary pre-bid Microsoft Teams conference is scheduled for Thursday, October 9, 2025, at 10 AM EST, hosted by our staff and key personnel.

Attending the Pre-Proposal Conference is optional for proposers responding to this RFP. The session will cover the general project requirements. Any questions raised during the Pre-Proposal Conference will not be considered official or authoritative.

Each bidder must be fully aware of all current and anticipated conditions and issues that could impact the cost or performance of the Services. However, it should be emphasized that nothing discussed or stated during this Pre-Bid Conference should be regarded as changing, modifying, or altering the requirements of the solicitation documents unless it is later included in an addendum to those documents.

Each Proponent must be fully informed about all aspects of the Proposal. To attend the Pre-Bid Conference, please join Microsoft Teams using the app or the web with the information below.

Meeting ID: 283 271 652 405 3 Passcode: m4xX3H5A Or call in (audio only) +1 929-583-6155 United States, New York City Phone Conference ID: 639 307 124# https://ssl.doas.state.ga.us/PRSapp/PR_index.jsp

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It is important to note, however, that nothing discussed or stated during the Pre-Proposal conference should be understood by modifying, changing, or altering the requirements of the solicitation documents unless it is later included in an addendum to the solicitation documents.

PROPOSAL DURATION

Proposals submitted in response to this RFP must remain valid for one hundred twenty calendar days from the proposal submission deadline. The post-award grant process includes implementing the grant, reporting progress, ensuring compliance, and fulfilling the closeout requirements.

MODIFICATION AND WITHDRAWAL OF BID

A bid can be changed or canceled by submitting a properly executed document before the bid opening deadline.

If, within twenty-four hours after bids are opened, any bidder files a properly signed written notice with the owner and promptly demonstrates to the owner's reasonable satisfaction that there was a material and significant mistake in preparing their bid, that bidder may withdraw their bid, and the bid security will be returned. Afterward, if the work is rebid, that bidder will be disqualified from further bidding on the work.

No bid can be withdrawn after the bid due date for a period of sixty calendar days.

BIDS TO REMAIN SUBJECT TO ACCEPTANCE

All bids will be subject to acceptance during the period specified in the Bid Form. However, the Owner may, at its discretion, release any bid and return the bid security before the end of this period.

EVALUATION OF BIDS AND AWARD OF CONTRACT

The owner reserves the right to reject any or all Bids, including, but not limited to, nonconforming, non-responsive, unbalanced, or conditional Bids. Additionally, the owner reserves the right to reject the Bid of any Bidder whom it determines, after reasonable inquiry and evaluation, to be irresponsible.

Submitting multiple bids for the same work by the same individual or entity, whether under the same or different names, will not be accepted. Reasonable grounds to believe that a bidder has an interest in multiple bids for the work may lead to the disqualification of that bidder and rejection of all bids involving that bidder.

When evaluating bids, the required criteria, including alternates, unit prices, and other data requested in the bid form or before the notice of award, are determined.

Consideration and evaluation of the qualifications and experience of Sub-Contractors, Suppliers, and other individuals or entities proposed for parts of the work.

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Conduct investigations as needed to evaluate the responsibility, qualifications, and financial stability of Bidders, proposed Sub-Contractors, Suppliers, individuals, or entities for the parts of the work according to the RFP criteria.

The City of South Fulton desires to complete the award process promptly. The City of South Fulton reserves the right to reject or accept any or all proposals, whole or any parts thereof, by item or group of items, by section or geographic area, or make multiple awards and be the final approval of proposal(s) selection. The award would be the most advantageous to the city, considering both price and other factors. The City of South Fulton may elect to waive any technicalities. The proposal will be awarded to the lowest responsive, responsible, or highest-scored proposer(s) based on the qualification requirements herein.

SOLICITATION QUESTIONS/ PROHIBITED CONTACTS

All questions and communications regarding this RFP must be submitted in writing by logging into https://www.bidnetdirect.com/georgia/Cityofsouthfulton on or before Friday, October 17, 2025, 3 PM EST. Questions received after the deadline might not be considered. Any response from the city will be posted online at https://www.bidnetdirect.com/georgia/Cityofsouthfulton via Addendum. No Proponent may rely on any verbal response to questions submitted about this RFP.

INTERPRETATIONS AND ADDENDA

The Purchasing Department may issue addenda to clarify, correct, or modify the Bidding Documents as needed. All Addenda will be shared through Bidnet and the Georgia Procurement Registry.

TERM OF CONTRACT

The initial term of this Contract is one year and may be renewed for three successive one-year terms upon written notice by the city under the same terms and conditions. The services to be performed under this Contract begin on the effective date of this agreement and automatically end, without further obligation from the city, at the conclusion of each Term unless terminated earlier in accordance with the termination provisions of this Contract.

The Contract commences within ten calendar days after receipt of written Notice to Proceed (NTP).

PROPOSAL SECURITY AND PERFORMANCE BONDS BID AND CONTRACT SECURITY

A bid bond is required for this project. Each bid must include a bid bond equal to five percent of the bid amount. The bid bond must be submitted along with the bid.

Bids must include a bid bond or certified check equal to five percent of the total amount of the base bid. The bid bond or certified check must be valid only for this bid. The bid name and contract number must be clearly stated on the security instrument. The bond must remain in effect until the bidder signs the final contract. Bids that do not meet the bonding requirements for this project will be considered non-responsive.

Any bid bond, performance bond, payment bond, or security deposit required must be approved and filed with the purchasing agent. At the County's discretion, if the surety named in the bond is not a

Page - 16 - of 79 RFP 25-18 COMPREHENSIVE WAYFINDING AND GATEWAY SIGNAGE PLAN surety company authorized by law to conduct surety business in this state and does not have a valid certificate of authority from the Commissioner of Insurance, the bond must not be approved and filed unless the surety appears on the United States Department of the Treasury’s list of approved bond sureties.

NEGOTIATION AND AWARD

The city plans to hold its first negotiation meeting within thirty days after the City Council approves the final ranking by the Committee. At least one representative from the participating firm must be authorized to bind the firm during negotiations with the city. If negotiations are not successful within a reasonable timeframe (and the firm will be notified), an impasse will be declared, and negotiations with the first-ranked firm will cease. Negotiations will then begin with the next-ranked firm. This process will continue until the city reaches an agreement and successfully finalizes a contract.

CONFLICT OF INTEREST NOTICE TO PROPONENTS

All firms, subcontractors, and their employees are notified and advised to avoid potential conflicts of interest. Full and prompt disclosure of involvement in any project or services to other clients that could conflict with the financing, construction, operation, and management of the city’s projects must be provided to the city in the technical response of the firm’s proposal and during the development of the assignment, so that any real or potential conflicts of interest can be identified and avoided.

In any situation where the Proponent, including joint venture partners, parent or subsidiary companies, or affiliates under common control, provides services or work under another contract with the city and a dispute, claim, or conflict of interest arises between the city and such Proponent under this or another agreement, the city may, at its sole discretion, suspend all existing work under this contract and may or may not award additional work to the Proponent until the dispute, claim, or conflict is resolved to the city’s satisfaction. If the city takes such action, the Proponent is not entitled to any additional costs of any kind resulting from it, except that the Proponent may be paid for authorized services provided before the suspension. This provision is not exclusive and is in addition to any rights and remedies the City may have under this contract, other agreements, or applicable law.

BIDDER’S ACKNOWLEDGEMENTS

The Bidder agrees to all the terms and conditions outlined in the Instructions to Bidders. This Bid will stay open for acceptance for sixty days after the Bid opening, or for an extended period if the Bidder agrees to in writing at the Owner's request.

BIDDER’S CERTIFICATION

Bidder certifies that:

This bid is genuine and not submitted on behalf of any undisclosed individual or entity. It is also not made in accordance with any collusive agreement or rules of any group, association, organization, or corporation.

Bidder has not directly or indirectly encouraged or solicited any other Bidder to submit a false or sham submission.

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Bid: The Bidder has not solicited or coerced any person or organization to refrain from bidding; and Bidder has not engaged in corrupt, fraudulent, collusive, or coercive practices while competing for the Contract.

For this, “Corrupt practice” means offering, giving, receiving, or soliciting anything of value likely to influence the actions of a public official in the bidding process.

“Fraudulent practice” means intentionally misrepresenting facts to (a) influence the bidding process to the detriment of the Owner, (b) set bid prices at artificially non-competitive levels, or (c) deprive the Owner of the benefits of free and open competition.

“Collusive practice” means a scheme or arrangement among two or more Bidders, with or without the Owner's knowledge, intended to set bid prices at artificial, non-competitive levels; and “Coercive practice” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the bidding process or the execution of the Contract.

BASIS OF BID

The Bidder acknowledges that the quantities listed for unit price items may be subject to change. If the amounts of any work items are increased, the Bidder agrees to perform the additional work at the specified unit prices. If the quantities decrease, the Bidder understands that payment will be based on the actual quantities at the bid unit prices, and no claims will be made for expected profits due to the decrease. Exact quantities will be determined upon completion of the work, and the contract amount will be adjusted accordingly through an increase or decrease.

Required Oral Presentations/Interviews Responsive Proponents must deliver an oral presentation of their solution to the city’s Evaluation Committee. These presentations will be scheduled with the representatives of the key personnel listed in the proponent’s proposal, as well as those with decision-making authority and the ability to bind the Proponent. They must be prepared to speak on behalf of and for the Proponent.

Participants in the oral presentation will notify responsive Proponents of the date, time, and location, if required. It will also provide an agenda or topics for discussion.

The city reserves the right to negotiate the fee and Scope of Services with the highest-ranked Proposer. If negotiations fail, the city reserves the right to negotiate with the next-ranked Proposer. An award recommendation will be made to the Proposer with whom contract negotiations are successful.

The EC may provide a list of topics for discussion. Individuals or firms will have equal time to present, but the question-and-answer period may vary in length. Proposers might be asked to demonstrate the nature of their proposed solution to the SC. After receiving submissions, all firms will receive a description of and arrangements for the required demonstration. A copy of the demonstration (in hard copy, on DVD, on CD, or a combination of these) should be provided to the Purchasing Agent during the meeting to be kept in the Purchasing files.

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PROPOSAL EVALUATION – SELECTION CRITERIA

The city's selection of a firm must be based on the competence and qualifications demonstrated by the firm to provide the required type of service. Each proposal will be evaluated and scored through a process conducted by the city's staff.

The Proposer's submission must thoroughly address the requirements outlined in this solicitation, including the firm's experience, knowledge, and ability to provide skilled and qualified support staff. The proposal should not include any exclusions, conditions, or provisions that alter the request. The city aims to select the most qualified firm to meet its needs.

The award of this RFP is based on evaluation criteria that are considered the lowest responsible and responsive bidder.

Proposal Submission Deadline: Responses to this RFP must be submitted online by or before Thursday, October 30, 2025, 2 PM EST - Timestamp governed by Bidnet.

Proposal Duration: Proposals submitted in response to this RFP must remain valid for one hundred twenty calendar days from the proposal submission deadline. The post-award grant process includes implementing the grant, reporting progress, ensuring compliance, and fulfilling the closeout requirements.

The Award Announcement and Grant Obligation notice will detail all Federal and State project funding allocated to the contract recipient. It is expected that the project will commence, and all expenses will be documented.

Please note that prices may be negotiated in the best interest of the city after scoring is completed.

Total points awarded for cost will be determined by applying the following formula:

(Lowest Overall Cost /Proposer’s Price) x 20 (Cost Bid Form) = Price Score

PROPOSAL EVALUATION – SELECTION CRITERIA

The city's selection of a firm will depend on the firm's demonstrated competence and qualifications to deliver the required service. Each proposal will be reviewed and scored by the city's staff. The proposer’s submission must fully address the requirements listed in this solicitation and demonstrate the firm’s experience, knowledge, and ability to provide knowledgeable and qualified support staff. The proposal must not contain any exclusions, conditions, or provisions related to the request. The city intends to select the most skilled firm to meet its needs.

The award will be based on, but not limited to, the following factors:

EVALUATION CRITERIA DESCRIPTION: MAXIMUM

POINTS

Qualifications and Relevant Experience: Relevant experience on similar projects that align with the ability to design, produce, install, and survey signage. In addition to the qualifications outlined in the Scope of Services, the objectives are to provide key deliverables.

Technical Approach and Project Understanding: Providing a clear schedule, working in conjunction with city officials. Understanding all facets required, including, but not limited to, site assessments, permits, inspections, warranties, installation, fabrication and prototyping, surveys, audits, and wayfinding. This requires a final inspection for approval and project closeout.

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References and Past Performance: Proposer’s experience on projects of a similar nature, scope, complexity, and duration, along with proof of successful completion on time and within budget over the past three years. Qualified candidates include, but are not limited to, those with technical experience in performing work of a similar nature, a proven record of completing work on schedule, the strength and stability of the firm, the technical expertise and stability of proposed subcontractors, and positive client references. Additional factors include, but are not limited to, key personnel in related work, the logic of the project organization, the sufficiency of labor commitment, and an agreement on restrictions regarding changes in key personnel.

Cost Proposal: Evaluates the Proposer’s total bid cost for the required services. Assesses the reasonableness of the proposed price schedule and expenses. Compares the competitiveness of this amount with other bids received. Ensure the data supporting the quoted figures is sufficient. Consider the basis on which prices are quoted. Identifies potential costs and charges related to the implementation and administration of this RFP that the city should account for, which must be included in the proposal. Each Cost Proposal must also include a detailed list of all expenses or fees the Proposer considers as Additional Services, payable directly to a Sub- Contractor or Vendor. These expenses must be based on actual costs incurred, with no markup for overhead or profit.

MAXIMUM SCORING POINTS TOTAL 100

* Total points awarded for price will be calculated using the following formula: (Lowest Overall Proposer’s Price) x 20 = Financial Proposal Score.

Please note that prices may be negotiated in the best interest of the city after the scoring is completed.

In its sole discretion, the City of South Fulton reserves the right to reject or accept any submittal it deems non-responsive. If the City cannot reach an agreement with any initially selected firm or team, it reserves the right to begin negotiations with the next highest-ranked firm or team.

The City of South Fulton may select a firm without conducting an interview or may decide to interview only a few applicants.

OVERVIEW OF PROPOSAL REQUIREMENTS

Proposers must submit proposals following the content and format requirements outlined in this RFP.

Proposals should be well-organized and structured so that materials can be easily located within the document.

The city reserves the right to request additional information that it deems necessary to verify that the Proposer’s competence, the number of qualified employees, business organization, and financial resources are sufficient to perform according to the contract. The city will determine, at its sole discretion, whether any aspect of the Proposal meets the requirements outlined in this section.

Response packages do not need to be professionally produced or packaged. Regarding the Evaluation Criteria: each firm has a continued obligation to update the city with any material changes to the requested information. The city reserves the right to seek additional information from interested individuals or firms. To ensure consistency, proposals must adhere to the format outlined below. Paper size: 8½” x 11”. Larger charts and graphs may be included if folded neatly to 8½” x 11” and the required items, listed below in the order specified, with tabs between sections, are included.

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The Proposal is to include the appropriate and requested information in enough detail to demonstrate the Proposer’s knowledge, skills, and abilities to provide the requested services. It will be reviewed and evaluated based on each Proposer’s responses to the criteria described below.

Provide answers below. If you are submitting a response as a joint venture, please respond to each question for each entity that forms the joint venture. When an entire response cannot be entered, a summary, followed by a page number reference where a complete response can be found, is acceptable.

Evaluation Criteria Tab Number

Section 1 – Company Information

Tab 1

The purpose of the Executive Summary is to provide an overview of the Proponent’s qualifications to accomplish the project. At a minimum, the Company Information Summary must contain the following information:

Company's local name, address, and telephone number Primary local contact person(s) and telephone number(s) Total number of the company's local full-time employees

The year the company was established.

Description of the company's background and size.

Description of the company’s corporate structure, including whether the company is. Under the control of any other corporation or organization. Include the legal status of the organization.

Section 2 – Organizational Qualifications/Personnel:

Tab 2

Provide the organization’s experience and ability to provide the Scope of Work described in Appendix A.

Describe the Responder's experience, capabilities, and other qualifications for this project.

How many years has the proposer operated under the current company name?

Has the proposer ever been debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from doing business with a Federal, State, or local government agency?

Statem…