RFP 26_03 Program Management Support Services.pdf

Request for Proposal (RFP) 26-03

TO PROVIDE

Program Management Support Services (As Needed)

FACT SHEET

Item Details Title of RFP: Program Management Support Services (As Needed) RFP No.: Request for Proposal (RFP) 26-03 Owner: City of Dunwoody Date of Issue: February 20, 2026 Optional Pre-Proposal Meeting (Virtual):

February 27, 2026, at 10:00 AM (ET)

Last Day/Time to Submit Questions:

March 9, 2026, at 4:00 PM (ET)

Proposals Due: March 20, 2026, at 3:00 PM (ET) Copies Required: 1 original, 1 copy, and an electronic PDF on a USB drive (single

PDF file) Submission Location: Dunwoody City Hall

Attn: Purchasing – RFP 26-03 4800 Ashford Dunwoody Road Dunwoody, Georgia 30338

Single Point of Contact (All communications):

John Gates, Purchasing Manager John.Gates@dunwoodyga.gov City of Dunwoody, 4800 Ashford Dunwoody Road, Dunwoody, GA 30338

I. Introduction

II. Scope of Work

III. General Requirements

IV. Authority, Decision Rights, and Limitations (Clarification)

V. Task Order and Deliverables (Minimum)

VI. Cost of Services (NTE/ Hourly Rates)

VII. Proposal Submittal Requirements

VIII. Questions and Addenda

IX. Evaluation and Selection

X. Conditions and Compliance Requirements

XI. Required Forms

I. INTRODUCTION

1.1 Purpose

The City of Dunwoody is seeking qualified firms to provide as-needed program management support to help deliver capital improvement projects with quality and efficiency. Projects may include, but are not limited to, building construction and renovation; development of new parks; installation of park facilities; and replacement of major building components, such as roofs or HVAC systems.

These services are intended to supplement City staff capacity and support effective delivery across planning, design, procurement, construction, and closeout phases.

1.2 Contract Term (One Year)

The City intends to award one (1) contract for a term of one (1) year, effective as of the date of contract execution. The contract will be structured as Task Orders with compensation on a time-and-materials basis under a Not-to-Exceed (NTE) ceiling amount.

Establishing an on-call/as-needed contract does not guarantee any specific volume of work.

1.3 General Oversight and Working Relationship

The selected firm(s) will:

• Report to and take day-to-day direction from the City’s designated Project/Program Lead

• Provide management support and oversight to coordinate, plan, direct, and control project activities to meet required quality, budget, and schedule expectations.

1.4 On-Site Presence Requirement

When the Consultant is actively engaged on City assignments (“being used”), the Consultant shall provide a minimum of one (1) on-site day per week at a City-designated location, unless otherwise approved in writing by the City.

1.5 Reservation of Rights

The City reserves the right to reject any or all proposals, waive informalities, request clarifications, conduct interviews, negotiate scope/rates/NTE, and award in the best interest of the City. The City will not be bound until a written contract is fully executed.

II. SCOPE OF WORK

2.1 Task Order Delivery Model (As-Needed)

• Services will be authorized and defined through individual Task Orders issued as needs arise.

• Selection for any task order will be based on project requirements, firm expertise, and availability.

• The Consultant shall not begin work until a Task Order is issued by the City.

2.2 Scope of Services (Task Order Basis)

The City may request program-level and project-level services, including the items below. The City may expand, reduce, delete, or add work elements as needed per Task Order.

A. Budget and Schedule Management

• Maintain and actively manage project budgets and schedules.

• Provide detailed forecasting and reporting, including identifying risks to cost, schedule, or delivery milestones, and providing mitigation recommendations.

B. Project Delivery Coordination (End-to-End)

• Coordinate and manage activities through various phases of the project, including planning, design, engineering, environmental considerations, utility coordination, permitting, procurement, construction, and contract closeout/commissioning.

• Determine appropriate project scheduling and phasing strategies, including construction sequencing to minimize impacts to residents, businesses, and traffic operations.

• Recommend construction project delivery methods to efficiently deliver projects while complying with City purchasing requirements.

C. Systems, Records, and Reporting

• Provide weekly status updates and periodic executive-level reporting (e.g., quarterly), as requested by the City.

• Assist with preparation and presentation of agenda items to the City Council (as requested).

D. Communications Support

• Support the City’s Communications Department with project information suitable for public sharing (as directed by the City).

• Assist the Communications Department in responding to public inquiries, as requested.

E. Pre-Construction Services

• Coordination and review of architectural and engineering work to ensure alignment with City objectives, budget, schedule, constructability, and coordination; does not assume responsibility for design adequacy, code compliance determinations, or the professional standard of care of the design professional.

• Coordinate and support permit applications; coordinate, negotiate, and resolve issues with permitting agencies as needed.

• Coordinate design reviews to verify integrity, cost-effectiveness, and conformance with applicable standards.

• Provide constructability reviews.

• Identify and manage utility conflicts early to reduce risk of cost growth or schedule delay.

• Prepare or validate construction cost estimates based on preliminary plans; develop final estimates and cost comparisons to support City decision-making.

F. Procurement and Bid Support

• Prepare and/or review bid documents and provide administrative support for solicitation and bid processes, ensuring compliance with applicable federal, state, and local procurement requirements and the City’s purchasing policies and procedures.

• All official procurement communications (including issuance, addenda, and official Q&A), receipt/opening of bids or proposals, and award actions shall be controlled by the City’s Purchasing function and other City authorized officials, as applicable.

G. Construction Services

• Schedule and conduct pre-construction conferences with contractors, utilities, and other appropriate parties, in coordination with the City.

• Attend construction progress meetings and conduct weekly site visits. On the basis of on-site observations, keep the City informed of progress and quality of work. Site visits are for general conformance observations and do not constitute continuous inspection. The Consultant is not responsible for construction means/methods or jobsite safety.

• Provide initial, monthly, and final construction photos with special attention to problem areas.

• Receive and review submittals (including schedules, shop drawings, and plans) and coordinate timely responses with the City and design professionals. Maintain a submittal log with transmittal and review dates to reduce avoidable delays.

• Provide experienced project staff capable of day-to-day coordination and issue resolution and oversight of inspection/testing coordination resources, consistent with the authority limitations in this Scope.

• Maintain detailed project records of contractor activities and significant events affecting work.

• Provide contract administration support and documentation (correspondence, submittals, reports, issue tracking, resolutions) through closeout. The Consultant’s role is advisory/administrative and shall not bind the City or direct the Contractor to perform work outside the Contract Documents.

• Analyze claims/requests for changes and aid in negotiation of terms/prices as necessary. If additional items, funding, or contract time are requested, provide written recommendations for acceptance/rejection. All change orders, time extensions, and settlements require written approval by the City’s authorized representative(s).

• Review contractors’ monthly pay applications/progress estimates (including verification of quantities and completion status based on observations and documentation) and provide written recommendations for approval/rejection. The City retains sole authority to approve and issue payments.

• Coordinate (but not act as the code-required special inspector of record unless expressly authorized in a Task Order) sampling/testing of materials and completed work to help verify conformity with contract requirements. Submit testing documentation during the same week the work is performed when available; track deficiencies and ensure resolution consistent with contract specifications and/or the design professional’s satisfaction.

• Conduct inspection with the City to develop a final punch list and support timely completion.

H. Post-Construction and Closeout

• Provide the City necessary documentation and records of program/project activities, including audit-related records when applicable.

• Provide operation manuals and warranties/guarantees and support warranty management items as directed.

• Coordinate as-built/record drawings and provide a closeout package suitable for long-term operations and maintenance needs.

• Coordinate notifications to appropriate departments/agencies regarding project close and support final payments needed to fully close out the project.

• Present all records/documentation prepared during the assignment to the City at conclusion of the assignment for that Task Order.

III. General Requirements 3 All services, including project management assistance, preconstruction services, construction contract management support, construction observation and administration activities shall be performed in accordance with standard procedures and practices necessary to complete each Task Order, and applicable specifications and manuals.

4 The Consultant shall provide a sufficient number of qualified personnel as necessary to effectively carry out responsibilities based on the project schedule. The Consultant shall utilize personnel qualified by experience and education and shall furnish services in accordance with professional standards currently practiced on projects similar in size, complexity, and cost.

5 The Consultant shall name a representative (the “Program Manager”) to serve as the City’s primary communication contact.

6 The Consultant and its professionals shall not perform any design-related professional services under any construction contract related to any Task Order. If the Consultant provides any non-design-related professional services under any construction contract related to any Task Order, the Consultant shall notify the City in writing prior to beginning any work.

IV. AUTHORITY, DECISION RIGHTS, AND LIMITATIONS (CLARIFICATION)

4.1 Direction and Coordination.

The Consultant shall take day-to-day direction from the City’s designated Project/Program Lead.

The Consultant may coordinate activities among stakeholders and contractors and may provide recommendations; however, only the City’s authorized officials may make binding decisions on behalf of the City.

4.2 Procurement Authority.

The Consultant may support procurement by drafting technical requirements, reviewing bid/proposal documents for completeness, preparing administrative materials (e.g., bid tabulations), and assisting with evaluation logistics, as requested. The City’s Purchasing function retains control of solicitation issuance, addenda, official bidder communications, receipt and opening of responses, evaluation governance, award routing, and contract execution.

4.3 Changes and Claims.

The Consultant may evaluate change proposals and claims and provide written recommendations.

The Consultant shall not approve change orders, time extensions, or settlements. All such actions require written approval by the City’s authorized representative(s).

4.4 Payment Recommendations.

The Consultant may review pay applications and recommend approval; the Consultant shall not certify or issue payments. The City retains final approval authority for payments.

4.5 Construction Means and Methods.

The Consultant is not responsible for and shall not have control over construction means, methods, techniques, sequences, procedures, or jobsite safety programs. The Contractor remains solely responsible for safety and for its work.

4.6 No Authority to Bind the City.

The Consultant shall not execute contracts, authorizations, change orders, notices to proceed, or other documents that bind the City unless expressly authorized in writing by the City.

V. TASK ORDER AND DELIVERABLES (MINIMUM)

5.1 Task Orders

Each Task Order shall, at a minimum, include: (i) scope and objectives; (ii) deliverables; (iii) schedule/milestones; (iv) staffing plan; (v) compensation method and Not-to-Exceed (NTE) amount;

and (vi) assumptions/constraints. Work shall not commence until a Task Order is issued by the City.

5.2 Minimum Deliverables (as applicable per Task Order)

Unless modified by a Task Order, the Consultant shall provide: weekly status update; monthly cost/schedule report; issue/risk log; meeting minutes for meetings facilitated by the Consultant; and a closeout document transmittal list.

VI. COST OF SERVICES (NTE / HOURLY RATES)

Offerors shall provide fully burdened hourly rates for each position/classification proposed, consistent with the Cost Proposal Form.

For each Task Order, the selected Consultant shall submit a detailed fee estimate (hours by classification and reimbursables, if any) to support negotiation of a Task Order Not-to-Exceed (NTE) amount.

Establishing an on-call contract does not guarantee a specific volume of work.

VII. PROPOSAL SUBMITTAL REQUIREMENTS

7.1 Proposal Format (Recommended Order)

1. Cover Letter (signed)

2. Firm Overview and Qualifications (public sector experience preferred)

3. Approach to As Needed/Task Order Program Management (including controls, templates, and mobilization)

4. Key Personnel and Staffing Plan (include Program Manager; include on-site availability plan)

5. Relevant Project Experience (3–7 projects; include references)

6. Cost Proposal (hourly rate schedule; proposed contract NTE approach)

7. Required Forms/Affidavits (E-Verify, etc.)

7.2 Submittal Instructions

Due Date/Time: March 20, 2026, at 3:00 PM (ET) Copies: 1 original, 1 copy, and one electronic PDF on a USB drive (single file) Sealed Envelope/Container Label: “RFP-2026-03 PMS – Program Management Support Services” Late proposals will be deemed non-responsive and returned unopened.

VIII. QUESTIONS AND ADDENDA

All questions must be submitted in writing to the Single Point of Contact by March 9, 2026, at 4:00 PM (ET). The City will issue answers and any changes in a written addendum.

IX. EVALUATION AND SELECTION

9.1 Selection Process

A Selection Committee will evaluate proposals and may invite top-ranked firms for interviews. The City intends to award to the proposer whose proposal is most advantageous to the City, considering qualifications, approach, capacity, and cost/value.

9.2 Evaluation Criteria (Sample Weights)

• Understanding of Scope and Approach / Project Controls: 30%

• Relevant Experience (municipal capital projects): 25%

• Key Personnel Qualifications and Capacity/Availability: 20%

• Reporting Quality / Tools / Deliverables: 10%

• Cost Proposal / Value (Rates and NTE Approach): 15%

X. CONDITIONS AND COMPLIANCE REQUIREMENTS

10.1 Restriction of Communication

From issuance until award announcement, proposers shall not communicate regarding this RFP with City officials or staff except through the Single Point of Contact, at any pre-proposal meeting, or as permitted under existing City contracts. Violation may result in disqualification.

10.2 Georgia Open Records Act

Proposals are subject to the Georgia Open Records Act. Proposers should clearly identify portions claimed confidential and provide justification. The City will determine disclosure as required by law.

10.3 Georgia Security and Immigration Compliance Act (E-Verify) Proposers must comply with O.C.G.A. § 13-10-90 et seq. A Contractor Affidavit must be completed and submitted with the proposal. Failure to submit may result in disqualification.

10.4 Insurance

The successful proposer must provide insurance meeting City requirements prior to contract execution and throughout the contract term (including Workers’ Compensation, General Liability, Auto Liability, and Professional Liability as applicable). Final requirements will be addressed in the City’s professional services agreement.

10.5 Equal Opportunity

The City prohibits unlawful discrimination consistent with applicable federal and state laws.

10.6 No Obligation / Contract Execution

This RFP is not an offer to contract. No proposer shall have rights against the City until a written contract is executed by both parties and approved as required.

10.7 Costs of Proposal

All costs for preparing and submitting a proposal are the proposer’s responsibility.

XI. REQUIRED FORMS (ATTACHMENTS)

Include as attachments to the posting (or require with proposal submission):

• Attachment A: Contractor Affidavit Under O.C.G.A. § 13-10-91(b)(1) (E-Verify)

• Attachment B: Cost Proposal Form (Hourly Rates / NTE)

• Attachment C: Reference Form