RFP For Master Planning of City Cemeteries_DR.pdf

Request For Proposals (RFP)

For Cemetery Master Planning Services for Oak Hill Cemetery, East View

Cemetery, East View Cemetery Annex and the Famer Street Cemetery in

Newnan, Georgia

ISSUE DATE: December 27, 2024

ISSUED BY: City Manager’s Office

INQUIRIES: Ray Norton, Public Work Director

City of Newnan, Georgia

55 Boone Drive

Newnan, Georgia 30263

Email: rnorton@newnanga.gov

PROPOSALS DUE: February 11, 2025.

mailto:rnorton@newnanga.gov

A. PURPOSE

The City of Newnan, Georgia, located 35 miles southwest of downtown Atlanta, on Interstate 85 South, and county seat of Coweta County, Georgia, seeks a professional consultant to develop a master plan that will result in a preservation and improvement plan for the Oak Hill Cemetery, East View Cemetery, East View Cemetery Annex and Farmer Street Cemetery located in

Newnan, Georgia.

B. GENERAL INFORMATION AND SCH EDULE

This RFP has been issued on December 27, 2024

Each firm is to prepare their response according to the RFP format, i.e., by section and paragraph of this RFP. The City of Newnan, Georgia reserves the right to reject any RFP not submitted within the required time frame; reject any incomplete RFP submitted; contact client references; require further information; and/or require interviews with any responding firm. All costs related to the preparation, submittal, and/or presentation of this RFP are the responsibility of the respondent and will not be assumed in full or in part by the City of Newnan, Georgia.

All inquiries regarding this RFP Must be in writing and addressed to:

Ray Norton, Public Works Director

City of Newnan, Georgia

55 Boone Drive

Email: rnorton@newnanga.gov

Written responses to all written inquiries received by 2:00PM, EST, January 27, 2025 will be e-mailed to all firms on record with the City of Newnan, Georgia as having been issued the RFP on or before February 3, 2025. No other City staff or officials associated with the Project should be contacted regarding this RFP. Doing so may result in disqualification.

One (1) original and one (1) digital copy of this RFP are to be submitted to:

Newnan City Hall City Manager’s Office

25 LaGrange Street

Proposals must be submitted no later than 2:00PM, EST, February 11, 2025. Proposals must be received in a sealed envelope or container marked “Sealed Proposals for

Master Planning Services for Oak Hill Cemetery, East View Cemetery, East View

Cemetery Annex and Farmer Street Cemetery”. Place the Project name and opening date on the submitting envelope or container.

We appreciate your submittal and interest in assisting the City of Newnan with this endeavor.

No proposal will be received or accepted after the above specified date and time of the proposal opening. Proposals submitted after the designated date and time will be deemed invalid and returned unopened to the vendor.

An order will be awarded to the vendor whose bid is determined to be the most advantageous for the City of Newnan, considering all the conditions set forth in this

RFP. While price will be an important factor, it alone will not be the deciding factor in the selection process. Issuance of this RFP does not constitute a commitment on the part of the City of Newnan to award a contract pursuant to this RFP. The City of

Newnan reserves the right to reject any and all proposals submitted in response to this RFP, in whole or in part, and to award a contract pursuant to this RFP or cancel this RFP if it is considered to be in the best interests of the City of Newnan. The City of Newnan further reserves the right to make changes to this RFP at any time by issuance of written addendum/addenda, amendment(s) or clarification(s).

C. BACKGROUND

The City of Newnan currently owns and maintains four cemeteries. Each cemetery is unique in its history, location and size. The following best describes each cemetery:

Oak Hill Cemetery

• Listed on the National Register of Historic Places

• 102 +/- acres o Includes the “Presbyterian Section”, which is adjacent to the primary cemetery location

• Burial sites still remaining

• Site is primarily clear and prepared for burials

• 30 +/- acres remain wooded

East View Cemetery

• 16.43 +/- acres

• Burial sites still remaining

• Small portion of the site remains wooded

• Majority of the site is clear and prepared for burials

East View Cemetery Annex

• 11.41 +/- acres

• Burial sties still remaining

• Entire site is clear and prepared for burials

Farmer Street Cemetery

• 8.57 +/- acres

• Cemetery is closed (no burials permitted)

• Historically significant cemetery currently under consideration for inclusion on the National Register of Historic Places

• 2022 Archeological/GPR services performed and located 455 anomalies whose characteristics match typical burial signatures

• No monuments, markers, headstones exist

• City of Newnan is under contact with POND & Company to develop

Construction Documents for the future improvement of the cemetery to include, pedestrian pathways, informative signage, exterior fencing, etc.

D. SCOPE OF SERVICES

The scope of work for the selected firm will include all design services necessary to plan for the future of the City of Newnan’s cemeteries, including Oak Hill Cemetery, East View Cemetery, East View Cemetery Annex and Farmer Street Cemetery. The

City of Newnan is requesting qualified firms submit proposals for Master Planning Services to perform the following activities:

• Assemble base data for the project o Cemetery perimeter legal boundaries o Buildings and facilities o Above ground infrastructure o Easements o Irrigation lines and equipment o Roadways and paths (include material type) o Natural context

▪ Significant natural features: topography, elevations, watersheds, floodplains, drainage, geological features, etc.

• Prepare a site analysis that outlines the opportunities and constraints of the sites including, but not limited to:

o Existing conditions of site such as vegetative cover, structures, existing graves, parking, utility impacts, ground slope, view area, hydrology, natural and cultural resources, etc.

o Open areas for new grave sites using existing mapping provided.

o Areas for new feature elements such as a columbarium, mausoleum, etc.

o Streets and pedestrian facilities o Parking o Landscaping

• Meet with a city appointed design review team to discuss the possibilities for current and future uses of the property and to establish the goals and objectives of the master plan

• Develop up to three alternative concept plans with necessary supporting data to fully explain the concepts.

• Meet with the city appointed design review team to present the alternative concepts and receive input to guide the development of a preliminary Master Plan.

• Develop a preliminary master plan which addresses the comments of the design review team. The minimum requirements for the plan will be a detailed site plan, supporting sketches for proposed details, and a written report discussing the plan’s elements and the proposed cost estimates for each phase of the plan’s implementation.

• Present the Preliminary Master Plan to the Newnan City Council at a public meeting to update the community.

• Prepare a Final Master Plan based on the comments and input from the various meetings. Refine the overall site plan, prepare an illustrative master plan with supporting materials including:

o An illustrative color rendered site plan for the facility o Details of proposed elements including sketches, photos, notes, etc.

o Opinions of cost for the complete development o A written report on the plan and the process including a phasing plan and overall project schedule.

E. CONSULTANT EVALUATION

Consultants will be evaluated in part on the basis of the following criteria:

▪ The Consultant must have performed satisfactorily on previous and similar projects;

▪ The person or firm must have adequate experience and staff to perform the work required;

▪ The person or firm must have the ability to meet the time schedule established for the work;

▪ Grasp of project requirements and understanding of project scope;

▪ Proposed approach to completing scope of work defined;

F. CONTENT OF PROPOSALS

Interested consultants are invited to submit a proposal that describes how the project would be conducted, addresses the selection criteria above and includes the following:

▪ A list of the type of services for which the person or firm is qualified;

▪ The names of principals, key persons, and associates who would be involved in the project;

▪ A list of similar projects completed by the person or firm, with client contact information;

▪ A detailed, itemized budget and project timeline

▪ A copy of a recent Cemetery Master Plan (or similar project that may be used to demonstrate qualifications)

G. OWNER QUESTIONS

Any vendor that submits a proposal may be requested to provide additional information to the City of Newnan. Such information is only for the purpose of clarification and in no way changes the vendor’s proposal as originally submitted.

The City of Newnan reserves the right to ask any or all vendors to clarify any portion of their proposals after submission.

H. COSTS OF PROPOSALS

The City of Newnan is not responsible or liable for any of the costs incurred by any vendor in preparing and/or submitting a proposal pursuant to this RFP.

I. EQUAL OPPORTUNITY

The City of Newnan prohibits discrimination on the basis of race, color, gender, religion, national origin, or disability in connection with employment of any person, or the award of any contract with the corporation. The City of Newnan will provide equal opportunities without regard to race, color, gender, religion, national origin, or disability, by requiring that any bank doing business with the corporation provide equal opportunity to persons and businesses employed by, or contracting with the supplier of products and services to the Corporation.

J. ACCESS TO PUBLIC RECORDS ACT NOTICE

Each vendor should give specific attention to the identification of those portions of its proposal that it considers confidential, proprietary commercial information or trade secrets, and provide justification as to why such materials, upon request, should not be disclosed.

K. GENERAL CONDITIONS

Upon submission of a bid, the bidder hereby certifies on behalf of his company or organization that:

1. This proposal is genuine and not made in the interest of, or on behalf of, an undisclosed person, firm or corporation.

2. This proposal is not submitted in conformity with any agreement or rules of any group, association, organization or corporation.

3. The Firm has not directly or indirectly induced or solicited any other bidder to submit a false or sham bid.

4. The Firm has not solicited or induced any person, firm or corporation to refrain from bidding.

5. The Firm has not sought by collusion to obtain for itself any advantages over any other bidder or over the City of Newnan.

M. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT: E-VERIFY AND SAVE

PROGRAM

The City of Newnan participates in the Georgia Security and Immigration Compliance Act with regard to Contractors and Subcontractors. The Act is explained in detail in this document. Additionally, there are four documents included that must be completed and returned to the City of Newnan with your bid package, as applicable.

These are:

Georgia Security and Immigration Compliance Act of 2006 Contractor Affidavit and Agreement Subcontractor Affidavit Sub-subcontractor Affidavit

Failure to return the completed documents, if required, shall result in disqualification of the bid in its entirety.

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

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of

________________________________________________________________ has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical 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(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

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

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: ___________________________________________.

Sub-subcontractor Affidavit under O.C.G.A. § 13-10-

91(b)(4)

By executing this affidavit, the undersigned sub-subcontractor verifies its compliance with

O.C.G.A. § 1310-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with

______________________________________________ (Subcontractor or Sub-subcontractor with whom subcontractor has privity of contract) and ________________________________

Contractor) on behalf of _____________________________________________ (Public

Employer) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-

10-91. Furthermore, the undersigned sub-subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned sub-subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the sub-subcontractor with the information required by O.C.G.A. § 13-10-91(b). The undersigned sub-subcontractor shall submit, at the time of such contract, this affidavit to

_____________________________________ (Subcontractor or Sub-subcontractor with whom subcontractor has privity of contract). Additionally, the undersigned sub-subcontractor will forward notice of the receipt of any affidavit from a sub-subcontractor to

___________________________________________ (Subcontractor or Sub-subcontractor with whom the subcontractor has privity of contract). Sub-subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization

Name of Sub-subcontractor 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 _________________________________.

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

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ______ DAY OF

20_____.

NOTARY PUBLIC

My Commission Expires: ______________________________________________.

PROPOSAL FORM

CITY OF NEWNAN, GA

For the Design Services for the Preservation and Improvement of the Farmer

Street Cemetery

Please make this form the COVER SHEET of the Proposal

To: CITY OF NEWNAN, GA Date:

In compliance with your Invitation for Bids and subject to all the conditions thereof, the undersigned, (Legal Name of Bidder) hereby proposes to furnish all labor and materials and perform all work required for the scope of

WORK: For Design Services for the Preservation and Improvement of the Farmer Street

Cemetery

BIDDER’S REPRESENTATION: The Bidder declares that it has examined the site of the Work, having become fully informed regarding all pertinent conditions, and that it has examined the Drawings and/or Specifications (including all Addenda received) for the Work and the other Bid and Contract Documents relative thereto, and that it has satisfied itself relative to the Work to be performed.

ADDENDA: The Bidder acknowledges receipt of Addenda Nos. _________ through

_________ inclusively. (if applicable)

TOTAL BID AMOUNT: For scope complete as shown and specified, the sum of:

Dollars ($

CERTIFICATIONS: The undersigned certifies that he or she is authorized to execute contracts on behalf of the Bidder as legally named, that this proposal is submitted in good faith without fraud or collusion with any other bidder, that the information indicated in this document is true and complete, and that the bid is made in full accord with State law. Notice of acceptance may be sent to the undersigned at the address set forth below.

Legal Name of Bidder

Mailing Address

* By (Legal Signature) ______________________________________________

* Name (type or print) ______________________________________________

* Title ______________________________________________

Telephone Number ______________________________________________

* If other than the individual proprietor, or an above named member of the Partnership, or the above named president, vice-president, or secretary of the Corporation, attach written authority to bind the Bidder. Any modification to a bid shall be over the initials of the person signing the bid, or of an authorized representative.

END OF PROPOSAL FORM