RFP _ Cedartown _ Impact Fee Study _ FINAL.pdf

REQUEST FOR PROPOSALS (RFP)

Impact Fee Study

City of Cedartown, Georgia

RFP No.: 2026-05

Issued: August 18, 2026

Proposal Due: September 29th, 2026 at 2:00 P.M. (Local Time)

Submit Proposals To:

City of Cedartown

201 East Avenue

Cedartown, Georgia 30125

Or via email to: eguzman@cedartowngeorgia.gov

LATE PROPOSALS WILL BE REJECTED

mailto:eguzman@cedartowngeorgia.gov

1. Notice of Request for Proposals The City of Cedartown, Georgia (the “City”) is soliciting sealed proposals from qualified firms to conduct a Development Impact Fee Study and provide implementation support consistent with the Georgia Development Impact Fee

Act of 1990 (O.C.G.A. § 36-71-1 et seq.) and applicable Georgia planning requirements. The City intends to make a single award to the responsive and responsible proposer whose submission is determined to provide the best value to the City.

1.1 Submission Deadline and Delivery Methods

• Proposals must be received no later than: September 29th, 2026 at 2:00

P.M. at 2:00 P.M. (Local Time). Late proposals shall be rejected.

• Hard copy delivery address: City of Cedartown, 201 East Avenue, Cedartown, Georgia 30125.

• Email delivery: eguzman@cedartowngeorgia.gov (see Section 5 for file format and labeling requirements).

• All inquiries must be submitted in writing to:

eguzman@cedartowngeorgia.gov. Responses that materially change this RFP will be issued by written addendum.

1.2 Public Records and Reservation of Rights

• Proposals are subject to the Georgia Open Records Act.

• The City reserves the right to reject any or all proposals, to waive minor informalities, to request clarification, to conduct interviews, and to negotiate scope and price consistent with applicable law.

• Submission of a proposal indicates acceptance of the requirements and conditions contained in this RFP, unless clearly stated as an exception in the proposal.

2. Background and Project Goals Cedartown is evaluating the feasibility of implementing development impact fees and/or updating any existing growth-related capital funding approach to ensure that new development contributes its proportionate share of system improvement costs for eligible public facilities. The City is seeking a consultant to prepare a defensible impact fee study, recommended fee schedule(s), and the supporting implementation materials needed for adoption and administration.

• Ensure compliance with the Georgia Development Impact Fee Act of 1990 and related state requirements.

• Identify eligible facility categories and service areas appropriate for

Cedartown.

• Develop a transparent methodology that is understandable to decision-makers and stakeholders.

• Provide implementation-ready materials (ordinance language, administrative procedures, and guidance).

3. Scope of Services and Deliverables The successful proposer will provide services that include, at a minimum, the tasks and deliverables below. Proposers may recommend refinements or additional tasks that strengthen defensibility or improve implementation, provided they remain consistent with Georgia law.

3.1 Project Management and Data Collection

• Conduct a kickoff meeting with City staff to confirm goals, schedule, roles, and data needs.

• Review existing plans, policies, ordinances, and capital planning documents relevant to impact fees and levels of service.

3.2 Impact Fee Study (Technical Analysis)

• Prepare an impact fee study consistent with the Georgia Development

Impact Fee Act of 1990.

• Analyze eligible public facility categories, which may include (at a minimum):

• Parks, recreation, and open space

• Roads, streets, and bridges (transportation)

• Water and sewer (if applicable to City systems)

• Stormwater and drainage (if applicable)

• Public safety (police, fire, EMS/rescue)

• Libraries (if applicable)

• Any additional qualifying public facilities the consultant determines appropriate under Georgia law

• Define service areas and adopted levels of service (LOS) assumptions as required for calculations.

• Develop demand/equivalency factors by land use type (residential and non-residential) and document assumptions and data sources.

• Estimate capital costs for system improvements and compute cost per service unit, including documentation of how costs were derived.

• Calculate maximum fee schedules by service area and land use type, including appropriate credits/adjustments (e.g., revenue credits, existing deficiencies, outstanding debt, grants, or other funding sources as applicable).

• Address administrative costs and a recommended approach for annual reporting and ongoing updates.

3.3 Program Design, Reductions, Credits, Appeals, and Exemptions

• Evaluate and recommend policies for credits for developer-provided system improvements (including recommended documentation standards).

• Evaluate potential reductions, exemptions, and affordability/economic development considerations consistent with Georgia law and City policy direction.

• Recommend an administrative appeal process and an option for individualized assessment, including required submittals and timelines.

3.4 Capital Improvements Element (CIE) Integration

• Provide guidance and technical support for drafting/integrating a Capital

Improvements Element (CIE) consistent with Georgia requirements.

• Identify the minimum required content, public hearing steps, and recommended update processes for continued compliance.

3.5 Implementation Materials

• Provide draft ordinance language (or amendments) and administrative procedures necessary to implement the recommended fee program and fee schedule(s).

• Prepare public-facing summary materials suitable for City Commission presentations and stakeholder communication.

• Attend and present at meetings as requested by the City.

3.6 Deliverables Summary

1. Kickoff meeting notes and project schedule.

2. Project organization/data request memorandum.

3. Staff Review Draft Impact Fee Study (technical report + supporting worksheets).

4. Public Review Draft Impact Fee Study (revised based on City comments).

5. Recommended maximum impact fee schedule(s) by service area and land use type (with supporting calculations).

6. Draft ordinance/amendments and administrative procedures for implementation.

7. Draft CIE language.

8. Final Impact Fee Study package and presentation materials.

4. Anticipated Schedule The City anticipates the following procurement schedule. All dates are subject to change by addendum.

Milestone Date/Time

RFP Issued August 19, 2026

Deadline for Written Questions September 9, 2026 at 2:00 P.M.

Addenda Issued (if any) September 11, 2026

Proposal Due September 29, 2026 at 2:00 P.M.

Anticipated Award/Selection December 14, 2026

Notice to Proceed January 1, 2027

5. Proposal Format and Submission Requirements

5.1 Required Copies and File Format

• Submit one (1) signed original and two (2) copies of the complete proposal.

• If submitting by email, provide a high-quality PDF file(s) containing: (1)

“Technical Proposal” and (2) “Fee Proposal”.

• To help ensure equitable evaluation, the Technical Proposal should not exceed ten (10) single-sided pages, excluding cover letter, resumes, and required forms.

5.2 Labeling

• Hard copy submittals must be sealed and clearly labeled: “City of

Cedartown - Impact Fee Study Proposal.

• Email subject line should read: “City of Cedartown - Impact Fee Study

Proposal.

6. Minimum Qualifications

• At least five (5) years of relevant experience conducting impact fee studies, fiscal impact analysis, urban/regional planning, or closely related professional services for local governments.

• Demonstrated experience delivering impact fee studies that comply with

Georgia’s Development Impact Fee Act (DIFA) or equivalent state impact fee statutes.

• Ability to provide a project team with the expertise to perform technical analysis, legal/policy implementation support, and stakeholder presentations.

• Professional liability (errors and omissions) insurance of at least $2,000,000.

7. Content of Proposal

7.1 Technical Proposal

9. Cover Letter and Executive Summary (include primary contact information).

10. Firm Background and Qualifications (including office locations, staffing capacity, and any limitations).

11. Relevant Project Experience (include at least three references from local government clients within the past ten years).

12. Project Team and Roles (organizational chart + resumes of key personnel).

13. Technical Approach and Methodology (describe how the study will be performed, including service areas, LOS, cost basis, credits, and documentation).

14. Work Plan and Schedule (key milestones through final adoption-ready deliverables).

15. Quality Assurance/Quality Control (procedures to ensure accuracy and integrity of calculations and documentation).

16. Exceptions (clearly describe any exceptions to this RFP; otherwise the City will assume full compliance).

7.2 Fee Proposal

• Provide a detailed, task-based cost proposal with costs by phase/task and a total not-to-exceed amount.

• Include all costs (labor, travel, printing, overhead, and any administrative expenses).

• Provide hourly rates (or blended rate) for any optional/additional services with unit pricing.

8. Evaluation and Selection A qualifications-based selection process with consideration of cost will be used.

The City may, at its discretion, request interviews and/or presentations.

• Proposed price to complete the project: 25 points

• Capacity to complete the project based on education, training, and experience: 25 points

• Capacity to complete the project in a timely manner (staffing and workload):

20 points

• References from other local governments for similar projects: 20 points

• Understanding of the project and completeness of RFP response: 10 points

The City reserves the right to negotiate with the highest-ranked firm(s) and to request a best and final offer if needed.

9. Legal, Compliance, and Contractual Requirements

9.1 Non-Discrimination and EEO

• The consultant must comply with applicable federal and state non-discrimination laws, including Title VI and Title VII of the Civil Rights Act of 1964 and the Americans with Disabilities Act.

9.2 Immigration Compliance (E-Verify)

• The selected consultant (and any subcontractors used for physical performance of services, if applicable) must comply with O.C.G.A. § 13-10-91 and provide required E-Verify affidavits prior to contract execution.

9.3 Litigation and Claims Disclosure

• Proposers must disclose any pending claims, investigations, or lawsuits that could materially affect the firm’s ability to perform the work.

9.4 Non-Collusion

• By submitting a proposal, the proposer certifies that the proposal is made without collusion or fraud.

• The City may deem unauthorized contact intended to influence the procurement process as grounds for disqualification.

10. Insurance Requirements

• Professional Liability (Errors & Omissions): minimum $2,000,000 per claim.

• Commercial General Liability: minimum $1,000,000 per occurrence

(recommended).

• Automobile Liability (if applicable): minimum $1,000,000 combined single limit

(recommended).

• The selected firm will provide certificates of insurance upon request and prior to contract execution.

Attachment A - Proposal Affidavit The following affidavit must be signed by an authorized officer of the firm and included with the proposal.

Company Name

Authorized Representative

Title

Signature

Date

Address

Phone

Email

Certification: The undersigned certifies that (1) the firm is licensed to do business in Georgia; (2) the proposal is made without prior understanding, agreement, or connection with any person submitting a proposal for the same; (3) the firm consents to the City verifying references and qualifications; and (4) the firm acknowledges that proposals are public records pursuant to the Georgia Open

Records Act.

Attachment B - E-Verify Affidavit (O.C.G.A. § 13-10-91) Provide a completed and notarized contractor affidavit verifying participation in a federal work authorization program (E-Verify) and, if applicable, subcontractor affidavits.

Attachment C - Litigation/Claims Disclosure Is your firm involved in any pending claims, investigations, or lawsuits? If yes, describe the matter(s) and current status on separate letterhead and include with the proposal.

Attachment D - Cost Proposal Form (Template) Provide a task-based cost proposal. Proposers may use the following template or an equivalent format.

Phase/Task Hours (Est.) Rate (or Blended) Cost

Total Not-to-Exceed Fee: $__________