RFP Microgrid Solar BESS DC Fast Charger Poli.pdf

Request for Proposals for

Design and Engineering for a

Microgrid System and DC Fast

Charger at the Decatur Police

Department

509 North McDonough Street

Decatur, Georgia

30030

September 11, 2026

TABLE OF CONTENTS

SECTION PAGE

Table of Contents 2

Invitation 3

Instructions to Proposers 5

RFP Schedule 7

Scope of Work 8

Proposal Format 17

Evaluation 19

Fee Summary 21

Assurances and Affidavit 22

Agreement 26

E-Verify Requirements 29

Attachment A: Site Plans

Attachment B: Buy America Resources

REQUEST FOR PROPOSALS

DESIGN AND ENGINEERING SERVICES FOR

MICROGRID SYSTEM AND DC FAST CHARGER

Decatur Police Department

The City of Decatur, Georgia (“City”) will receive sealed proposals from qualified firms for design and engineering services of a microgrid system in the City Manager’s Office, 509

North McDonough Street, Decatur, Georgia 30030 until 2 p.m. time on October 13, 2026. The

City is seeking the services of a qualified firm for design, engineering and construction administration services for a microgrid system at the Decatur Police Department located at 420

West Trinity Place, Decatur, Georgia 30030.

The proposal package for the project is available online at www.decaturga.com/rfps.

Funding is to be provided by the City of Decatur and funds from a Department of

Energy grant. Firms or teams will be required to comply with all applicable regulations of the City of Decatur, State of Georgia and United States Department of Energy.

A mandatory pre-proposal conference and site walkthrough will be held at the Police

Department, located at 420 West Trinity Street, Decatur, GA 30030, on Monday, September 21, 2026 at 1:30p.m. Any questions and/or misunderstandings that may arise from this request for proposals should be submitted, in writing, to David Junger at david.junger@decaturga.com .

Answers to such questions that materially change the conditions and specifications of this request for proposals will be sent to all attendees as an addendum. Any discussions or documents will be considered non-binding unless incorporated in an addendum. When addenda are required, the proposal opening date may be extended. Parties responding to this Request for Proposals must attend this pre-proposal conference for their submittal to be considered.

Proposals are to be submitted on a proper form furnished by the City and shall be addressed to Deputy City Manager David Junger, City of Decatur, City Manager’s Office, 509

North McDonough Street, 2nd Floor, Decatur, Georgia, sealed, dated and enclosed in an envelope appropriately marked on the outside "Bid for Design and Engineering for a Microgrid System and DC fast charger at the Decatur Police Department" marked with the name of the bidder and date and hour of opening, and mailed or delivered to reach the designated office on or before

2:00 p.m., on Tuesday, October 13, 2026.

Responses to this Request for Proposals (RFP) shall include technical and fee proposals along with all other information requested in this RFP. The fees shall be the full cost to the City of Decatur. The instructions are an integral part of any proposal. The City of

Decatur anticipates making a single award. Such an award, if any, is projected to be accomplished within sixty (60) days from the proposal opening.

http://www.decaturga.com/rfps https://encoded-592c9deb-987b-4562-aa3c-9fa3d37d83e9.uri/mailto%3adavid.junger%40decaturga.com%2520

Firms shall not discriminate against any employee or applicant for employment because of actual or perceived race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, age, disability, marital status, familial status, or veteran/military status. The Consultant will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their actual or perceived race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, age, disability, marital status, familial status, or veteran/military status. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship; and, participation in recreational and educational activities.

Submittal of a proposal indicates acceptance of the conditions contained in the RFP. The

City of Decatur reserves the right to retain all proposals submitted. Bids may be held by the City for a period not to exceed sixty (60) days from the date of the opening of bids for the purpose of reviewing the bids and investigating the financial stability of the bidders and their demonstrated ability to perform satisfactorily, prior to awarding the contracts. All proposals are public records to the extent required by the Georgia Open Records Act. The City of Decatur reserves the right to accept or reject any or all proposals, to waive informalities, to negotiate changes in the scope of work or services to be provided and to otherwise waive any technicalities.

The Request for Proposals is available online at www.decaturga.com/rfps

For additional information, contact David Junger, Deputy City Manager, at 678-

553-6522 or david.junger@decaturga.com.

http://www.decaturga.com/rfps

INSTRUCTIONS TO PROPOSERS

1. Intent: It is intended that these Instructions and the Schedules and Specifications shall define and describe the complete services to be provided.

2. Examination: Firms are advised to examine all documents and current descriptions of the services in order to become fully informed as to their conditions. This includes conformity with specific standards and the character, quality and quantity of the services provided. Failure to examine these areas will not relieve the Designer of its obligation to furnish all products and services necessary to carry out the provisions of the contract.

3. Mandatory Pre-Proposal Conference: A pre-proposal conference and site walkthrough will be held at the Decatur Police Department, located at 420 West Trinity Place, Decatur, GA 30030, on Monday, September 21, 2026 at 1:30 p.m. Any questions and/or misunderstandings that may arise from this Request for Proposals should be submitted, in writing, to David Junger at david.junger@decaturga.com . Answers to such questions that materially change the conditions and specifications of this request for proposal will be sent to all attendees as an addendum. Any discussions or documents will be considered non-binding unless incorporated in an addendum. When addenda are required, the proposal opening date may be extended. Parties responding to this Request for Proposals must attend this briefing session for their submittal to be considered.

4. Selection of Firm or Team: The contract will be awarded to the firm or team that in the City’s opinion is the most responsive and responsible according to the criteria provided in Section 3.0 of this RFP.

5. Responsiveness: The City will consider the degree to which each firm has submitted a complete proposal without irregularities, exclusions, special conditions, or alternative proposals for any item unless specifically requested in the RFP.

6. Submission of Proposals: It is the firm’s responsibility to have its sealed proposal at the City Manager’s Office, 509 North McDonough Street, Decatur, Georgia 30030, by

2:00 p.m. on Tuesday, October 13 2026, the deadline for submission. Proposals received after the deadline will remain unopened and will not be considered. The following address should be used on the outside of the envelope containing the proposals:

mailto:david.junger@decaturga.com%20%20

City Manager City of Decatur

509 North McDonough Street

Decatur, Georgia 30030

REQUEST FOR PROPOSALS

Design and Engineering for a

Microgrid System and DC fast charger at the Decatur Police

Department

7. Proposals: An original and six copies of the proposal shall be submitted. Fewer copies of extensive materials covering the firm’s work are acceptable. Proposals should be limited to no more than 20 pages and should be in an 8½" x 11" format. Please submit proposals in Microsoft Word and PDF file formats on a thumb drive or equivalent.

Proposer hereby certifies that , a

(Name) duly qualified representative of , (Firm Name) inspected all job locations on .

(Date)

RFP SCHEDULE

Activity Estimated Date

Advertisement September 11, 2026

Q&A Process Begins September 11

Pre-Proposal Conference September 21, 2026 1:30p.m.

Deadline to Submit Questions October 2, 2026 4:00p.m.

Deadline to Submit Proposals October 13, 20262:00p.m.

Evaluation Begins October 14, 2026

Presentations by Selected Firms TBD

Award Recommendation to City Commission October 19, 2026

Notice of Award Sent to Successful Firm October 20, 2026

Execution of Agreement October 2026

Work Begins November 2026

Request for Proposals

Microgrid (Solar Photovoltaic Generation System and Battery Energy Storage) System and DC Fast Charger – Police Department

1. Introduction

The City of Decatur (“City”) is seeking proposals from qualified vendors to provide turnkey services for design, bid assistance and construction administration for the installation of a microgrid system that includes solar photovoltaic (PV) generation system and battery energy storage system (BESS) and DC Fast Charger at the Decatur Police Department, 420 West

Trinity Place, Decatur, Georgia 30030. The City invites firms to submit proposals responsive to the specific requirements set forth in this request for proposals (“RFP”). The expected start date for this project will be determined following coordination with Georgia Power and project award.

2. Background

The City of Decatur has received a federal grant from the U.S. Department of Energy (DOE) to support the installation of a microgrid system that includes solar photovoltaic (PV) generation system and battery energy storage system (BESS) and DC Fast Charger at the Decatur Police

Department. The project is intended to improve the facility's energy resilience, reduce reliance on the electric grid, and provide the capability to maintain critical police and municipal court operations during an extended utility power outage.

While final system sizing will be determined during the completion of the project, initial estimates include a:

• 170 kW roof-mounted solar array

• 250 kW/500 kWh (power and capacity, respectively) lithium-ion battery energy storage system

• DC Fast Charger for electric vehicles

The Decatur Police Department facility provides essential public services, including police patrol operations, investigations, and municipal court functions. Maintaining electrical service at this facility during an emergency is critical to the City's public safety and continuity-of-government operations.

This project is intended to offset a portion of the Police Department’s electricity usage through on-site renewable energy production and provide backup power for critical loads during outages. It is the intention of the City that the solar array and battery storage system installed through this project can be expanded or improved upon in the future as technically and fiscally feasible.

3. Project Purpose

The City is seeking qualified professional engineering services to develop a detailed microgrid design for the Decatur Police Department and the design for the installation of a DC fast charger for electric vehicle charging. The design shall optimize the operation of the proposed solar PV and battery energy storage systems under both:

a. Normal grid-connected conditions, including optimization of on-site renewable energy generation, battery charging and discharging, peak demand management, participation in Georgia Power customer-sited resource programs, and other appropriate energy management strategies; and

b. Emergency grid-islanded conditions, allowing designated critical loads at the facility to remain operational during a utility outage through coordinated operation of the solar

PV system, BESS, existing electrical infrastructure, and other applicable components.

c. The selected firm shall provide a design set of plans complete for bidding for the installation of a DC fast charger for EV charging.

d. The City's objective is to install a reliable, safe, durable, and maintainable DC fast charging system that can support municipal fleet operations.

e. The selected firm shall be responsible for identifying and addressing all requirements necessary for a complete installation, whether or not each individual component is specifically identified in this Scope of Work.

The completed design documents will be used to develop a subsequent construction bid package for procurement and installation of the microgrid system and DC fast charger.

4. Scope of Work

The City of Decatur is seeking proposals to identify a firm with the capabilities to provide a microgrid system that includes solar photovoltaic (PV) generation system and battery energy storage system (BESS) and DC fast charger for the City’s Police Department.

The selected consultant shall provide the professional engineering, electrical design, technical analysis, construction-document services, assist with the development of the bid documents for the micro-grid system, provide construction administration services through installation, commissioning, testing and interconnection with Georgia Power, at a minimum:

• Review the existing electrical documentation, utility information, facility conditions, and available load data.

• Conduct field investigations necessary to verify existing electrical infrastructure and site conditions.

• Develop an updated electrical load profile for the facility and identify existing and proposed critical loads.

• Evaluate and establish the appropriate sizing and configuration of the solar PV and

BESS systems.

• Evaluate and establish the appropriate sizing and configuration of the DC fast charger.

o Conduct site investigations and field verification.

o Develop final engineering and construction documents.

o Verify existing electrical and site conditions.

o Determine required electrical service capacity.

o Coordinate with the serving electric utility.

• Review facility as-built structural drawings and relevant code requirements. A desktop review based on available structural documents and code will be performed to determine facility suitability in supporting rooftop solar PV.

• Determine preferred rooftop solar PV racking concept based on structural review.

• Develop a microgrid architecture that integrates the solar PV system, BESS, utility service, facility electrical distribution system, and associated controls.

• Develop a strategy for automatic transition between grid-connected and islanded operation.

• Define the critical loads to be served during an emergency outage and evaluate the duration for which those loads can reasonably be supported.

• Develop an energy management and microgrid controls strategy addressing normal and emergency operating modes.

• Evaluate battery charging and discharging strategies, including opportunities for peak demand management and optimization of solar generation.

• Evaluate the need for switchgear, protective devices, controls, transformers, meters, disconnects, and other electrical equipment necessary for safe and reliable microgrid operation.

• Coordinate the proposed system with the existing utility service and electrical distribution infrastructure.

• Address utility interconnection requirements and coordinate with the applicable electric utility.

• Evaluate system protection, grounding, arc-flash considerations, fault-current impacts, and safe transition between grid-connected and islanded modes.

• Develop one-line diagrams, electrical plans, equipment layouts, schedules, details, specifications, and other drawings necessary for construction bidding.

• Develop technical specifications for the solar PV, BESS, microgrid controls, switchgear, inverters, and associated equipment.

• Develop technical specifications for the DC fast charger and associated equipment.

• Identify equipment and components necessary to satisfy applicable federal funding requirements.

• Develop a commissioning and testing plan demonstrating proper operation in both grid-connected and islanded modes.

• Provide an opinion of probable construction cost.

• Identify applicable permitting, code, utility, and regulatory requirements.

• Assist the City with preparation of the construction procurement package and respond to technical questions during the bidding process, as requested.

Georgia Power: Utility Coordination – DC Fast Charger

The selected firm shall obtain written documentation from Georgia Power summarizing the results of the site assessment and shall incorporate the findings into the final design.

The final EV charger capacity and electrical design shall not be finalized until the Georgia

Power assessment has been completed and the available electrical capacity has been verified.

The selected firm shall be responsible for coordinating the Georgia Power assessment, documenting the results, communicating the findings to the City, and incorporating all applicable utility requirements into the project design.

The selected firm shall serve as the City's primary technical representative for coordination with Georgia Power throughout the design and engineering process.

The selected firm shall initiate utility coordination early in the project and shall schedule a site meeting with Georgia Power representatives to review the proposed EV charging installation and existing utility infrastructure.

Georgia Power Make Ready Program Assistance

The selected firm shall assist the City with evaluating, applying for, and participating in the

Georgia Power Make Ready Program for the proposed EV charging installation.

The selected firm shall be responsible for providing the technical assistance and documentation necessary to support the City's Make Ready application and shall coordinate with Georgia

Power throughout the application and approval process.

The selected firm shall identify in its proposal its previous experience with Georgia Power's

Make Ready Program or comparable utility EV charging infrastructure incentive programs and shall identify the specific staff members who will be responsible for managing the Make Ready application.

Project details are listed below:

4.1 General Information

Site Address:

420 West Trinity Place, Decatur, GA 30030

Site Name:

Decatur Police Department

Technical Contact:

David Junger, Deputy City Manager david.junger@decaturga.com, 404-370-4102

Building Size:

Building: 33,773 sq. ft.

(To be determined based on final site assessment)

Rooftop:

Butyl Rubber Membrane

Electrical:

See Attachment - Site Plans

Backup Generator:

Building: Diesel – Onan 200kW, 120/208 volt, 3 phase/4wire diesel generator

Building: Diesel – Kohler GM78842-TP1, 500 kW

(Based on available plans and site assessment)

Design Budget: To be determined

Construction Budget: To be determined

Installation Date:

(To be determined) mailto:david.junger@decaturga.com

4.2 Site Information:

The Decatur Police Department (Building) was completed in 2015, achieving LEED Silver certification. The building is operated 24 hours per day and 7 days per week. The building contains offices for staff of the Police Department, E911 Center and Municipal Court.

4.3 System Description

System sizing, configuration, and critical load coverage will be informed through the design process and budget constraints. The system shall include, at minimum, a photovoltaic solar array and a Battery Energy Storage System (BESS) capable of supporting identified critical loads during outages.

The Contractor shall ensure the system integrates with existing electrical infrastructure and any existing backup generation equipment, if applicable.

4.4 Engineering

Firm shall perform a roof structural analysis and provide engineer-certified drawings to substantiate that the roof is rated for the system weight prior to construction. Engineer-certified drawings shall also indicate how the design of the microgrid system will be integrated into the existing electrical system. Mounting system and conduit penetrations shall be limited and work shall not void the roof warranty. All engineering drawings and reports shall be sealed, signed, and dated by Professional areas in the appropriate areas of practice for the work being provided

(i.e. structural and electrical).

Federal Funding and Build America, Buy America (BABA) Requirements and

Compliance:

Because this project is being funded in whole or in part through a federal grant administered by the U.S. Department of Energy, the selected consultant shall design the project in accordance with all applicable federal funding requirements. https://www.energy.gov/management/doe-buy-america-requirement-waiver-requests.

The design shall specifically address applicable Buy America requirements, including the

Build America, Buy America (BABA) provisions and applicable DOE guidance and waiver requirements. The consultant shall:

• Identify which project materials, manufactured products, iron and steel products, and construction materials are subject to applicable Buy America requirements.

• Incorporate appropriate Buy America requirements into the project specifications and construction documents.

• Identify applicable domestic-content requirements for major system components, including solar PV equipment, battery energy storage equipment, inverters, switchgear, electrical equipment, and other applicable manufactured products.

• Evaluate the availability of compliant equipment during the design process and avoid specifying equipment that cannot reasonably satisfy applicable federal requirements.

• Coordinate with the City and DOE, as appropriate, regarding any applicable waivers, exceptions, or other federal requirements.

• Provide documentation and technical information necessary for the City to demonstrate compliance during procurement and construction.

• Ensure that the construction bid documents clearly communicate the federal funding and Buy America requirements to prospective bidders.

The consultant shall remain responsible for incorporating the applicable federal requirements into the design and specifications based on the requirements in effect at the time of design.

5. Davis-Bacon Act Compliance: Not required

Davis-Bacon Act compliance is not required for this project.

6. Deliverables

At a minimum, the selected consultant shall provide:

a. Existing Conditions and Field Investigation Report

b. Critical Load Assessment

c. Microgrid Design Basis and Design Criteria

d. Solar PV and BESS Sizing Analysis

e. Microgrid Operating Strategy

f. Grid-Connected and Islanded Operating Sequence

g. Electrical One-Line Diagrams

h. Electrical Site and Equipment Layout Plans

i. Equipment Schedules and Specifications

j. Microgrid Controls and Energy Management System Design

k. Protection, Grounding, and Interconnection Design

l. Construction Plans and Details

m. Technical Specifications

n. Buy America/BABA Compliance Requirements and Procurement Documentation

o. Commissioning and Testing Requirements

p. Opinion of Probable Construction Cost

q. Final Construction Bid Package

r. Bid Assistance:

i. Assist in development and implementation a “pre-qualification” process for bidders.

ii. Make available a complete set of contract documents marked “Approved for

Construction” to be posted on the City website.

iii. Attend pre-bid meeting with bidders to discuss the project.

iv. Respond to bidder requests for information (RFIs) and issue addenda.

v. Attend bid opening.

vi. Tabulate and evaluate bids and review to determine if bids are complete and responsive.

vii. Recommend award.

7. Design Objective

The City's primary objective is to develop a safe, reliable, resilient, and economically optimized microgrid that can provide meaningful energy and operational benefits during normal conditions while maintaining essential Decatur Police Department functions during an extended utility outage.

The design should not simply size solar PV and battery systems independently. Rather, the consultant shall develop an integrated microgrid architecture in which generation, energy storage, controls, electrical distribution, critical loads, and utility interconnection operate as a coordinated system.

The final design should provide the City with sufficient technical information to competitively procure and construct the microgrid while meeting applicable electrical codes, utility requirements, Department of Energy grant requirements, and federal Buy America requirements.

Aerial View of Police Department Building

PROPOSAL FORMAT

1. Introduction

Overview: Firms shall provide detailed information so as to demonstrate its understanding of the services requested. The firm’s proposal shall be designed to ensure that all defined requirements are met. Failure to adequately meet requirements may be cause for the proposal to be rejected. Responses should be of sufficient length and detail as to fulfill the requirements set forth in this RFP, including any exceptions the Proposer may take.

1.1 Documents

Proposals should be limited to no more than 20 double-sided pages. An original hard copy and a digital copy of the proposal shall be submitted. The digital copy of the proposal shall be submitted in Microsoft Word and PDF file formats on a thumb drive.

Proposals shall include all forms provided in the RFP.

1.2 Submission

The firm shall package and seal its proposal so that it will not be damaged in mailing or shipping. All proposals and supporting documents will be submitted in accordance to the

“Instructions” Section.

2. Management Proposal

2.1 Cover Letter

The firm shall include a cover letter of interest and transmittal not to exceed two pages in length, and which contents shall indicate an agreement to perform all tasks listed in the

Scope of Work.

2.2 Project Team

The firm shall provide their proposed project team organization chart of all individuals and partners involved in this project, including sub-consultants, with roles and responsibilities defined. One member of the project team shall be designated as the primary point of contact with City staff. Include brief resumes of all personnel identifying their qualifications and experience.

2.3 Qualifications

2.3.1 The firm shall provide summaries of two successfully designed and commissioned microgrid projects completed on behalf of local governments or similar clients within the last ten years. For each project include:

a. Project name and owner.

b. Facility type.

c. Location.

d. Date completed.

e. Construction cost.

f. PV capacity.

g. BESS capacity and duration.

h. Critical load served.

i. Utility service size.

j. Microgrid controller manufacturer/system.

k. Islanding method.

l. Automatic or manual islanding.

m. Expected/actual outage duration supported.

n. Whether the system has been successfully tested under actual islanded conditions.

o. Commissioning scope performed by the proposer.

p. Buy America/BABA requirements, if applicable.

q. Federal funding agency, if applicable.

r. Reference contact.

s. Specific role of the proposed project team members.

2.3.2 Proposer shall demonstrate relevant experience with the design of commercial and/or municipal DC fast charging infrastructure.

2.3.3 The proposer shall demonstrate experience with at least one federally funded energy, resilience, renewable energy, microgrid, or related infrastructure project subject to federal domestic-content requirements, preferably including DOE funding and applicable Build America, Buy America requirements.

2.4 Insurance

Firms shall carry a minimum of Two Million Dollars ($2,000,000) professional liability policy to protect the City in case of errors, acts or/and omissions of the firm.

Firms shall also carry an umbrella policy with at least $5,000,000 in additional coverage to be placed over the General Liability/Products Liability, Employers

Liability and Automobile Liability. The City of Decatur will be listed as an Additional

Insured.

2.5 Independence

Firms shall be completely independent of any manufacturer or supplier of the types of material and/or equipment that may be required for the project.

2.6 Project Approach

The firm shall demonstrate a clear understanding of the project scope and provide a clear articulation of the firm’s technical approach to this project. Proposals should include the following:

Project Management – Describe the firm’s approach in managing the project.

Detail how the firm would coordinate with the City.

Availability – Describe the availability of the firm’s resources to provide a dedicated and continuous project team.

Project Schedule - Provide an initial timeline for the project, including design, and engineering.

2.7 Fee Proposal

Reasonableness. Fee Proposals will be evaluated for completeness and reasonableness as it relates to the technical proposal.

Best Value. The Fee Proposal is important; however, it will not be the determining factor in the selection process. It is not the intent of the City to limit innovative solutions by budget constraints, but rather to determine which proposal has the potential of providing the best value for the services required.

Financial Report. The Proposal shall include the firm’s last annual report or financial statement that will demonstrate its financial stability and ability to undertake this project. The financial report does not count towards the 20 page limit.

Assurances. Assurances in Section E shall be submitted with the Proposal.

2.8 Supplemental Information

Provide a statement explaining any exceptions taken to this RFP. In every case, the

City will assume compliance unless a specific exception is taken.

3.0 Evaluation

The City will evaluate proposals based on technical merit and price. It is the intent of the

City to choose the firm whose proposal provides the best value to the City. The City reserves the right to waive any irregularities, reject any and/or all proposals, in whole or in part, when, in the City’s opinion, such rejection is in its best interests.

Evaluation Method

The City will evaluate proposals based on the following criteria. The evaluation is intended to identify a consultant with demonstrated technical expertise in the design and commissioning of integrated, grid-connected and grid-islanded microgrid systems, as well as experience delivering federally funded projects subject to U.S. Department of Energy

(DOE) requirements and Buy America/Build America, Buy America (BABA) provisions.

An evaluation team will review each proposal. Its review and evaluation will be based on:

Evaluation Criteria Points

1. Islanding Microgrid Design and Commissioning Experience 20

2. Project Team Qualifications and Relevant Technical Expertise 15

3. Commercial / Municipal DC Fast charger design experience 15

3. DOE/Federal Grant and BABA Compliance Experience 10

4. Technical Approach and Understanding of the Project 10

5. Relevant Project Experience and References 10

6. Solar PV, Battery Energy Storage, Controls & Energy Management Expertise 8

7. Construction Documents, Procurement & Construction Support 5

8. Project Management, Schedule & Quality Control 4

9. Cost Effectiveness and Value 3

Total 100

FEE SUMMARY

Design and Engineering for a Microgrid

System and DC Fast Charger at the

Decatur Police Department

Phase I – Design Development

Design Service Fees - Microgrid $__________________________

Design Service Fees – DC Fast Charger $__________________________

Phase II – Construction Documents

Design Service Fees - Microgrid $__________________________

Design Service Fees -DC Fast Charger $__________________________

Phase III – Bid Assistance

Services Fees $__________________________

TOTAL FEES: $__________________________

Note: All fees include required reimbursables.

ASSURANCES

NON-DISCRIMINATION

It is the City of Decatur’s policy to provide an equal opportunity for all businesses to participate in City contracts regardless of actual or perceived race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, age, disability, marital status, familial status, or veteran/military status. The City seeks to ensure that minority-owned and operated firms have the opportunity to participate in the purchasing process, including bidding, negotiations and contract awards. The City will not knowingly conduct business with firms who do not have a non-discrimination policy in place that prohibits discrimination based on actual or perceived race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, age, disability, marital status, familial status, or veteran/military status.

Firms or teams are expected to represent the diversity of the community. Such diversity should be reflected in such aspects as ownership, professional personnel, subconsultants and staff. Evidence of such diversity should be part of the submittal.

Non-Discrimination Plan. The firm will develop and implement a non-discrimination policy that, as a minimum, ensures it will recruit, hire, train, and promote, at all levels, without regard to actual or perceived race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, age, disability, marital status, familial status, or veteran/military status. The firm will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their actual or perceived race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, age, disability, marital status, familial status, or veteran/military status. Such action shall include, but not be limited to the following:

employment, upgrading, demotion, or transfer; recruitment or recruitment advertising;

layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship; and, participation in recreational and educational activities.

The firm will ensure its non-discrimination policies apply to all terms and conditions of employment, personnel actions, and firm-sponsored programs. Every effort shall be made to ensure that employment decisions, programs and personnel actions are non-discriminatory and that these decisions are administered on the basis of an evaluation of an employee's eligibility, performance, ability, skill and experience.

a. Does the firm have the above non-discrimination policy in place?

[ ] Yes [ ] No

b. If the answer to a. above is no, will the firm have such a policy in place for this project?

[ ] Yes [ ] No

Statement of Assurance. The firm herein assures the City that it is in compliance with Title VI & VII of the 1964 Civil Rights Act, as amended, in that it does not on the grounds of race, color, national origin, sex, age, handicap, or veteran status, discriminate in any form or manner against employees or employers or applicants for employment and is in full compliance with the Americans with Disabilities Act.

Firm’s Name:

Authorized Signature:

Title:

Date:

LEGAL AND CHARACTER QUALIFICATIONS

Claims and Lawsuits. Is your firm involved in any pending claims or lawsuits? If so, please describe.

AFFIDAVIT

This proposal is submitted to the City of Decatur, Georgia (the City) by the undersigned who is an authorized officer of the firm and said firm is licensed to do business in Georgia. Further, the undersigned is authorized to make these assurances and certifies their validity. The firm recognizes that all assurances and representations herein are binding on the firm and failure to adhere to any of these commitments, at the City's option, may result in a revocation of the agreement.

Consent is hereby given to the City to contact any person or organization in order to make inquiries into legal, character, technical, financial, and other qualifications of the firm.

The firm understands that, at such time as the City decides to review this proposal, additional information may be requested. Failure to supply any requested for information within a reasonable time may result in the rejection of the firm's proposal with no re-submittal rights.

The firm understands that the City, after considering the legal, financial, technical, and character qualifications of the firm, as well as what in the City's judgment may best serve the public interest of its citizens and employees, may grant a contract.

The firm understands that this proposal is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a proposal for the same, and is in all respects fair and without collusion or fraud. It understands that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards.

Any agreement issued will be on the basis of the firm’s service and financial plans and arrangements are feasible and adequate to fulfill the conditions set forth in this project and the firm’s response.

Company Name:

Authorized Person:

(Print/Type)

Title:

Signature:

Date:

Address:

Telephone:

Email:

SAMPLE

AGREEMENT

THIS AGREEMENT, entered into as of this day of , , by and between , (hereinafter referred to as the "Consultant") and the City of Decatur, Georgia (hereinafter referred to as the "City").

WITNESSETH THAT:

WHEREAS, the City desires to engage the Consultant to render certain technical or professional services hereinafter described in connection with

(hereinafter referred to as the "Project"); and

WHEREAS, the Consultant desires to render such services in connection with the Project.

NOW THEREFORE, in consideration of the premises, and the mutual covenants and agreements hereinafter contained, the parties hereto agree as follows:

1. Employment of the Consultant. The City hereby agrees to engage the Consultant and the Consultant hereby agrees to perform the services hereinafter set forth in accordance with the terms and conditions contained herein.

2. Scope of Services. Consultant shall do, perform and carry out in a satisfactory and proper manner, as determined by the City Manager or his/her authorized agent (as used herein the

City Manager's "authorized agent" shall mean that person designated by the City Manager in writing to the person executing this contract on behalf of the Consultant), the work and services described in Attachment "A" which is attached hereto and made a part hereof.

3. Time of Performance. The services of the Consultant are to commence no later than seven (7) days after the execution of this contract and shall be undertaken and pursued in such sequence as to assure their expeditious completion and as may be required in Attachment "A". All services required hereunder shall be completed on or before .

Provided, however, that Consultant shall not be responsible for any delays caused by the City, the

City’s consultants, or circumstances beyond the Consultant’s control.

4. Compensation and Method of Payment. The Consultant shall be compensated for the work and services to be performed under this contract as set forth in Attachment "B" which is attached hereto and made a part hereof. In no event however, will the total compensation to be paid the Consultant under this contract exceed the sum of

(including such costs as printing and reproduction costs, courier costs, travel and similar costs).

5. Progress Payments. Unless otherwise provided in Attachment "B", the Consultant shall be entitled to receive progress payments on the following basis: As of the last day of each calendar month during the existence of this contract, the Consultant shall submit to the City an invoice for payment based on the percentage of completion of the Project through the invoice period. Subject to the City's right to verify the accuracy of the invoice and the satisfactory performance of the work evidenced thereby, the City will make payments to the Consultant as the work progresses but not more often than once a month. Invoices must cover a period ending with the end of a month and must be received within five (5) days following the end of the invoice period. The Consultant will be paid an amount which bears the same ratio to the total compensation to be paid to the Consultant under this contract as the work and services actually performed as of the end of the invoice period bear to the total work and services to be performed by the Consultant under this contract, less all previous progress payments made pursuant hereto.

Upon completion and acceptance by the City of the work, including the receipt of any final written submission of the Consultant, the City shall pay the Consultant a sum equal to one hundred per cent (100%) of the compensation to be paid under this contract, less the total of all previous payments made.

6. Consultant's Personnel. Consultant represents that it has, or will secure at its own expense, all personnel required in performing the services under this contract. Such personnel shall not be employees of the City nor shall such personnel have been employees of the City during any time within the twelve-month period immediately prior to the date of this contract, except with the express prior written consent of the City Manager or his/her authorized agent.

Further, Consultant agrees that no such personnel shall be involved in any way with the performance of this contract, without the express prior written approval of the City Manager or his/her authorized agent.

7. Approval of Subcontracts. None of the work or services to be performed under this contract by the Consultant shall be subcontracted without the prior written approval of the City

Manager or his/her authorized agent. If such subcontracting is authorized as herein provided, all subcontract documents shall be submitted to the City Manager or his/her authorized agent, for his/her review and approval prior to the execution of such subcontract. Further, if requested by the

City Manager or his/her authorized agent, for his/her review and approval prior to the execution of such subcontract. Further, if requested by the City Manager or his/her authorized agent, the

Consultant shall provide the City with such documentation as the City Manager shall require, regarding the method the Consultant used in selecting its subconsultant. The Consultant acknowledges that if the work or services to be performed under this contract is financed solely or partially through Federal funds, the selection of subconsultants is governed by regulations requiring competition between potential subconsultants or adequate justification for sole source selection. The Consultant agrees to abide by such regulations in its selection procedure.

8. Review and Coordination. To insure adequate review and evaluation of the work, and proper coordination among interested parties, the City shall be kept fully informed concerning the progress of the work and services to be performed hereunder. The City may require the Consultant to meet with designated officials of the City from time to time to review the work. Reasonable prior notice of such review meeting shall be given the Consultant.

9. Reports. The Consultant shall furnish the City with a monthly narrative progress report, in such form as may be specified by the City Manager or his/her authorized agent, outlining the work accomplished by the Consultant during the month of such report and the current status of the Project, including the percentage of the work which has been completed as of the end of the month of such report. Such report shall be furnished within five (5) days of the end of the month of such report.

10. Inspections. Authorized representatives of the City may at all reasonable times review and inspect the Project activities and data collected pursuant to this contract. All reports, drawings, studies, specifications, estimates, maps and computations prepared by or for the

Consultant shall be made available to authorized representative of the City for inspection and review at all reasonable times in the Consultant's office where data is normally accumulated.

Approval and acceptance of such material shall not relieve the Consultant of his/her professional obligation to correct, at his/her expense, any errors found in the work.

11. Maintenance of Cost Records. The Consultant shall maintain all books, documents, papers, accounting records and other evidence pertaining to costs incurred on the Project and shall make such material available at all reasonable times during the period of the contract, and for three years from the date of final payment under the contract, for inspection by the City, and if the work and services to be performed under this contract is wholly or partially funded with Federal funds, the Comptroller General of the United States, or any of their duly authorized representatives. The

Consultant shall include the provisions of this paragraph in any subcontract executed in connection with this Project.

12. Data to be Furnished Consultant. All information, data, reports, records and maps which are existing, readily available and reasonably necessary , as determined by the City Manager or his/her authorized agent, for the performance by the Consultant of the work and services required by this contract shall be furnished to the Consultant without charge by the City. The City, its agents and employees, shall fully cooperate with the Consultant in the performance of the

Consultant’s duties under this contract.

13. Rights in Documents Materials and Data Produced. Consultant agrees that all reports, drawings, studies, specifications, estimates, maps, computations and other data prepared by or for him under the terms of this contract shall be delivered to, become and remain the property of the

City upon termination or completion of the work. The City shall have the right to use same without restriction or limitation and without compensation to the Consultant other than that provided for in this contract. For the purposes of this contract, "data" includes writings, sound recordings, or other graphic representations and works of a similar nature. No reports, maps or other documents produced in whole or in part under this contract shall be the subject of an application for copyright by or on behalf of the Consultant or its subconsultants. If this contract provides for the development of systems analysis products, models, electronic data processing systems, software and related services, the methods, material, logic and systems developed under this contract shall be the property of the City, and may be used as the City sees fit including the right to re-use and republish the same without limitation.

14. Publication and Publicity. Articles, papers, bulletins, reports or other material reporting the plans, progress, analysis or results and findings of the work conducted under this contract shall not be presented publicly or published without prior approval of the City Manager or his/her authorized agent. All such reports, information, data, etc., shall be kept confidential by the

Consultant and shall not be made available to any individual or organization by the Consultant, until the City Manager or his/her authorized agent authorizes the release of same in writing.

15. Interest of Consultant. The Consultant covenants that neither the Consultant, nor anyone controlled by the Consultant, controlling the Consultant, or under common control with the

Consultant, nor their agents, employees or subconsultants, presently has an interest, nor shall acquire an interest, direct or indirect, which would conflict in any manner or degree with the performance of its service hereunder, or which would prevent, or tend to prevent, the satisfactory performance of the Consultant's service hereunder in an impartial and unbiased manner. The

Consultant further covenants that in the performance of this contract no person having any such interest shall be employed by the Consultant as an agent, subconsultant or otherwise. If the

Consultant contemplates taking some action which may constitute a violation of this paragraph 16, the Consultant shall request in writing the advice of the City Manager, and if the City Manager shall notify the Consultant in writing that the Consultant's contemplated action will not constitute a violation hereof, then the Consultant shall be authorized to take such action without being in violation of this paragraph.

16. Interest of Members of the City and Others. No officer, member or employee of the

City, and no public official of any local government which is affected in any way by the Project, who exercises any function or responsibilities in the review or approval of the Project or any component part thereof, shall participate in any decision relating to this contract which affects his/her personal interest or the interest of any corporation, partnership or association in which he/she is, directly or indirectly, interested; nor shall any such officer, member or employee of the

City, or public official of any local government affected by the Project, have any interest, direct or indirect, in this contract or the proceeds arising therefrom.

17. Officials not to Benefit. No member of or delegate to the Congress of the United

States of America, resident Commissioner or employee of the United States Government, shall be admitted to any share or part of this contract or to any benefit to arise therefrom.

18. Nondiscrimination. The Consultant will not discriminate against any employee or applicant for employment because of actual or perceived race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, age, disability, marital status, familial status, or veteran/military status. The Consultant will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their actual or perceived race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, age, disability, marital status, familial status, or veteran/military status.