RFP 25_198_T Engineering Design Services Gene.pdf

REQUEST FOR PROPOSAL

(RFP) 25-198-T

Engineering Design Services for Generator Installation at Roswell Water Treatment Plant

Funded by FEMA Hazard Mitigation Grant Program

All City of Roswell formal solicitations are posted to the City’s designated website1. The designated website will also be used by Offerors as the sole means of responding to the solicitation. A schedule of events and all other information, including standard instructions specific to the relevant solicitation are posted to the website. This document represents the special elements unique to these Requests for Proposals.

Note:

1. If required, Insurance provisions detailed below and/or posted with the solicitation will apply. However, the COI and Additional Insured Endorsement (or proof of blanket Additional Insured Coverage) will be required prior to execution of any contract, but not before.

2. The Sample Contract (if included in this Solicitation) will be the basis for contract and Offerors should consider the included terms and conditions in developing their questions and/or responses. Do not submit the Sample Contract with your offer. Final contracts will be routed for signature using DocuSign software.

3. Required documents will be attached in Bonfire and must be must be submitted with your proposal.

Proposals and Questions must be posted to the City of Roswell Purchasing Website Portal, Bonfire (Link below) https://roswellgov.bonfirehub.com/portal/?tab=openOpportunities

Microsoft Teams Need help?

Join the meeting now

Meeting ID: 217 981 553 028 3 Passcode: UU3af2qG

Task

Date

RFP Release June 26, 2025

Deadline for Questions July 10, 2025, 4:00PM Est.

Proposal Submission Deadline July 24, 2025, 2:00PM Est.

Selection and Notification TBD

As a proposer you are welcome to visit the secure site by calling the Water Treatment Plant and schedule a visit with Jessie. Call 770-641-3816.

https://roswellgov.bonfirehub.com/portal/?tab=openOpportunities https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDE0MjJkMjUtMGU1Yy00ZGYzLTk0YzUtM2NmM2JlY2FhNDIw%40thread.v2/0?context=%7b%22Tid%22%3a%2263b7f8af-4de1-4dab-9416-0761fb64698d%22%2c%22Oid%22%3a%22837882ae-220b-4478-ad4c-156d435b9504%22%7d

I. INTRODUCTION

The City of Roswell, Georgia invites qualified engineering firms to submit proposals to provide engineering design services for the installation of a generator at the Roswell Water Treatment Plant.

This project is funded by a Hazard Mitigation Grant Program (HMGP) through GEMA and the Federal Emergency Management Agency (FEMA) and is subject to all applicable federal requirements.

II. PROJECT BACKGROUND

In 2025, the City of Roswell received HMGP funding to install a 1000kW, 480V, three-phase generator at its Water Treatment Plant. The generator has been purchased, and its location was finalized during the pre-application process. The location of the generator cannot be changed. The city seeks professional engineering services to provide construction drawings and specifications and provide limited construction oversight.

III. SCOPE OF WORK

The selected firm will provide the following services:

• Design Services:

o Signed and Stamped Construction drawings and technical specifications for:

▪ Concrete generator pad

▪ Electrical cable and conduit routing

▪ Integration with existing automatic transfer switch located inside the Water

Treatment Plant.

▪ Water line relocation (existing 2-inch line under generator pad)

• Compliance:

o Designs must comply with the National Electrical Code and all applicable Generator

Codes and Standards o Design package must be signed and sealed by a licensed Professional Engineer (PE)

• Deliverables:

o Signed and sealed construction drawings and technical specifications for the installation of the generator.

o Engineer’s opinion of probable cost (EOPC) o Construction support services (assume 15 hours for installation certification) o A PE license copy must be submitted.

Assumptions:

• Permitting and bidding support are NOT required

IV. FEDERAL REQUIREMENTS

This project is funded by a FEMA Hazard Mitigation Grant. All federal procurement and contracting requirements must be met, including but not limited to:

• Compliance with 2 CFR Part 200 (Uniform Guidance)

• Inclusion of required provisions per Appendix II to 2 CFR Part 200

• Not being listed on the SAM.gov debarment list

• Compliance with Equal Employment Opportunity, Davis-Bacon Act (if applicable), Anti-

Lobbying, and Buy America provisions

• Proper recordkeeping and audit compliance

• Required documents will be placed in Bonfire our procurement portal.

V. PROPOSAL EVALUATION CRITERIA

Evaluation Criteria Weight

General Firm Information 5 points

Professional Qualifications 35 points

Evaluation Criteria Weight

Experience of Similar Projects 35 points

Price 25 points

VI. PROPOSAL SUBMISSION REQUIREMENTS

1. General Firm Information (2-page limit) (5pts)

• Firm background, structure, ownership, past litigations regarding past work performance.

• Subconsultant roles and work percentages

• Office locations and staffing

• Exceptions to City’s terms, litigation, or termination history

• Unique qualifications and staffing process

2. Professional Qualifications (35pts)

• Project Manager and Key Staff

• Organizational Chart

• Resumes (max 2 pages each)

• Percent availability, experience, and relevant project roles

3. Experience on Similar Projects (35pts)

• Up to three (3) relevant projects completed in the past 5 years

• Include client references, costs, timelines, challenges, and outcomes

4. Price Proposal (25pts)

• Total cost broken down by labor hours and materials

• Include hourly rates and estimated total hours

• The Offeror shall submit a Cost Proposal for services required to provide all project deliverables as generally described in the Scope of Work. The Cost Proposal must provide a sum total for all costs proposed to provide these deliverables.

5. Federal Compliance Statement

• Affirm compliance with 2 CFR Part 200 and related federal regulations

• State SAM.gov registration and certification of non-debarment

• AM Best rating

V. Contract Term

The term of the CONTRACT shall begin on the Execution Date above, and shall be for the duration of the project, terminating with final acceptance by the City of all required deliverables and payment to contractor for those deliverables unless sooner terminated as permitted herein, or unless extended by agreement of the parties set forth in writing. The CONTRACTOR is required to submit to the City a

Certificate of Insurance and additional insured endorsement prior to commencing work. In addition, the work will be scheduled as agreed upon by the parties.

V1. General Insurance Requirements

The Offeror shall provide the City of Roswell with a certificate of insurance, along with an additional insured endorsement to the address listed under Section 1.1 indicating the existence of the policies prior to the beginning of the contract term. Each policy shall contain a valid provision or endorsement that the policy may not be canceled without giving thirty (30) days written notice thereof to the City of Roswell representative named in the contract. A renewal policy or certificate shall be delivered to the City of

Roswell at least thirty (30) days prior to the expiration date of each expiration policy. If at any time, any of the policies shall be or become unsatisfactory to the City of Roswell as to form or substance, or any of the carriers issuing such policies shall be or become unsatisfactory to the City of Roswell, the Offeror shall deliver to the City of Roswell representative upon demand a certified copy of any policy required herein for review. The additional insured endorsement shall state that the City of Roswell is additionally insured – statements on Certificates of Insurance will not meet this requirement. The requirement is typically met through a separate, signed form, or by means of providing sections of the insurance policy that make broad statements regarding additional insured status as it relates to contractual relationships.

All insurance documents should be sent directly from the Insurance Company to purchasing@roswellgov.com with a copy to the contractor (if required by the contractor). The limits will be posted to the project website.

mailto:purchasing@roswellgov.com

PROPOSAL LETTER AND CERTIFICATION

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

IN THE REJECTION OF YOUR PROPOSAL.)

We propose to furnish and deliver any and all of the deliverables and services named in the attached RFP# 25-198-T for the City of Roswell for which prices have been set. The price or prices offered herein shall apply for the duration of the Project. This contract is a Firm Fixed Price contract.

It is understood and agreed that this proposal constitutes an offer, which when accepted in writing by the City of

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

It is understood and agreed that we have read the City’s scope of work and specifications shown or referenced in the RFP and that this proposal is made in accordance with the provisions of such scope of work and specifications.

By our written signature on this proposal, we guarantee and certify that all items included in this proposal meet or exceed any and all such City scope of work and specifications described in this RFP. We further agree, if awarded a contract, to deliver goods and services which meet or exceed the specifications. The City reserves the right to reject any or all proposals, waive technicalities, and informalities, and to make an award in the best interest of the City.

It is understood and agreed that this proposal shall be valid and held open for a period of one hundred eighty (180) calendar days from the proposal opening date.

PROPOSAL SIGNATURE AND CERTIFICATION

I certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal (“Offeror”) for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the proposal and certify that I am authorized to sign this proposal for the Offeror. I further certify that the provisions of O.C.G.A.

§ 45-10-20, et seq. have not been violated and will not be violated in any respect.

Authorized Signature for Offeror

Print/Type Signatory Name

Print/Type Signatory e-mail

Print/Type Offeror (Company) Name Here ______________________________________

Date ________________________

PRICING

FOR

ENGINEERING DESIGN GENERATOR

RFP 25-198-T

TOTAL COST: $ __________________________

TOTAL COST (IN WORDS): ____________________________________

MATERIALS COST: $ ___________________________________________

ESTIMATED TIME TO COMPLETE: _________________________________

Authorized Signature _______________________________

Company Name ___________________________________

Print Name and Title _______________________________

Email Adress _____________________________________

This document will be placed as a requested document in Bonfire.

Do not include State or Local Sales Tax. This City is tax exempt.

SAMPLE CONTRACT – DO NOT SUBMIT WITH OFFER

City of Roswell

CONTRACT AGREEMENT

RFP #25-198-T

This Agreement made and entered into on the execution date by and between the City of Roswell, Georgia, having its principle place of business at 38 Hill Street, Roswell GA 30075 and having its principle place of business at .

WHEREAS, the City of Roswell has caused Request for Proposals# 25-198-T to be issued soliciting statements of qualification from qualified contractors to furnish all items, labor services, materials and appurtenances called for by them in accordance with this contract. Selected Contractor is required to provide the services as called for in the Statement of Work; and

WHEREAS, the Contractor submitted a proposal in response to the RFP; and

WHEREAS, the Contractor’s proposal was deemed by the City of Roswell to be the proposal most advantageous to the City.

NOW THEREFORE, in consideration of the mutual covenant and promises contained herein, the parties agree to compensation according to the agreed upon amount of $ for services to be provided as follows:

Engineering Design Services for Generator Installation at Roswell Water Treatment Plant

1. Statement of Work The Contractor agrees to provide all Services and comply with all requirements specified in the Statement of Work, attached and incorporated as Contract Attachment C. The Statement of Work stands as the final negotiated and detailed elements of work required by the contract.

2. Term of Contract See RFP Special Elements.

3. Independent Contractor

3.1 The Contractor shall be an independent Contractor.

The Contractor is not an employee, agent or representative of the City of Roswell. The successful

Contractor shall obtain and maintain, at the Contractor’s expense, all permits, license or approvals that may be necessary for the performance of the services. The Contractor shall furnish copies of all such permits, licenses or approvals to the City of Roswell Representative within ten (10) days after issuance of Notice to Proceed.

3.2 No False Representation

Inasmuch as the City of Roswell and the Contractor are independent of one another neither has the authority to bind the other to any third person or otherwise to act in any way as the representative of the other, unless otherwise expressly agreed to in writing signed by both parties hereto. The Contractor agrees not to represent itself as the City’s agent for any purpose to any party or to allow any employee of the Contractor to do so, unless specifically authorized, in advance and in writing, to do so, and then only for the limited purpose stated in such authorization. The Contractor shall assume full liability for any contracts or agreements the Contractor enters into on behalf of the City of Roswell without the express knowledge and prior written consent of the City.

3.3 Invoices

The Contractor may submit progress invoices on a monthly basis for all Services performed in the preceding month. The City of Roswell shall pay undisputed portions of each milestone progress invoice within thirty

(30) days of the date of the invoice.

4. Indemnification The Contractor agrees to indemnify, hold harmless and defend the City from and against any and all liabilities, suits, actions, legal proceedings, claims, demands, damages, costs and expenses (including attorney’s fees) rising out of any negligent act or omission of the Contractor, its agents, subcontractors or employees in the performance of this Contract.

5. Insurance See RFP, Section 6.

6. Termination

6.1 Notice

Any other provisions of this agreement notwithstanding, each party has the right to terminate this

Agreement if the other party breaches or is in default of any obligation hereunder which default or breach is incapable of cure or which, being capable of cure, has not been cured within thirty (30) calendar days after receipt of written notice of such default (or such additional cure period as the non-defaulting party may authorize in the written notice). In addition, if at any time after commencement of the Services, the City of Roswell shall, in its sole reasonable judgment, determine that such Services are inadequate, unsatisfactory, no longer needed, or substantially not conforming to the descriptions, warranties, or representations contained herein, the City may terminate this Agreement upon thirty

(30) days written notice to the Contractor.

6.2 Termination for Lack of Funds

If funds are not appropriated or otherwise made available to support continuation in any fiscal year succeeding the first fiscal year, this Contract will be terminated automatically as of the beginning of the fiscal year for which funds are not available. The Contractor may not recover anticipatory profits or costs incurred after termination.

6.3 Immediate Termination

The City of Roswell may terminate the agreement immediately without prejudice to any other right of action or remedy if the Contractor:

6.3.1 Cause for Immediate Termination

Becomes insolvent, makes a general assignment for the benefit of creditors, files a voluntary petition of bankruptcy, suffers or permits the appointment of a receiver for its business or assets, or becomes subject to any proceeding under any bankruptcy or insolvency law, whether domestic or foreign, or has wound up or liquidated, voluntarily or otherwise. In the event that any of the above events occur, the Contractor shall immediately notify the City of Roswell of each occurrence.

6.3.2 Additional Causes for Immediate Termination

After five (5) days written notice fails to:

6.3.2.1 Maintain the required insurance, or;

6.3.2.2 In any other manner to perform the requirements of the RFP.

6.4 Anticipatory profits or costs incurred

The Contractor, subcontractors/suppliers/sub-suppliers may not recover anticipatory profits or costs incurred after notice termination, if such costs could reasonably have been avoided after notice was provided.

6.5 Compliance with All Laws and Licenses

The Contractor must obtain all necessary licenses and comply with local, state and federal requirements. The Contractor shall comply with all laws, rules and regulations of any governmental entity pertaining to its performance under this Agreement.

7. Assignment

The Contractor shall not assign or subcontract the whole or any part of this Agreement without the City of Roswell’s prior written consent.

8. Amendments in Writing

No amendments to this Agreement shall be effective unless it is in writing and signed by duly authorized representatives of the parties.

9. Drug-Free and Smoke-Free Workplace

A drug-free and smoke-free workplace will be provided for the Contractor’s employees during the performance of this Agreement; and

The Contractor will secure from any subcontractor hired to work in a drug-free and smoke-free work place a written certification so stating and in accordance with Paragraph 7, subsection B of the Official Code of Georgia Annotated Section 50-24-3.

The Contractor may be suspended, terminated, or debarred if it is determined that:

1. The Contractor has made false certification herein; or

2. The Contractor has violated such certification by failure to carry out the requirements of Official Code of Georgia

Annotated Section 50-24-3.

10. Governing Law

This Agreement shall be governed in all respects by the laws of the State of Georgia.

11. Policy on Hiring Non-Resident Aliens

The final award of a contract is contingent upon compliance with O.C.G.A. 13-10-91 and

Chapter 300- 10-1 of the Rules of the Georgia Department of Labor, and the Contractor certifying to the City that it, and all its subcontractors, has registered and currently participates in the federal work authorization program to verify information of all new employees with respect to all public employers, contractors, or subcontractors. Contractor may be suspended, terminated, or debarred if it is determined that the Contractor has made false certification or that the Contractor has violated such certification by failure to carry out this requirement.

12. Inclusion and Precedence of Documents

The Referenced RFP, any files identified as “documents” or “addenda” that are uploaded to the Bonfire Project website, and the Contractor’s Proposal submitted in response thereto, including any best and final offer, are incorporated in this Agreement; form an integral part of this agreement; and, are attached hereto as follows:

ATTACHMENTS:

Attachment A - RFP Number: 2 5 - 1 9 8 - T (Including all files identified as “documents” or

“addenda”) Attachment B - Proposers Offer – Including any BAFO and Final Pricing

Attachment C – Statement of Work

In the event of a conflict in language between this Agreement and the foregoing documents incorporated herein, the provisions and requirements set forth in this Agreement shall govern.

In the event of a conflict between the language of the RFP, as amended, and the Contractor’s proposal, the language in the former shall govern.

13. Subcontractors

The lowest responsive and responsible Offeror will be the prime contractor, if a contract is awarded, and shall be responsible, in total, for all work of any subcontractors. The City of

Roswell reserves the right to approve all subcontractors. The Contractor shall be responsible to the City of Roswell for the acts and omissions of all subcontractors or agents and of persons directly or indirectly employed by such subcontractors, and for the acts and omissions of persons employed directly by the Contractor. Further, nothing contained within this document or any contract documents created as a result of any contract award derived from this RFQ shall create any contractual relationships between any subcontractor and the City of Roswell.

14. Compliance with Workers Compensation Act

The Contractor is required to supply the City of Roswell with proof of compliance with the

Workers’ Compensation Act while performing work for the City of Roswell. Neither the

Contractor nor its employees are employees of the City of Roswell. Proof of compliance must be received at the address listed under Section 1.1 within acceptable time limits established by the contract. If the Contractor does not meet the State’s requirement for workers’ compensation coverage, the certificate of insurance shall state that the contractor waives subrogation in regard to workers’ compensation.

15. Substitutions and Change Orders

NO substitutions of material, schedule cancellations, or change orders are permitted after contract award without written approval by the City Administrator. Where specific employees are proposed by the Offeror for the work, those employees shall perform the work as long as those employees work for the Contractor, either as employees or subcontractors, unless the

City of Roswell agrees to a replacement. Requests for any substitution will be reviewed and may be approved by the City of Roswell at its sole discretion. Verbal agreements to the contrary will not be recognized.

16. Invoicing and Payment

The City of Roswell agrees to pay the Offeror in current funds for the performance of the contract. Unless otherwise noted in the RFQ Special Elements, the successful Offeror will be paid upon completion of work and acceptance of the items or services, the Offeror shall submit an invoice detailing the appropriate charges as currently allowed.

The City will process approved payment requests under this project to the awarded

Contractor. Payment to subcontractors and suppliers is the responsibility of the awarded

Contractor. The City will not entertain any other payment arrangements.

Invoices shall be submitted to:

Roswell Finance Department Attn: Accounts Payable invoices@roswellgov.com 38 Hill Street Roswell, GA 30075

Upon receipt of invoice and inspection and acceptance of the items, the City of Roswell will render payment. All such invoices will be paid within thirty (30) days by the City of Roswell unless any items thereon are questioned, in which event payment will be withheld pending verification of the amount claimed and the validity of the claim. The Offeror will provide complete cooperation during any such investigation.

No sales tax will be charged on any orders.

Successful Offeror(s) must provide the city with a completed and signed W-9

17. Deliveries

In the event there are to be deliveries on site, all goods and materials will be F.O.B.

Destination, Freight Prepaid and Allowed. The onsite delivery address will be within the City of Roswell City Limits, with a specific address to be provided by the City upon request. Unless otherwise noted, the delivery address will correspond to the site of the work in question or as directed by the department.

No freight or postal charges will be paid by the City of Roswell unless such charges are included and accepted in the proposed price and awarded by contract. The Offeror, at

Offeror’s expense, will arrange to have someone onsite to inspect and accept delivery. The

Offeror has sole responsibility for securing all materials at the project site. Offeror shall transfer and deliver to the department named all of the goods and/or services described in this solicitation for the consideration set forth herein. Risk of loss of the goods shall pass to the department upon acceptance only. The title to the goods shall remain with vendor until acceptance by the department.

mailto:invoices@roswellgov.com

18. Compliance with Laws

The Contractor must, in performance of work under the contract, fully comply with all applicable federal, state, or local laws, rules and regulations, including, but not limited to, the

Civil Rights Act of 1964, the Age Discrimination Act of 1975, the Americans with Disabilities

Act of 1990, and Section 504 of the Rehabilitation Act of 1973. Any subletting or subcontracting by the Offeror subjects subcontractors to the same provision. The Offeror agrees that the hiring of persons to perform the contract will be made on the basis of merit and qualifications and there will be no discrimination based upon race, color, religion, creed, political ideas, sex, age, marital status, physical or mental disability, or national origin by the persons performing the contract.

19. Gratuities, Kickbacks, and Rebates

Gratuities. It shall be unethical for any person to offer, give, or agree to give any City of

Roswell Employee, Official, or Agent, or for any City of Roswell Employee, Official, or Agent to solicit, demand, accept, or agree to accept from another person, a gratuity, rebate or an offer of employment in connection with any decision, approval, disapproval, recommendation or preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a Contract or subcontract, or to any solicitation or proposal therefore in any manner inconsistent with the State of Georgia’s Department of Administrative Services

Gratuity Policy.

Kickbacks. It shall be unethical for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a Contract to the prime contractor or higher tier subcontractor, or any person associated therewith, as an inducement for the award of a subcontract or order.

Rebates. It shall be unethical for any rebate to be offered for the sole purpose of inducement.

Rebates normally or routinely offered to all customers for the purchase of their Goods and

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

20. Entire Agreement

This Agreement constitutes the entire Agreement between the parties with respect to the subject matter contained herein; all prior agreements, representations, statements, negotiations, and undertakings are suspended hereby. Either party has relied on any representation, promise, or inducement not contained herein.

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly executed by their duly authorized officers as of the day and year set forth next to each signature.

CITY OF ROSWELL: CONTRACTOR:

By: By:

Title: Title:

Name: Name:

Date: Date:

______________________________ Date: _______________________________ City Clerk

(Seal)