RFP _ Tree Inventory for TAG 1.docx

REQUEST FOR PROPOSALS

TO CONDUCT

A TREE INVENTORY

WITHIN A PORTION OF THE CITY OF ST. MARYS, GEORGIA

Proposals Due: 2:00 pm, October 1, 2024

City of St. Marys 418 Osborne Street St. Marys, Georgia 31558

TABLE OF CONTENTS

Request for Proposals Tree Inventory Project

CITY OF ST. MARYS, GEORGIA

REQUEST FOR PROPOSALS

TO CONDUCT A TREE INVENTORY

WITHIN A PORTION OF THE CITY OF ST. MARYS, GEORGIA

The City of St. Marys, GA will be receiving sealed Proposals (RFP) from consultants to conduct a Tree Inventory within a portion of the City. Proposals shall be received up to and until 2:00 PM, EST, October 1, 2024, by the Purchasing Department located at 418 Osborne Street, St. Marys, GA 31558.

The City is seeking the services of a firm, partnership, joint venture, or team to provide technical, professional, and other services to conduct a tree inventory within the identified sections of the City. The City is looking for ISA Certified Arborists to create a GIS-based inventory of trees, planting sites, and stumps found along public rights-of-way (ROW) and within City owned parks and properties. It is estimated that approximately 4,500 sites will be located with basic information about site characteristics such as location, tree species, diameter, and condition of each tree entered into an inventory database. The tree inventory should be based on the ANSI A300 Part 9 standards and can be delivered in tree inventory software. Standard deliverables are Excel files and shapefiles.

Funding for design and/or construction of the improvements may be provided by local, state, and/or federal funds. Therefore, firms or teams will be required to comply with all applicable local, state and federal regulations.

Responses to this Request for Proposals (RFP) shall include all information requested in this RFP.

Evaluation of RFP’s will be based on the following criteria:

A. Project Manager, Key Team Leader(s) Experience and Qualifications – 30%

The Selection Committee will evaluate all firms on their Experience and Qualifications, which shall account for a total of thirty (30%) percent of the total evaluation. The Selection Committee will consider all factors in their totality and score from 0 to 30 when arriving at a final score. The following criteria will be used for scoring this section of the RFP.

1. Project Manager education, registration, relevant experience, relevant project management experience, grant management experience, and experience in utilizing Trees Across Georgia (TAG) specific processes, manuals, or guidance, as well as Federal Government processes, manuals, and guidance.

2. Key Team Leaders’ education, registration, relevant technical experience, and relevant experience in utilizing TAG specific processes, manuals, or guidance, as well as Federal Government processes, manuals, and guidance.

3. Prime Consultant’s experience in performing projects of similar complexity, size, scope, and function.

B. Project Manager, Key Team Leader(s) Resources and Workload Capacity – 20% The Selection Committee will evaluate all firms on their Resources availability and Workload Capacity which shall account for a total of twenty (20%) percent of the total evaluation. The Selection Committee will consider all factors in their totality and score from 0 to 20 when arriving at a final score. The following criteria will be used for scoring this section of the RFP.

1. Project Manager Workload

2. Workload capacity of Key Team Leader(s)

3. Resources dedicated to performing required duties

4. Ability to Meet Project Schedule C. Technical Approach/Schedule – 30% The City of St. Marys requests a Technical Approach and Schedule for the project/contract. The Selection Committee will consider all factors in their totality and score from 0 to 30 when arriving at a final score. The City reserves the right to request a presentation/interview on any project/contract as determined in its best interests; however, this additional requirement shall typically be reserved for the most complex projects. The Selection Committee shall utilize the following additional criteria for scoring this section of the RFP.

1. Provide any unique technical approaches your firm offers relative to addressing anticipated design concepts, use of any alternative methods for delivery (if applicable), and/or management of the project.

2. Identify any unique challenges of the project and how your firm intends to mitigate these challenges, including quality control and quality assurance procedures.

3. Provide any specific qualifications, skills, knowledge of the project and project area which may uniquely benefit the firm and project, and your ability and willingness to meet time requirements.

D. Cost Proposal – 20% Proposal must include a clearly understandable schedule of charges. All charges will be included in the cost breakdown submitted with the proposals. No additional costs will be charged to the City. If any error or omission of equipment or service is made by the contractor, the contractor will incur any additional costs.

Final rankings will be determined through the combined total scores from the selection committee.

The City of St. Marys anticipates making a single award. Such an award is projected to be accomplished within forty-five (45) days from the Notice of Award.

Submittal of a Proposal indicates acceptance of the conditions contained in the RFP. The City of St. Marys reserves the right to retain all RFPs submitted. All RFPs are public records to the extent required by the Georgia Open Records Act.

All Respondents must submit five (5) hard copy and one (1) digital copy of the Proposal packages to the City for review. Each package shall contain the full name and address of each person/company submitting the package. The package must be clearly labeled with the following information:

Request for Proposals To Conduct A Tree Inventory Within A Portion Of The City Of St. Marys, Georgia Attn: Finance Department City of St. Marys 418 Osborne Street St. Marys, GA 31558 The City of St. Marys will not be liable for any costs incurred by Respondents in the preparation of the submittal packages nor in costs associated with any element of the selection and contract negotiation process. Any Responders that contact elected officials or staff directly or indirectly for the purpose of influencing the selection process prior to a contract award shall be immediately disqualified and removed from consideration.

The City of St. Marys, in accordance with Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 23 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, sex, age, handicap/disabled in consideration for an award.

Questions should be submitted in writing by emailing Bobby Marr, Public Works Director, City of St. Marys at bmarr@stmarysga.gov.

The City of St. Marys reserves the right to accept or reject any or all RFPs, to waive informalities, to negotiate changes in the scope of work or services to be provided and to otherwise waive any technicalities.

The work upon which this publication is based was funded in whole or in part through an Inflation Reduction Act Urban and Community Forestry program grant awarded by the Southern Region, State and Private Forestry, USDA Forest Service and administered by the Georgia Forestry Commission.

In accordance with Federal law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, disability and reprisal or retaliation for prior civil rights activity. (Not all prohibited bases apply to all programs.)

Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print, audiotape, and American Sign Language) should contact the responsible State or local Agency that administers the program or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.

To file a program discrimination complaint, a complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form, which can be obtained online at https://www.ocio.usda.gov/document/ad-3027, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by:

(1) Mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue SW, Washington, D.C. 20250-9410; or

(2) Fax: (833) 256-1665 or (202)690-7442; or

(3) Email: program.intake@usda.gov.

Request For Proposal Instructions

I. GENERAL PROJECT INFORMATION

A. OVERVIEW

The City of St. Marys (City) is soliciting a Request for Proposals (RFP) from qualified firm(s) or organization(s) to provide consultant services for to conduct a Tree Inventory within a portion of the City as identified in Exhibit 1.

This Request for Proposals (RFP) seeks to identify potential providers for the Scope of Services to conduct a Tree Inventory within a portion of the City. All respondents to this RFP are subject to instructions communicated in this document and are cautioned to completely review the entire RFP and follow instructions carefully. The City of St. Marys reserves the right to accept or reject any or all RFPs, to waive informalities at the discretion of the City of St. Marys, and to otherwise waive any technicalities.

B. IMPORTANT- A RESTRICTION OF COMMUNICATION IS IN EFFECT FOR THIS PROJECT.

From the advertisement date of this solicitation until successful respondents are selected and the award is made official and announced, firms are not allowed to communicate about this solicitation or scope with any staff of City of St. Marys including the City Manager and City Council Members, except for the submission of questions as instructed in the RFP, or with the contact designated in RFP Section VI. C., or as provided by any existing work agreement(s). For violation of this provision, the City reserves the right to reject the submittal of the offending respondent.

C. DBE Goals The City of St. Marys is requesting DBE participation on all federally funded projects. This goal is not to be considered as a fixed quota, set aside or preference. The DBE goal can be met by prime contracting, sub-contracting, joint-venture or mentor/ protégé relationship.

The City of St. Marys will monitor and assess each consultant services submittals for their DBE participation and/or good faith effort in promoting equity and opportunity in accordance with the state of Georgia, Department of Transportation Disadvantage Business Program Plan.

D. SCOPE OF SERVICES

Under the terms of the resulting Agreement, the selected consultant will conduct a Tree Inventory within the identified portion of the City. The anticipated scope of work for the project is included in Exhibit I.

In addition, the City of St. Marys desires that the Consultant has the ability to provide, either with its own forces or through a sub-consultant team member, additional services necessary to completely fulfill all project requirements which may arise during the project cycle.

E. CONTRACT TERM AND TYPE

The City of St. Marys anticipates the project to be completed within 45 days of Notice to Proceed. The City of St. Marys anticipates that the Payment Type will be Lump Sum, Cost Plus Fixed Fee, Cost per Unit of Work or Specific Rate of Compensation.

II. SELECTION METHOD

A. METHOD OF COMMUNICATION

All general communication of relevant information regarding this solicitation will be made via the Georgia Procurement Registry (GPR). All firms are responsible for checking the GPR on a regular basis for updates, addendums, clarifications, and announcements. The City reserves the right to communicate via electronic mail with the primary contact listed in the Request for Proposals. Other specific communications will be made as indicated in the remainder of this RFP.

B. REVIEW PROCESS

Based on the Request for Proposals submitted in response to the criteria listed in this RFP, the Selection Committee will review and score the proposals per the below categories:

1. Project Manager, Key Team Leader(s) Experience and Qualifications – 30%

2. Project Manager, Key Team Leader(s) Resources and Workload Capacity – 20%

3. Technical Approach/Schedule – 30%

4. Cost Proposal – 20% The Selection Committee will discuss the top submittals and the final rankings of the top submittals will be determined.

All firms must meet the minimum requirements as listed in Section IV.A. below.

III. SCHEDULE OF EVENTS

The following Schedule of Events represents the City of St. Marys best estimate of the Schedule that will be followed. All times indicated are prevailing times in St. Marys, Georgia. The City reserves the right to adjust the Schedule as the City deems necessary.

IV. SELECTION CRITERIA - CRITERIA FOR EVALUATION OF REQUEST FOR PROPOSALS

A. PROJECT MANAGER, KEY TEAM LEADER(S), Key Team Member(s)

AND PRIME’S EXPERIENCE AND QUALIFICATIONS – 30%

The Selection Committee will evaluate all firms on their Experience and Qualifications, which shall account for a total of thirty (30%) percent of the total evaluation.

1. Project Manager education, registration, relevant experience, relevant project management experience, grant management experience, and experience in utilizing Trees Across Georgia (TAG) specific processes, manuals, or guidance, as well as Federal Government processes, manuals, and guidance.

2. Key Team Leaders’ education, registration, relevant technical experience, and relevant experience in utilizing TAG specific processes, manuals, or guidance, as well as Federal Government processes, manuals, and guidance.

3. Prime Consultant’s experience in performing projects of similar complexity, size, scope, and function.

B. Project Manager, Key Team Leader(s) Resources and Challenges – 20% The Selection Committee will evaluate all firms on their Resources availability and Workload Capacity which shall account for a total of twenty (20%) percent of the total evaluation. The Selection Committee will consider all factors in their totality and score from 0 to 20 when arriving at a final score. The following criteria will be used for scoring this section of the RFP.

1. Project Manager Workload

2. Workload capacity of Key Team Leader(s)

3. Resources dedicated to performing required duties

4. Ability to Meet Project Schedule

C. TECHNICAL APPROACH/SCHEDULE – 30%

The City of St. Marys requests a Technical Approach and Schedule for the project/contract. The Selection Committee will consider all factors in their totality and score from 0 to 30 when arriving at a final score. The City reserves the right to request a presentation/interview on any project/contract as determined in its best interests; however, this additional requirement shall typically be reserved for the most complex projects. The Selection Committee shall utilize the following additional criteria for scoring this section of the RFP.

1. Provide any unique technical approaches your firm offers relative to addressing anticipated design concepts, use of any alternative methods for delivery (if applicable), and/or management of the project.

2. Identify any unique challenges of the project and how your firm intends to mitigate these challenges, including quality control and quality assurance procedures.

3. Provide any specific qualifications, skills, knowledge of the project and project area which may uniquely benefit the firm and project, and your ability and willingness to meet time requirements.

D. COST PROPOSAL – 20%

Proposal must include a clearly understandable schedule of charges. All charges will be included in the cost breakdown submitted with the proposals. No additional costs will be charged to the City. If any error or omission of equipment or service is made by the contractor, the contractor will incur any additional costs.

V. INSTRUCTIONS FOR CONTENT AND PREPARATION OF PROPOSALS

The Request for Proposals submittal must be submitted in accordance with the instructions provided in Section VI, and must be organized, categorized using the same headings (in red), and numbered and lettered exactly as outlined below, and must be responsive to all requested information. For the sections in which page number limits are stated, each section with a stated limit must begin on a new page and end on the last page allowed for the section. It is not allowed to begin new sections on a page allowed for a previous section, if applicable. This will enable the City to ensure compliance with the page limitations.

Cover page – Each proposal submittal must have a separate cover page for each copy of the submittal and each must list the RFP Title, RFP Submittal Date, proposing firm’s full legal name and the designation of “Original” or “Copy”.

A. ADMINISTRATIVE REQUIREMENTS

It is required to submit the information below for each copy of each submittal. This is general information and will not be scored but may be used to determine eligibility for selection. Under Administrative Requirements section, only submit the information requested; additional information will be subject to disqualification of your firm.

1. Basic company information:

a. Company name.

b. Company Headquarter Address.

c. Contact Information Name and all contact information (telephone number(s) and e-mail address) of primary proposing contact (this will be the individual with whom the City will direct all communications).

d. Company website:

(if available).

e. Georgia Addresses:

Identify and provide addresses for the offices located in the State of Georgia.

f. Staff:

List the number and disciplines of staff members employed in each office in the State of Georgia.

g. Ownership:

Provide form of ownership, including state of residency or incorporation, and number of years in business. Is the Offeror a sole proprietorship, partnership, corporation, limited liability Corporation, or other structure?

2. Certification Form:

Complete the Certification Form (Exhibit “II” enclosed with RFP) and provide a notarized original within the firm’s Proposal. This is to be submitted for the Prime ONLY.

3. Georgia Security and Immigration Compliance Act Affidavit:

Complete the form (Exhibit “III” enclosed with RFP) and provide a notarized original within the firm’s Proposal. This is to be submitted for the Prime ONLY.

4. City of St. Marys Affidavit Verifying Status for City Public Benefit Application:

Complete the form (Exhibit “IV” enclosed with RFP) and provide a notarized original within the firm’s Statement of Qualifications. This is to be submitted for the Prime ONLY.

5. Addenda - Signed cover page of any Addenda issued for the Prime ONLY.

B. EXPERIENCE AND QUALIFICATIONS

1. Project Manager - Provide information pertaining to the project manager, including but not limited to:

a. Education.

b. Registration (if necessary and applicable.)

c. Relevant experience. For multiple projects of similar complexity, size, scope, and function, and experience managing internal and sub-consultant resources to staff projects on an as-needed basis.

d. Relevant project management experience for projects of similar complexity, size, scope, and function.

e. Relevant experience utilizing local, state, and federal specific processes, manuals, or guidance (Trees Across Georgia grant experience).

This information is limited to two (2) pages maximum.

2. Key Team Leaders - Provide experience of Key Team Leaders (defined as those individuals who oversee project areas determined as particularly important to each specific area/task. For each Key Team Leader identified provide:

a. Education.

b. Registration (if necessary and applicable.)

c. Relevant experience in the applicable resource area of the most relevant projects.

d. Relevant experience utilizing local, state, and federal specific processes, manuals, or guidance (Trees Across Georgia grant experience) which are specific to the key team leader’s area.

This information is limited to one (1) page maximum for each Key Team Leader identified. Respondents submitting more than one (1) page for each Key Team Leader identified will be subject to disqualification.

3. Key Team Member – Provide qualifications of one (1) key team member (defined as a team member not included as the Project Manager or a Key Team Leader whose qualifications the Prime firm would like to high-light as essential in the delivery of the proposed project/contract). For the Key Team Member identified provide:

a. Education.

b. Registration (if necessary and applicable).

c. Relevant experience with on-call contracts.

d. Relevant experience utilizing local, state, and federal specific processes, manuals, or guidance (Trees Across Georgia grant experience) which are specific to the key team leader’s area.

e. Narrative discussing why the inclusion of the Key Team Member is important in the overall delivery of the project/contract.

This information is limited to one (1) page maximum.

4. Prime Experience - Provide information on the prime’s experience and ability in delivering effective services for projects of similar complexity, size, scope, and function, which demonstrate the firm's capabilities to provide the required services within the allowed schedule. For each project, the following information should be provided:

a. Client name, project location and dates during which services were performed.

b. Description of overall project and services performed by your firm.

c. Duration of project services provided by your firm, and overall project budget.

d. Experience utilizing local, state, and federal specific processes, manuals, or guidance (Trees Across Georgia grant experience)

e. Client(s) current contact information including contact names, telephone numbers and email address.

f. Involvement of Key Team Leaders on the projects.

This information is limited to two (2) pages maximum.

C. PROJECT MANAGER, KEY TEAM LEADER RESOURCES/WORKLOAD CAPACITY

1. Overall Resources - Provide information regarding the overall resources dedicated to delivering the specific project, including:

a. Organizational chart which identifies the project manager, prime, Key Team Leaders, support personnel, and reporting structure. This chart may be submitted on a 11” x 17” page. (Excluded from the page count)

b. Primary Office - Identify and discuss the primary office which will be responsible for handling the specific project and the number and types of staff within the office and how this office could benefit the project and promote efficiency. This information to be included on the one (1) page with the Narrative on Additional Resource Areas and Ability.

c. Narrative on Additional Resource Areas and Ability – Respondents are to provide information regarding additional resource areas identified as important to the project, to discuss how the key areas will integrate and work together on the project, to discuss any information which is pertinent to these areas, to provide a narrative regarding how the organization of the team, including the PM and Key Team Leaders can deliver the project on schedule given their workload capacity. (The City recognizes that some individuals may be able to meet the schedule while carrying heavier project loads.) Respondents may discuss the advantages of your team and the abilities of the team members which will enable the project to meet the proposed schedule. Respondents submitting more than the one (1) page allowed (combined for C1.b. and C1.c.), will be subject to disqualification.

2. Project Manager Commitment Table - Provide a list of ALL projects (other governments and private contracts – Information may be validated and any firm determined not to be listing all projects may be subject to disqualification) on which the proposed project manager is currently committed, to enable the City to ascertain the project manager’s availability. Utilize a table similar to the following format with a minimum of all criteria indicated to provide the requested information:

Project

Manager

in Hours

3. Key Team Leader Project Commitment Table - Provide a table similar to the below, with a minimum of all criteria indicated, which identifies ALL projects the Key Team Leaders are committed on to enable the City to ascertain the available capacity.

Key

Team

Project in Hours

This information is limited to the organization chart (excluded from page count), [one (1) page of text to include both C1.b. Primary Office and C1.c. Narrative on Additional Resource Areas and Ability, and the tables.

D. TECHNICAL APPROACH/SCHEDULE

1. Provide any unique technical approaches your firm offers relative to addressing anticipated design concepts, use of any alternative methods for delivery (if applicable), grant management, and/or management of the project.

2. Identify any unique challenges of the project and how your firm intends to mitigate these challenges, including quality control, quality assurance procedures.

3. Provide any specific qualifications, skills, knowledge of the project and project area which may uniquely benefit the firm and project, and your ability and willingness to meet time requirements.

This information will be limited to a maximum of three (3) pages.

E. COST PROPOSAL

Proposal must include a clearly understandable schedule of charges. All charges will be included in the cost breakdown submitted with the proposals. No additional costs will be charged to the City. If any error or omission of equipment or service is made by the contractor, the contractor will incur any additional costs.

VI. INSTRUCTIONS FOR SUBMITTAL OF PROPOSALS

A. PHYSICAL SUBMITTAL

All Respondents must submit five (5) hard copies (one original and 4 copies) and 1 digital copy on a jump drive of their Proposals to the City of St. Marys as a complete package.

Each package shall contain the full name and address of each person/company submitting the package. The package must be clearly labeled with the following information and submitted as addressed below.

Request for Proposals – Tree Inventory of City Property within a portion of the City Attn: Finance Department City of St. Marys 418 Osborne Street St. Marys, Georgia 31558 Submittals must be typed on standard (8½” x 11”) paper. The pages should be numbered; however, submittal pages will be counted by section to determine compliance with page limits. Responses are limited to the page counts indicated in each section using a minimum of size 11 font. Page counts will be determined by pages with print on them, not by the physical piece of paper. Proposals shall be prepared simply and economically as indicated above. Colored displays, and promotional materials are not desired. Emphasis must be on completeness, relevance, and clarity of content.

NOTE: Additional pages other than what has been specified above in each section should not be included and will be grounds for disqualification. Submittals are limited to the information requested in Section VI. Instructions for Content and Preparation of Proposals only. Hyperlinks or embedded video are not allowed.

Proposals must be received by the City prior to the deadline indicated in the Schedule of Events (Section IV of RFP).

No submittals will be accepted after the time and date set for receipt.

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The City is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the City of St. Marys. Labeling information provided in submittals “proprietary” or “confidential”, or any other designation of restricted use will not protect the information from public view.

Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award.

The City of St. Marys reserves the right, in its sole discretion, to waive any technicalities associated with this submittal if deemed in the best interest of the City.

B. ELECTRONIC SUBMITTAL

In addition to the physical (Hard Copy) Submittal, there is one (1) electronic version submittal required to be included with the physical submittal. This will be required to be submitted on a USB thumb drive. The Submittal must follow the format and meet the content requirements identified in Section VI, entitled Instructions for Content and Preparation of Proposals. Proposal file submittals must be in a PDF format.

C. QUESTIONS AND REQUESTS FOR CLARIFICATION

Questions about any aspect of the RFP, or the project, shall be submitted in writing by emailing Bobby Marr, City of St. Marys, Public Works Director at: bmarr@stmarysga.gov. The deadlines for submission of questions relating to the RFP are the times and dates shown in the (Schedule of Events- Section IV). From the issue date of this solicitation until a successful proposer is selected and the award is made official and announced, respondents are subject to the Restriction of Communication in Section II.B.

VII. CITY OF ST. MARYS TERMS AND CONDITIONS

A. STATEMENT OF AGREEMENT

With the submission of a Proposal, the respondent agrees that he/she has carefully examined the Request for Proposals and agrees that it is the respondent’s responsibility to request clarification on any issues in any section of the Request for Proposals with which the respondent disagrees or needs clarified. The respondent also understands that failure to mention these items during the question period or in the Proposal will be interpreted to mean that the respondent is in full agreement with the terms, conditions, specifications and requirements in the therein. With submission of a Proposal, the respondent hereby certifies:

1. That this Proposal is genuine and is not made in the interest or on behalf of any undisclosed person, firm, or corporation;

2. That respondent has not directly or indirectly included or solicited any other respondent to put in a false or insincere Proposal;

3. That respondent has not solicited or induced any person, firm, or corporation to refrain from sending a Proposal.

The respondent also understands that failure to provide required information may result in disqualification. Failure to provide administrative information may not result in disqualification. At the City’s discretion, the City may notify the respondent that administrative information is not provided or there was an error in the information provided, and the City will allow a respondent to provide an update to the administrative information. However, the exception to this is the provision of the required GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT, which by Georgia Law requires disqualification of the response. The above changes mentioned to administrative information would be considered allowable as these would be limited to changes which do not affect the information which the evaluators use to score the respondents. Failure of a respondent to provide the specific administrative information as required in the notice will result in disqualification. Any respondent who provides changes in addition to the information requested in the notice shall be subject to disqualification. Failure of a respondent’s Proposal to provide any information pertaining to a respondent and its teams qualifications, of any type, will subject the Proposal to disqualification. The City will not allow updates to qualifications to be provided to avoid disqualification as this would allow a respondent to modify its Proposal and alter the information which evaluators would score. The above changes related to qualifications would not be allowable as these would allow changes which do affect the information which the evaluators use to score the respondents Proposal.

B. JOINT-VENTURE PROPOSALS, SUB-CONSULTANTS, AND VENDORS

The City does not generally desire to enter into “joint-venture” agreements with multiple firms. In the event two or more firms desire to “joint-venture”, it is strongly recommended that one incorporated firm propose and maintain status as the Prime consultant firm with the remaining firms participating as subcontracted firms. Any joint-venture, proposed and established as a separate business entity, should have its own set of books and supporting documentation sufficient for an audit trail. Transactions should be recorded consistent with the joint-venture agreement, and care must be taken to ensure that the joint-venture bears its equitable share of the costs. Therefore, “unpopulated joint-ventures” would not have an adequate accounting system suitable for cost reimbursement contracts.

However more traditional “populated joint-ventures” are welcomed. A populated joint-venture is where an alliance is brought to life by infusing it with working capital, employees, and control systems. The alliance implements all necessary business systems, including payroll processing, purchasing, property control, etc. The alliance will develop its own indirect rate structure and calculates its own indirect cost rates, based on the direct and indirect costs it incurs.

Sub-Consultants shall generally be considered any team member which is performing any service which typically requires prequalification, which is subject to the Audit and Accounting System Requirements, and whose services are billed as costs. Sub-Consultant Team Members must be written into the resulting Agreement and are subject to all terms and conditions in the Agreement. Vendors shall be considered any team member which is performing any service which typically does not require prequalification, which is not subject to the Audit and Accounting System Requirements, and whose services are billed as direct expenses. Vendors may not be written into the resulting Agreement and may not be subject to all terms and conditions in the Agreement.

C. NON-DISCRIMINATION AND DBE REQUIREMENTS

The City of St. Marys, in accordance with Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 23 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, sex, age, handicap/disabled in consideration for an award.

The City of St. Marys strongly recommends DBE participation on all projects.

D. AUDIT AND ACCOUNTING SYSTEM REQUIREMENTS

The City of St. Marys reserves the right to reject any proposal with firms that do not meet the following requirements:

1. Firm(s) should have an accounting system in place to meet requirements of 48 CFR Part 31 and, in the case of non-profit organizations, OMB Circular A-122.

2. Any firm that currently has an aggregate contract amount exceeding $250,000 should have submitted their yearly CPA overhead audit.

3. Firm(s) should have no significant outstanding deficient audit findings from previous contracts with the City of St. Marys that have not been resolved.

4. The prime is responsible for being reasonably assured that all sub-consultant(s) presented as a part of the proposed team are similarly in compliance with the above requirements.

E. SUBMITTAL COSTS AND CONFIDENTIALITY

All expenses for preparing and submitting responses are the sole cost of the respondent submitting the response. The City is not obligated to any respondent to reimburse such expenses. All submittals upon receipt become the property of the City. Labeling information provided in submittals as “proprietary” or “confidential”, or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until a final award.

F. AWARD CONDITIONS

This request and any proposal submitted in response, regardless of whether the proposal is determined to be the best proposal, is not binding upon the City and does not obligate the City to procure or contract for any services. Neither the City nor any respondent submitting a response will be bound unless and until a written contract mutually accepted by both parties is negotiated as to its terms and conditions and is signed by the City and a respondent containing such terms and conditions as are negotiated between those parties. The City reserves the right to waive non-compliance with any requirements of this Request for Proposals and to reject any or all proposals submitted in responses. Upon review of responses, the City will determine the respondent(s) proposal that in the sole judgment of the City is in the best interest of the City (if any is so determined), with respect to the evaluation criteria stated herein.

The awarded recipient shall comply with the requirements of the Federal Funding Accountability and Transparency Act (FFATA) listed in Appendix A of this RFP, which shall be incorporated into any written contracted resulting from this solicitation.

G. DEBRIEFINGS

In lieu of Pre-Award and Post-Award debriefings, it shall be the City’s policy to provide the “Selection Package” at the time of the award. The “Selection Package” will include the scores and comments for all firms who responded and will typically be provided as a PDF file and e-mailed. Previously, pre-award debriefings only provided the scores and comments of the firm. It shall be the policy of the City that all debriefings will typically be conducted in writing.

H. RIGHT TO CANCEL OR CHANGE RFQ

The City of St. Marys reserves the right to cancel any and all Request for Proposals where it is determined to be in the best interest of the City to do so. The City of St. Marys reserves the right to increase, reduce, add or delete any item in this solicitation as deemed necessary.

It is the responsibility of all firms interested in submitting a Proposal for this advertisement to routinely check the posting on the Georgia Procurement Registry for any revisions to this RFP.

I. SUBSTITUTIONS, ALTERNATES, EXCEPTIONS, AND EXTENSIONS

No substitutions or alternates will be accepted for this solicitation. Any respondent submitting substitutions or alternates will be considered non-responsive and will not be considered for award.

J. DRUG-FREE WORKPLACE

As part of the subcontracting agreement with the City of St. Marys, the sub-contractor certifies that a drug-free workplace will be provided to sub-contractor’s employees during the performance of this contract pursuant to paragraph 7 of subsection B of O.C.G.A. code section 50-24-3.

EXHIBIT I

PROJECT IDENTIFICATION

1. County: Camden

2. Description: Conduct A Tree Inventory Within A Portion Of The City Of St. Marys, Georgia

The City will engage the consultant to conduct an inventory of trees located on the city rights-of-way and on city property (parks, facilities, etc.). The work area is further restricted to those areas that fall within the two tracts identified on the Climate and Economic Justice Screening Tool (CEJST) as Tract number 13039010602 and Tract number 13039010601 that are shown in Exhibit V.

Funding for design and/or construction of the improvements may be provided by local, state, and/or federal funds. Therefore, firms or teams will be required to comply with all applicable local, state and federal regulations.

3. Scope:

A. General The City is looking for ISA Certified Arborists to create a GIS-based inventory of trees, planting sites, and stumps found along public rights-of-way (ROW) and within City owned parks and properties. It is estimated that approximately 4,500 sites will be located with basic information about site characteristics such as location, tree species, diameter, and condition of each tree entered into an inventory database. The tree inventory should be based on the ANSI A300 Part 9 standards and can be delivered in tree inventory software (TreeKeeper preferred since the City currently utilizes). Standard deliverables are Excel and shapefile deliverables.

4.

EXHIBIT II CERTIFICATION FORM

I, , being duly sworn, state that I am

(title) of (firm) and hereby duly certify that I have read and understand the information presented in the attached proposal and any enclosure and exhibits thereto.

Initial each box below indicating certification. The person initialing must be the same person who signs the Certification Form. (If unable to initial any box for any reason, place an “X” in the applicable box and attach a statement explaining the non-certification. The City will review and make a determination as to whether or not the firm shall be considered further or disqualified).

I further certify that to the best of my knowledge the information given in response to the Request for Qualifications is full, complete and truthful.

I further certify that the submitting firm and any principal employee of the submitting firm has not, in the immediately preceding five (5) years, been convicted of any crime of moral turpitude or any felony offense, nor has had their professional license suspended, revoked or been subjected to disciplinary proceedings, nor is any team members/principals currently under indictment for any reason related to actions on public infrastructure projects.

I further certify that I understand that Firms included on the current Federal list of firms suspended or debarred are not eligible for selection and that the submitting firm has not, in the immediately preceding five (5) years, been suspended or debarred from contracting with any federal, state or local government agency, and further, that the submitting firm is not now under consideration for suspension or debarment from any such agency.

I further certify that the submitting firm has not in the immediately preceding five (5) years been defaulted in any federal, state or local government agency contract and further, that the submitting firm is not now under any notice of intent to default on any such contract, nor has been removed from a contract or failed to complete a contract as assigned due to cause or default.

I further certify that the firm or any affiliate(s) has not been involved in any arbitration, litigation, mediation, dispute review board or other dispute resolution proceeding with a client, business partner, or government agency in the last five (5) years involving an amount in excess of $500,000 related to performance on public infrastructure projects.

I further certify that there are not any pending regulatory inquiries that could impact our ability to provide services if we are the selected consultant.

I further certify that there are no possible conflicts of interest created by our consideration in the selection process or by our involvement in the project.

I further certify that the submitting firm’s annual average revenue for the past five (5) years is sufficient to allow the services to be delivered effectively by our firm and that there are no trends in the revenue which may be concerning other than normal market fluctuations.

I further certify that in regards to Audit and Accounting System Requirements, that the submitting firm:

I. Has an accounting system in place to meet requirements of 48 CFR Part 31 and, in the case of non-profit organizations, OMB Circular A-122.

II. Has submitted its yearly Certified Public Accountant overhead audit if it currently has an aggregate contract amount exceeding $250,000.

III. Has no significant outstanding deficient audit findings from previous contracts with the City of St. Marys that have not been resolved.

IV. Is responsible for being reasonably assured that all sub-consultant(s) presented as a part of the proposed team are similarly in compliance with the above requirements.

I acknowledge, agree and authorize, and certify that the proposer acknowledges, agrees and authorizes, that the City of St. Marys may, by means that either deems appropriate, determine the accuracy and truth of the information provided by the proposer and that the City may contact any individual or entity named in the Proposal for the purpose of verifying the information supplied therein.

I acknowledge and agree that all of the information contained in the Proposal is submitted for the express purpose of inducing the City of St. Marys to award a contract.

A material false statement or omission made in conjunction with this proposal is sufficient cause for suspension or debarment from further contracts, or denial or rescission of any contract entered into based upon this proposal thereby precluding the firm from doing business with, or performing work for, the State of Georgia. In addition, such false statement or omission may subject the person and entity making the proposal to criminal prosecution under the laws of the State of Georgia of the United States, including but not limited to O.C.G.A. §16-10-20, 18 U.S.C. §§1001 or 1341.

Sworn and subscribed before me Signature This day of , 2024.

NOTARY PUBLIC

My Commission Expires: NOTARY SEAL

EXHIBIT III

IMMIGRATION AND SECURITY FORM

(GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT)

Contractor’s Name:

CONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. §13-10-91, stating affirmatively that the Contractor identified above has registered with and is participating in a federal work authorization program*, in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10- 91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with the State Entity, Contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. § 13-10-91 on the attached Subcontractor Affidavit. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the State Entity at the time the subcontractor(s) is retained to perform such service.

EEV / E-VerifyTM Company Identification Number

BY: Authorized Officer or Agent Date (Contractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

DAY OF , 20

[NOTARY SEAL]

Notary Public My Commission Expires:

*any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603

EXHIBIT IV

City of St. Marys Affidavit Verifying Status for City Public Benefit Application By executing this affidavit under oath, as an application for a City of St. Marys, Georgia Business License or Occupation Tax Certificate, Alcohol License, Taxi Permit or other public benefit as referenced in O.C.G.A. Section 50-36-1, I am stating the following with respect to my application for:

Business License Georgia Occupational Tax Certificate Alcohol License Taxi Permit or Other public benefit Please check one Name:

Name of natural person applying on behalf of individual, business, corporation, partnership, or other private entity

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of the Code Section 16-10-20 of the Official Code of Georgia.

SUBCRIBED AND SWORN Signature of Applicant…