RFP Bldg Insp _2025.pdf

REQUEST FOR PROPOSALS

BUILDING DEPARTMENT SERVICES AND

EROSION CONTROL REVIEW & INSPECTIONS

RFP Number 25-124PPZ

ABSTRACT

Request for Proposals to Provide Comprehensive Building Department Services and Erosion Control Inspections for Peachtree City, GA.

Released On: May 30, 2025 Due On: July 8, 2025, 3:00 pm local time

Peachtree City Bldg. Dept. Services and Erosion Control Inspections RFP #25-124PPZ 1 of 19

Contents Contents

Introduction

Purpose of Proposal

Contract Term

Schedule

Single Point of Contact

Scope of Work

Building Official

Plan Reviewing

Building Inspections

Turn Around Time

Records Management

Plan Review and Building Permit Fees

Erosion Control Services

Engineering Plan Review Services

Proposal Format

Packaging of Proposal

Number of Proposal Copies

Submittal Requirements

Contents of Proposal

Offeror Qualifications & Selection Criteria

Evaluation

Terms and Conditions

RFP Information

Webpage

Financial Standing

Insurance Requirements

Required Forms

Certification of RFP Submittal and Acknowledgement of Addenda

Georgia Illegal Immigration Reform and Enforcement Act (IIREA) Form

Terminations Form

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Cost of Services Proposal Form

Attachment A – RFP Certification Form

Attachment B – E-Verify Form

Attachment C – Terminations Form

Attachment D - Cost of Services Proposal

Fee Structure for Plan Review

Fee Structure for Building Inspections

Fee Structure for Erosion Control Plan Review (if proposed)

Fee Structure for Erosion Control Inspections (if proposed)

Fee Structure for Engineering Plan Review (if proposed)

Supplemental Costs

Attachment E – Peachtree City Fee Schedule

Building Department Fee Schedule

Erosion Control and Engineering Fee Schedule

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Introduction Purpose of Proposal Chartered in 1959, Peachtree City is Georgia’s first and premier planned community. Consisting of 26 square miles and 38,244 residents, the City is also home to the largest concentration of employment and industrial corporations in Fayette County. Known nationally for its comprehensive paved path system and over 11,000 registered golf carts, the City is also home to three beautiful lakes and over 3,700 acres of preserved greenspace.

Even through the Great Recession and the Global Pandemic, Peachtree City has continued a steady pace of development. The table below provides a snapshot of the last 5 years of permits and inspections performed by the City’s current building department contractor:

2021 2022 2023 2024 2025 YTD

Number of Permits Issued 1,957 1,833 1,730 1,516 633*

Total Permit Fees Collected $1,233,240.50 $159,564.29 $1,175,372.67 $1,210,886.51 1,033,110*

Number of Plan Reviews Conducted 661 635 653 711 276

Annual Number of Inspections 11,873 13,172 11,845 9,306 2,838*

* As of May 22, 2025

The City has an active commitment to high customer service. The Building Department is housed within the Planning and Development Division under the overall supervision of the Director. A full range of services is expected with close coordination and cooperation between Engineering, Fire and Emergency Services, Code Enforcement, Health Department, and the Planning Departments.

Peachtree City (hereinafter referred to as “the City”) invites you to submit a proposal for Professional Building Department services to include building code enforcement, plan review services, and, and erosion control plan review and inspections. Proposals submitted in response to this solicitation must comply with the instructions and procedures contained herein.

Contract Term The term of this contract shall initially end September 30, 2026, (per State of Georgia law), but may be continued each fiscal year for a period of four (4) additional calendar years only after funding appropriations and program approvals have been granted by the Peachtree City Council.

It is the intent of the City to allow termination by either party by giving written notice to the other party no later than 90 days before a September 30 termination date. This provision can be exercised only after the contract has been in effect for at least six (6) calendar months.

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Schedule The Request for Proposals (RFP) schedule is as follows. The City reserves the right to alter the schedule if deemed necessary:

MILESTONE DEADLINE DATE

RFP advertised May 30, 2025

Deadline for question submission June 27, 2025 by 5:00 PM EST

Addenda to RFP issued (if any) July 2, 2025 by 5:00 PM EST

Deadline for submitting proposals July 8, 2025 by 3:00 PM EST

Proposer interviews (optional) July 21 through July 23

Council approves selection August 2025

Executed contract & services begin October 1, 2025

Single Point of Contact From the issue date of the solicitation document and until a Contractor is selected and the selection is made public, Contractors are not allowed to communicate for any reason with any City staff or elected official with the exception of the Purchasing Manager, or as provided on existing contracts. For violation of this provision, the City may reject any proposal of the offending offeror.

All questions concerning this RFP must be submitted via email or writing to the City’s Purchasing Manager:

Angela Egan 151 Willowbend Road Peachtree City, GA 30269 aegan@peachtree-city.org

Questions and clarification requests must be received by June 27th at 5:00 PM EST. Answers and clarifications issued by the City will be in the form of an addendum to the proposal instructions and will be issued to all known potential offerors and placed on the City’s website no later than July 2nd at 5:00 PM EST. It is the proposer’s responsibility to ensure that they have all applicable addenda prior to submittal. This may be accomplished via contact with the Purchasing Manager via email or by visiting the City’s website prior to submittal.

Scope of Work The City is requesting proposals from qualified offerors (“Contractor”) to provide Building Department services. The Contractor is expected to provide specific, qualified, staff members that will conduct the tasks enumerated below. It is expected that the Contractor shall utilize the City’s online submittal and review software (BS&A) to track and report all permit activity and inspections.

mailto:aegan@peachtree-city.org

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The Contractor’s staff must demonstrate a customer service approach that is pro-active, educational, and that includes a variety of means and methods that promote public outreach and best-in-class customer service. All personnel shall be ICC Certified and/ or retain appropriate and required certification to perform inspections and reviews. Please note that the selected firm may be called upon as an expert witness relating to any of the scope items.

Building Official The Contractor shall make available a Building Official who would be available to the public for code interpretation and explanation. The Building Official is expected to respond to all inquiries during normal business hours and within one business day. Additionally, the Building Official should maintain a lead role in the process of local adoption and revisions to the building codes. The Building Official should also develop and continuously update a program of disseminating information to City personnel, contractors, and other citizenry to keep them aware of any and all code changes or relevant processing changes.

Plan Reviewing The selected Contractor shall review plans prepared by or on behalf of an applicant for compliance with the building and development codes and standards of the City and the State. The Contractor shall receive plans for review and return reviewed plans via the City’s review software.

Building Inspections The Contractor shall provide building inspection services during the course of the construction to enforce compliance with city codes and minimum state standard codes, and requirements set forth on the approved plans for which a permit was issued. The Contractor may be required to conduct surveys of existing building to determine lack of prescribed maintenance or construction that may warrant actions regarding hazardous conditions.

The Contractor shall manage inspection requests and scheduling. All inspections requested before 3 PM are to be conducted the next business day within the normal business hours of 8 AM to 5 PM, Monday through Friday, except and unless an emergency situation occurs and the Planning & Development Director is notified.

Turn Around Time The Contractor shall return the plans to the City for the first review of residential permits within 5 business days; non-residential permits within 14 business days; and trade permits within one business day. The City would like to see reduced turnaround times based on the type of project to be reviewed to improved efficiency and customer service.

In special cases where a project has been given expedited review to incent redevelopment, the City may request a project moved to the front of the queue, or a shorter review turnaround.

A monthly report shall be provided to the City by the Contractor listing the average review time for residential permits and non-residential permits. The report shall also include a percentage of permits that exceeded the review time standards for residential permits and non-residential permits.

Records Management The Contractor shall provide records management of all Building Department documents, with these records being digitally archived in a timely manner on the City’s review software. All Building related applications and inspections will be entered and logged daily via the City’s supplied software. The Contractor shall be responsible for complying with the City and State record retention policies.

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Plan Review and Building Permit Fees From time to time, the Contractor shall prepare fee analysis/ calculations for building plan review and permit-related fees to assist City Council on development of City-adopted fee schedule. At a minimum, permit fees are based on the project valuation as stated in the Building Valuation Data table published by the ICC Building Safety Journal. The City’s adopted Fee Schedule is provided as Attachment E.

Erosion Control Services As a supplemental add-on service, the Contractor may provide erosion and sediment control plans review in compliance with all City and State erosion control standards and codes. This can include issuing the Land Disturbance Permits and submitting the Notices of Intent.

The Contractor may also propose an add-on service to perform all erosion control inspections on pre-construction projects and ongoing construction projects. This shall include post-rainfall inspections and randomized spot inspections meeting the City’s required standards as a Local Issuing Authority. The Contractor shall provide records management of all erosion control documents using the City’s tracking software, and shall provide required reports and audit support to the Department of Natural Resources, as required.

If your firm proposes these services, a detailed outline of the services shall be provided in the proposal. The Cost of Services proposal form shall include the cost proposal for Erosion Control services if one or all of the erosion control services are offered and shall include a detailed outline of the services the Contractor is proposing.

Engineering Plan Review Services The City currently has a separate vendor for engineering development plan review different from the building department vendor. The fees collected for these services are listed on Attachment E as Construction plans, Construction plans 1st resubmittal, Construction plans 2nd & subsequent resubmittals, Final site plan, Final site plan 1st resubmittal, and Final site plan 2nd & subsequent resubmittals.

If your firm proposes these plan review services, a detailed outline of the services shall be provided in the proposal.

The Cost of Services proposal form shall include the cost proposal for Engineering Plan review services if they are being proposed.

Proposal Format Packaging of Proposal Clearly label the outside of the shipping package/ envelope as follows:

• Name of Firm/ Contractor submitting the proposal

• Name Primary Point of Contact for Contractor

• RFP Number RFP #25-124PPZ

Number of Proposal Copies The Offeror shall submit one original (conspicuously marked “Original”), five (5) copies, and one thumb drive containing an electronic copy in a single PDF document of their written proposal.

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Submittal Requirements Proposals must be received no later than July 8, 2025, no later than 3:00 p.m. EST to:

Peachtree City Attn: Purchasing Manager, Angela Egan 151 Willowbend Road Peachtree City, GA 30269

All proposals must be received by the City by the due date and time; it is not sufficient to show that the submittal was mailed in time to be received before the scheduled RFP closing time.

Contents of Proposal Provide a written proposal that presents your qualifications and understanding of the work to be performed. Include all information requested, clearly identified in a table of contents as described in the paragraphs that follow. Any other information thought to be relevant but not applicable to the enumerated categories, may be provided as a separate appendix to the proposal.

The proposals will be opened at the time and place and the name of each Proposer shall be announced. Proposals received after the set time will not be considered.

No proposals may be withdrawn for a period of sixty days (60) after the scheduled time to receive proposals.

A. Agents and Address Identify who will be the project manager and key staff assigned if awarded. Provide resumes summarizing the qualifications and experience of the individuals who will be conducting the work.

B. Similar or Related Projects and References Describe at least two (2) jurisdictions where similar or related services have been performed within the last three (3) years and include the project, location, contact name, address, telephone number, and an e-mail address for reference checks.

C. Project Approach Provide a statement describing the Scope of Work as you understand it. Describe the approach, means, methods, and procedures to be used to perform the services. Include any information demonstrating understanding and insights related to the Scope of Work. Outline all the proposed services, including supplemental Erosion Control and Engineering plan review, if proposing.

D. Start Date Provide a proposed schedule for onboarding and start date.

E. Cost of Services Provide a completed Cost of Services Proposal form, Attachment D.

F. Additional Services (Optional) Provide any other related and recommended products or services not specified in this RFP which may be considered essential or beneficial by the Contractor. These services should be priced separately from the “Cost of Services” above.

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G. Required Forms The completed required forms listed below shall be initialed and signed as required. Sample forms are attached at the end of the document.

(1) Certification of RFP and Acknowledgement of Addenda

(2) Georgia Illegal Immigration Reform and Enforcement Act Form

(3) Terminations Form

H. Sample Contract Proposer shall include a proposed contract.

Forms and affidavits required by this subsection shall be considered an open public record once a public employer has entered into a contract for services; provided, however, that any information protected from public disclosure by federal law shall be redacted.

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

Contractors interested in providing the services described in this RFP shall be able to demonstrate experience and staff expertise in these areas:

• Minimum of three years’ experience in providing building services as a company

• At minimum, one Certified Building Official

• At minimum, one person certified by the ICC for Residential and Commercial building inspections including certifications in Mechanical, Electrical, and Plumbing

• At minimum, one person certified by the ICC in Residential and Commercial plan review

• If proposed, one person certified by the Georgia Soil and Water Conservation Commission in erosion and sediment control plan reviews

• If proposed, one person certified by Georgia Soil and Water Conservation Commission in erosion and sediment control inspections

The selection will be based on the qualifications of the consultant team, the quality and price of the Proposal.

However, Peachtree City reserves the right to call references provided in the submittal and to require phone or personal interviews with firms requiring additional evaluation. It is the City’s intention to have a panel review the sealed proposal. The following weighted criteria will be used for the evaluation:

WEIGHT % ITEM

40 Qualifications and experience

• Contractor/ Firm experience qualifications

• Assigned staff experience and qualifications

• Organizational depth

• References

• Related projects experience

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40 Project approach, commitments, and assurances:

• Customer interaction / Citizen communication

• Project/ Plan review processing

• Inspections processing

• Availability

20 Final Evaluations

• Proposal package completeness/presentation

• Price

Evaluation Peachtree City reserves the right, in its sole discretion, to reject or accept any submittal it considers to be non-responsive. Should Peachtree City fail to reach agreement with any firm or contractor initially selected, the City reserves the right to commence negotiations with the next highest ranked firm or contractor. Peachtree City may select a contractor without an interview or may choose to interview all or a limited number of applicants.

The City will exercise its discretion in awarding the contract to the company who best satisfies the needs of the City.

The City also reserves the right to reject any and all proposals and to waive any and all irregularities. The City’s policy and procedures for this process are available in the Purchasing Department for inspection.

Terms and Conditions

• No person or business entity shall on the grounds of race, color, national origin, sex, age, or handicap/disability, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity conducted by the City.

• The City reserves the right to reject any and all proposals, to waive any and all irregularities or informality in a proposal, and to accept or reject any item or combination of items, when to do so would be to the advantage of the City. It is also within the right of the City to reject proposals that do not contain all elements and information requested in the RFP.

• The City reserves the right to cancel this RFP at any time.

• Ownership of all data, materials, and documentation prepared for and submitted to the City in response to this request for proposal shall belong exclusively to the City and will be considered a record prepared and maintained or received in the course of operations of a public office or agency and subject to public inspection in accordance with the Georgia Open Records Act, Official Code of Georgia Annotated, Section 50-18-70, et. seq., unless otherwise provided by law.

• Proposals will not be accepted from any person, firm, or corporation who is in arrears in any debt or obligation to Peachtree City or any other governmental entity.

• Compliance with Laws: In connections with the furnishing of supplies or performance of work under the contract, the Offeror agrees to comply with the Fair Labor Standards Act, Equal Opportunity Employment Act, Georgia Security and Immigration Compliance Act, and all other applicable Federal and State laws, regulations, and executive orders to the extent that

Peachtree City Bldg. Dept. Services and Erosion Control Inspections RFP #25-124PPZ 10 of 19 the same may be applicable and further agrees to insert the foregoing provision in all subcontractors awarded hereunder.

• Right to negotiation: The City reserves the right to negotiate with the selected Offeror the fee for the proposed scope of work and the exact terms and conditions of the contract.

• The logo of Peachtree City is protected and may not be used in submissions to the City. When using a logo, proposers should use their corporate logos only.

• Proposal Withdrawal: A submitted proposal may be withdrawn prior to the due date by a written request to the Purchasing Agent. No proposals may be withdrawn for a period of sixty

(60) days after the scheduled time to receive the proposal.

• Cost of Preparing Proposals: The cost for developing the proposal is the sole responsibility of the Offeror. Peachtree City will not provide reimbursement for such costs

• The City’s policy and procedures for this process are available in the Purchasing Department for inspection.

RFP Information

Webpage The City’s website is www.peachtree-city.org

RFP postings are available at https://www.peachtree-city.org/Bids.aspx?CatID=16

Financial Standing Proposals will not be accepted from any person, firm or corporation who is in arrears in any debt or obligation to the City of Peachtree City or any other governmental entity.

The contractor selected must be able, if requested, to provide proof that they are in good financial standing.

Insurance Requirements Prior to the award of a contract, the Contractor shall furnish a Certificate of Coverage or other proof that it has the following insurance with the City named as additional insured that must remain in force for a period of at least one year after completion of the work:

• Commercial General Liability, Contractual Liability, Products/Complete Operations Liability, Owners and Contractors Protective Liability, Errors and Omissions, and Personal Injury Liability Insurance - $2,000,000 Combined Single Limit Bodily Injury and Property Damage – each occurrence.

• Comprehensive Automobile Liability Insurance - $1,000,000 Combined Single Limit Injury and Property Damage Liability – each occurrence.

• Umbrella - $1,000,000

• Workers’ Compensation Insurance - $100,000 Bodily Injury by Accident – each accident;

$500,000 Bodily Injury by Disease – policy limit; and $100,000 Bodily Injury by Disease – each employee.

http://www.peachtree-city.org/

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Required Forms Certification of RFP Submittal and Acknowledgement of Addenda See Attachment A

The person that signs the RFP shall have the authority to negotiate the full scope of services on behalf of the organization and shall be authorized to bind the contract to the terms and conditions of this RFP.

Georgia Illegal Immigration Reform and Enforcement Act (IIREA) Form See Attachment B

In compliance with Georgia Security & Immigration Compliance Act of 2006 – O.C.G.A. 13-10-91, no public employer shall enter into a contract pursuant to this chapter for the physical performance of services within this state unless the contractor registers and participates in the federal work authorization program to verify information of all newly hired employees or subcontractors. Before a bid for any such service is considered by a public employer, the bid shall include a signed, notarized affidavit from the contractor attesting to the following:

(A) The affiant has registered with and is authorized to use the federal work authorization program;

(B) The user identification number and date of authorization for the affiant; and

(C) The affiant is using and will continue to use the federal work authorization program throughout the contract period.

Terminations Form See Attachment C

Interested Offerors are required to list each and every project within the previous five (5) years on which it was terminated by the jurisdiction.

Cost of Services Proposal Form See Attachment D

All offerors are required to use this form. Cost proposals for additional proposed services may be attached as a separate page.

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Attachment A – RFP Certification Form The undersigned declares that she or he is an authorized agent of the company or firm listed as the primary offeror; has carefully examined all the documents contained in this Request for Proposals (RFP) solicitation for the project; and certifies to the best of her/his knowledge that this Proposal fully complies with the requirements of the RFP and all addenda and clarifications issued in regard to the

RFP.

The undersigned also hereby certifies that no person acting for or employed by Peachtree City is directly or indirectly interested in this Proposal or any subsequent proposal, or in any contract which may be made under it, or in expected profits to arise therefrom; that the undersigned Offeror has not influenced or attempted to influence any other person or corporation to file a Proposal or any subsequent proposal or any other person or corporation; and that this submission is made in good faith without collusion or connection with any other person or corporation applying for the same work under a different Proposal.

The undersigned states that she or he has the necessary licenses, certifications, and professional credentials necessary to practice their respective professions within the State of Georgia.

Acknowledgement of Addenda. By Signing below, the interested Offerors acknowledges receipt of the following addenda to this RFP:

Addenda No. (if any) _______________________________

SIGNED UNDER THE PENALTY OF PERJURY:

Signature: __________________________________________ (Signature of Authorized Agent)

Print Name: __________________________________________

Title: __________________________________________

Firm Name: __________________________________________

Date: __________________________________________

Project Number: __________________________________________

Project Name: __________________________________________

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Attachment B – E-Verify Form Contractor Affidavit under O.C.G.A. § 13-10-91(b)(l)

The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with O.C.G.A. § 13- 10-91, attesting as follows:

a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program;

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof;

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The Contractor will contract for the performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. § 13-10-91(a), (b), and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor; and

g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers’ licenses and ID cards required pursuant to O.C.G.A. § 13-10-91 to the public employer within five business days of receipt.

Federal Work Authorization User Identification Number Date of Authorization

Name of Contractor Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _________, _____, 20_____ in _______________ (city), __________ (state).

Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE _______ DAY OF _____________, 20______.

NOTARY PUBLIC

My Commission Expires: _____________________________

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Attachment C – Terminations Form

Project Name

Contracted With Contract Amount

Start Date End Date

Scope of Work

Reason for Termination

Project Name

Contracted With Contract Amount

Start Date End Date

Start Date End Date

Start Date End Date

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Attachment D - Cost of Services Proposal The undersigned have become thoroughly familiar with the terms and conditions affecting the performance and costs of the work and hereby proposed and agrees to fully perform the work in strict accordance with the Scope of Work, including furnishing any and all labor and materials, for the following proposed percentages based on the City’s adopted Fee Schedule:

Fee Structure for Plan Review _________ Percentage (%) of City’s collected plan review fee of a first time review and one re-review

Fee Structure for Building Inspections _________ Percentage (%) of City’s collected base permit fee

Fee Structure for Erosion Control Plan Review (if proposed) _________ Percentage (%) of City’s collected erosion control plan review fees

Fee Structure for Erosion Control Inspections (if proposed) _________ Percentage (%) of City’s collected erosion control LDP and inspection fees. Or other proposed fee system:

Fee Structure for Engineering Plan Review (if proposed) _________ Percentage (%) of City’s collected final site plan review fees

Supplemental Costs (Not included in the evaluation) Fee structure for Personnel in non-routine requests. This rate should be an all-inclusive rate.

PERSONNEL ALL-INCLUSIVE HOURLY RATE

Certified Building Inspector

Certified Building Official

Certified Plan Reviewer

Certified Erosion Control Inspector

Certified Erosion Control Plan Reviewer

Engineer Plan Reviewer

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Attachment E – Peachtree City Fee Schedule Building Department Fee Schedule

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Download Fee Schedule at https://peachtree-city.org/DocumentCenter/View/26034/Building-Permit-Fees?bidId=

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Erosion Control and Engineering Fee Schedule