RFP 25_289 Packet.pdf

REQUEST FOR PROPOSALS

RFP Number:

25-289

RFP Title:

On Call Professional Services–Engineering and Park Design & Related Services

RFP Due Date and Time:

Local Time: October 16, 2025, 2:00pm et

Number of Pages: 30

ISSUING DEPARTMENT INFORMATION

Issue Date: September 9, 2025

City of Johns Creek Public Works Department 11360 Lakefield Road Johns Creek, Georgia 30097

Phone: 678-512-3233 Fax: 678-512-3286 Email: purchasing@johnscreekga.gov Website: www.johnscreekga.gov

INSTRUCTIONS TO OFFERORS

Submitting Request for Proposals (RFP):

All bid submissions shall be submitted electronically and with hard copies (6) in person/mail at City Hall prior to 2:00 pm et October 16, 2025.

Six (6) copies of technical proposals and (1) printed copy of required forms and documents (1) flashdrive containing technical proposal & required forms & documents shall be submitted.

All questions must be submitted via BidNet no later than 5:00 pm on October 2, 2025. Answers to questions & Addendums will be posted on BidNet.

Non-Mandatory Pre-Bid Conference will take place 10:00AM September 18, 2025, at City Hall (1st FL.).

Details are in Appendix A (Page 22) of the RFP.

Special Instructions:

Electronic & In-person Submission: Register for BidNet at:

https://johnscreekga.gov/departments/finance/bids-rfps/ click register and view quote/RFP opportunities.

Envelope #1 loose in envelope/box Submission:

1. Required RFP forms (1 printed copy and 1 PDF in BidNet). W9, E-verify, 50-36-1, submittal, cover page, drug free workplace. Addendums etc...(1 copy)

2. Technical Proposal: Defined in Section 3.0 (proposal defines RFP) (6 hard copies & 1 copy in BidNet) No cost proposals shall be submitted in envelope #1 or unsealed.

Envelope #2 (1 hard copy and 1 PDF in BidNet) Submission:

Cost Proposal Appendix B shall be enclosed sealed marked “Envelope 2 Cost Proposal-Firm Name”

IMPORTANT: SEE STANDARD TERMS AND CONDITIONS

OFFERORS MUST COMPLETE THE FOLLOWING

Offeror Name/Address:

Authorized Offeror Signatory:

Offeror Phone Number: Offeror Print Name:

Offeror Federal I.D. Number & E-verify #:

EIN#:__________________E-verify#___________

Offeror E-mail Address:

OFFEROR’S RFP CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Johns Creek

1. _______ Read the entire document. Note critical items such as: mandatory requirements;

supplies/services required; submittal dates; number of copies required for submittal; funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. _______ Note the procurement officer's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information for any questions you may have.

3. _______ Attend the RFP pre-bid conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP.

4. _______ Take advantage of the “question and answer” period. Submit your questions online in BidNet by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP. All addenda issued for an RFP are available online in BidNet and will include all questions asked and answered concerning the RFP.

5. _______ Follow the format required in the RFP. When preparing your response, provide point-by-point responses to all sections in a clear and concise manner.

6. _______ Provide complete answers/descriptions. Read and answer all questions and requirements.

Don’t assume the City or evaluation committee will know what your company’s capabilities are or what items/services you can provide, even if you have previously contracted with the City. The Request for Proposals is evaluated based solely on the information and materials provided in your response.

7. _______ Use the forms provided, i.e., cover page, required documents, certification forms, etc.

8. _______ Check for RFP addenda. Before submitting your response, check online in BidNet for any addenda the City has issued. Submission of Bid acknowledges receipt of addendums.

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

10. _______ Submit your response on time. Note all the dates and times listed in the Schedule of Events and within the document, and be sure to submit all required items on time. Late proposalss are never accepted.

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

TABLE OF CONTENTS

INSTRUCTIONS TO OFFERORS

OFFEROR’S RFP CHECKLIST

TABLE OF CONTENTS

1.0 INTRODUCTION

1.1 PURPOSE OF PROCUREMENT

1.2 ELIGIBILITY/RFP / QUALIFICATIONS

1.2.1 PROPOSALS / STATEMENT OF QUALIFICATIONS CERTIFICATION

1.3 SCHEDULE OF EVENTS

1.4 RESTRICTIONS ON COMMUNICATIONS WITH STAFF

1.5 DEFINITION OF TERMS

1.6 DESCRIPTION OF REQUIREMENTS

1.6.1 RESULTING CONTRACT

1.6.2 MANDATORY REQUIREMENTS

1.6.3 UNDERSTANDING OF SPECIFICATIONS AND REQUIREMENTS

1.6.4 OFFEROR’S SIGNATURE

1.7 SUBMITTING A PROPOSAL

1.7.1 ORGANIZATION OF PROPOSALS

1.7.2 FAILURE TO COMPLY WITH INSTRUCTION

1.7.3 COPIES REQUIRED AND DEADLINE FOR RECEIPT OF PROPOSALS

1.7.5 LATE PROPOSALS

1.8 REQUIRED REVIEW

1.8.1 REVIEW RFP

1.8.2 FORM OF QUESTIONS

1.8.3 CITY’S ANSWERS

1.8.4 STANDARD TERMS AND CONDITIONS/STANDARD CONTRACT

1.8.5 PROJECT OVERSIGHT AND STAFFING

2.0 RFP STANDARD INFORMATION

2.1 AUTHORITY

2.2 OFFEROR COMPETITION

2.3 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION

2.3.1 PUBLIC INFORMATION

2.3.2 PROCUREMENT OFFICER REVIEW OF PROPOSALS

2.4 CLASSIFICATION AND EVALUATION OF PROPOSALS

2.4.1 INITIAL CLASSIFICATION OF PROPOSALS AS RESPONSIVE OR NON-RESPONSIVE

2.4.2 DETERMINATION OF RESPONSIBILITY

2.4.3 EVALUATION OF PROPOSALS

2.4.4 COMPLETENESS OF PROPOSALS

2.4.5 EVALUATION COMMITTEE RECOMMENDATION

2.5 CITY’S RIGHTS RESERVED

3.0 MANDATORY REQUIREMENTS (RESPONSE REQUIRED IN TECHNICAL

PROPOSALS)

3.1 BACKGROUND INFORMATION

3.2 TECHNICAL PROJECT OVERVIEW

3.3 DESCRIPTION OF TASKS

3.4 GENERAL INFORMATION

4.0 REQUEST FOR PROPOSALS SUBMISSION AND EVALUATION

4.1 PROCESS FOR SUBMITTING PROPOSALS

4.1.1 PREPARATION OF PROPOSALS

4.1.2 PACKAGING OF PROPOSALS

4.1.3 NUMBER OF PROPOSALS- HARD COPIES

4.1.4 SUBMISSION OF PROPOSALS

4.2 EVALUATION PROCESS

4.2.1 ADMINISTRATIVE REVIEW

4.2.2 MANDATORY REQUIREMENTS REVIEW

4.2.3 TECHNICAL PROPOSAL & COST EVALUATION

4.2.4 INTERVIEWS

4.2.5 SUBMITTAL REQUIREMENTS

4.3 REJECTION OF PROPOSAL/CANCELLATION OF RFP

4.4 CITY’S RIGHT TO INVESTIGATE AND REJECT

4.4.1 OFFEROR INFORMATIONAL REQUIREMENTS

5.0 TERMS AND CONDITIONS

5.1 RFP AMENDMENTS

5.2 REQUEST FOR PROPOSALS WITHDRAWAL

5.3 COST FOR PREPARING REQUEST FOR PROPOSALS

5.4 CONTRACT TERM

5.4.1 RENEWAL

5.5 CONFLICT OF INTEREST

5.6 MINORITY BUSINESS POLICY

5.7 ADA GUIDELINES

5.8 COMPLIANCE WITH LAWS

5.9 GOVERNING TERMS

5.10 INDEMNIFICATION

5.11 CORRECTIONS/CREDITS

5.12 INSURANCE

5.13 CANCELLATION

5.14 INDEPENDENT CONTRACTOR

5.15 NO ASSIGNMENT

5.16 AUDIT

5.17 ATTORNEY’S FEES

5.18 MISCELLANEOUS

APPENDIX A

SCHEDULE OF EVENTS

APPENDIX B

COST PROPOSAL

APPENDIX C

REQUIRED FORMS

1.0 INTRODUCTION

1.1 Purpose of Procurement

The City of Johns Creek, a Georgia (City) is seeking design & engineering firms to provide professional engineering and related services for an annual on-call professional services agreement. Services provided under the on-call consulting agreement may fall under the following categories:

1. Major Road Design, Including Federally Funded Projects

2. Minor Road Design, Including Intersections, Sidewalks/Trails

3. Structural Engineering, Including Bridges

4. Survey, Including Subsurface Utility Engineering (SUE)

5. Geotechnical Engineering and Materials Testing

6. Environmental Studies & Permitting

7. Traffic Studies, Including Intelligent Traffic System (ITS) and Traffic Signal Design

8. Stormwater Engineering, Including Hydrology and Municipal Sanitary Storm Sewer (MS4)

9. Landscape Design, Including Installation Oversight

10. Construction Engineering & Inspection

11. Park Building Architectural Services

12. Park Landscaping Design, Including Irrigation, and Lighting

13. Park Design

The City intends to select a minimum of two firms for each category through a technical proposal / qualification-based selection process and intends to execute on-call consulting agreements (with annual renewal options not to exceed five years). The City will award on-call contracts to firms who can perform more than one category of service. The City shall award a project Task Order Agreement after the completion of a Request for Quote with one or more on-call Contractors when a need for services exists.

Hourly rates (Appendix B) offeror(s) submitted for this RFP shall become part of the on-call professional service contract. Awarded firms shall employ the submitted hourly rate fee schedule on all Request for Quotes in their schedule of values. The City has the right to negotiate with one on-call Contractor.

Consultants who enter into a Task Order Agreement with the City shall collaborate with City staff according to the terms and conditions of this on-call professional services contract and future executed Task Order Agreements.

1.2 Eligibility/RFP / Qualifications

To be eligible for award of a contract in response to this solicitation the Contractor should demonstrate that they, or the principals assigned to the contract, have successfully completed services, as specified in the Technical Specifications/Scope of Services section of this solicitation, and are normally and routinely engaged in performing such services. In addition, the Contractor must have no conflict of interest with regard to any other work performed by the Contractor for the City of Johns Creek.

Contractor should provide the City with credentials supporting their past experience, expertise, including organization, amount of fleet, and labor/manpower, to ensure satisfactory execution of the services contained in the RFP. Contractors should provide a list of projects with similar scope of work, preferably with an emphasis on other governmental agencies, and include clients and past clients, description of project, budget, and contact information (these may be references or in addition).

1.2.1 Proposals / Statement of Qualifications Certification

Pursuant to the provisions of O.C.G.A. 50-5-67(a), the City of Johns Creek hereby certifies that the use of competitive sealed bidding is not practical or advantageous for this acquisition. Accordingly, the City will conduct this procurement through a Request for Proposals (RFP) process. All Technical Proposals /

Statements of Qualifications submitted in response to this solicitation shall be prepared and evaluated in accordance with the requirements and provisions set forth herein.

1.3 Schedule of Events

See APPENDIX A for the detail Schedule of Events.

1.4 Restrictions on Communications with Staff

All questions about this RFP must be submitted online only through BidNet in the following format:

1. Question Citation of relevant section of the RFP

2. Question Citation of relevant section of the RFP

Questions must be submitted online only through the electronic bidding platform, BidNet. To register for free for BidNet, Go to the city website purchasing page https://johnscreekga.gov/departments/finance/bids-rfps/ and follow the link to register for the Georgia Purchasing Group by BidNet.

Additional assistance is available by emailing the City of Johns Creek Purchasing Division at purchasing@johnscreekga.gov . Questions must include the company name and the referenced RFP section.

From the issue date of this RFP until a contractor is selected and the selection is announced, Offerors are not allowed to communicate for any reason with any City staff, elected officials, or other consultants or sub-consultants except through the Issuing Officer named herein, or during the Offeror's conference, or as provided by existing work agreement(s). The City reserves the right to reject the Proposals of any Offeror violating this provision. All questions concerning this RFP must be submitted electronically online via BidNet. No questions other than online will be accepted. No response other than online will be binding upon the City.

1.5 Definition of Terms

OCGA - Official Code of Georgia Annotated (State Statute)

Offeror - Respondent to this Request for Proposals

RFP - Request for Proposals (Qualifications)

1.6 Description of Requirements

The City of Johns Creek has established certain requirements with respect to this Request for Proposals to be submitted by offerors.

Whenever the terms "shall", "must", "will", or "is required" are used in the RFP, the specification being referred to is a mandatory requirement of this RFP. Failure to meet any mandatory requirement will cause rejection of Offeror’s Proposals. Whenever the terms "can", "may", or "should" are used in the RFP, the specification being referred to is a desirable and failure to provide any items so termed may not be cause for rejection, however, may cause a reduction in score awarded.

1.6.1 Resulting Contract

This RFP and any addenda, the Offeror’s RFP response, including any amendments, a best and final offer, and any clarification question responses shall be included in any resulting contract. The City’s contract contains the contract terms and conditions which will form the basis of any contract between the City and the highest scoring offeror(s). In the event of a dispute as to the duties and responsibilities of the parties under this contract, the contract, along with any attachments prepared by the City, will govern in the same order of precedence as listed in the contract.

1.6.2 Mandatory Requirements

To be eligible for consideration, an offeror must meet the intent of all mandatory requirements. The City will determine whether an Offeror’s RFP response complies with the intent of the requirements. RFP responses that do not meet the full intent of all requirements listed in this RFP may be subject to point reductions during the evaluation process or may be deemed non-responsive.

1.6.3 Understanding of Specifications and Requirements

By submitting a response to this RFP, offeror agrees to an understanding of and compliance with the specifications and requirements described in this RFP.

1.6.4 Offeror’s Signature

The Proposals must be signed in ink by an individual authorized to legally bind the business submitting the Proposal. The Offeror’s signature on a Proposal in response to this RFP guarantees that the offer has been established without collusion and without effort to preclude the City of Johns Creek from obtaining the best possible supply or service. Proof of authority of the person signing the RFP response must be furnished upon request.

1.7 Submitting a Proposal

1.7.1 Organization of Proposals

Offerors must organize their Technical Proposal into sections that follow the format of this RFP, with tabs separating each section. A point-by-point response to all numbered sections, subsections, and appendices is required. If no explanation or clarification is required in the Offeror’s response to a specific subsection, the offeror shall indicate so in the point-by-point response or utilize a blanket response for the entire section with the following

Statement: “(Offeror’s Name)” understands and will comply.

1.7.2 Failure to Comply with Instruction

Offerors failing to comply with these instructions may be subject to point deductions. The City may also choose to not evaluate, may deem non-responsive, and/or may disqualify from further consideration any Technical Proposal that do not follow this RFP format, are difficult to understand, are difficult to read, or are missing any requested information.

1.7.3 Copies Required and Deadline for Receipt of Proposals

Offerors must submit (Hard Copies) one original Technical Proposal with Six (6) copies, and one copy on a flash drive to the City of Johns Creek. Hard Copy proposals must be sealed and labeled on the outside of the package to clearly indicate that they are in response to RFP #25-289. Proposals must be received at the receptionist’s desk of the City of Johns Creek City Hall, 11360 Lakefield Drive, Johns Creek, GA 30097, prior to 2:00 pm, Thursday October 16, 2025. An electronic copy must also be uploaded into BidNet. Early submissions are welcomed and will not be opened by the procurement officer until after the RFP closes. Staff will not have access to electronic submissions until after the bid closes and BidNet releases bid results to staff.

1.7.5 Late Proposals

Regardless of cause, late Proposals will not be accepted and will automatically be disqualified from further consideration. It shall be the Offeror’s sole responsibility to ensure delivery at the receptionist's desk at the designated office by the designated time. Late Proposals will not be opened and may be returned to the offeror at the expense of the offeror or destroyed if requested.

1.8 Required Review

1.8.1 Review RFP

Offerors should carefully review the instructions; mandatory requirements, specifications, standard terms and conditions, and standard contract set out in this RFP and promptly notify the City’s identified procurement officer in writing or via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error which they discover upon examination of this RFP.

1.8.2 Form of Questions.

Offerors with questions or requiring clarification or interpretation of any section within this RFP must address these questions online only via BidNet on or before 5:00 pm October 2, 2025. Each question must provide clear reference to the section, page, and item in question. Questions received after the deadline may not be considered.

1.8.3 City’s Answers.

The City will provide an official written answer to all questions received by October 2, 2025, 5:00 pm. The City's response will be by formal addendum published online via BidNet. Any other form of interpretation, correction, or change to this RFP will not be binding upon the City. Any formal written addendum will be published on BidNet. Offerors must acknowledge receipt of all bid documents and addenda prior to submission of their RFP response.

1.8.4 Standard Terms and Conditions/Standard Contract.

By submitting a response to this RFP, offeror agrees to acceptance of the standard terms and conditions of this RFP. Much of the language included in the standard terms and conditions and standard contract reflects requirements of state law. Requests for exceptions to the standard terms and conditions, standard contract terms, or any added provisions must be submitted to the City’s identified procurement officer by the date for receipt of questions or with the Offeror’s RFP response and must be accompanied by an explanation of why the exception is being taken and what specific effect it will have on the Offeror’s ability to respond to the RFP or perform the contract. The City reserves the right to address non-material, minor, insubstantial requests for exceptions with the highest scoring offeror during contract negotiation. Any material, substantive, important exceptions requested and granted to the standard terms and conditions and standard contract language will be addressed in any formal addendum issued for this RFP and will apply to all offerors submitting a response to this RFP.

1.8.5 Project Oversight and Staffing

The successful offeror will report to the City’s designated Project Manager to be determined upon issuance of Task Order Notice to Proceed. Project status updates are mandatory.

2.0 RFP STANDARD INFORMATION

2.1 Authority

This RFP is issued under the authority of the Purchasing Division of the City of Johns Creek. The RFP process is a procurement option allowing the award to be based on stated evaluation criteria. The RFP states the relative importance of all evaluation criteria. No other evaluation criteria, other than as outlined in the RFP, will be used.

2.2 Offeror Competition

The City encourages free and open competition among offerors. Whenever possible, the City will design specifications, qualifications criteria, and conditions to accomplish this objective, consistent with the necessity to satisfy the City’s need to procure technically sound, cost-effective services and supplies.

2.3 Receipt of Proposals and Public Inspection

2.3.1 Public Information

All information received in response to this RFP, including copyrighted material, is deemed public information and will be made available for public viewing and copying shortly after the time for receipt of Proposals has passed and per Georgia’s Open Records Act O.C.G.A. 50-18-70 to 50-18-78 with the following four exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated and documented; (2) matters involving individual safety as determined by the City of Johns Creek (3) any company financial information requested by the City of Johns Creek to determine Contractor responsibility, unless prior written consent has been given by the offeror; and (4) other constitutional protections.

2.3.2 Procurement Officer Review of Proposals.

Upon opening the Proposals received in response to this RFP, the procurement officer in charge of the solicitation will review the Proposals and separate out any information that meets the referenced exceptions in Section 2.3.1 above, providing the following conditions have been met:

Confidential information is clearly marked and separated from the rest of the Proposals.

Technical Proposals do not contain confidential material in the cost or price section.

An affidavit from an Offeror’s legal counsel attesting to and explaining the validity of the trade secret claim is attached to each Technical Proposal containing trade secrets.

Information separated out under this process will be available for review only by the procurement officer, the evaluation committee members, and limited other designees. Offerors must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a “right to know” (open records) request from another party.

2.4 Classification and Evaluation of Proposals

2.4.1 Initial Classification of Proposals as Responsive or Non-responsive

All Proposals will initially be classified as either “responsive” or “non-responsive”. Proposals may be found non-responsive any time during the evaluation process or contract negotiation if any of the required information is not provided; the submitted price is found to be excessive or inadequate as measured by criteria stated in the RFP; or the Proposal is not within the plans and specifications described and required in the RFP. If a Proposal is found to be non-responsive, it will not be considered further.

2.4.2 Determination of Responsibility

The procurement officer will determine whether an offeror has met the standards of responsibility. Such a determination may be made at any time during the evaluation process and through contract negotiation if information surfaced that would result in a determination of non-responsibility. If an offeror is found non-responsible, the determination must be in writing, made a part of the procurement file and mailed to the affected offeror.

2.4.3 Evaluation of Proposals

All responsive Technical Proposals will be evaluated based on stated evaluation criteria. In scoring against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses in terms of differing price, quality, and contractual factors.

These scores will be used to determine the most advantageous offering to the City. Only those that meet the evaluation criteria will be considered as pre-qualified

2.4.4 Completeness of Proposals

Selection and award will be based on the Offeror’s Technical Proposal and other items outlined in this RFP.

Submitted responses may not include references to information located elsewhere, such as Internet websites or libraries, unless specifically requested. Information or materials presented by offerors outside the formal response or subsequent discussion/negotiation or “best and final offer,” if requested, will not be considered, will have no bearing on any award, and may result in the offeror being disqualified from further consideration.

2.4.5 Evaluation Committee Recommendation

The evaluation committee will provide a written recommendation to reflect those Consultants who met the evaluation criteria and are considered as pre-qualified on-call professional services Consultant. The Procurement Officer will review the recommendation to ensure its compliance with the RFP process and criteria before concurring in the Evaluation Committee’s recommendation.

2.5 City’s Rights Reserved

Issuance of the RFP in no way constitutes a commitment by the City of Johns Creek to award and execute a contract. Upon determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

Cancel or terminate this RFP;

Reject any or all Statement of Qualifications received in response to this RFP;

Waive any undesirable, inconsequential, or inconsistent provisions of this RFP which would not have significant impact on any Technical Proposal;

Not award if it is in the best interest of the City not to proceed with contract execution; or If awarded, terminate any contract if the City determines adequate City funds are not available.

3.0 MANDATORY REQUIREMENTS (Response required in technical proposals)

This section identifies all mandatory requirements which must be present in the Technical Proposal before further consideration is given. Offeror must prepare and submit a response which references the page(s) of the Technical Response where satisfaction of the Mandatory Requirements is substantiated.

3.1 Background Information

The City of Johns Creek is located in the northeast corner of Fulton County; bounded south by the Chattahoochee River, on the east by Gwinnett County and the Chattahoochee, on the north by Forsyth County and on the west by the cities of Alpharetta and Roswell. Johns Creek has an approximate population of 82,000. Johns Creek is the 11th largest city in the state of Georgia. Johns Creek officially became a city on Dec. 1, 2006, when governance of the new city transferred from Fulton County to Johns Creek's elected officials and city government. Johns Creek's transition from six unincorporated northeast Fulton communities - Newtown, Warsaw, Ocee, Shakerag, Autrey Mill and Johns Creek - to cityhood was initiated through the state legislative process and approval of House Bill 1321. Governor Sonny Purdue signed House Bill 1321 on March 29, 2006, and voters approved incorporation on July 18, 2006.

Introduction

The City of Johns Creek is issuing a Request for Proposals from experienced and qualified and professionally licensed firms interested in providing engineering services on an annual on-call as needed basis for City of Johns Creek. Services provided under the on-call consulting agreement may fall under the following categories:

1. Major Road Design, , Including Federally Funded Projects

3. Structural Engineering, Including Bridges

4. Survey, Including Subsurface Utility Engineering (SUE)

5. Geotechnical Engineering and Materials Testing

6. Environmental Studies & Permitting

7. Traffic Studies, Including Intelligent Traffic System (ITS) and Traffic Signal Design

8. Stormwater Engineering, Including Hydrology and Municipal Sanitary Storm Sewer (MS4)

9. Landscape Design, Including Installation Oversight

10. Construction Engineering & Inspection

11. Park Building Architectural Services

12. Park Landscaping Design, Including Irrigation, and Lighting

The City intends to select a minimum of two firms per category through a Technical Proposal / qualification based evaluation, and intends to execute on-call consulting agreements (with annual renewal options not to exceed five years). The City requests no subcontractors of services (categories) be included in firm’s RFP response. The City will award on-call contracts to firm(s) who can perform one or more categories of service with only internal firm staff. When a need for services arises, the service will be solicited from those firms through competitive bid or a sole source task order request, the On-Call Consultant will employ the submitted hourly rate fee schedule (Appendix B). Hourly rates submitted for this RFP attached in (Appendix B) shall become part of the On-Call Professional Service contract. Awarded firms shall employ the submitted hourly rate fee schedule on all Request for Quotes in their schedule of values. The City reserves the right to negotiate with one or more on-call Consultant(s).

Consultants who enter into a Task Order Agreement with the City shall collaborate with City staff according to the terms and conditions of the On-Call Professional Services contract and the executed Task Order Agreement. Offeror(s) shall not submit proposals with services outsourced for any of the categories but shall specifically state those qualifications and services the firm is capable of providing in house and the category(s) the firm is desires for award consideration.

The City will receive responses to this RFP both electronically in BidNet with hard copies submitted by in person/mail at City Hall until 2:00 p.m., Thursday October 16, 2025. The RFP packet can be found on BidNet. Receipt of responses does not bind the City to any contract for said services, nor does it guarantee that a contract for the Project will be awarded.

3.2 Technical Project Overview

Consultant(s) awarded on-call professional services contract will be contacted as projects develop. The City shall issue a Request for Information (RFI) or Request for Quote to on-call Consultant(s) for categories above whose category pre-qualifications match the project Scope of Service. Projects description may be provided by the following phases but not limited to: Database, Concept, Preliminary Plans, Right of Way Plans, Final Plans and Miscellaneous Services.

Each successful Consultant that is awarded an on-call consulting agreement by the City of Johns Creek will be forwarded selected project descriptions from time to time. Projects descriptions may also be provided by the following phases but not limited to: Database, Concept, Preliminary Plans, Right of Way Plans, and Final Plans and Miscellaneous Services.

The firm(s) will be requested to prepare and submit proposed Scopes of Services and fees to produce (in accordance with the on-call consulting agreement), project-related fees and other services. The consultant's submittal package for each project shall include:

A detailed description of the services to be provided, A milestone schedule for major tasks to be conducted by the consultant A list of deliverables to be provided by the consultant A proposed fee structure for the project.

The City will review each submittal and accept, reject, or negotiate a final scope and fee with the selected Consultant. The City does not intend to issue a project description to more than one consultant with on-call agreements unless a final scope and fee cannot be negotiated with the first Consultant. Upon acceptance of a final scope and fee for each project, the City will issue to the Consultant a Task Order indicating acceptance of the project proposal and authorization to commence services in accordance with the on-call consulting agreement and the project proposal.

While a specific list of projects for Categories 1 through 10 is not available at this time, below is a potential list of project types:

Potential Projects:

Operations and Safety Traffic Congestion Relief Bridge and Retaining Walls Landscape and Streetscape Pedestrian/Bike/Multi-Modal Improvements ITS/Traffic Design Misc. Lane Additions/Extensions Misc. Sidewalks/Trails Park Design Park Building Architecture

3.3 Description of Tasks

The Scope and Services for each project may vary. It is expected that certain projects may require specialized tasks to be performed by sub-consultants. The following list of services, while not an exhaustive list, is provided to demonstrate the types of services that may be requested from the selected design consultants;

Road Design including widening, operational & safety, geometric, and intersection improvements

Park Design Services, Including Trails and Greenways, Site Work Intersection Improvements including Roundabouts

Roadway, sidewalk, multi-use trail design services Surveying including SUE Collection of traffic counts and preparation of traffic studies Traffic Signal and ITS design services Assisting with public information meetings Environmental/Historic/Cultural Resources studies Construction Engineering & Inspection Services Material Testing Environmental Impact Analyses Lighting Design Building Architecture Irrigation Design Permitting services including Erosion, Sedimentation, and Pollution Control Plans, environmental permits (wetlands, state waters buffers, etc.), Streetscape/Landscape Architecture services Bridge/culvert and retaining wall design services Hydraulic and Hydrological Studies Stormwater/MS4 Design Geotechnical Studies (Bridge Foundation Investigation, Soil Survey) Bid Document Preparation and Bid Assistance Engineering Project Management and Plan Review Support Other services authorized by the City of Johns Creek

3.4 General Information

It is extremely important that project schedules are met. Only those firms or teams with the necessary resources and a commitment to complete all work on schedule should submit a Technical Proposals / Statement of Qualifications.

Projects identified as potential task orders have federal funds programmed and the schedules shall be set to match the proposed Atlanta Regional Commission’s Transportation Improvement Program.

On Call Consultant(s) issued a request for Task Order quote will receive a Notice to Proceed (NTP) upon each project award.

Firms are expected to be very knowledgeable about the Plan Development Process (PDP) and the Plan Presentation Guide (PPG) and to be proactive in meeting the requirements of the PDP with minimal oversight by City of Johns Creek.

Consultant must be pre-qualified for work with Georgia Department of Transportation for the related services.

City of Johns Creek will expect to liaison with a single project manager representing the prime consultant firm and the sub-consultants.

The City may select the best qualified consultant(s) based on the information received from interested firms as a result of this solicitation.

City of Johns Creek reserves the right to cancel any and all Request for Proposals and Request to Quote Task Orders at any time when it is determined to be in the best interest of the City.

City of Johns Creek also reserves the right to increase, reduce, add or delete any item in this solicitation as deemed necessary.

City of Johns Creek strongly encourages the solicitation of interest from Disadvantaged Business Enterprises (DBE). Any selection made as a result of this notice will be made without regard to race, color, religion, sex, or national origin.

City of Johns Creek anticipates Lump Sum Task Order agreements based on the Hour Rate Cost Proposal to be awarded as a result of this advertisement.

Generally, the Department’s position is not to provide Debriefings until after the final contract award, except for firms disqualified during the Due Diligence Process, in which case a Pre-Award Debriefing can be requested following Due Diligence. For these contracts, Pre-award debriefings would be provided after the announcement of the short-listed firms within the time period posted on the website. All requests must be made and scheduled within this time frame. Any request outside of this time period will be accommodated only at the discretion and convenience of the Department’s staff.

It is the responsibility of all firms interested in submitting Technical Proposals / Qualifications for this advertisement to routinely check the posting on the website for any revisions to this RFP.

Incomplete submittals will not be considered. Late submittals will not be accepted.

MANDITORY RESPONSE-TECHNICAL PROPOSAL

4.0 REQUEST FOR PROPOSALS SUBMISSION AND EVALUATION

4.1 Process for Submitting Proposals

4.1.1 Preparation of Proposals

Each Technical Proposal should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete presentation. If supplemental materials are a necessary part of the technical proposals, the Offeror should reference these materials in the technical proposals, identifying the document(s) and citing the appropriate section and page(s) to be reviewed.

4.1.2 Packaging of Proposals

The Offeror's proposal in response to this RFP must be divided into two appropriately labeled and sealed packages - a Technical Submission and a Financial “Fee” Proposal.

The contents of each package will include:

1. Technical Submission (Envelope #1)

Proposal Certification & Required Forms (1 copy) Technical Proposal addressing all requirements in Section 3.0 (1 original & 6 copies)

2. Financial Proposal (Envelope #2) The Offeror must use the Financial Proposal form for hard copy.

Do not include cost information or financials in the Technical Submission.

Hard Copies shall be delivered to City Hall, mark the outside of package as follows:

Overall package with technical proposals loose & 1 copy of forms and other requirements:

RFP 25-289

Firm Name

Envelope #2 Cost Proposal RFP 25-289 Name of Company Point of Contact and Email for Company

4.1.3 Number of Proposals- Hard Copies

1. Technical Proposal /Qualifications an original technical proposal (marked “Original”) Six (6) copies technical proposal. (Can be loose in package) 1 copy of the required forms & firm Income statement summary (2 yrs). Do not include required forms in the technical proposals.

One (1) copy on a flash drive.

Sealed Envelope #2 Cost Proposal (1) copy with Firms Name & 25-289 on it.

4.1.4 Submission of Proposals

Hard Copy Proposals must be submitted to:

CITY OF JOHNS CREEK

Purchasing Division RFP 25-289 11360 Lakefield Drive Johns Creek, GA 30097

Any proposals received after the due date and time will not be accepted.

Electronic Submission (in addition to hard copies)

Offeror(s) are also requested to upload 1 PDF required forms/documents and 1 PDF Technical Proposal electronically into BidNet Bid 25-289 envelope #1 then upload 1 PDF of cost proposal into envelope #2.

Offeror(s) can register, download documents and submit bids with Bidnet free or paid services by visiting the city website and clicking on the registration link. https://johnscreekga.gov/departments/finance/bids-rfps/

4.2 Evaluation Process

All responsive proposals will be evaluated based on stated evaluation criteria. In scoring against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses in terms of differing price, quality, and contractual factors. These scores will be used to determine the most advantageous offering to the City. Only those that meet the evaluation criteria will be considered as pre-qualified.

4.2.1 Administrative Review

The proposals will be reviewed by the Issuing Officer for the following administrative requirements:

1. Submitted by deadline.

2. Sealed Technical Submission of Statement of Qualifications.

4. All documents requiring an original signature have been signed and are included.

4.2.2 Mandatory Requirements Review

Proposals which pass the administrative review will then be reviewed by the Technical Evaluation Team to ensure all requirements identified in Section 3.0 are addressed satisfactorily.

4.2.3 Technical Proposal & Cost Evaluation

In this phase, the Evaluation Committee will evaluate the quality and completeness of each technical submittal as it addresses each requirement of the RFP. The RFP carries a total weight of 100 points.

Technical submittals will be evaluated and scored in categories. Each category is assigned a maximum point value. Technical submittals must score above the median score to be further evaluated.

Firms will be evaluated and rated based on the criteria below (listed by relative importance, in descending order):

Evaluation Criteria Description Evaluation

Value Firm Experience Effective and applicable experience of the firm in the provision of similar services within categories under consideration; emphasis on local experience.

10 Points

Experience of Key Personnel

Relevant qualifications, experience and availability of proposed key personnel in the categories under consideration. Demonstrated experience and reputation of project manager in the management of similar projects. Demonstrated ability to complete multiple projects for municipal clients in a timely manner.

30 Points

Understanding and Approach

Demonstrated understanding and approach to projects in the categories under consideration, including innovative delivery methods and processes, following appropriate regulations/requirements, identification of issues, and resolution of conflicts. Knowledge of current design criteria (including FHWA Policies, AASHTO Guidelines GDOT Design Policies, MUTCD, and other industry standards), GDOT Project Development Process, and current software adopted by GDOT.

30 Points

References Evaluation of references based on relevance, satisfaction with services, and comments on key personnel.

15 Points

Fee Evaluation See Appendix B 15 Points

TOTAL 100 Points

References may be contacted to confirm the consultant's history of project performance. The final selection of consultants to support the City of Johns Creek for Professional Services will be made on the basis of qualifications and perceived ability to provide services.

4.2.4 Interviews

The City reserves the right to invite Offerors to participate in a virtual or in-person interview for further

4.2.4 Interviews

The City reserves the right to invite Offerors to participate in a virtual or in-person interview for further clarity and insight to their firm’s Technical Proposal.

4.2.5 Submittal Requirements

Failure to meet these requirements will result in the Statement of Qualifications being determined “non-responsive” and the entire submittal will be rejected.

1. Submittals of firm information and qualifications should be no more than ten (10) pages single-sided, plus an additional two (2) pages for each category in which the firm is submitting. Sheets shall not exceed 8½” x 11” in size. The 10-page limit does not include the cover page, index, and tab pages. Any other supplemental information and pages outside the page limit will not be reviewed and will be considered as non-responsive to the page limit requirement.

2. Provide firm name, address, telephone number, e-mail address for the primary contact person, former firm names, official Georgia address (if applicable), and joint venture partner information (if applicable). If the firm has branch offices, state which office will be performing the majority of the work.

3. Provide the following information for the last three (3) years: average and maximum number of permanent employees located in Georgia.

4. In table format and labeled TABLE 1, also for the last three (3) years, provide a brief description of relevant projects completed (including construction costs). Include the personnel that worked on the project, name of the project owner, contact information, and where the work was performed.

5. In table format and labeled TABLE 2, also for the last three (3) years, provide a brief description of relevant on-going projects (including design fee). Include the personnel working on the project, name of the project owner, contact information, and where the work is being performed.

6. One page of the SOQ shall be devoted to an Organizational Chart. This page shall be single-sided and shall not exceed 11” x 17” in size. Additional information should not be added on this page. Note:

This page is included in the 10-page limit for the submission.

7. Provide brief descriptions of key personnel who will perform the work. Personnel information should include professional registrations, years of experience, years with firm, and project experience of the individual.

8. Consultants shall clearly indicate in the submittal package the designated staff person that will act as the primary point of contact with the City.

9. The consultants should provide a sample COI with name of their insurance carrier and the current insurance limits with required forms.

10. The consultant should provide a minimum of five (5) references

4.3 Rejection of Proposal/Cancellation of RFP

The City reserves the right to reject any or all proposals, to waive any irregularity or informality in a any proposals, and to accept or reject any item or combination of items, when to do so would be to the advantage of the City. It is also within the right of the City to reject Statement of Qualifications that do not contain all elements and information requested in this document. The City reserves the right to cancel this RFP at any time. The City will not be liable for any cost/losses incurred by the Offerors throughout this process.

4.4 City’s Right to Investigate and Reject

The City may make such investigations as deemed necessary to determine the ability of the offeror to provide the supplies and/or perform the services specified.

4.4.1 Offeror Informational Requirements

In determining the capabilities of an offeror to perform the services specified herein, the following informational requirements must be met by the offeror. (Note: Each item must be thoroughly addressed.

Offerors taking exception to any requirements listed in this section may be found non-responsive or be subject to point deductions.)

4.4.1.2 Resumes/Company Profile and Experience

Offeror shall specify how long the individual/company submitting the technical proposal / qualifications has been in the business of providing services similar to those requested in this RFP and under what company name. A resume or summary of Statement of Qualifications, work experience, education, skills, etc., which emphasizes previous experience in this area should be provided for all key personnel who will be involved with any aspects of the contract.

4.4.1.4 Offeror Financial Stability

Offerors shall demonstrate their financial stability to supply, install and support the services specified by:

(1) providing financial summary statement, preferably audited, for the 2 (two) consecutive years immediately preceding the issuance of this RFP, and providing copies of the financial statements with required form submission that have been prepared since the end of the period reported by your most recent annual report.

5.0 TERMS AND CONDITIONS

5.1 RFP Amendments

The City reserves the right to amend this RFP prior to the Request for Proposals due date. All amendments and additional information will be posted to BidNet and to the DOAS/Georgia Procurement Registry, located at: http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp Offerors are encouraged to check these website frequently.

5.2 Request for Proposals Withdrawal

A submitted Request for Proposal may be withdrawn prior to the due date by a written request to the Issuing Procurement Officer.

A request to withdraw a proposal must be signed by an authorized individual.

5.3 Cost for Preparing Request for Proposals

The cost for developing the Request for Proposals is the sole responsibility of the Offeror. The City will not provide reimbursement for such costs.

5.4 Contract Term

The term of this contract shall for one (1) year from the beginning date, or such shorter time as may be indicated on the bid document and all orders issued and postmarked by the Department during said term shall be filled at the contract price

5.4.1 Renewal

The City shall have the option, in its sole discretion, to renew the Contract for four (4) additional renewals as defined in the Standard Contract Form on a year-to-year basis by giving the Contractor written notice of the renewal decision at least sixty (60) days prior to the expiration of the initial term or renewal term and requesting Contractor’s written consent for renewal of the Contract. Renewal will depend upon the best interests of the City, funding, and Contractor's performance. Renewal will be accomplished through the issuance of a Notice of Award Amendment. Upon the City's election, in its sole discretion, to renew any part of this Contract, Contractor shall remain obligated to perform in strict accordance with this Contract unless otherwise agreed by the City and the Contractor.

5.5 Conflict of Interest

If an Offeror has any existing client relationship that involves the City of Johns Creek, the Offeror must disclose each relationship.

5.6 Minority Business Policy

It is the policy of the City of Johns Creek that minority business enterprises shall have a fair and equal opportunity to participate in the City purchasing process. Therefore, the City of Johns Creek encourages all minority business enterprises to compete for, win, and receive contracts for goods, services, and construction. Also, the City encourages all companies to sub-contract portions of any City contract to minority business enterprises.

The City of Johns Creek, in accordance with Title VI of the Civil Rights Act of 1964 and 78 State 252, 42 USC 2000d-42 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, part 21, Nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response…