RFP Number:

26-007

RFP Title:

Construction Services for Multi-Package Trail Delivery Wheel Beautiful: RiverLands Scenic Universal Access Trail

RFP Due Date / Time: Wednesday, May 13, 2026, Local Time: 3:00 PM EST Number of Pages: 29 (Including Exhibits)

ISSUING DEPARTMENT INFORMATION

Procurement Officer:

Dana Wicher

Issue Date:

April 15, 2026

City of Chattahoochee Hills 6505 Rico Rd.

Chattahoochee Hills, GA 30268

Phone: 770-463-6572

Fax: 770-463-8550

Website: www.chatthillsga.us

INSTRUCTIONS TO OFFERORS

Return Proposal to:

City of Chattahoochee Hills 6505 Rico Rd.

Chattahoochee Hills, GA 30268 Attn: Finance Dept – RFP Enclosed

Mark Face of Envelope/Package:

RFP Number: 26-007 RFP Due Date: Wednesday, May 13, 2026 Local Time: 3:00 PM EST

Special Instructions:

IMPORTANT: SEE STANDARD TERMS AND CONDITIONS

OFFERORS MUST COMPLETE THE FOLLOWING

Offeror Name/Address: Authorized Offeror Signatory:

(Please print name and sign in ink)

Offeror Phone Number: Offeror FAX Number:

Offeror Federal I.D. Number: Offeror E-mail Address:

OFFERORS MUST RETURN THIS COVER SHEET WITH RFP RESPONSE

Template revision (04/07/2026)

CITY OF CHATTAHOOCHEE HILLS

REQUEST FOR PROPOSAL

(THIS IS NOT AN ORDER)

http://www.chatthillsga.us/

RFP#26-007, Page 2

PAGE

Offeror’s RFP Checklist

Disclosure Form

Schedule of Events

Section 1: Project Overview and Instructions

Section 2: RFP Standard Information

Section 3: Scope of Project

Section 4: Offeror Qualifications

Section 5: Evaluation Criteria

Section 6: Standard Contract Information

• Exhibit A – Wheel Beautiful Universal Access Trail Conceptual Plan

• Exhibit B – Wheel Beautiful Bid Tables (Required)

• Exhibit C - Material and Product Specifications

TABLE OF CONTENTS

RFP#26-007, Page 3

The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Chattahoochee Hills

1. Read the entire document. Note critical items such as: mandatory requirements;

supplies/services required; submittal dates; number of copies required for submittal;

funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. Note the procurement officer's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information for any questions you may have.

3. Must attend the pre-proposal conference. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP.

4. Take advantage of the “question and answer” period. Submit your questions to the procurement officer by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP. All addenda issued for an RFP are posted on the City’s website and will include all questions asked and answered concerning the RFP.

5. Follow the format required in the RFP when preparing your response. Provide point-by-point responses to all sections in a clear and concise manner.

6. Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the City or evaluation committee will know what your company capabilities are or what items/services you can provide, even if you have previously contracted with the City. The proposals are evaluated based solely on the information and materials provided in your response.

7. Use the forms provided, i.e., cover page, sample budget form, certification forms, etc.

8. Check the City website for RFP addenda. Before submitting your response, check the City website at www.chatthillsga.us to see whether any addenda were issued for the RFP. If so, you must submit a signed cover sheet for each addendum issued along with your RFP response.

9. Review and read the RFP document again to make sure that you have addressed all requirements. Your original response and the requested copies must be identical and be complete. The copies are provided to the evaluation committee members and will be used to score your response.

10. Submit your response 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 proposal responses are never accepted.

OFFEROR’S RFP CHECKLIST

This checklist is provided for assistance only and should not be submitted with Offeror’s Response.

RFP#26-007, Page 4

CITY OF CHATAHOOCHEE HILLS

DISCLOSURE FORM

This form is for disclosure of campaign contributions and family member relations with City of Chattahoochee Hills officials/employees.

Please complete this form and return it as part of your RFP package when it is submitted.

Name of Offeror

Name and the official position of the City of Chattahoochee Hills Official to whom the campaign contribution was made (Please use a separate form for each official to whom a contribution has been made in the past two (2) years.)

List the dollar amount/value and description of each campaign contribution made over the past two (2) years by the Applicant/Opponent to the named Chattahoochee Hills Official.

Amount/Value Description

Please list any family member that is currently (or has been employed within the last 12 months) by the City of Chattahoochee Hills and your relation:

RFP#26-007, Page 5

Wheel Beautiful Trail – Project Milestone Schedule

EVENT DATE

RFP Issue Date ........................................................................................................... April 15, 2026

Pre-Proposal Conference (Required) ............................................... April 29, 2026 at 2:00 PM EST

Deadline for Receipt of Written Questions ..................................... May 6, 2026 at 5:00 PM EST

Deadline for Posting Answers to the City’s Website .......................... May 8, 2026 @ 5PM EST

RFP Response Due Date ................................................................. May 13, 2026 at 3:00 PM EST

Bid Opening ..................................................................................... May 13, 2026 at 3:00 PM EST

Intended Date for Contract Award ............................................................................ June 2, 2026

SCHEDULE OF EVENTS

RFP#26-007, Page 6

1.0 PROJECT OVERVIEW

The City of Chattahoochee Hills (hereinafter referred to as “the City”) invites you to submit a proposal for Construction Services for Multi-Package Trail Delivery – Wheel Beautiful: RiverLands Scenic Universal Access Trail. A more complete description of the services sought for this project is provided in Section 3, Scope of Project. Proposals submitted in response to this solicitation must comply with the instructions and procedures contained herein.

1.1 SINGLE POINT OF CONTACT

From the date this Request for Proposal (RFP) is issued until an offeror is selected and the selection is announced by the procurement officer, offerors are not allowed to communicate with any City staff, elected officials, appointed members of boards and commissions regarding this procurement, except at the direction of Dana Wicher, the procurement officer in charge of the solicitation. Any unauthorized contact may disqualify the offeror from further consideration. Contact information for the single point of contact is as follows:

Procurement Officer: Dana Wicher, Procurement Coordinator Address: 6505 Rico Rd., Chattahoochee Hills, GA 30268

Telephone Number: 770-463-6572 Fax Number: 770-463-8550

E-mail Address: dana.wicher@chatthillsga.us

1.2 REQUIRED REVIEW

1.2.1 Review RFP. Offerors should carefully review the instructions; mandatory requirements, specifications, standard terms and conditions, and standard contract set out in this RFP and promptly notify the procurement officer identified above in writing or via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error which they discover upon examination of this RFP.

1.2.2 Form of Questions. Offerors with questions or requiring clarification or interpretation of any section within this RFP must address these questions in writing or via e-mail to the procurement officer referenced above on or before May 6, 2026, 5:00 PM. Each question must provide clear reference to the section, page, and item in question. Questions received after the deadline may not be considered.

1.2.3 City’s Answers. The City will provide an official written answer to all received questions by May

8, 5:00 PM The City's response will be by formal written addendum attached in an e-mail form to all interested consulting firms that provide e-mail addresses and on the City’s website. Any other form of interpretation, correction, or change to this RFP will not be binding upon the City. Any formal written addendum will be posted on the City of Chattahoochee Hills website alongside the posting of the RFP at www.chatthillsga.us by the close of business on the date listed. Offerors must sign and return any addendum with their RFP response.

1.2.4 Mandatory Requirements. To be eligible for consideration, an offeror must meet the intent of all mandatory requirements. The City will determine whether an offeror’s RFP response complies with the intent of the requirements. RFP responses that do not meet the full intent of all requirements listed in this RFP may be subject to point reductions during the evaluation process or may be deemed non-responsive.

1.3 PRE-PROPOSAL CONFERENCE

A mandatory Pre-Proposal Conference will be held at New RiverLands Park: 8661 Campbellton Redwine Rd, Chattahoochee Hills, GA 30268 on Wednesday, April 29, 2026 at 2PM EST. Offerors may use this opportunity to ask clarifying questions or obtain a better understanding of the project or to notify the

SECTION 1: PROJECT OVERVIEW AND INSTRUCTIONS

mailto:dana.wicher@chatthillsga.us

RFP#26-007, Page 7

City of any ambiguity, inconsistency, or error which they may discover upon examination of this RFP. All responses to questions at the Pre-Proposal Conference will be oral and in no way binding on the City.

Attendance is mandatory for submission eligibility.

1.4 SUBMITTING A PROPOSAL

1.4.1 Organization of Proposal. Offerors must organize their proposal into sections that follow the format of this RFP, with tabs separating each section. A point-by-point response to all numbered sections, subsections, and appendices is required. If no explanation or clarification is required in the offeror’s response to a specific subsection, the offeror shall indicate so in the point-by-point response or utilize a blanket response for the entire section with the following statement:

“(Offeror’s Name)” understands and will comply.

1.4.2 Failure to Comply with Instructions. Offerors failing to comply with these instructions may be subject to point deductions. The City may also choose to not evaluate, may deem non-responsive, and/or may disqualify from further consideration any proposals that do not follow this RFP format, are difficult to understand, are difficult to read, or are missing any requested information.

1.4.3 Multiple Proposals. Offerors may, at their option, submit multiple proposals, in which case each proposal shall be evaluated as a separate document.

1.4.4 Price Sheets. Offerors must respond to this RFP by submitting a price sheet displaying a line item break down of each associated cost. Offeror will also include all deliverable costs as part of their overall process. These price sheets will be used as the primary representation of each offeror’s cost/price and will be used extensively during proposal evaluations. Additional information should be included as necessary to explain in detail the offeror’s cost/price.

1.4.5 Copies Required and Deadline for Receipt of Proposals. Offerors must submit one (1) original proposal and two (2) copies, and an electronic copy included on a flash drive or other importable media, to the City of Chattahoochee Hills Finance Department. Proposals must be received at the receptionist’s desk prior to 3PM EST, May 13, 2026.

1.4.6 Late Proposals. Regardless of cause, late proposals will not be accepted and will automatically be disqualified from further consideration. It shall be the offeror’s sole risk to assure delivery at the receptionist's desk at the designated office by the designated time. Late proposals will not be opened and may be returned to the offeror at the expense of the offeror or destroyed if requested.

1.5 OFFEROR'S CERTIFICATION

1.5.1 Understanding of Specifications and Requirements. By submitting a response to this RFP, offeror agrees to an understanding of and compliance with the specifications and requirements described in this RFP.

1.5.2 Offerors Signature. The proposals must be signed in ink by an individual authorized to legally bind the business submitting the proposal. The offeror’s signature on a proposal in response to this RFP guarantees that the prices quoted have been established without collusion and without effort to preclude the City of Chattahoochee Hills from obtaining the best possible supply or service. Proof of authority of the person signing the RFP response must be furnished upon request.

1.5.3 Offer in Effect for 120 Days. A proposal may not be modified, withdrawn or canceled by the offeror for a 120-day period following the deadline for proposal submission as defined in the Schedule of Events, or receipt of best and final offer, if required, and offeror so agrees in submitting the proposal.

RFP#26-007, Page 8

1.6 COST OF PREPARING A PROPOSAL

1.6.1 City Not Responsible for Preparation Costs. The costs for developing and delivering responses 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 their proposal.

1.6.2 All Timely Submitted Materials Become City Property. All materials submitted in response to this RFP become the property of the City of Chattahoochee Hills and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the City and offeror resulting from this RFP process.

RFP#26-007, Page 9

2.0 AUTHORITY

This RFP is issued under the authority of the City of Chattahoochee Hills. The RFP process is a procurement option allowing the award to be based on stated evaluation criteria. The RFP states the relative importance of all evaluation criteria. No other evaluation criteria, other than as outlined in the RFP, will be used.

2.1 OFFEROR COMPETITION

The City encourages free and open competition among offerors. Whenever possible, the City will design specifications, proposal requests, and conditions to accomplish this objective, consistent with the necessity to satisfy the City’s need to procure technically sound, cost-effective services and supplies.

2.2 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION

2.2.1 Public Information. All information received in response to this RFP, including copyrighted material, is deemed public information and will be made available for public viewing and copying shortly after the time for receipt of proposals has passed with the following four exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated, and documented; (2) matters involving individual safety as determined by the City of Chattahoochee Hills; (3) any company financial information requested by the City of Chattahoochee Hills to determine vendor responsibility, unless prior written consent has been given by the offeror; and (4) other constitutional protections.

2.2.2 Procurement Officer Review of Proposals. Upon opening the proposals received in response to this RFP, the procurement officer in charge of the solicitation and designated staff member(s) will review the proposals and separate out any information that meets the referenced exceptions in Section 2.2.1 above, providing the following conditions have been met:

• Confidential information is clearly marked and separated from the rest of the proposal.

• The proposal does not contain confidential material in the cost or price section.

• An affidavit from an offeror’s legal counsel attesting to and explaining the validity of the trade secret claim is attached to each proposal containing trade secrets.

Information separated out under this process will be available for review only by the procurement officer, the evaluation committee members, and limited other designees. Offerors must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a “right to know” (open records) request from another party.

2.3 CLASSIFICATION AND EVALUATION OF PROPOSALS

2.3.1 Initial Classification of Proposals as Responsive or Nonresponsive. All proposals will initially be classified as either “responsive” or “nonresponsive”. Proposals may be found nonresponsive any time during the evaluation process or contract negotiation if any of the required information is not provided; the submitted price is found to be excessive or inadequate as measured by criteria stated in the RFP; or the proposal is not within the plans and specifications described and required in the RFP. If a proposal is found to be nonresponsive, it will not be considered further.

2.3.2 Determination of Responsibility. The procurement officer will determine whether an offeror has met the standards of responsibility. Such a determination may be made at any time during the evaluation process and through contract negotiation if information surfaces that would result in a determination of non-responsibility. If an offeror is found non-responsible, the determination must be in writing, made a part of the procurement file and mailed to the affected offeror.

SECTION 2: RFP STANDARD INFORMATION

RFP#26-007, Page 10

2.3.3 Evaluation of Proposals. The evaluation committee will evaluate the remaining proposals and recommend whether to award the contract to the highest scoring offeror or, if necessary, to seek discussion/negotiation or a best and final offer in order to determine the highest scoring offeror. All responsive proposals will be evaluated based on stated evaluation criteria. In scoring against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses in terms of differing price, quality, and contractual factors. These scores will be used to determine the most advantageous offering to the City.

2.3.4 Completeness of Proposals. Selection and award will be based on the offeror’s proposal and other items outlined in this RFP. Submitted responses may not include references to information located elsewhere, such as Internet websites or libraries, unless specifically requested. Information or materials presented by offerors outside the formal response or subsequent discussion/negotiation or “best and final offer,” if requested, will not be considered, will have no bearing on any award, and may result in the offeror being disqualified from further consideration.

2.3.5 Opportunity for Discussion/Negotiation and/or Oral Presentation/Product Demonstration.

After receipt of all proposals and prior to the determination of the award, the City may initiate discussions with one or more offerors should clarification or negotiation be necessary. Offerors may also be required to make an oral presentation and/or product demonstration to clarify their RFP response or to further define their offer.

In either case, offerors should be prepared to send qualified personnel to Chattahoochee Hills, Georgia to discuss technical and contractual aspects of the proposal. Oral presentations and product demonstrations, if requested, shall be at the offeror’s expense.

2.3.6 Best and Final Offer. The “Best and Final Offer” is an option available to the City under the RFP process which permits the City to request a “best and final offer” from one or more offerors if additional information is required to make a final decision. Offerors may be contacted asking that they submit their “best and final offer,” which must include any and all discussed and/or negotiated changes. The City reserves the right to request a “best and final offer” for this RFP.

2.3.7 Evaluation Committee Recommendation for Contract Award. The evaluation committee will provide a written recommendation for contract award to the finance director that contains the justification and rationale for its decision. The finance director and procurement officer will review the recommendation to ensure its compliance with the RFP process and criteria before concurring in the evaluation committee’s recommendation.

2.3.8 Request for Documents Notice. Upon concurrence with the evaluation committee’s recommendation for contract award, the procurement officer will issue a “Request for Documents Notice” to the highest scoring offeror to obtain the required insurance documents, contract performance security, and any other necessary documents. Receipt of the “Request for Documents Notice” does not constitute a contract and no work may begin until a contract signed by all parties is in place. The procurement officer will notify all other offerors of the City's intent to begin contract negotiation with the highest scoring offeror.

2.3.9 Contract Negotiation. Upon issuance of the “Request for Documents Notice,” the procurement officer and/or city department representatives may begin contract negotiation with the responsive and responsible offeror whose proposal achieves the highest score and is, therefore, the most advantageous to the City. If contract negotiation is unsuccessful or the highest scoring offeror fails to provide necessary documents or information in a timely manner, or fails to negotiate in good faith, the City may terminate negotiations and begin negotiations with the next highest scoring offeror.

2.3.10 Contract Award. Contract award, if any, will be made to the highest scoring offeror who provides all required documents and successfully completes contract negotiation. A formal contract will be executed by all parties.

The City reserves the right to:

• Award infrastructure, surfacing, and site amenities and structures together or separately

• Remove or defer the surfacing scope prior to contract execution

RFP#26-007, Page 11

• Procure surfacing under a separate contract

• Phase construction based on funding, schedule, or material considerations

2.4 CITY’S RIGHTS RESERVED

While the City has every intention to award one or more contracts as a result of this RFP, issuance of this RFP in no way constitutes a commitment by the City of Chattahoochee Hills to award or execute a contract. Upon a determination that such actions are in its best interest, the City, in its sole discretion, reserves the right to:

• Cancel or terminate this RFP at any time

• Reject any or all proposals received in response to this RFP

• Waive any informalities, irregularities, or minor inconsistencies in proposals that do not materially affect the evaluation process

• Award contracts by individual Bid Package, including:

o Bid Package 1 – Site Preparation and Aggregate Base Installation o Bid Package 2 – Permeable Rubber-Modified Asphalt Installation o Bid Package 3 – Site Amenities and Structures

• Award one, two, or all three Bid Packages to a single proposer, or to multiple proposers, as determined to be in the best interest of the City

• Award any combination of Bid Packages, including partial awards within a package if necessary to align with available funding

• Defer, phase, or separately procure any Bid Package, including the surfacing component, based on funding availability, project sequencing, or market conditions

• Not award a contract if it is in the best interest of the City not to proceed

• If awarded, terminate any contract if the City determines that adequate funding is not available or that project conditions warrant termination

RFP#26-007, Page 12

REQUEST FOR PROPOSALS

Construction Services for Multi-

Package Trail Delivery Wheel Beautiful: RiverLands Scenic

Universal Access Trail Issued: April 15, 2026

The City of Chattahoochee Hills is seeking qualified contractors to provide construction services for one or more bid packages associated with the Wheel Beautiful: RiverLands Scenic Universal Access Trail.

The proposals shall include the following information and follow this organization:

1. A cover letter which expresses an understanding of the contractor’s project responsibilities.

2. Description of the contractor’s company, years in service, scope of work, quality of workmanship and related material/labor guarantees. Include a contact name, address, phone number, FAX number and email address. The person listed shall be the primary contact.

3. A proposed scope of services including a description of work to be performed. The price quoted shall include all labor, materials, equipment, and costs associated with the proposer’s defined scope, with pricing clearly separated between infrastructure and construction, trail surfacing, and site amenities and structures (3 bid components) as outlined in this RFP.

4. Proof of liability and professional insurance information - The firm shall provide proof of all liability, workers’ compensation, and other professional insurance necessary to hold the city free of liability for any and all actions of the bidder and/or his/her employees in the performance of their duties.

5. Provide a brief discussion of any litigation for which the organization has been involved within the previous five years.

6. Provide a brief discussion of any potential conflict of interest for the firm or its team members should it be selected to provide services for the city. Detail how the firm or its team members will handle these and future conflicts of interest.

7. The entire written proposal shall be no more than 30 pages in length, printed on one-side only in a font not smaller than 11 point.

3.1 INTRODUCTION

The Wheel Beautiful: RiverLands Scenic Universal Access Trail is a transformative project located within New RiverLands Park in Chattahoochee Hills, Georgia. Designed to be fully compliant with the Americans with Disabilities Act (ADA) and guided by the U.S. Access Board’s Accessibility Guidelines for Outdoor Developed Areas (ABA, 2004, Chapter 10), the project will provide a safe, inclusive, and immersive outdoor experience for users of all abilities.

The approximately ¾-mile trail will feature a 6-foot-wide, firm and stable surface, accessible resting areas, scenic viewpoints of the Chattahoochee River, and connections to existing amenities such as accessible parking and restrooms. The trail is thoughtfully integrated into the natural landscape and reflects principles of universal design.

As the first universally accessible trail in the city, the project fills a critical gap in the parks system

SECTION 3: SCOPE OF PROJECT

RFP#26-007, Page 13 while advancing the broader vision of the Chattahoochee RiverLands Greenway. It strengthens New RiverLands Park as a destination for eco-friendly recreation, tourism, and environmental education, while supporting community health, accessibility, and conservation goals.

The City of Chattahoochee Hills is soliciting sealed proposals from qualified contractors for the construction of the Wheel Beautiful Trail, located at 8661 Campbellton Redwine Road.

The project will be procured under a multi-package structure, consisting of:

• Site Preparation and Aggregate Base Installation

• Permeable Rubber-Modified Asphalt (RMA) Installation

• Site Amenities and Structures

Proposers may submit for one, two, or all three components and must demonstrate the ability to deliver high-quality work within their proposed scope while coordinating effectively with other project elements, as applicable.

3.2 PROJECT OVERVIEW

The Wheel Beautiful Scenic Universal Access Trail is designed to provide an immersive, inclusive nature experience for users of all ages and abilities. The trail will traverse scenic woodlands and open meadow areas while providing safe, non-motorized access to views of the Chattahoochee River.

The project is structured for delivery through multiple coordinated construction components, including site preparation, trail surfacing, and installation of amenities and structures.

Key features include:

• Approximately ¾-mile of 6-foot-wide ADA-compliant trail, designed in accordance with the U.S.

Access Board’s Outdoor Developed Areas Standards (ABA, 2004, Chapter 10)

• A firm, stable, and slip-resistant surface consisting of permeable rubber-modified asphalt (RMA) or approved equivalent, subject to final procurement and installation

• Trail design including typical sections and cross-section details

• Aggregate base and drainage infrastructure, including culverts and cross-drain systems

• Composite decking platforms, including one primary viewing platform with roof structure

• Multiple viewing areas with benches located along the trail corridor

• Bench “bump-out” pads to accommodate seating and accessible use

• Picnic area with turnaround for accessibility

• Protection of environmentally and historically sensitive areas, including no disturbance to the Varner Family Cemetery and associated buffer areas

See Exhibit A

3.3 PROJECT SCOPE AND TECHNICAL REQUIREMENTS

3.3.1 General Project Description

The Wheel Beautiful Scenic Universal Access Trail is a multi-use, ADA-accessible trail located within New RiverLands Park. The project includes construction of a three-quarter (¾) mile of trail, associated drainage infrastructure, surfacing, and installation of site amenities and structures.

RFP#26-007, Page 14

The trail shall be constructed to meet or exceed the requirements of the Americans with Disabilities Act (ADA) and the U.S. Access Board’s Outdoor Developed Areas Standards (ABA).

Key design parameters include:

• Trail width: 6 feet

• Maximum sustained grade: 8%

• Firm, stable, and slip-resistant surface

• Universal accessibility for users of all abilities

3.3.2 Bid Package 1 – Site Preparation and Aggregate Base Installation

Work under this package shall include all labor, materials, and equipment necessary to prepare the trail corridor and install the structural base.

Scope includes:

• Clearing and grubbing of trail alignment

• Grading and earthwork grade preparation

• Installation of aggregate base course

• Drainage improvements and stormwater management

• Installation of culverts and cross-drainpipes

• Construction of retaining walls at designated locations

• Site stabilization and erosion control

• Final grading to prepare for surfacing installation

• Construction of bench pads (“bump-outs”) – 8' x 10' – Includes subgrade preparation, aggregate base Drainage and Pipe Requirements:

• Concrete culverts are required (HDPE or plastic pipe not permitted)

• Approximate installations include:

o One culvert: 32–36 inches diameter, approximately 10 feet in length o One culvert: 18 inches diameter, approximately 10 feet in length

• Cross-drainpipes at two locations:

o Emergency access road: approximately 18 inches diameter, minimum 40 feet length o Old roadbed area: approximately 15 inches diameter, approximately 30 feet length

• Final locations and field adjustments shall be coordinated with the City

Subgrade and Base Requirements:

• Subgrade shall be shaped, compacted, and proofed to support long-term performance

• Aggregate base shall be installed to provide a stable, uniform surface for surfacing

3.3.3 Bid Package 2 – Permeable Rubber-Modified Asphalt (RMA) Installation

Work under this package shall include installation of a permeable rubber-modified asphalt surface over the prepared aggregate base (including bench bump-outs).

Scope includes:

• Inspection and acceptance of prepared base prior to installation

• Surface preparation and grading adjustments as needed

• Installation of permeable rubber-modified asphalt (RMA)

• Finishing and smoothing to achieve uniform surface

• Protection of installed surface during curing

Performance Requirements:

The installed surface shall meet the following criteria:

RFP#26-007, Page 15

• Firm, stable, and slip-resistant

• Smooth and continuous surface suitable for wheelchairs and mobility devices

• Permeable to allow for stormwater infiltration

• Durable under anticipated pedestrian and light maintenance vehicle use

Coordination Requirement:

• Surfacing contractor shall coordinate with the base contractor to verify readiness

• Installation shall not proceed until the base has been accepted by the City

3.3.4 Bid Package 3 – Site Amenities and Structures

Work under this package shall include installation of all site features, furnishings, and structures.

Scope includes:

• Construction of trail platforms and decks

• Installation of one primary platform with roof structure

• Installation of secondary viewing platform(s)

• Installation of benches and ADA-compliant picnic tables

Platform and Deck Requirements:

• Decking shall be marine-grade composite

• The primary platform (approximately 20' x 40') shall include a pitched roof structure

• Structural design shall be consistent with nearby park architecture

Bench Requirements:

• Benches shall be installed at intervals of approximately 500–800 feet

• Total installations include:

o Five trail benches o Two benches at the primary platform o One bench at the secondary platform

Furnishings:

• Benches and picnic tables shall meet City standards

• Final specifications will be provided prior to construction

3.3.5 Construction Testing and Quality Control

The contractor shall be responsible for ensuring all work meets required standards.

Testing Requirements:

• Subgrade and aggregate compaction testing is required

• Acceptable methods include:

o Proof rolling using a tandem dump truck (minimum 18 tons) o Core sampling, if directed

Documentation:

• Contractor shall provide documentation of all testing and inspections

• Deficiencies shall be corrected prior to proceeding to subsequent phases

3.3.6 Coordination Between Bid Packages

Due to the multi-package structure, coordination between contractors is essential.

• Contractors shall coordinate scheduling and sequencing of work

• Bid Package 1 must be completed and accepted prior to Bid Package 2 installation

• Bid Package 3 may occur concurrently where feasible but must not interfere with trail construction

• The City will provide oversight but expects proactive coordination among contractors

3.3.7 Materials and Approved Products

RFP#26-007, Page 16

• Materials shall meet industry standards for durability and performance

• The City may provide recommended suppliers for key materials, including:

o Rubber-modified asphalt o Aggregate materials o Site furnishings

• Substitutions must be approved by the City

• See Exhibit C for Recommendations

3.3.8 Field Verification

• Contractors shall verify all field conditions prior to construction

• Dimensions, quantities, and locations are subject to adjustment based on site conditions

• Coordination with City staff is required for all field modifications

Failure to verify field conditions shall not be grounds for additional compensation.

3.3.9 Schedule Considerations

• Construction is anticipated to occur during warmer months

• Surfacing installation shall not occur during unsuitable weather conditions

• Contractors shall provide a proposed schedule aligned with project milestones

3.3.10 Bid Forms and Pricing Table (Required)

Proposers shall complete the applicable Bid Table(s) for each Bid Package they are submitting. All unit prices shall include labor, materials, equipment, overhead, and profit. Quantities are estimates only and may be adjusted by the City.

• See Exhibit B for Cost Proposal Form

• Quantities are estimates only and may be adjusted by the City based on field conditions.

• Unit prices shall govern adjustments to quantities.

• The City reserves the right to award any combination of bid packages.

• Proposers may submit bids for one, two, or all three bid packages.

• All pricing shall include full cost of labor, materials, equipment, supervision, overhead, and profit.

3.4 EPD GRANT COORDINATION AND COMPLIANCE

The selected contractor shall coordinate construction activities and documentation necessary to support compliance with the Georgia Environmental Protection Division (EPD) Tire Products Grant, including material sourcing, mix verification, and documentation required for grant reimbursement. Experience with rubber-modified asphalt or comparable permeable trail surfaces is strongly preferred.

3.5 PROPOSAL CONTENTS

3.5.1 Firms must submit proposals including the following:

1. Letter of Interest – A brief letter summarizing the firm’s interest, qualifications, and the Bid Package(s) being proposed. Proposers shall clearly identify in their Letter of Interest the specific Bid Package(s) for which they are submitting

2. Company Profile – Include firm qualifications, relevant experience, and a description of similar projects completed.

3. Project Team – Identify key personnel, their roles, and include resumes demonstrating relevant experience.

4. Project Understanding and Approach – Describe the firm’s understanding of the project and approach specific to the Bid Package(s) proposed, including:

o Construction methodology o Coordination with other contractors (if multiple packages are awarded separately)

RFP#26-007, Page 17 o Approach to ADA and ABA compliance

5. Proposed Timeline and Work Plan

Provide a detailed schedule and sequencing plan, clearly identifying how the firm will meet project milestones and coordinate with other Bid Packages.

3.5.2 Cost Proposal – Detailed Pricing by Bid Package (Required)

Proposers must submit a separate cost proposal for each Bid Package for which they are submitting.

Each cost proposal shall include:

Bid Package 1 – Site Preparation and Aggregate Base Installation

• Itemized unit pricing (clearing, grading, drainage, culverts, retaining walls, base installation, etc.)

• Quantities, unit prices, and total cost

Bid Package 2 – Permeable Rubber-Modified Asphalt (RMA) Installation

• Unit pricing for surfacing (per square foot or linear foot)

• Surface preparation and installation costs

• Total cost for surfacing installation

Bid Package 3 – Site Amenities and Structures

• Itemized pricing for:

o Platforms and decking o Roof structure o Benches and picnic tables o Bench pads (“bump-outs”)

• Quantities, unit prices, and total cost

3.5.3 Multi-Package Proposals (If Applicable)

Firms submitting proposals for more than one Bid Package shall:

• Provide separate pricing for each package

• Clearly identify any cost efficiencies or adjustments associated with being awarded multiple packages

• Identify any shared resources, equipment, or staffing assumptions

3.5.4 Pricing Transparency Requirements

All proposers shall:

• Clearly identify contractor overhead, profit, and any markups

• Provide unit pricing sufficient to allow for adjustments in quantities

• Ensure all pricing is consistent, complete, and mathematically accurate

Unit prices may be used to adjust quantities based on field conditions without requiring full rebid.

3.5.5 Offeror’s Information

Provide all required Offeror information as outlined in Section 4.1.

RFP#26-007, Page 18

4.0 CITY’S RIGHT TO INVESTIGATE

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.

4.1 OFFEROR INFORMATIONAL REQUIREMENTS

In determining the capabilities of an offeror to perform the services specified herein, the following informational requirements must be met by the offeror. (Note: Each item must be thoroughly addressed. Offerors taking exception to any requirements listed in this section may be found non-responsive or be subject to point deductions.)

4.1.1 References. Offeror shall provide a minimum of three (3) references that are using services of the type proposed in this RFP. The references may include any government or universities where the offeror, preferably within the last five (5) years, has successfully implemented and managed a similar engineering and construction project. At a minimum, the offeror shall provide the company name, the location where the services were provided, contact person(s), customer’s telephone number, a complete description of the service type, and dates the services were provided. These references may be contacted to verify offeror’s ability to perform the contract. The City reserves the right to use any information or additional references deemed necessary to establish the ability of the offeror to perform the conditions of the contract. Negative references may be grounds for proposal disqualification. If the firm has past construction experience with RTP and/or universal access trails, please provide references.

4.1.2 Resumes/Company Profile and Experience. Offeror shall specify how long the individual/company submitting the proposal has been in the business of providing services similar to those requested in this RFP. A resume or summary of qualifications, work experience, education, skills, etc., which emphasizes previous experience in this area should be provided for all key personnel who will be involved with any aspects of the contract. Offeror should specify how long it has been in the business of providing these services and under what company name.

4.1.3 Method of Providing Services. Offeror should provide a description of the work plan and the methods to be used that will convincingly demonstrate to the City what the offeror intends to do, the timeframes necessary to accomplish the work, and how the work will be accomplished.

SECTION 4: OFFEROR QUALIFICATIONS

RFP#26-007, Page 19

5.0 EVALUATION CRITERIA

The City of Chattahoochee Hills will evaluate proposals using a qualifications-based, best-value approach. Proposals will be reviewed by an evaluation committee and scored based on the criteria below.

This project is structured as three (3) bid packages:

• Site Preparation and Aggregate Base Installation

• Permeable Rubber-Modified Asphalt (RMA) Installation

• Site Amenities and Structures

Proposers may submit for one, two, or all packages. Evaluation will be applied consistently across all packages, with consideration given to the proposer’s ability to successfully deliver the specific scope(s) for which they are submitting, as well as coordinate with other project components where applicable.

In addition to scored criteria, the City will consider:

• Avoidance of conflicts of interest

• Past performance on similar public sector projects

• Ability to meet project schedule and budget

• Compliance with all RFP requirements

Scored Evaluation Criteria Criteria Weight Description Technical Approach & Understanding of Scope

30%

Demonstrated understanding of the specific bid package(s), including construction methods, sequencing, quality control, and coordination with other project elements where applicable.

Experience & Qualifications 35%

Relevant experience on similar trail, park, or infrastructure projects. Must include a minimum of three (3) references from government or public sector clients. Experience with ADA/ABA-compliant facilities and environmentally sensitive sites will be prioritized.

Project Management & Schedule

15%

Proposed project schedule, staffing plan, and demonstrated ability to deliver projects on time and within budget. Includes coordination approach if proposing on multiple packages.

Cost Proposal 20%

Completeness, clarity, and reasonableness of pricing for the proposed bid package(s), including unit pricing, cost transparency, and alignment with the City’s budget expectations.

The City reserves the right to award one or more contracts based on the highest-ranked proposer(s) within each Bid Package to a single firm or multiple firms, in the best interest of the project.

SECTION 5: EVALUATION CRITERIA

RFP#26-007, Page 20

6.0 STANDARD TERMS AND CONDITIONS

The City’s standard terms and conditions will be published on the City’s website as Appendix A. Offerors should notify the City of any terms within the standard terms and conditions that either preclude them from responding to the RFP or add unnecessary cost. This notification must be made by the deadline for receipt of written/e-mailed questions or with the offeror’s RFP response. Any requests for material, substantive, important exceptions to the standard terms and conditions will be addressed in any formal written addendum issued by the procurement officer in charge of the solicitation. The City reserves the right to address any non-material, minor, insubstantial exceptions to the standard terms and conditions with the highest scoring offeror at the time of contract negotiation.

6.1 STANDARD CONTRACT

The City’s standard contract will be published on the City’s website as Appendix B. Offerors should notify the City of any terms within the standard contract that either preclude them from responding to the RFP or add unnecessary cost. This notification must be made by the deadline for receipt of written/e-mailed questions or with the offeror’s RFP response. Any requests for material, substantive, important exceptions to the standard contract will be addressed in any formal written addendum issued by the procurement officer in charge of the solicitation. The City reserves the right to address any non-material, minor, insubstantial exceptions to the standard contract with the highest scoring offeror at the time of contract negotiation.

6.2 ADDITIONAL CONTRACT PROVISIONS AND TERMS

This RFP and any addenda, the offeror’s RFP response, including any amendments, a best and final offer, any clarification question responses, and any negotiations shall be included in any resulting contract. The City’s standard contract contains the contract terms and conditions which will form the basis of any contract negotiated between the City and the highest scoring offeror. The contract language contained in Appendix B does not define the total extent of the contract language that may be negotiated. In the event of a dispute as to the duties and responsibilities of the parties under this contract, the contract, along with any attachments prepared by the City, will govern in the same order of precedence as listed in the contract.

6.3 CONTRACT TERM

The initial contract term shall be concluded and settled prior to August 31, 2027.

6.4 SUBCONTRACTORS

The highest scoring offeror will be the prime contractor if a contract is awarded and shall be responsible, in total, for all work of any subcontractors. All subcontractors, if any, must be listed in the proposal. The City reserves the right to approve all subcontractors. The Contractor shall be responsible to the City for the acts and omissions of all subcontractors or agents and of persons directly or indirectly employed by such subcontractors, and for the acts and omissions of persons employed directly by the Contractor. Further, nothing contained within this document or any contract documents created as a result of any contract awards derived from this RFP shall create any contractual relationships between any subcontractor and the City.

SECTION 6: STANDARD CONTRACT INFORMATION

RFP#26-007, Page 21

6.5 GENERAL INSURANCE REQUIREMENTS

6.5.1 General Requirements. The Contractor shall maintain for the duration of the contract, at its cost and expense, insurance against claims for injuries to persons or damages to property, including contractual liability, which may arise from or in connection with the performance of the work by the Contractor, agents, employees, representatives, assigns, or subcontractors. This insurance shall cover such claims as may be caused by any negligent act or omission.

6.5.2 Primary Insurance. The Contractor’s insurance coverage shall be primary insurance as respect to the City, its officers, officials, employees, and volunteers and shall apply separately to each project or location. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it.

6.5.3 Bond Requirement (if applicable). Where applicable, the selected Contractor(s) may be required to provide a bid bond, performance bond, and payment bond in accordance with City requirements.

If required:

• A bid bond shall be submitted with the proposal in an amount specified by the City

• A performance bond and payment bond shall each be in an amount equal to one hundred percent (100%) of the total contract price

• Bonds shall be issued by a surety company authorized to do business in the State of Georgia

• Required bonds must be provided prior to execution of the contract

Failure to provide required bonding within the time specified by the City may result in withdrawal of the award and selection of an alternate proposer.

6.6 COMPLIANCE WITH LAWS

The Contractor must, in performance of work under this contract, fully comply with all applicable federal, state, or local laws, rules and regulations, including the Civil Rights Act of 1964, the Age Discrimination Act of 1975, the Americans with Disabilities Act of 1990 (ADA), the U.S. Access Board’s Accessibility Guidelines for Outdoor Developed Areas (2004, Chapter 10, issued under the Architectural Barriers Act), and Section 504 of the Rehabilitation Act of 1973. The Contractor agrees that the hiring of persons to perform the contract will be made on the basis of merit and qualifications and there will be no discrimination based upon race, color, religion, creed, political ideas, sex, age, marital status, physical or mental disability, or national origin by the persons performing the contract.

6.7 INTELLECTUAL PROPERTY

All patents and other legal rights in or to inventions created in whole or in part under the contract must be available to the City for royalty-free and nonexclusive licensing. Both parties shall have a royalty-free, nonexclusive, and irrevocable right to reproduce, publish or otherwise use and authorize others to use, copyrightable property created under the contract.

6.8 CONTRACT TERMINATION

The following three termination provisions are presented as options for…