RFP_ Municipal Complex_ Concept Plans.pdf

CITY OF FORT VALLEY, GEORGIA

REQUEST FOR PROPOSALS (RFP)

Municipal Complex – SPLOST Project

Concept Planning and Related Pre-Design Services

Project Location 601 Bluebird Boulevard, Fort Valley, Georgia 31030

Site Size Approximately 8.75 Acres

Proposal Due May 15, 2026, at 5:00 PM Eastern Time

Physical Delivery City of Fort Valley Attn: Danny Lamonte 204 West Church Street Fort Valley, GA 31030

Electronic Delivery bids@fortvalleyga.org

Questions dlamonte@municipalcentral.com

Project Manager Business Central Solutions, LLC d/b/a Municipal Central

Issued by City of Fort Valley, Georgia

TABLE OF CONTENTS

• 1. Notice to Proposers

• 2. Purpose and Procurement Overview

• 3. Project Background and Program

• 4. Detailed Scope of Services

• 5. SPLOST Funding, Accounting, and Compliance Requirements

• 6. Proposal Format and Required Contents

• 7. Submission Instructions and Procurement Schedule

• 7A. Pre-Proposal Site Visit

• 8. Evaluation and Selection Process

• 9. Insurance, Licensure, and Professional Requirements

• 10. General Terms, Conditions, and Required Disclosures

• Attachment A – Detailed Scope Matrix and Deliverables

• Attachment B – Fee Proposal Form

• Attachment C – Proposer Checklist and Addenda Acknowledgment

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

• Attachment E – Non-Collusion Affidavit

1. NOTICE TO PROPOSERS

The City of Fort Valley, Georgia (“City”) is soliciting sealed proposals from qualified firms to provide concept planning and related pre-design services for the proposed Municipal Complex to be located at 601 Bluebird Boulevard, Fort Valley, Georgia 31030. The site contains approximately 8.75 acres.

This procurement is for concept planning only. It is not for the preparation of final construction drawings, permitting documents, sealed engineering plans for construction, or full architectural/engineering services for implementation.

Proposal Deadline: Sealed proposals must be received no later than 5:00 PM Eastern Time on May 15, 2026. Late submissions will not be considered.

Submission Address: Physical proposals shall be submitted to City of Fort Valley, Attn: Danny Lamonte, 204 West Church Street, Fort Valley, GA 31030. Electronic proposals shall be submitted to bids@fortvalleyga.org.

Procurement Summary

Procurement Type Competitive Request for Proposals (price and qualifications considered)

Project Name Municipal Complex – SPLOST Project

Funding Source 2021 Special Purpose Local Option Sales Tax (SPLOST), subject to applicable authorized uses and appropriations

Concept Plan Phasing Phase 1: City Hall, Fire Department, Fuel Station Phase 2: Police Department

Questions Questions should be directed in writing to dlamonte@municipalcentral.com

Official Proposal Submission Email bids@fortvalleyga.org

2. PURPOSE AND PROCUREMENT OVERVIEW

The City seeks a qualified planning/design team to prepare a professional concept plan package that can be presented to the Mayor and Council for review, direction, input, and feedback before the City undertakes any later procurement for full design and site engineering services.

The selected consultant’s work shall culminate in a concept-level package suitable for public presentation, budgeting, SPLOST planning, and future procurement support. The package is expected to visually communicate building placement, circulation, project phasing, approximate space allocation, preliminary building character/elevations, and order-of-magnitude costs.

A separate future solicitation is expected for full building plans, site layout engineering, construction documents, bidding assistance, and related post-concept services. The selected consultant under this RFP shall assist the City with preparing a recommended scope of services and procurement outline for that later solicitation.

The City has designated Business Central Solutions, LLC d/b/a Municipal Central as Project Manager for coordination of this planning effort. The selected consultant shall coordinate scheduling, reviews, presentations, and document exchanges through Municipal Central and the City’s authorized representatives.

3. PROJECT BACKGROUND AND PROGRAM

The City is evaluating development of a new municipal complex to better align administrative, public safety, and fleet support functions on one coordinated site. The concept planning effort shall assume the following program framework for purposes of layout and preliminary budgeting:

• Phase 1 – City Hall Building: approximately 10,000 square feet to accommodate Finance, City Administrator, City Clerk, Mayor, Code Compliance, Municipal Court, Cashiers, Human Resources, and Commission/meeting chambers.

• Phase 1 – Fire Department Building: approximately 10,000 square feet sized generally consistent with the current fire department footprint assumption used by the City for planning purposes.

• Phase 1 – Fueling Area: secure fuel area with two pumps, one gasoline and one diesel, with related access, clearances, controls, and safety considerations.

• Phase 2 – Police Department Building: approximately 10,000 square feet sized generally consistent with the current police department footprint assumption used by the City for planning purposes.

• Associated site elements: parking, internal drives, service access, public entry hierarchy, emergency response circulation, utility/service areas, and reasonable provision for future expansion.

The consultant shall not treat the above figures as final construction directions; rather, they are the current planning assumptions to be validated, illustrated, and refined at concept level through this engagement.

4. DETAILED SCOPE OF SERVICES

A. Project kickoff and data collection

• Attend and facilitate an initial kickoff meeting with the City and Municipal Central.

• Review available background information, site information, aerials, utility information if available, planning assumptions, and stakeholder priorities provided by the City.

• Identify any critical missing information, assumptions, or constraints that may affect concept-level planning.

B. Site planning and concept layout

• Prepare concept-level site layout alternatives or a refined preferred concept showing placement of the Phase 1 and Phase 2 facilities.

• Illustrate public access, employee parking, secure public safety access, apparatus circulation, police vehicle circulation, service access, and the fuel area.

• Address internal traffic flow, queuing, pedestrian connectivity, campus organization, and general emergency vehicle turning considerations at concept level.

• Identify logical areas for future expansion or reconfiguration.

C. Building program and preliminary layout

• Develop conceptual floor planning diagrams for City Hall, Fire Department, and Police Department based on the City’s program assumptions.

• Demonstrate departmental adjacencies, public versus secure zones, and approximate major space groupings.

• Provide narrative space planning assumptions sufficient for future scope development.

D. Conceptual elevations and presentation graphics

• Prepare concept-level exterior character studies and elevations or perspective views for the principal buildings.

• Provide graphics suitable for presentation to Mayor and Council and for public discussion materials.

E. Preliminary infrastructure and site considerations

• Consider concept-level placement of parking, drive aisles, walkways, access points, utility corridors, stormwater areas, and site support functions.

• Identify major site constraints or planning considerations observable at concept level;

however, the consultant is not expected under this RFP to prepare final engineering design or permit-ready plans.

F. Preliminary cost opinion and phase planning

• Provide order-of-magnitude cost estimates for Phase 1 and Phase 2, including reasonable concept-level site development allowances.

• Clearly state assumptions, exclusions, contingencies, escalation basis, and items requiring further validation during later design phases.

• Identify phasing considerations, sequencing risks, and recommended packaging approach for future procurement.

G. Future RFP scope assistance

• Prepare recommended scope language, key deliverables, and procurement considerations for a future RFP covering full building plans, site layout engineering, and related architectural/engineering services.

• Include recommended deliverable milestones, meeting expectations, surveying/geotechnical coordination assumptions, and bid/award support tasks for the future solicitation.

H. Meetings and final deliverables

• Include up to three formal working/presentation meetings unless a different count is proposed in the proposer’s scope assumptions.

• Provide a final concept plan package in electronic PDF format and editable/native format (including .dwg, .rvt, or .pptx as applicable to the discipline).

• Present the final concept package to the Mayor and Council or other designated City audience.

5. SPLOST FUNDING, ACCOUNTING, AND COMPLIANCE

REQUIREMENTS

This project is funded from the City of Fort Valley’s 2021 Special Purpose Local Option Sales Tax (“SPLOST”) proceeds, as authorized by the Peach County SPLOST referendum approved by voters and as reflected in the 2021 SPLOST resolution adopted by the Fort Valley Mayor and Council . The authorized project category for these funds is “Government Facilities” . All services procured under this RFP are intended to constitute pre-design and concept planning services in furtherance of that authorized capital project.

Services billed under this contract shall be coded to the Municipal Complex – SPLOST Project account. The selected consultant acknowledges that SPLOST expenditures are subject to audit by the Peach County SPLOST audit committee and the Georgia Department of Audits and Accounts, and agrees to cooperate fully with any such review.

The consultant shall recognize that the City is procuring planning services in support of a public capital project that may be financed in whole or in part through SPLOST proceeds. Proposers shall structure their services, records, invoices, and deliverables in a manner that supports transparent project accounting and audit review.

All invoices shall identify the Municipal Complex – SPLOST Project by name and shall be sufficiently itemized to show services performed, billing period, personnel or task categories if applicable, and reimbursable expenses if any are authorized.

The consultant shall maintain records relating to this contract in a manner sufficient to support City review, financial reconciliation, and audit inquiry. At minimum, project-related accounting and supporting records should be retained for the period required by law and the City’s records retention practices, and in any event not less than five years after final payment unless a longer period is required by law, audit, claim, or litigation hold.

The consultant shall reasonably cooperate with the City, its auditors, and other authorized reviewers in providing documentation and clarification regarding services billed under the contract.

No services outside the contract scope shall be compensable unless authorized in writing by the City.

The City reserves the right to modify, defer, phase, or discontinue elements of the contemplated municipal complex based on available funding, public input, Council direction, and later design findings.

Georgia procurement registry and public notice context

The Georgia Department of Administrative Services states that the Georgia Procurement Registry (GPR) is the state-run website used to list bid opportunities from state and local government entities, and Georgia law requires municipalities, counties, and local boards of education to post certain bid and proposal opportunities on the GPR. Proposers are encouraged to monitor the GPR for addenda and procurement notices.

6. PROPOSAL FORMAT AND REQUIRED CONTENTS

Proposals should be organized in the order listed below. The City prefers concise, well-structured proposals that directly address the requested information.

Tab 1 – Cover Letter

Include legal name of proposer, principal office address, contact person, email, phone number, and a statement that the proposal is valid for at least 90 days.

Tab 2 – Firm Qualifications

Describe the firm, office location(s), years in business, primary disciplines, and relevant experience with municipal, civic, public safety, or campus-type concept planning projects.

Tab 3 – Project Team

Identify key personnel, roles, discipline leads, and any subconsultants. Include qualifications and licensure status for personnel expected to perform material services.

Tab 4 – Relevant Experience

Provide at least three comparable projects completed within the past ten (10) years, preferably municipal or public-sector concept planning assignments, with owner references, scope, and project outcomes.

Tab 5 – Project Understanding and Approach

Describe understanding of the City’s goals, phasing, site planning issues, and proposed approach to completing the concept package.

Tab 6 – Schedule

Provide a proposed timeline from notice to proceed through final presentation.

Tab 7 – Fee Proposal

Submit a lump-sum fee for the complete concept planning scope. A task breakdown is strongly encouraged and shall be submitted using Attachment B.

Tab 8 – Exceptions

Clearly identify any exceptions, exclusions, or assumptions not otherwise evident in the proposal.

Tab 9 – Required Forms

Include completed Attachment C, Attachment D, and Attachment E, plus any other certifications the proposer elects to provide.

7. SUBMISSION INSTRUCTIONS AND PROCUREMENT SCHEDULE

Issue Date April 2026

Voluntary Site Visit Anytime– 601 Bluebird Boulevard, Fort Valley, GA 31030

Questions Due April 30, 2026 (questions received after this date may not receive a written response prior to proposal deadline)

Proposal Deadline May 15, 2026 at 5:00 PM Eastern Time

Anticipated Selection / Award Notice

On or before June 1, 2026

Physical Delivery City of Fort Valley, Attn: Danny Lamonte, 204 West Church Street, Fort Valley, GA 31030

Electronic Delivery bids@fortvalleyga.org

7A. Pre-Proposal Site Visit

The City will conduct a voluntary pre-proposal site visit at the project location to allow prospective proposers an opportunity to view site conditions, ask questions, and clarify the City’s planning goals in advance of proposal preparation.

Date and time April 30, 2026 at 1pm Eastern Time

Location 601 Bluebird Boulevard, Fort Valley, Georgia 31030

Participation Voluntary. Proposers are not required to attend in order to submit a proposal.

RSVP Firms wishing to attend should notify dlamonte@municipalcentral.com by April 23, 2026 with the names of attendees. RSVP is encouraged but not required.

Questions raised during the site visit will be collected. Substantive questions and responses that affect the scope or requirements of this solicitation will be issued to all registered plan holders by addendum through the Georgia Procurement Registry. Oral responses given at the site visit are not binding on the City and shall not be relied upon unless confirmed by written addendum.

Proposers are responsible for their own transportation, parking, and safety compliance while on site. The City and Municipal Central assume no liability for injury or property damage occurring during the site visit.

Envelope / subject line labeling

Proposals should be labeled: “RFP – Municipal Complex Concept Plan – DO NOT OPEN” for physical packages and “RFP – Municipal Complex Concept Plan Proposal” in the subject line for electronic submissions.

Late proposals

The City may reject proposals received after the stated deadline. The proposer is solely responsible for timely delivery.

Addenda

Any material interpretation, correction, or change to the solicitation may be issued by addendum.

Proposers are responsible for acknowledging receipt of addenda in their submission.

8. EVALUATION AND SELECTION PROCESS

The City intends to evaluate proposals based on both qualifications and price. Proposals will be scored by an evaluation committee. The City reserves the right to request clarifications, interview one or more firms, negotiate scope or fee, and make award in the best interest of the City.

Evaluation Criterion Weight

Relevant municipal/public-sector experience 25%

Fee proposal / cost reasonableness 20%

Quality of proposed project approach and understanding 20%

Qualifications of assigned team and key personnel 15%

Quality and usefulness of similar concept planning deliverables 10%

Project schedule and responsiveness 10%

The weighting above is intended as a guide for evaluation and may be applied in the City’s discretion. The City may also consider completeness of the proposal, proposer responsibility, and compliance with solicitation requirements.

9. INSURANCE, LICENSURE, AND PROFESSIONAL REQUIREMENTS

Minimum insurance requirements

• Commercial General Liability: $1,000,000 per occurrence. The City of Fort Valley shall be named as an additional insured on the CGL policy.

• Automobile Liability: $1,000,000 combined single limit. The City of Fort Valley shall be named as an additional insured on the automobile liability policy.

• Workers’ Compensation: statutory limits.

• Professional Liability / Errors and Omissions: $1,000,000.

The City may require certificates of insurance and endorsements evidencing additional insured status prior to contract execution.

Professional licensure

• All professional services requiring licensure in the State of Georgia shall be performed by or under the responsible charge of appropriately licensed professionals. Proof of licensure shall be provided prior to contract execution.

• If the proposer is a team, the proposal shall identify the prime entity and all subconsultants, including the discipline for each participant.

10. GENERAL TERMS, CONDITIONS, AND REQUIRED DISCLOSURES

A. No guarantee of future work

Selection under this concept planning RFP does not guarantee award of any future contract for full design, engineering, bidding, construction administration, or implementation services.

B. Open records

Georgia’s Open Records Act, O.C.G.A. § 50-18-70 et seq., generally provides that public records are available for inspection unless specifically exempted by law. Proposers submitting materials to the City should be aware that proposals may become subject to disclosure. Marking material as confidential does not automatically exempt it from disclosure.

C. E-Verify / immigration compliance

If applicable to the contract awarded, the successful proposer shall comply with O.C.G.A. § 13-10- 91 and provide the required contractor affidavit regarding use of the federal work authorization program commonly known as E-Verify.

D. Non-collusion

By submitting a proposal, the proposer represents that the submission is genuine and not made in the interest of or on behalf of any undisclosed person, firm, or corporation and that the proposer has not improperly colluded, conspired, connived, or agreed with any other proposer.

E. Right to reject / waive

The City reserves the right to reject any or all proposals, waive minor informalities, request additional information, and make award in the manner deemed in the best interest of the City.

F. Ownership of work product

Work product prepared for the City under the contract, once paid for, shall become the property of the City, subject to standard rights retained by the design professional for instruments of service and reuse disclaimers as may be negotiated in the final contract.

G. Contract form

The selected proposer will be required to enter into a written agreement acceptable to the City. The City reserves the right to negotiate scope, price, terms, schedule, and deliverables prior to award.

The contract shall be governed by the laws of the State of Georgia. Any dispute arising under the contract shall be subject to venue in Peach County, Georgia.

H. Costs of proposal preparation

All costs incurred by the proposer in preparing a response are the responsibility of the proposer.

I. Conflicts of interest

The proposer shall disclose any known actual or potential conflict of interest involving the City, elected officials, staff, or the project manager.

J. Termination for convenience

The City reserves the right to terminate the contract for convenience upon written notice to the selected consultant. In the event of termination for convenience, the consultant shall be compensated for services satisfactorily performed through the date of termination, on a pro-rata basis relative to the approved contract amount.

ATTACHMENT A – DETAILED SCOPE MATRIX AND DELIVERABLES

The following matrix identifies the minimum expected deliverables for the concept planning assignment. Proposers may supplement the matrix with additional value-added tasks; however, omissions should be clearly identified as exceptions.

Task Minimum Deliverable Expected Format Notes / Assumptions

Kickoff and information review

Kickoff meeting agenda and summary; request list for needed information

PDF / memo May be combined with project schedule

Site concept planning

Preferred campus layout showing building footprints, parking, drives, fuel area, public and secure access

Plan graphic and

PDF

Concept-level only; not permit-ready engineering

City Hall concept Concept diagram for approx. 10,000 SF City Hall program

Diagram / plan graphic

Departments as identified by City

Fire Department concept

Concept diagram for approx. 10,000 SF fire station

Diagram / plan graphic

Include apparatus/response considerations at concept level

Police Department concept

Concept diagram for approx. 10,000 SF police building as future Phase 2

Diagram / plan graphic

Future phase concept

Character/elevations Exterior concept elevations and/or perspective views

Boards / PDF Presentation quality

Cost opinion Order-of-magnitude cost estimate for each phase

Estimate spreadsheet or PDF

State assumptions and exclusions

Future design RFP support

Recommended scope outline for later full A/E procurement

Memo / outline Must address building plans and site layout engineering services

Final presentation Presentation to Mayor and Council

Slides/PDF and meeting

Up to one final formal presentation

ATTACHMENT B – FEE PROPOSAL FORM

The proposer shall submit a lump-sum fee for the full scope. A task breakdown is requested for evaluation purposes and shall not limit the City’s right to negotiate final scope and compensation.

Task / Deliverable Proposed Fee Incl / Excl

Kickoff and information review ________________ ________________

Site concept planning ________________ ________________

Building concept diagrams ________________ ________________

Conceptual elevations / graphics ________________ ________________

Preliminary cost opinion ________________ ________________

Future design RFP scope assistance ________________ ________________

Meetings / presentation ________________ ________________

Reimbursable expenses (if any) ________________ ________________

Total Lump-Sum Fee ________________ ________________

Proposal certification

The undersigned certifies that the attached fee is valid for not fewer than ninety (90) days from the proposal due date.

Proposer Name _______________________________

Authorized Signature / Title _______________________________

Date _______________________________

ATTACHMENT C – PROPOSER CHECKLIST AND ADDENDA

ACKNOWLEDGMENT

☐ Cover letter included

☐ Firm qualifications included

☐ Project team and key personnel identified

☐ At least three comparable projects (within past 10 years) included

☐ Project approach and schedule included

☐ Fee proposal completed

☐ Attachment D completed if applicable

☐ Attachment E completed

☐ All addenda acknowledged below

Addenda Acknowledgment

Addendum No. Date Acknowledged

ATTACHMENT D – CONTRACTOR AFFIDAVIT UNDER O.C.G.A. § 13-10-

91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13- 10-91 related to any contract to which the contractor is a party that is subject to that statute, and hereby attests as follows:

• The contractor has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with applicable law.

• The undersigned is authorized to execute this affidavit on behalf of the contractor.

Name of Contractor ____________________________________________

Name of Public Employer ____________________________________________

E-Verify User Identification Number ____________________________________________

Date of Authorization ____________________________________________

Name and Title of Authorized Officer ____________________________________________

Signature and Date ____________________________________________

SWORN TO AND SUBSCRIBED BEFORE ME

This ____ day of __________, 20___ ____________________________________________

Notary Public ____________________________________________

My Commission Expires ____________________________________________

ATTACHMENT E – NON-COLLUSION AFFIDAVIT

The undersigned proposer, being first duly sworn, deposes and says that the proposal submitted in response to this Request for Proposals is genuine; that said proposer has not colluded, conspired, connived, or agreed, directly or indirectly, with any other proposer or person to submit a sham proposal or to refrain from proposing; and that the proposer has not in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any person to fix the proposal price or secure an unfair advantage.

Legal Name of Proposer ____________________________________________

Authorized Representative ____________________________________________

Title ____________________________________________

Signature ____________________________________________

Date ____________________________________________

SWORN TO AND SUBSCRIBED BEFORE ME

This ____ day of __________, 20___ ____________________________________________

Notary Public ____________________________________________

My Commission Expires ____________________________________________