RFP 27_006 City Stormwater Asset Assessment.pdf

REQUEST FOR PROPOSALS #27-006

City Stormwater Asset Assessment

NON-MANDATORY PRE-PROPOSAL MEETING:

August 31, 2026, 2:00 PM EST

VIA MICROSOFT TEAMS

https://events.gcc.teams.microsoft.com/event/7a49bcda-09cf-4166-821e-db9c8ef9ec85@c6279049-e794-4541-8247-8e8261a33321 Meeting ID: 260 928 593 864 950

Passcode: h2zW663H Dial in by phone

+1 872-242-8893,,722656917# United States, Chicago

Phone conference ID: 722 656 917#

Proposals are due:

October 2, 2026, no later than 2:00 PM EST

Firms offering responses to this RFP (“Offeror(s)”) shall submit proposals (“Proposal(s)”) electronically through the City of Sandy Springs (“City”) Bonfire procurement portal no later than October 2, 2026, 2:00 PM EST. Bonfire will electronically secure submitted Proposals until the applicable submission deadline. The City will only accept online submissions for this RFP through the Bonfire Portal at https://sandysprings.bonfirehub.com/projects/247522/details. Any Proposal submitted by e-mail, paper, fax, mail, or through any method other than the designated Bonfire opportunity will not be accepted or considered.

General Information:

1. All communications regarding this procurement must be with the assigned Senior Buyer, Andre

Jefferies, ajefferies@sandyspringsga.gov.

2. All questions or requests for clarification must be sent via Bonfire under Message Opportunity

Q&A: https://sandysprings.bonfirehub.com/projects/247522/details or directed to the Senior Buyer

Andre Jefferies via email at ajefferies@sandyspringsga.gov. Questions are due no later than September

11, 2026, 5:00 PM EST. Questions received after this date and time may not be answered.

https://events.gcc.teams.microsoft.com/event/7a49bcda-09cf-4166-821e-db9c8ef9ec85@c6279049-e794-4541-8247-8e8261a33321 https://events.gcc.teams.microsoft.com/event/7a49bcda-09cf-4166-821e-db9c8ef9ec85@c6279049-e794-4541-8247-8e8261a33321 mailto:ajefferies@sandyspringsga.gov https://sandysprings.bonfirehub.com/projects/view/17847

3. Questions and clarifications will be answered in the form of an addendum. Any addenda, schedule changes and other important information regarding this procurement will be posted on Bonfire at https://sandysprings.bonfirehub.com/projects/247522/details. It is the Offeror’s responsibility to check

Bonfire for any addenda or other communications related to this procurement.

4. The form of contract the City intends to execute with the selected Offeror (the “Contract”) is included as Attachment A for review. Offerors are urged to read this Contract carefully, including exhibits, prior to submitting a Proposal. In general, the City is unable to negotiate or revise contract provisions. If an Offeror believes certain contract provisions are out of date, not applicable or place an undue burden or cost on the Offeror or the City, the Offeror must address these concerns in writing during the question-and-answer period. The Senior Buyer will review and determine the appropriate response. If the City determines a change is warranted, an addendum will be posted to this RFP. If an

Offeror is unwilling to execute the Contract, whether modified by addendum or not, a Proposal should not be submitted.

5. The City reserves the right to reject all Proposals and to waive technicalities and informalities, and to make award in the best interest of the City.

6. An Offeror’s RFP Checklist is provided for your convenience below. This checklist is provided for assistance only and should not be submitted with the Proposal.

7. The City is not responsible for any technical difficulties. It is highly recommended that all Offerors submit their Proposals prior to the due date of this solicitation.

8. Offerors are required to review the form of Contract and all Exhibits included with this RFP before submitting a Proposal. Submission of a Proposal constitutes acknowledgment that the Offeror has reviewed the Contract and, if selected for award, is prepared to execute the Contract substantially in the form provided, including all applicable Exhibits and any modifications issued by addendum. Offerors are not required to submit an executed Contract with the Proposal, but it is strongly encouraged. Any concerns, exceptions, or requested revisions to the Contract must be submitted during the formal question-and-answer period.

9. All Offerors are hereby notified that any digital content, applications, websites, or technology services provided under this solicitation must comply with the accessibility standards established under the Americans with Disabilities Act (ADA) and Web Content Accessibility Guidelines (WCAG) 2.1 Level AA. Offerors must demonstrate their ability to deliver products and/or services that are accessible to individuals with disabilities, including compatibility with assistive technologies such as screen readers, keyboard navigation, and voice recognition tools.

DEFINITIONS

SSPWD: Sandy Springs Public Works Department GDOT: Georgia Department of Transportation ADA: Americans with Disabilities Act. The federal act that gives civil rights protections to the disabled similar to those provided to individuals based on race, color, sex, national origin, age and religion. It guarantees equal opportunity for individuals with disabilities in public accommodation, employment, transportation, state and local government services and telecommunications.

CCTV: Closed-Circuit Television EAM: Enterprise Asset Management GIS: Geographic Information System GPS: Global Positioning System JPEG: Joint Photographic Experts Group NASSCO: National Association of Sewer Service Companies

PROPOSAL INSTRUCTIONS

Failure to submit the following proposal documents may result in the proposal being deemed non-responsive and the proposal shall be rejected:

Proposal Signature and Certification Technical Proposal Cost Proposal Georgia Security Immigration Compliance Act Affidavit Certification of Sponsor Drug Free Workplace Affidavit Verifying Status for City Public Benefit Application E-Verify Affidavit under O.C.G.A. 13-10-91(b)(1) Notice to Contractors Compliance with Title VI of the Civil Rights Act of 1964 Corporate Certificate Subcontractor List Addenda Acknowledgment Professional Engineer License (for Project Manager) GDOT Prequalification Certificate Signed Contract (Strongly encouraged, not mandatory) Business License

Upon award of contract the following items shall also be submitted:

Signed Contract Certificate of Insurance

TABLE OF CONTENTS

PROPOSAL SIGNATURE AND CERTIFICATION

CORPORATE CERTIFICATE

OFFEROR’S RFP CHECKLIST

SECTION 1: BACKGROUND AND GENERAL INFORMATION

SECTION 2: SCOPE OF SERVICES

SECTION 3: QUALIFICATIONS

SECTION 4: SUBMITTALS

SECTION 5: CONTENTS OF PROPOSALS, EVALUATION CRITERIA, AND SELECTION PROCESS

SECTION 6: PRE-SUBMITTAL INQUIRIES/QUESTIONS

SECTION 7: COMMUNICATIONS

SECTION 8: SCHEDULE OF EVENTS

SECTION 9: TERMS AND CONDITIONS

SECTION 10: CONTRACT INFORMATION

Attachment A: CONTRACT, which includes all Exhibits attached thereto include:

• Scope of Services and/or Contractor Proposal

• Cost Proposal

• Certification of Contractor - Georgia Security and Immigration Compliance Act

• Certification of Sponsor - Drug-Free Workplace

• Affidavit Verifying Status for City Public Benefit Application

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

• Insurance Requirements

• List of Subcontractors

• Notice to Contractors - Compliance with Title VI of the Civil Rights Act of 1964

• Vendor Responsibility Questionnaire Form

SOLICITATION ATTACHMENTS

• APPENDIX A – GIS Conduit and Structure Data (.xlsx) (File provided as a separate downloadable attachment)

• EXHIBIT 1 – Stormwater Map (PDF File; provided as a separate downloadable attachment)

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 this Proposal and certify that I am authorized to sign this

Proposal for the undersigned Offeror. I further certify that the undersigned Offeror has not violated the provisions of O.C.G.A. § 45-10-20, et seq. and will not violate them in any respect.

Authorized Signature for Offeror: _________________________________________________

Date: __________________________________________________

Print/Type Name: __________________________________________________

Print/Type Offeror Name Here: __________________________________________________

Company Name: __________________________________________________

I, ____________________________________, certify that: I am the _________________ of the entity named as Offeror in the foregoing Proposal; that

______________________________________________, who signed said Proposal on behalf of the

Offeror, was then (title) __________________ of said entity; that said Proposal was duly signed for and in behalf of said entity by authority of its governing body, and is within the scope of its corporate powers;

that said entity is duly authorized to do business in the State of Georgia.

This _____________ day of ___________________________, 2026.

(Signature)

(Seal)

Corporate Name: _____________________________________________________ d/b/a: _____________________________________________________

OFFEROR’S RFP CHECKLIST

9 Critical Things to Keep in Mind When Responding to an RFP for the City of Sandy Springs

1. _______ Read the entire document. Note critical items such as: supplies/services required;

submittal dates; contract requirements, if any (e.g. bonding and insurance requirements).

2. _______ Note the Senior Buyer'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.

3. _______ Attend the pre-Proposal meeting. These meetings provide an opportunity to ask questions, obtain a better understanding of the procurement, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP. This meeting is voluntary, but all potential Offerors are strongly encouraged to attend.

4. _______ Take advantage of the “question and answer” period. Submit your questions to the

Senior Buyer by the due date listed in the RFP and view the answers given in any formal “addenda” issued for the RFP. All addenda issued for an RFP will be uploaded to Bonfire for access to Offerors.

5. _______ Follow the format required in the RFP when preparing a Proposal. 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 capabilities are or what items/services you can provide, even if you have previously contracted with the City. Proposals are evaluated based on the information and materials provided in response to the RFP.

7. _______ Use the forms provided, e.g. cover page, reference questionnaire, etc.

8. _______ Review the RFP document again to make sure that you have addressed all requirements.

9. _______ Submit the Proposal on time. Note all the dates and times listed in this RFP, and be sure to submit all required items on time. Late Proposals will not be accepted.

This checklist is provided for assistance only and should not be submitted with your Proposal.

SECTION 1: BACKGROUND AND GENERAL INFORMATION

Background

The City is preparing to advance the next phase of its stormwater infrastructure assessment program.

This effort will support responsible long-term management of the City’s stormwater system by improving asset information, identifying maintenance needs, and helping prioritize future repairs and replacements.

The City owns and/or maintains approximately 11,000 stormwater assets, including catch basins, pipes, ditches, structures, conduits, and related infrastructure. The City recently completed an assessment of approximately 20% of these assets using a modified National Association of Sewer Service Companies (NASSCO) scoring methodology. That assessment provided valuable information to support more efficient stormwater asset management, including prioritization of repairs and replacements, improved maintenance planning, and updates to asset locations and attribute information.

Purpose

The purpose of this proposed assessment is to strengthen the City’s ability to manage stormwater infrastructure in a proactive, cost-effective, and transparent manner. By completing a comprehensive assessment of the remaining stormwater assets, the City will be better positioned to:

• Prioritize maintenance, repair, and replacement needs

• Improve accuracy of stormwater asset records

• Identify areas of concern before they become larger issues

• Support responsible budgeting and long-term capital planning

• Improve system reliability and public service delivery

• Protect public infrastructure and the environment

General Information

This Request for Proposals is intended to enable the City to gather information and identify qualified firms capable of performing the services described in Section 2, Scope of Services.

The City will conduct a comprehensive, fair, and impartial evaluation of all responses received. An evaluation committee will be established by the City to review and evaluate responses in accordance with the criteria established for this solicitation.

The City reserves all rights available under applicable law and procurement requirements, including, but not limited to, the right to determine that no qualified responses have been received, to reject any or all responses, to waive informalities, and to cancel or modify the solicitation process as determined to be in the best interest of the City.

SECTION 2: SCOPE OF SERVICES

The City has completed mapping of its stormwater asset inventory. The purpose of this assessment is to update, amend, and supplement the City’s GIS data with current information regarding asset condition, estimated cost to repair or replace assets, photographic documentation confirming the assessment, and additional notes that will allow the City to prioritize short- and long-term repair and maintenance projects.

The City now seeks to assess the remaining approximately 80% of its stormwater assets, totaling 8,540 assets. The City intends to continue using the same modified NASSCO scoring methodology to maintain consistency between the previously completed assessment and this proposed phase of work.

The proposed assessment will include 8,540 stormwater assets, consisting of approximately:

Asset Type Quantity

Structures 4,128

Conduits 4,412 (311,818 linear feet or 59.06 miles)

Total 8,540

The City’s stormwater system includes pipes and structures with a wide range of materials, ages, locations, and physical conditions. Through this project, the City intends to collect consistent and reliable field data on these assets to support data-driven decision-making.

The proposed work will include:

• Field surveys of stormwater structures and conduits

• Documentation of asset attributes

• Condition assessments based on field observations

• Entry of collected data into the City’s Geographic Information System

• Development of a final report evaluating the overall condition of the stormwater system

The final report is expected to provide the City with information such as estimated repair and replacement costs, projected infrastructure degradation, identified hotspots, condition patterns, and other findings that can guide future maintenance and capital planning.

The City is interested in completing the assessment within one hundred eighty (180) days while ensuring that the data collected is accurate, complete, and of sufficient quality for integration into the City’s systems and use in future planning.

The Scope of Services is divided into three primary tasks:

1. Stormwater system data collection, including field work and visual condition assessments;

2. In-house data review and upload of assessment information into the City’s GIS;

3. Communication with the City and preparation of interim and final reports.

The extent of this assessment includes approximately 80% of all structures and conduits located within City-owned property, public right-of-way, and permanent maintenance easements. Any assigned asset determined to be outside these parameters shall be noted by updating the “Ownership Verified” field in the GIS database. No inspection shall be conducted for assets determined to be outside these parameters.

The City maintains a web-based inspection and asset data system using CentralSquare EAM/Lucity and Esri products. All data collected through this assessment must be compatible with these platforms and able to integrate seamlessly with the City’s existing systems.

This requirement is essential to ensure that field data, inspection results, asset attributes, and condition assessments can be used efficiently by City staff for ongoing maintenance, planning, reporting, and decision-making.

Project Tasks

Task One: Stormwater System Data Collection

The contractor shall perform field data collection for the assigned stormwater assets. Stormwater inspectors shall collect sufficient information to allow for complete and accurate data entry, condition assessment, and reporting.

Required data points for each asset are provided in Appendix A. Information may be collected in the field or completed during Task Two, as appropriate. A schema with domains and coded values has also been provided.

For each inspection, a visual assessment, including photographs, is required to determine the condition of the asset. Photographs shall be taken of both the interior and exterior of each asset, where accessible. Flash photography should be used to document the interior of structures. The contractor’s response shall include the make and model of the proposed camera equipment. All images shall be provided in JPEG format. Closed-circuit television inspection is not included in the scope of work.

For each asset, the contractor shall provide at least two, but no more than four, photographs.

Photographs shall be organized in a digital folder structure, with one folder for each asset. Naming conventions for asset folders and photographs are provided in Appendix A.

Some structures may be located but may not be accessible due to physical obstruction, site limitations, burial, unsafe conditions, or other documented circumstances beyond the Contractor’s control that prevent internal inspection. Structures that meet these conditions shall be classified as virtual structures and assigned a score of 6. Virtual structures shall be added to the GIS structures layer, and their attributes shall be populated to the maximum extent possible. The Contractor shall document the reason for inaccessibility and provide applicable photographs and field notes. Upon City acceptance of the documentation, the asset will be considered completed for purposes of project progress calculations. These structures and related conduits shall not be included in Task Three monetary calculations or extrapolations due to insufficient condition information.

If the City determines that required information was omitted, inaccurate, illegible, or otherwise deficient due to the Contractor’s failure to comply with the Scope of Services, the Contractor shall revisit the asset and correct the deficiency at no additional cost to the City. If an additional visit is requested because of changed site conditions, newly available access, additional work requested by the City, or circumstances beyond the Contractor’s reasonable control, the parties will determine whether the work is within the original Scope of Services or constitutes additional services before the revisit is performed. The Contractor shall provide a schedule for revisiting assets and shall explain why any required data could not be obtained during the initial inspection.

Safety is a priority for the City. The contractor shall provide all required traffic control, personal protective equipment, and related safety measures necessary to complete assessments in the public right-of-way and other applicable field locations.

The contractor shall immediately contact the City’s Project Manager regarding any structural issue requiring immediate maintenance or presenting a potential health or safety hazard. A summary of these high-priority assets shall be included with the monthly progress report.

GIS asset collection shall be required only when data is missing from the City’s GIS. Any newly identified assets shall have all applicable GIS attribute data collected and populated. Asset location accuracy shall be within 1.0 foot as captured by GPS, including rim elevation and structure depth, dip, or invert information, as applicable. Naming conventions for new assets are provided in Appendix A.

The City expects that its stormwater inventory will be substantially complete regarding asset location, and that missing elements or modifications will be minimal.

Task Two: In-House Data Review and Upload to City GIS

The Contractor shall complete data collection and upload assessment information to the City’s GIS at a minimum cumulative rate of approximately twenty percent (20%) of the assigned inventory per month.

This schedule is intended to allow the City to conduct regular reviews throughout the project.

Each monthly data package shall include the requested information for each asset, as detailed in the appendices.

The contractor shall verify ownership of all structures and conduits by using the existing database, recorded plats, record drawings where available, and other applicable information. The contractor shall update the “Ownership Verified” GIS field accordingly.

A scoring matrix was developed during the previous pilot assessment using a numeric 1-to-6 system.

The scoring matrix is based on criteria including, but not limited to:

• Sediment and debris obstruction;

• Stability concerns, including erosion, sinkholes, and undermining;

• Vegetative growth;

• Structural integrity, including invert failure, cracking, and collapse.

The City expects the contractor to use a consistent approach when rating asset conditions and preparing condition descriptions. Field personnel shall apply the scoring matrix uniformly to maintain consistency with the previous assessment. Definitions for the scoring matrix are provided in Appendix A. The scoring matrix shall be used in Task Three to support analysis, reporting, prioritization, and planning recommendations.

The City will provide an export of the current stormwater system inventory in Esri GIS file geodatabase format. The contractor shall deliver assessment data appended to the exported GIS stormwater system inventory file geodatabase. The contractor shall maintain the City’s existing GIS asset identification numbers.

Task Three: Communication with the City and Reports

The contractor shall participate in a project kick-off meeting with the City. The kick-off meeting will address field work expectations, data collection procedures, use of the scoring matrix, reporting requirements, project schedule, quality control, and other City expectations.

Weekly meetings shall be conducted between the contractor and the City to review progress and discuss any updates to the project schedule. Weekly meetings shall include an overview of work completed during the prior week and a brief projection of anticipated work for the following week.

The Contractor shall prepare two interim reports. The first interim report shall be submitted at approximately the two-month benchmark and should correspond to approximately forty percent (40%) overall project completion. The second interim report shall be submitted at approximately the four-month benchmark and should correspond to approximately eighty percent (80%) overall project completion.

Each interim report shall include preliminary findings and a review of the project’s current completion status. Methodology, cost assumptions, formulas, and other information used to support findings and conclusions shall be included in all reports. Supporting evidence and reference materials shall be included in an appendix. The interim reports shall support development of the final report due near the end of the project timeframe.

The contractor shall prepare and submit a final report to the City. The final report shall include, but not be limited to:

• Replacement cost estimates;

• Repair and maintenance cost estimates;

• Patterns identified through data collection;

• Areas or asset types showing higher levels of degradation;

• Recommended areas of focus;

• Projected costs of repairs or maintenance over time;

• Infrastructure investment strategy;

• Prioritization recommendations;

• Supporting maps, tables, photographs, and appendices;

• Methodology, formulas, assumptions, and reference materials used to develop conclusions.

The contractor shall refer to the previously completed pilot assessment report to understand the City’s expected report layout, level of detail, and analytical approach.

Multiple drafts of the final report may be required based on City review, comments, questions, and guidance during the report development process. The Contractor shall submit the draft Final Report sufficiently in advance of the expiration of the one hundred eighty (180) calendar day project period to allow adequate time for City review, Contractor revisions, and City acceptance of the Final Report. The City will provide consolidated comments following its review, and the Contractor shall promptly address all comments and submit any required revisions. The Contractor shall be responsible for managing the project schedule to ensure that the Final Report, including all required revisions, is completed, submitted, and accepted by the City within the one hundred eighty (180) calendar day project period. The City will confirm when the Final Report is finalized and accepted.

As part of the required project deliverables, the Contractor shall provide one presentation of the final project findings to the City Council or other City body designated by the City. The presentation shall be scheduled in coordination with the City and shall occur within the one hundred eighty (180) calendar day project period. The Contractor shall account for the presentation when developing and managing the project schedule. The City will provide the Contractor with the presentation date as soon as reasonably practicable. The presentation shall include a summary of the project methodology, overall system condition, priority findings, estimated repair and replacement needs, and recommended investment priorities. Preparation and delivery of the presentation shall be included in the Contractor’s lump-sum fee.

SECTION 3: QUALIFICATIONS

To be considered responsive, the prime Offeror shall satisfy each of the following minimum qualifications:

• Be authorized to provide professional engineering services in the State of Georgia and maintain all registrations and licenses required by applicable law;

• Demonstrate experience performing stormwater infrastructure assessment, stormwater engineering, GIS-based asset assessment, or substantially similar services; and

• Hold current GDOT prequalification in the following area classes: Erosion & Sedimentation Control, Construction, Highway/Roadway Design, and Highway Structures

Documentation of engineering license and GDOT prequalification certificate demonstrating compliance with these minimum qualifications shall be included with the Proposal.

SECTION 4: SUBMITTALS

Proposals shall be submitted through Bonfire at:

https://sandysprings.bonfirehub.com/projects/247522/details no later than 2:00 PM on October 2, 2026.

A Proposal received after this date and time or at any other location will not be accepted or considered.

The City is not responsible for delays caused by any reason. It is the Offeror’s sole responsibility to submit its Proposal before the required deadline. Hard copy, emailed, mailed, faxed, or other submittals will not be accepted.

SECTION 5: CONTENTS OF PROPOSAL, EVALUATION CRITERIA, AND SELECTION PROCESS

The RFP and Proposals will enable the City to gather additional information and identify qualified firms to perform the Scope of Services described in Section 2. The City will conduct a comprehensive, fair and impartial evaluation of all Proposals received. An evaluation committee (“Evaluation Committee”) will be established by the City to evaluate Proposals. The City reserves the right, among others, to determine that no qualified Proposals have been received and reject all Proposals.

Contents of Proposal

A Proposal shall contain two (2) components: (1) Technical Proposal; and (2) Cost Proposal. The Technical Proposal and Cost Proposal shall contain the information described below. It is not necessary or desirable to prepare an elaborate or extensive Proposal for this Project; detailed brochures, documentation, artwork, or other superfluous embellishments are unnecessary and are, in fact, discouraged.

For the City of Sandy Springs to adequately compare and evaluate Proposals, the narrative portion of the Technical Proposal shall be limited to eighteen (18) single-sided pages formatted to 8.5” x 11” paper and must be submitted in accordance with the format detailed in the following pages. The Cover Letter, Company Overview, Project Understanding and Technical Approach, Project Management and Project Personnel, Similar Project Experience and References, and Schedule and Statement of Work count toward the eighteen (18)-page limit.

The Table of Contents, resumes, required forms and certifications, licenses and prequalification certificates, conflict-of-interest policy, subcontractor information, and documents specifically identified by the City as appendices do not count toward the page limit. Pages exceeding the stated limit may not be considered during evaluation.

A. Technical Proposal Requirements

Cover Letter: (One page maximum one-sided.) The letter should designate the proposed firm and the business address of the office that will be primarily responsible for the relationship and shall be signed by an authorized company officer. The letter should address the firm’s willingness and commitment to provide the proposed services and why the Offeror believes it is particularly qualified to perform the required services. No pricing information should be included in this section.

Table of Contents: (One-page maximum) Table of Contents should follow the RFP format.

Company Overview: (Two-page maximum) General overview of company, how long the company has been in business, customer service philosophy, and identification of the primary office which will be supporting the City of Sandy Springs.

Project Understanding and Technical Approach: (Five-page maximum) Description of the Offeror’s understanding of the potential project elements as outlined in the Request for Proposal. Along with the offeror’s understanding of the requirements, include any special or unique qualifications for these project types and any tools, techniques, or methodologies offered by the firm that may be particularly suitable to complete the Condition Assessment Study on time, within scope and on budget. The proposal should specifically address the offeror’s capacity to perform the following: Stormwater asset inspections/field work; condition assessment; maintenance and repair needs assessment; engineering and cost analysis; GIS database management and data entry; and data analysis and report writing.”

Project Management and Project Personnel: (Four-page maximum) Provide information on personnel to be assigned to this project for the prime Contractor as well as the key personnel of the sub-contractors. Personnel should have experience in a variety of fields necessary to complete this proposed work. You may include resumes in an appendix and will not count towards your page total.

Similar Project Experience and References: (Four-page maximum) Provide three (3) projects completed or substantially completed within the past five (5) years that demonstrate experience comparable to the services required by this RFP. Relevant experience may include stormwater asset inventories, field condition assessments, stormwater structure and conduit inspections, GIS data collection and database updates, infrastructure condition scoring, repair and replacement cost estimating, asset-management planning, and related reporting. For each project, provide the client’s name and contact information, project location, project description, approximate number or scale of assets assessed, services performed by the Offeror, project duration, contract value, completion date, and the roles of proposed key personnel who participated in the project. The Offeror must have served as the prime contractor for the submitted reference projects. A web link providing additional project information may also be included.

Schedule and Statement of Work: At a minimum, the proposed schedule should include the following milestones:

• Project kick-off meeting

• Data collection and upload assessment information to City’s GIS

• Interim reporting at 40% and 80%

• Final Report incorporating City comments for final review and acceptance.

• Presentation on final project findings to the City Council or other City body designated by the City.

Conflict of Interest Policy: Provide a copy of the Offeror’s conflict of interest policy.

Financial Responsibility: Offerors shall provide audited financial statements from the last two (2) years demonstrating financial stability.

B. Cost Proposal

Cost Proposals will be reviewed for reasonableness and realism against the City’s independent assessment following evaluation of Technical Proposals. Cost Proposals will be evaluated for technically qualified Offerors after the Technical Proposal evaluation is completed. The Cost Proposal is rated by giving the Proposal with the lowest cost the maximum number of points available (20 points).

While the cost proposed for performing the scope of services is an important consideration for Contract award, it is not the only factor upon which award will be made. The City reserves the right to award other than the low-Cost Proposal.

Evaluation Criteria

Offeror’s submissions will be scored and ranked based upon demonstrated knowledge and understanding of the evaluation criteria provided below. The score of the proposal will total a maximum of 100 points. The City will use a proposal evaluation panel to review and rank the responsiveness and reasonableness of each proposal.

The Technical Proposal evaluation criteria will consist of the following: Project Understanding, Project Management Team, Similar Project Experience and References, Schedule and Statement of Work. Proposal totals a possible maximum of eighty (80) points. Cost Proposals will be evaluated for technically qualified proposers after the technical evaluation is completed.

Description Points

Project

Understanding and

Technical Approach

Describe the Offeror’s understanding of the proposed Project as outlined in the RFP and the Offeror’s understanding of the magnitude of the scope of services and the desired outcomes for the Project.

Project Management and Project Personnel

Provide information on the proposed Project Manager and personnel assigned to this Project for the Offeror and any subcontractors. The Project Manager shall have a minimum of three (3) years of relevant experience managing projects involving stormwater infrastructure assessment, stormwater engineering, GIS-based asset management, or comparable public infrastructure programs. If professional licensure is required for the services performed, the responsible professional shall be appropriately licensed in the State of Georgia. Identify applicable Georgia professional licenses, qualifications, project responsibilities, availability, and experience on projects of similar size and complexity.

Similar Project

Experience and

References

Provide three (3) similar projects completed or substantially completed within the past five (5) years. For each project, include client contact information, project description, approximate project value, number and type of assets assessed, duration, completion date, services performed by the Offeror, and relevance to the City’s proposed project. Submitted projects should demonstrate experience with stormwater asset inspection, condition assessment, GIS data management, asset scoring, cost estimating, infrastructure prioritization, and/or related reporting.

Schedule and

Statement of Work

Include a schedule and work plan in sufficient detail to determine how each task shall be accomplished. The work plan should describe how the Offeror proposes to complete the Project, shall be sufficiently detailed to highlight the effectiveness of the

Proposal and should spell out how this work can be performed in a cost-effective manner. A schedule for timely completion of the scope of services shall be included.

Cost Proposal

A Cost Proposal shall demonstrate competitive and innovative pricing sheet that incorporates all direct and indirect costs associated with the Project. The Cost Proposal shall be provided in

Bonfire.

TOTAL 100

Selection Process

1. Interviews

At the City’s discretion, selected Offerors may be interviewed as a part of Proposal evaluation based upon the criteria set out in the RFP, and other qualities demonstrated by the Offeror to differentiate themselves from other submittals, such as unique qualities, methodologies, or approaches. Selected Offerors may be asked to provide additional information to the Evaluation Committee regarding demonstrated competence and qualifications, feasibility of implementing the Project as proposed, ability to meet schedules, costing methodology, or other factors as appropriate.

2. Final Approval

The Evaluation Committee will make a recommendation for award, but Mayor and City Council shall have final approval of any award resulting from this solicitation.

3. Financial Information

Information regarding Offeror’s financial history and stability will be reviewed. Upon request, any additional information will be requested. Offeror shall submit the most recent two (2) years of audited financial statements.

4. Negotiation and Best and Final Offer

a. If the City deems it is in its best interest to retain the services of one (1) or more Offerors, it reserves the right to negotiate a revised scope and/or fees. Negotiations will encompass all phases of work, including but not limited to, any other items the City deems appropriate.

b. If negotiations are successful, the City and the highest-ranking Offeror will enter into a contract to perform the services outlined in this RFP. If an acceptable agreement cannot be reached between the City and the highest-ranking Offeror, the City may choose to negotiate with other Offeror(s).

c. Qualified firms submitting Proposals may be required to submit financial statements for a minimum of two (2) reporting periods prior to contract award.

d. Separate meetings with more than one (1) Offeror may be conducted during the same timeframe; however, negotiation sessions with an Offeror will not be held in the presence of another Offeror.

e. Offerors submitting Proposals should be aware that the Evaluation Committee has sole discretion to determine what offer is in the best interest of the City. Consequently, Offerors are urged to submit the best possible terms in their original submittal.

f. The City reserves the right to request the best and final offer from top-ranking Offerors. The best and final offer is an Offeror’s response to the City’s request for the last and most attractive offer to secure a contract for the Project.

SECTION 6: PRE-SUBMITTAL INQUIRIES/QUESTIONS

All questions or requests for clarification shall be sent via Bonfire under Message - Opportunity Q&A:

https://sandysprings.bonfirehub.com/projects/247522/details or directed to: ajefferies@sandyspringsga.gov.

Questions are due no later than September 11, 2026, 5:00 PM EST. Questions received after this date and time may not be answered.

Questions and clarifications will be answered in the form of an addendum. Any addenda, schedule changes and other important information regarding this procurement will be posted on Bonfire at:

https://sandysprings.bonfirehub.com/projects/247522/details

It is the Offeror’s responsibility to check Bonfire frequently for any addenda or other communications related to this procurement.

SECTION 7: COMMUNICATIONS

Questions or comments regarding this procurement shall be submitted in writing via Bonfire or e-mail to the Senior Buyer ONLY (see address below). The Offeror shall clearly reference the section and page numbers of the RFP which are applicable to the question(s) or comment(s) submitted.

Note: Oral questions will not be accepted due to the possibility of misunderstanding or misinterpretation. Offerors are encouraged to submit questions or comments by no later than September 11, 2026, 5:00 PM EST, to allow for analysis and dissemination of the City's responses in advance of the Proposal due date. Questions received after this date and time may not be answered.

The principal point of contact for this procurement is the Senior Buyer, Andre Jefferies, for the City. Mr.

Jefferies can be reached via e-mail at ajefferies@sandyspringsga.gov. Until an Offeror is selected and the selection is announced regarding the procurement, elected officials, Evaluation Committee members, employees of the City, and contracted personnel receiving information and documents regarding this procurement are not allowed to communicate regarding the procurement for any reason with any potential or interested contractors, vendors, City staff, or contracted personnel except through the

City's Senior Buyer or designated successor.

For violation of this restriction, the City reserves the right to reject the Proposal of any potential or interested contractor or vendor who knowingly participates in such violation. Any City staff or elected officials who violate this restriction acknowledge such conduct may result in an ethics violation pursuant to the City's ethics ordinance and/or disqualification from further participation in, or briefing on, the procurement. All communications concerning this procurement must be directed to the Senior Buyer named in this procurement.

mailto:purchasing@sandyspringsga.gov

SECTION 8: SCHEDULE OF EVENTS*

Event Date

RFP Release Date 8/21/2026

Pre-Proposal Meeting (Non-Mandatory) 8/31/2026

Deadline for Receipt of Inquiries/Questions 9/11/2026

Proposal Due Date 10/2/2026

Proposal Evaluations Completed TBD

Presentations/Interviews (Optional) TBD

Final Selection TBD

*This proposed schedule of events is informational and is subject to change at the discretion of the City.

SECTION 9: TERMS AND CONDITIONS

All Proposals and supporting materials as well as correspondence relating to this procurement become property of the City when received. Any proprietary information contained in the Proposal shall be so indicated; however, a general indication that the entire contents, or a major portion, of the Proposal is proprietary will not be honored. The following terms and conditions shall also apply:

1. All applicable federal and state laws and City ordinances, licenses and regulations of all agencies having jurisdiction shall apply to Offerors throughout the solicitation and the Project and are incorporated herein.

2. Gratuities, Rebates, or kickbacks.

a. Gratuities. It is prohibited for any person to offer, give, or agree to give any City Representative, or for any City Representative to solicit, demand, accept, or agree to accept from another person, a gratuity, rebate or offer of employment in connection with any decision, approval, disapproval, recommendation or preparation of any part of this RFP influencing the content of any specification or 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 this RFP or a Contract or subcontract, or to any Solicitation or response therefore in any manner inconsistent with the State of Georgia’s Department of Administrative Services Gratuity Policy located in the Georgia Procurement Manual Section I.4.

b. Kickbacks. It is prohibited 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 this RFP.

c. Rebates. It is prohibited for any rebate to be offered for the sole purpose of inducement.

Rebates normally or routinely offered to all customers for the purchase of Goods and Services are acceptable and are the property of the City.

d. Nothing in this section shall preclude a City Representative from attending seminars, courses, lectures, briefings, or similar functions at any Offeror's facility or at any other place if any such seminar, course, lecture, briefing, or similar function is for the purpose of furnishing the City Representative with knowledge and information relative to the Offeror's Goods or Services and is one the City Manager determines would be beneficial to the City. In connection with any such seminar, course, lecture, briefing, or similar function, nothing shall preclude the City Representative from receiving meals from an Offeror. Nothing in this section shall preclude the City Representative from receiving educational materials and business-related items of not more than nominal value from an Offeror. Nothing contained in this section shall permit the City Representative to accept free travel from the Offeror outside the State of Georgia or free lodging in or outside the State of Georgia.

3. Professionals requiring special licenses shall be licensed in the State of Georgia and shall be responsible for those portions of the work as may be required by law.

4. No Proposal shall be accepted from, and no contract shall be awarded to, any person, firm, or corporation that (i) is in arrears to the City with respect to any debt, (ii) is in default with respect to any obligation to the City, or (iii) is deemed irresponsible or unreliable by the City.

5. The City shall be able to request from Offeror satisfactory evidence that it has the necessary financial resources to accomplish the requirements of the contract.

6. From the date this RFP is issued until an Offeror is selected, Offerors are not allowed to communicate with any staff or elected officials of the City regarding this procurement, except at the direction of Andre Jefferies, Purchasing Agent for this procurement. Any unauthorized contact may disqualify the Offeror from further consideration. Contact information for the single point of contact is as follows:

Andre Jefferies, Purchasing Agent City of Sandy Springs

1 Galambos Way Sandy Springs, Georgia 30328

E-mail: ajefferies@sandyspringsga.gov

7. While the City has every intention to make an award as a result of this procurement, issuance of the

RFP in no way constitutes a commitment by the City 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:

a. Cancel or terminate this RFP at any time. A notice of cancellation will be issued if the RFP is cancelled.

b. Preparation of a Proposal is the Offeror’s sole financial responsibility.

c. The City will not reimburse any Offeror for preparation of its Proposal. Proposals may be returned upon request, if unopened.

d. Reject any or all Proposals received, make a contract award based directly on the Proposals received in the best interest of the City, in its sole discretion, or enter further discussions with one (1) or more Offerors.

e. Waive and/or amend any undesirable, inconsequential, or inconsistent provisions/specifications of this RFP which would not have significant impact on any Proposal.

f. Make partial award or no award if it is in the best interest of the City to do so.

g. Terminate any contract if the City determines adequate funds are not available or if it is in the

City’s best interest to do so.

h. The City reserves the right to award multiple contracts for the Project Scope described in this procurement. If the contract awarded pursuant to this procurement is terminated for any reason, the City reserves the right to request from an eligible Respondent a cost proposal and an executed contract for consideration of award. The City also reserves the right to request other documents at that time as deemed necessary to consider whether to make a contract award, or it may determine to pursue other methods available to it to procure required services.

SECTION 10: CONTRACT INFORMATION

The form of agreement (“Contract”) the City intends to execute with the selected Offeror is included in this RFP as Attachment A. Offerors are urged to read this Contract carefully prior to submitting a Proposal.

In general, the City is unable to negotiate or revise contract provisions. If an Offeror believes certain contract provisions are out of date, not applicable or place an undue burden or cost on the Offeror or the City, the Offeror shall address these concerns in writing during the pre-submittal inquiries/questions period. The Senior Buyer will review and determine the appropriate response. If the City determines a change is warranted; an addendum will be posted to this RFP. If an Offeror is unwilling to execute the Contract, whether modified by addendum or not, a Proposal should not be submitted.

The City may deem any Proposal containing contract changes or exceptions non-responsive and reject the Response.

This RFP document, together with its addenda, amendments, attachments, modifications, Offeror’s Proposal, including any amendments, a…