Request For Proposals #23-036

Abernathy Arts Center Management Services

Non-Mandatory Pre-Proposal Conference

Site Visit

January 30, 2023, 10:00 A.M. EST

Abernathy Arts Center

254 Johnson Ferry Road.

Sandy Springs, Ga 30328

Proposal Due Date

February 21, 2023, 2:00 PM EST

Firms offering responses to this RFP (“Offeror(s)”) shall submit sealed proposals (“Proposal(s)”) to be received by the City of Sandy Springs (“City”) no later than February 21, 2023 at 2:00 PM EST. The City will only accept online submissions for this RFP through the Bonfire Portal (“Bonfire”) at:

https://sandysprings.bonfirehub.com/projects/82302/details

A Proposal submitted in any other format (e-mail, paper, fax, mail, etc.) will not be accepted for any reason.

General Information:

1. All communications regarding this procurement must be with the assigned Procurement Officer, Delores Hill, purchasing@sandyspringsga.gov.

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

https://sandysprings.bonfirehub.com/projects/82302/details. Questions are due no later than February 6, 2023, 5:00 PM EST. Questions received after this date and time may not be answered.

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/82302/details. It is the Offeror’s responsibility to check Bonfire https://sandysprings.bonfirehub.com/projects/82302/details for any addenda or other communications related to this procurement.

4. The form of contract (“Contract”) the City intends to execute with the selected contractor 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 If an Offeror believes certain contract provisions are out of date, not applicable or place an undue burden or cost on the Offeror or the City, the Offeror must address these concerns in writing during the question-and-answer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 Procurement Officer will review and determine the appropriate response. If the City determines a change is warranted, an addendum will be posted to this RFP. If a contractor is unwilling to execute the Contract, whether modified by addendum or not, a Proposal should not be submitted.

5. An Offeror may not amend or supplement a Proposal after the submission date unless requested by the Procurement Officer to do so and the Procurement Officer provides all Offerors that submitted Proposals a similar opportunity to amend or supplement their Proposals.

6. 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.

https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=4990355a70192ede2278c56cb58f812c&term_occur=999&term_src=Title:36:Chapter:I:Part:51:Subpart:C:51.15

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: SUBMITTALS

SECTION 4: PROPOSAL CONTENTS AND ORGANIZATION

SECTION 5: GENERAL EVALUATION PROCESS AND CRITERIA

SECTION 6: PRE-PROPOSAL CONFERENCE WITH OFFERORS

SECTION 7: SCHEDULE OF EVENTS

SECTION 8: COMMUNICATIONS

SECTION 9: TERMS AND CONDITIONS

SECTION 10: EXHIBITS

Attachment A: Map of Abernathy Arts Center Attachment B: CONTRACT, which includes all Exhibits attached thereto including:

Exhibit A: OFFEROR'S PROPOSAL Exhibit B: COST/FEE PROPOSAL Exhibit C: CERTIFICATE OF CONTRACTOR - GEOGIA SECURITY AND IMMIGRATION

COMPLIANCE ACT

Exhibit D: CERTIFICATE OF DRUG-FREE WORKPLACE Exhibit E: AFFIDAVIT VERIFYING STATUS FOR CIY PUBLIC BENEFIT APPLICATION Exhibit F: CONTRACTOR AFFIDAVIT UNDER O.C.G.A. § 13-10-91(b) (1) Exhibit G: INSURANCE REQUIREMENTS Exhibit H: NOTICE TO CONTRACTORS - COMPLIANCE WITH TITLE VI OF THE CIVIL RIGHTS

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 Offeror. I further certify that the provisions of O.C.G.A. § 45-10-20, et seq. have not been violated and will not be violated in any respect.

Authorized Signature for Offeror: ________________________________________________

Date: _________________________________________________________________________

Print/Type Name: ______________________________________________________________

Print/Type Offeror Name Here: __________________________________________________

CORPORATE CERTIFICATE

I, _________________, certify that: I am the Secretary of the company named as Offeror in the foregoing Proposal; that ______________________________________________, who signed said Proposal on behalf of the Offeror, was then (title) __________________ of said company; that said Proposal was duly signed for and in behalf of said company by authority of its governing body, and is within the scope of its corporate powers; that said company is organized under the laws of the State of _________________ and is duly registered and authorized to do business in the State of Georgia in accordance with Georgia law.

This _____________ day of ___________________________, 20__.

(Signature)

(Seal)

Corporate Name: _____________________________________________________ d/b/a: _____________________________________________

OFFEROR’S RFP CHECKLIST

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; number of copies required for submittal; Contract requirements, if any (e.g. bonding and insurance requirements).

2. _______ Note the Procurement Officer’s name, address, and email 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 conference. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the Project, or notify the City of any ambiguities, inconsistencies, or errors in the RFP. This conference is not mandatory.

4. ______ Take advantage of the “question-and-answer” period. Submit your questions to the Procurement Officer by the due date listed on the cover page and in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP. All addenda issued for this RFP will be posted on Bonfire Interactive (“Bonfire”) website https://sandysprings.bonfirehub.com/projects/82302/details

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 will know what your firm’s capabilities are or what items/services you can provide, even if you have previously contracted with the City. Proposals are evaluated based solely on the information and materials provided in response to the RFP.

7. _______ Use the forms provided with the RFP, if any.

8. _______ Check the Bonfire Interactive (“Bonfire”) website, https://sandysprings.bonfirehub.com/projects/82302/details, for RFP addenda before submitting a Proposal. If any exist, you must submit a signed cover sheet for each addendum issued along with your Proposal.

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

Your original Proposal and the requested copies must be identical and complete. The copies are provided to individuals evaluating Proposals and will be used to rank your submittal.

10. _______ Submit your Proposal 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 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

The City of Sandy Springs (“City”) is located in Fulton County, Georgia, and has a population of approximately 108,000. It is metropolitan Atlanta’s second (2nd) largest city. The geographic area of the City is approximately thirty-eight (38) square miles.

The City seeks to obtain the services of a qualified firm to provide turn-key Art Center Operations (“Operator”) at the Abernathy Arts Center (“AAC”) located at 254 Johnson Ferry Road, Sandy Springs, Georgia 30328. The AAC was recently transferred from Fulton County to the City. The AAC includes an annex building of approximately 5010 square feet (“Facility”) with two (2) buildings that are not currently in use and are not anticipated for use by the Operator. The City currently has an interim contract with an Operator who is providing interim art programming in the Facility.

The City is in the process of master planning the entire AAC site which will include interim renovations and possible re-construction of buildings and structures. No capital funding has been allocated for a full renovation and/or reconstruction of the Facility, and the City does not a have specific timeframe for those improvements. Interim improvements may be evaluated in conjunction with the selected Operator. The selected Operator will work with City staff to provide input and guidance into the Facility design process for interim and long-term improvements.

Operations for the City of Sandy Springs

The City expects to award a new contract for the operation of the Facility. Offerors should have successful experience operating an arts center or a substantially similar operation within the past three (3) years. As a result of this procurement, the Operator will be responsible for providing all aspects of the day-to-day management and operations of the Facility in accordance with requirements of this RFP. The City is interested in an arrangement whereby the Operator will assume responsibility to plan and conduct all programs and activities at the Facility.

The City intends to award a contract to the Offeror(s) presenting the Proposal that will provide the best overall value to the City; however, the City reserves the right to make a single award or no award, if these options are in the City’s best interest. The instructions, conditions and notices in this RFP are designed to assist Offerors in preparing a Proposal that presents an effective approach to accomplish all contractual requirements.

SECTION 2: SCOPE OF SERVICES

Project Oversight and Staffing

The Operator will report to the Sandy Springs Recreation and Parks Director or designee (“Director”). The Director will meet with the Operator’s lead staff or designee monthly to discuss issues of mutual concerns, receive relevant updates and reports on the operation of the Facility, and collect rent and utility fees.

Design Consultation

The Offeror shall provide design and programming input into future Facility renovations to include interior space layouts, electrical service needs, plumbing, lighting, circulation, other elements, etc. to assist with final design of the AAC site master plan. The Operator will advise on any requested interim improvements to the Facility. As noted above, no capital allocations have been dedicated to full Facility renovations or reconstruction at this time.

Detailed Services Required

The Facility consists of two (2) classrooms, large exhibit room, restrooms, office, storage spaces and reception counter. The Operator shall: operate, manage, and maintain the Facility; provide youth and adult art programs, including scheduling and management of the Facility; provide, schedule, and manage art instruction, art exhibits, camps, art events and Facility rentals and market such services; facilitate, manage, and schedule other programming and private and public uses subject to the approval of the Director.

Operating Model and Hours of Operation

The Facility shall support the “community oriented” operating model by being inclusive to all populations in both operating hours and types and delivery of services. The hours of operation are subject to terms of the contract.

Proposals shall include a recommended schedule of operating hours.

Responsibilities of Operator

The Operator’s basic service obligations shall include, but not be limited to the responsibilities as outlined below:

General

1. Regulate behavior and conduct of participants and visitors to the Facility and immediate surroundings by enforcing all posted rules and regulations.

2. Routinely patrol Facility property, preserve order and provide for security of Facility, and prevent destruction, theft, and vandalism to the Facility by participants and visitors.

3. Inspect and maintain Facility and immediate property. Maintain daily records of findings.

4. Inspect all equipment daily and report all required maintenance ensuring the Facility and amenities are clean and sanitized, safe, and maintained sufficiently to remain in workable condition.

5. Maintain offices, rooms, restrooms, common areas, equipment, with daily cleaning and sanitizing methods.

6. Repair and replace equipment used for arts programming scheduled at the Facility.

7. Maintain an inventory of all assets and equipment.

8. Ensure regular updates of incident and accident reports and provide copies of reports to the City’s appointed representative. Submit such reports within twenty-four (24) hours.

9. Operate and manage rooms and associated areas in a manner calculated to enhance revenue flow and that will provide quality service for public and private use.

10. Maintain a safe and healthy instructional environment and support good health practices through instruction and by staff example.

11. Interact and communicate with Facility patrons and families in a way that supports the mission of health, family fun, and inclusion.

12. Develop outreach, promotional and advertising efforts subject to City approval. Keep Facility open for designated number of hours and days as required by contract at the discretion of the City.

13. Provide proof of insurance as required by the City.

AAC Services, Programs, and Activities

1. Develop and manage a well-run and purposeful arts program while supporting professional and quality student-focused instruction in an inviting environment.

2. Ensure that only qualified and, where applicable, certified instructors and teachers are appointed to render teaching and instruction services.

3. Instruction methodology shall encourage the happiness, health, and confidence of students of all ages, and program participants in whatever program or activity in which they are enrolled.

4. Provide group/class and private lessons and instruction in various art mediums and other services customarily provided by a well-rounded arts center. These shall be delivered by professional, qualified employees or contractors of the Operator.

5. Arts programs offerings and services considered by the Operator will first be reviewed and approved by the City.

6. Provide a minimum of six (6) hours per week for the instruction and training of special needs and under-served persons.

7. Scholarships will be provided to art program candidates 5-17 years of age in keeping with the Recreation and Parks Department protocols for existing programs. The Operator will qualify candidates in the following way:

a. Candidates must be on a free or reduced lunch program, proof of which will be provided by Fulton

County Schools.

b. Candidates who do not receive free or reduced lunch through school will be evaluated on a case-by-case basis by the Operator.

c. The scholarship program is awarded on a first come first served basis and is only awarded once per calendar year per participant.

d. The scholarship program shall be for City of Sandy Springs residents.

8. Establish a method in which to collect Facility user satisfaction information for the purpose of review by the City and the Operator.

9. Maintain class member records that include personal, or family directed emergency protocols for identified health issues of the class member or student. Records of fee payment information of program participants shall be maintained. All personal health records, credit card and financial information, shall be protected and remain secure at all times.

10. Make every effort to maintain the same body of instructors throughout sessions and designated registration periods so as to provide for class stability and comfort to students, thereby ensuring teaching and best practice methods are consistently applied.

11. Base rental rates of any space on prevailing rates for municipal facilities of this type in the north Fulton County area determined by the Operator and approved by the Director.

12. Maintain a website as approved by the City and which will communicate with the City website, containing information relating to program offerings, fees, policies, and registration details. Online registration for program offerings will be made possible through the Operator’s website.

13. Provide an online and in-person, walk-in registration platform for the public.

14. Be responsible for procuring all required permissions, copyrights, and/or charges associated with music and other professional productions used in programs or otherwise in the Facility.

15. Include a waiver in all participant registration forms to allow the Operator or City to use photos, images and likenesses for marketing purposes.

16. Provide special events or charitable activities for underserved residents subject to approval by the City.

Customer Service and Scheduling

1. Provide excellent customer service at the registration office and wherever Facility management and staff are present.

2. Create program brochures to promote program offerings

3. Subject to the City’s review, facilitate new programs and services to be offered and to be included with additional service areas as deemed necessary for the successful operation of the Facility.

4. Establish a system and methodology for accommodating and managing customer complaints and problem resolution quickly and efficiently. Maintain appropriate documentation for follow-up and posterity purposes.

Responsibilities for Facility and Equipment

Maintenance of Facility and equipment shall include but not be limited to the following:

1. The Operator shall perform the daily maintenance of all interior space including classrooms, offices, restrooms (janitorial service) and other common areas, furnishings, and fixtures. A daily janitorial cleaning log shall be maintained by the Operator (form to be approved by the City). The Operator shall provide and maintain all Facility cleaning equipment and janitorial supplies. The Operator shall replace all light bulbs that can be accessed without the use of a ladder.

2. The Operator shall keep the building clear of trash, debris, and vermin. Sidewalks and steps will always be kept clear and safe for pedestrian travel.

3. All recommended improvements, modifications, and additions to the Facility will be made to and first evaluated by the Director.

4. The Operator shall deliver all Facility trash collected to a location to be determined adjacent to the Facillity.

5. The Operator shall serve as the first point of contact for Facility security and fire alarm systems and respond accordingly.

6. Any recommended change to the aforementioned responsibilities shall be preapproved in advance by the Director.

Hours and Employee Information

1. Hours of operation shall be negotiated with the Director.

2. Recommended closures for deep cleaning, heavy maintenance, repairs, etc. shall be preapproved by the

Director and scheduled in such a way as to minimize hardship to patrons and regular programming.

3. All Operator and Operator contracted employees will be uniformed and easily identified reflecting a clean appearance and present a pleasant demeanor in customer service situations.

4. All Operator employees and Operator contracted employees shall pass a national background check performed by the City before employment. The cost of the background check will be reimbursed to the City by the Operator. The City retains the right to prohibit any persons from working at the Facility based on the results of the background check.

5. The Operator shall submit all communication materials, brochures, event announcements, media releases and related emails for review and approval by the Director at least one month prior to advertisement or event.

6. The Operator and its employees shall comply with all rules, regulations, and policies of the City.

Responsibilities of the City

1. The City shall provide the Facility in its present condition.

2. The City shall provide for general interior repair, replacement, and restoration of the Facility in keeping with the standard requirements set forth in applicable federal, state and local government regulations.

3. The City shall provide all outdoor grounds maintenance around the Facility and adjacent areas.

4. The City will be responsible for operations of the attached outdoor restrooms.

5. The City will provide all HVAC service, maintenance and replacement.

6. The City will remove interior trash bagged, sealed, and removed by the Operator to an agreed-upon collection point.

Other Rights and Responsibilities

The City has the right to amend or supplement the RFP by written addendum. The City is not responsible for and shall not be bound by any representations made by any individual acting or purporting to act on its behalf. The City shall not be responsible for any pre-contractual expenses incurred by any Offeror in responding to the RFP, preparing, or presenting its Proposal, negotiating with the City or any other expenses incurred prior to execution of a contract with the City.

1. Financial Reporting Requirements. The awarded Operator shall provide the City with monthly and annual financial reports as described below:

i. Monthly Report

i. Certified statement of monthly revenue and expenses

ii. Monthly participation numbers broken down by activity list (separate form)

iii. List of Facility maintenance activities

iv. List of new maintenance issues

v. Major upcoming activities

vi. Meeting with Director to collect rental payment and general update discussion

ii. Annual Report (calendar year), due by February 1

i. Certified statement of annual revenue and expenses

ii. Annual participation numbers broken down by activity, including age groups served through the programs and other relevant information

iii. List of special community events

iv. List of Facility improvements made

v. List of scholarship tuitions granted, including total value, activities, age groups served, and other relevant information

vi. List of service delivery matrix and results

2. Audit. The City, at its discretion, shall have the right to inspect and audit the business of the Operator, its agents, permittees, and licensees operating on and in connection with the City and the Facility, as necessary and appropriate for the City. The City requires that all the Facility accounting records be available for audit and inspection upon request by the City during regular hours of operation.

3. Background Checks. The City will provide background checks on all personnel conducting activities at the Facility, including Facility employees and volunteers.

4. Reporting Illegal Activity. The Operator shall report any illegal activity or violations of City codes, rules and regulations to the Director and/or the Sandy Springs Police Department, as deemed necessary.

5. Emergency Use. The City may use the Facility as an emergency shelter during severe weather events as needed. During such events, it will be the City’s responsibility to staff the Facility and provide shelter and other services to the community as determined by the City. This use will take priority over other Facility programming.

6. Polling Site. The City may designate the Facility as polling site for local, state and federal elections. All efforts will be taken to minimize impacts to Facility programming. During such events, it will be the City’s responsibility to staff the AAC and provide security and other services to the community as determined by the City. This use will take priority over other Facility programming.

7. Removal of Facility Personnel. The City Manager shall have the right, at any time during the term of the contract, to request that the Operator remove any Operator or contracted personnel from the Facility if, in the City Manager’s opinion, such personnel exhibits behavior that indicates: he or she is not fit, able or willing to perform the duties assigned under the contract; or the continued presence of the Operator personnel would negatively impact the City’s relationship with the Operator; or the continued presence of the Operator personnel would not be in the best interest of the City. If requested by the City Manager, the Operator shall remove such Operator personnel as requested by the City Manager and fill the vacancy in accordance with applicable provisions of the contract.

SECTION 3: SUBMITTAL OF PROPOSAL

Proposals shall be submitted through Bonfire at https://sandysprings.bonfirehub.com/projects/82302/details no later than 2:00 PM EST on February 21, 2023

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 for any reason. It is the sole responsibility of the Offeror to submit its Proposal before the required deadline. Hard copy, electronic and facsimile submittals will not be accepted.

Proposal Arrangement and Page Limitations

Offerors shall arrange their Proposals as set forth below with page totals as indicated. Detailed instructions for the preparation of the Proposal are presented in Section 4.

RFP Section Title Page Limits

I Business Plan: Capabilities and Approaches 12 pages total

Executive Summary 1 page

Table of Contents 1 page

Proposal 10 pages

II Past Performance/Key Personnel 10 pages

III Cost/Price Proposal 3 pages

IV Phase-In Plan No Limit

V Contract No Limit

SECTION 4: PROPOSAL CONTENTS AND ORGANIZATION

This section provides general and detailed instructions to Offerors to be used in the preparation of Proposals.

Section 4 is organized as follows:

• General Instructions for Proposal Preparation

• Period Covered by Procurement

• Business Plan- Capabilities and Approaches

• Past Performance/Key Personnel

• Cost/Fee Proposal

• Phase-In Plan

• Contract

1. General Instructions for Proposal Preparation

In providing these instructions, the City intends to solicit information that will permit a comprehensive evaluation of Proposals. The information solicited will demonstrate the Offeror's competence and capability to successfully complete the requirements specified in the RFP. Generally, the Proposal shall:

a. Demonstrate the Offeror’s understanding of the general requirements of the RFP and Contract;

b. Convey the Offeror's capabilities for transforming understanding of the requirements into accomplishment;

c. Provide in detail the Offeror's plans and methods for so doing; and

d. Provide, as requested below, the cost/price associated with so doing.

The Proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and substantiation of all information. The Proposal should not simply rephrase or restate the City's requirements, but rather shall provide convincing rationale to address how the Offeror intends to meet these requirements. Elaborate brochures or documentation, detailed artwork, or other superfluous embellishments are unnecessary and are, in fact, discouraged.

Offerors are requested to provide information responsive to the items set forth below. This information is considered essential for the City to conduct a fair and uniform evaluation of Proposals in accordance with the evaluation factors provided in Section 5. The items listed are not, however, all-inclusive and the Offeror should include in its Proposal any further discussion believed to be necessary or useful in demonstrating the Offeror's ability to perform the work under the contract.

The City does not intend to accept Proposals with alternate terms and conditions.

2. Period Covered by Procurement

This procurement covers five (5) performance years, with one (1) base year and four (4) one year renewal options and a period of one (1) month for phase-in. For contracting purposes, the total period is as follows:

Anticipated Dates Duration Contractual Coverage

June 1, 2023 - June 30, 2023 One (1) Month Phase-In Period

July 1, 2023 - June 30, 2024 One (1) year Base Contract Period

July 1, 2024 - June 30, 2025 One (1) year Renewal Contract Period

July 1, 2025 - June 30, 2026 One (1) year Renewal Contract Period

July 1, 2026 - June 30, 2027 One (1) year Renewal Contract Period

July 1, 2027 - June 30, 2028 One (1) year Renewal Contract Period

The City is not obligated to the schedule listed above. Anticipated dates may be changed by elected City officials or the City Manager, in their sole discretion. If anticipated dates change, Offerors agree that all Proposals remain valid and intact and will reflect the new dates.

3. Proposal Contents by Section

Section I: Business Plan – Capabilities and Approaches (12 pages total)

Detailed instructions for the preparation of Section I are presented below and are crafted to address each of the most important requirements listed above. Offerors are cautioned to pay particular attention to these instructions when organizing and developing Proposal content.

Capabilities and Approaches Proposal shall be organized as follows:

a. Executive Summary (1 page). The Executive Summary shall be a concise summary of the Proposal including significant risks and highlights of key or unique features, excluding cost/price. Any summary material presented here shall not be considered as meeting the requirements for any portions of other parts of the Proposal.

b. Table of Contents (1 page)

c. Proposal (10 pages). The Proposal shall be accompanied by a Business Plan. It should describe the effort and skills necessary to operate the business. The Business Plan shall be described in sufficient detail to permit the City to evaluate it fairly in relation to other Proposals with a minimum of possible misinterpretation. The Business Plan is a comprehensive description of the planned manner and use of the Facility with emphasis on strategic planning and vision, operations and safety, financials, marketing, and services/product.

The Business Plan must include but may not be limited to the following:

a. The Offeror’s plan for operating the Facility and accomplishing the work and requirements set forth in the RFP

b. The Offeror’s plan to offer various public youth and adult art classes, exhibits and potential future offerings

c. A list of associated fees for classes, sessions, individual and private training, room rental for art programming and room rental for parties and functions associated with existing and proposed programming, i.e., art exhibits, parties, and social gatherings

d. Company and staff organizational charts and staffing plan

e. Job descriptions and relevant qualifications of key personnel

f. Estimated start-up costs

g. Estimated operating costs for first contract year

h. Estimated gross revenue for first contract year broken out as revenue obtained from specific sources

i. The Offeror’s plan to address diversity, inclusion, and equity in:

i. Marketing

ii. Scholarships

j. Proposed hours of operation

k. The Offeror’s plan for marketing, advertising, and branding

l. The Offeror’s plan for continuity of services and products while implementing new operations

m. The Offeror’s customer service plan

n. The Offeror’s custodial plan:

i. Frequency

ii. Scope of services

iii. Contracted or Facility staff performed

o. Equipment and furnishings provided by the Offeror

Section II: Past Performance/Key Personnel (10 pages total)

Demonstrate that the Offeror and personnel have experience and expertise with the subject matter and have performed work that is similar in type and scope. Include project description, location, cost, status, and current client contact information, including email address, phone number, name, and title. Describe how you will organize to perform the contract requirements. Describe the number and skills of the personnel you propose to perform contract requirements. Identify all functions to be performed by subcontractors, teaming partners, and/or joint venture partners. Explain how you will manage your team members to ensure their services meet the City’s requirements. You may include resumes.

Section III: Cost/Fee Proposal (3 pages total to be submitted separately from the Proposal)

Propose a monthly rental fee schedule to be paid to the City for operations at the Facility. List any additional capital funding commitments.

Monthly rentals will be due to the City before the 15th day of the succeeding month.

All other Offerors will be assigned scores based on the price variance established by the lowest and highest price.

To ensure that the City is able to perform a fair assessment of the Proposal price, each Offeror is required to submit a Cost/Fee Proposal in MS Excel that is suitable for evaluation. A Cost/Fee Proposal that is suitable for evaluation shall:

a. Account for all resources necessary to complete contract requirements

b. Be traceable to the Business Plan

c. Explain in detail all pricing and estimating techniques

d. Disclose the basis of estimates for all projections, rates, ratios, percentages, and factors in sufficient detail to facilitate the City's understanding and ability to mathematically verify these estimating techniques

e. Include all templates required by the RFP

The Cost/Fee Proposal shall be organized as follows:

a. Narrative (see subparagraphs c and d above)

b. Monthly rental fee to the City

c. Other financial proposals

d. Other funding commitments:* $_________________

If any, please descibe

*For example, include additional funding commitments, if any, such as: Is the Offeror willing to add capital dollars should the City renovate the AAC? Can the Offeror provide other funding opportunities the City may not be aware of?

NOTE: DO NOT INCLUDE COST/PRICE DATA IN ANY OTHER PROPOSAL SECTION.

Section IV: Phase-In Plan (no limit)

As needed, the successful Offeror will assist the City during transition from the existing interim Operator to the successful Offeror. The purpose of the phase-in plan is to lay out the tasks and activities that need to take place to efficiently transition services to the new Operator. Include a schedule and work plan in sufficient detail to determine how each task shall be implemented. The work plan should: describe how the Operator proposes to complete phase-in: be sufficiently detailed to highlight the effectiveness of the proposed plan; and should spell out how this work can be performed in a cost-effective manner. Information should be provided regarding the amount of time each task will require. Provide a phase-in organizational chart with a brief functional statement and proposed staffing for each position.

Section V: Contract (no limit)

The Contract shall be organized as follows:

a. Executed Contract (in the form attached to this RFP as Exhibit D, as may be amended by addenda)

b. Executed copies of exhibits to the Contract including, but not limited to: Certification of Contractor –

Georgia Security and Immigration Compliance Act; Certification of Consultant – Drug-Free Workplace; Affidavit Verifying Status for City Public Benefit Application; Contractor Affidavit Under O.C.G.A. § 13-10-91(b)(1)

“Contract” as used herein includes all exhibits, attachments and addenda included as a part thereof. Offerors are urged to read the attached Contract carefully prior to submitting a Proposal and ask any questions regarding the Contract during the question-and-answer period described in this RFP.

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 question-and-answer period. The Contract Specialist will review and determine the appropriate response. If the City determines a change is warranted; an addendum will be posted to this RFP. If a firm is unwilling to execute the Contract, whether modified by addendum or not, it should not submit a Proposal.

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

This RFP document, together with its addenda, amendments, attachments, modifications, Offeror’s Proposal, including any amendments, a “best and final offer,” and any clarification question responses, when executed, becomes part of the contract between the parties. The City does not intend to accept alternate terms and conditions to the Contract. All questions are due in writing no later than the date stated on the first page of this RFP. Questions received after this date and time may not be answered.

Prior to award, the apparent selected Offeror may be required to enter into discussions with the City to resolve any contractual differences before an award is made. These discussions shall be finalized and all exceptions resolved within one (1) week of notification; if not, the selected Offeror’s Proposal may be rejected and discussions initiated with other Offerors.

The selected Offeror shall not begin performance of services requested by this RFP prior to the execution of a formal written contract (based on the Contract) by the City and Offeror. Any Offeror beginning performance prior to the execution of a contract shall be deemed to be proceeding at Offeror’s risk, and shall not be entitled to any compensation for such performance.

SECTION 5: GENERAL EVALUATION PROCESS AND CRITERIA

General Evaluation Process and Criteria

1. General Information

This solicitation process will enable the City to gather additional information and identify one or more qualified firms to perform the services described in the contract. The City will conduct a comprehensive, fair and impartial evaluation of all Proposals received. An evaluation team will be established by the City to evaluate Proposals (“Evaluation Committee”). The Evaluation Committee may invite the most qualified Offerors to interview;

however, the City retains the right to select only one Offeror and negotiate a contract. The City may also determine that no qualified Proposals have been received and reject all Proposals.

2. Interviews

At the City’s discretion, selected Offerors may be interviewed and re-evaluated based upon the criteria set out in the RFP, or other criteria to be determined by the Evaluation Committee (i.e. unique qualities, methodologies, or approaches taken to differentiate from other Offerors). 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.

3. Past Performance - References

Any information received by the Evaluation Committee subsequent to the Offeror’s Proposal will be used to further evaluate the short-listed Offerors to determine a rank-order. Final approval of a selected Offeror will be approved by Mayor and Council.

4. Negotiation and Best and Final Offer

a. If the City deems it is in its best interest to retain the services of one or more Offerors, the City 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 an agreement to develop the services as 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 will be required to submit financial statements for a minimum of three (3) recording periods prior to contract award.

d. Separate meetings with more than one Offeror may be conducted during the same time frame;

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 constitutes the “best qualified offer” for the City. Consequently, Offerors are urged to submit best possible terms in their original submittal.

Evaluation Criteria

Proposals will be scored and ranked based upon how well the Offeror demonstrates its knowledge and understanding of the evaluation criteria described herein. The City reserves the right to short list and conduct interviews should the need arise to complete the selection process.

The Technical Proposal evaluation criteria consists of the following: Proposed Project Team; Similar Experience and References; and Project Understanding, Approach and Schedule. The Proposal score totals a possible maximum of ninety (90) points.

Proposals will be evaluated according to the following criteria:

CRITERIA FOR CONSIDERATION WEIGHT IN EVALUATION

Business Plan 40%

Past Performance/Key Personnel 40%

Cost/Fee Proposal 10%

Phase-In Template 10%

Total 100%

Cost Proposals will be reviewed for reasonableness and realism against the City’s independent assessment following evaluation of Technical Proposals. Cost Proposals will be considered for technically qualified Proposals after the technical evaluation is completed. The Cost Proposal criterion is rated by giving the Proposal with the lowest total cost the maximum number of cost points available (10 points).

The City reserves the right to short list and conduct interviews to complete the selection process.

SECTION 6: PRE-PROPOSAL CONFERENCE WITH OFFERORS

The City will hold a pre-Proposal conference to review the submission criteria and answer questions regarding this procurement. The pre-Proposal conference site visit will be held on January 30, 2023, 10:00 AM EST at Abernathy

Arts Center located at 254 Johnson Ferry Road Sandy Springs, Georgia 30328. This pre-Proposal conference is not mandatory, but Offerors are strongly encouraged to attend. See Section 7: Pre-Submittal Inquiries for information regarding the submittal of questions related to this procurement. Note that where any discrepancy exists between a verbal response and a written response to a question, the written response shall supersede the verbal response.

A question-and-answer period has been established. All inquiries must be submitted in writing to Bonfire at:

no later than February 6, 2023; 5:00 PM EST. After this date and time, questions may not be answered.

Responses to questions and any additional information will be posted to Bonfire at https://sandysprings.bonfirehub.com/projects/82302/details. Informal verbal communications, or communications by any person other than the Procurement Officer named in this RFP shall be considered unofficial and the City shall have no responsibility to verify any information that is not contained in this RFP or future addenda.

Please check the Bonfire website regularly for updates and addenda.

SECTION 7: SCHEDULE OF EVENTS*

EVENT DATE

RFP Released January 18, 2023

Pre-Proposal Meeting January 30, 2023

Deadline for Receipt of Inquiries February 6, 2023

Deadline for Posting Written Answers to Inquiries February 13, 2023

Proposal Due Date February 21, 2023, 2:00 PM

Proposal Evaluations Completed March 1, 2023

Presentations/Interviews (Optional) March 13, 2023

Final Selection April 2023

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

SECTION 8: COMMUNICATIONS

Questions or comments regarding this procurement shall be submitted in writing via email to the Procurement Officer 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.

Delores Hill, Procurement Officer purchasing@sandyspringsga.gov

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 February 6, 2023; 5:00 P.M. 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.

https://sandysprings.bonfirehub.com/projects/82302/details mailto:purchasing@sandyspringsga.gov

The principal point of contact for this procurement is the Procurement Officer. The Procurement Officer can be reached via email at purchasing@sandyspringsga.gov. Until a contractor 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 Procurement Officer 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 Procurement Officer named in this procurement.

SECTION 9: TERMS AND CONDITIONS

1. 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.

2. The following terms and conditions shall also apply:

3. All applicable Federal and State of Georgia laws and City of Sandy Springs ordinances, licenses and regulations of all agencies having jurisdiction shall apply to Offerors throughout and are incorporated herein.

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

5. No Proposal shall be accepted from, and no contract will 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.

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

7. From the date this RFP is issued until a firm 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 Delores Hill, Contract Specialist in charge of this solicitation. Any unauthorized contact may disqualify the Offeror from further consideration. Contact information for the single point of contact is as follows:

Delores Hill, Procurement Officer City of Sandy Springs

1 Galambos Way Sandy Springs, Georgia 30328

Email: purchasing@sandyspringsga.gov

8. Costs for developing and delivering Proposals or any response to this RFP and any subsequent presentations of the Proposal as requested by the City are entirely the responsibility of the Offeror. The City is not liable for any expense incurred by the Offeror in the preparation and presentation of a Proposal.

9. The City is not responsible for delays caused by traffic, inclement weather or any other reason. The City is not responsible for late deliveries by couriers, the USPS or package express companies (UPS, Fed Ex, etc.) It is the sole responsibility of the Offeror to submit its Proposal before the deadline.

10. 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 a 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, the City will not reimburse any Offeror for preparation of its Proposal. Proposals may be returned upon request if unopened;

b. 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 into further discussions with one (1) or more Offerors;

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

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

e. Terminate any contract if the City determines adequate funds are not available.

CONTRACT

AGREEMENT

This Agreement (“Agreement”) is made as of execution date by the City and between

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