RFP _ Vidalia Water System Improvements _ A_E.pdf

CITY OF VIDALIA, GEORGIA

REQUEST FOR PROPOSALS

A/E SERVICES FOR WATER SYSTEM IMPROVEMENTS

The City of Vidalia is requesting proposals from qualified engineering/architectural firms with a strong record in successfully assisting local governments with the design and implementation of public works infrastructure projects associated with Federal and/or State grant programs. Responding firms should be technically qualified and licensed in the State of Georgia to provide these services.

Plans are to contract for engineering/architectural design services required for a potential project through the Economic Development Administration (EDA) Disaster Grant Program, and if funded, for engineering and architectural services for the implementation of the project. The services requested include the development of the Preliminary Engineering Report according to the guidelines required by the EDA as provided in Appendix A and IF the project is selected for funding, design and construction oversight services to implement the project.

The purpose of the project is to provide water system improvements to increase the system’s capacity and reliability of service by:

● Constructing a new 1,000 GPM deep well and pump house on McDilda Road (32.217313, -82.352015)

● Constructing a new 250,000 gallon elevated tank at same site

● Installing 17,500 linear feet of 16” PVC water main to connect to existing 10” main (32.207274, -82.377572)

Information which should be submitted in the proposal for evaluation is as follows:

1) History of firm and resources

2) Federal grant program experience, including any EDA grant programs

3) Key personnel/qualifications

4) Current workload

5) Scope and level of service proposed

6) Experience with similar projects

7) Fees and/or Percentages (if any) associated with the Preliminary Engineering Report (PER) for the application, and basis of fees for Design and Construction Management Services, if the project is funded. The draft PER would be needed no later than December 15, 2025.

8) Proof of Errors and Omissions Insurance (upload to Portal)

9) Contractor Affidavit under OCGA § 13-10-91(b)(I) (available for download here or in Portal Files)

10) All Requested Information & Confirmations/Declarations required in the Portal

Proposals and all requested information and documentation must be submitted within the online DFS Procurement Portal (“Portal”) no later than 5:00 PM EST, November 14, 2025. Submissions received after the above date and time will not be considered. The City reserves the right to accept or reject any and all proposals and to waive informalities in the proposal process.

Questions regarding this RFP should be submitted through the Portal at the website linked below. For questions regarding Portal registration or navigation, please email: procurement@erassist.com.

DFS Procurement Portal: dfs.bonfirehub.com

POC: jbeck@vidaliaga.gov; cc: ga-vidalia@erassist.com

RFP - CITY OF VIDALIA - EDA-DR-25 - A/E FOR WATER SYSTEM IMPROVEMENTS 1/8

https://www.audits2.ga.gov/wp-content/uploads/2021/10/Contractor_Affidavit_-_Updated_December_2018_-_Final.doc mailto:procurement@erassist.com http://dfs.bonfirehub.com mailto:jbeck@vidaliaga.gov mailto:ga-vidalia@erassist.com

CITY OF VIDALIA, GEORGIA

A/E SERVICES FOR WATER SYSTEM IMPROVEMENTS

EVALUATION CRITERIA

CRITERION

POINTS

POSSIBLE

POINTS

ASSIGNED

1 Ability to provide the disciplines necessary for this project. 10

2 Firm’s experience with this type of construction. 10

3 Key personnel experience with this type of construction 10

4 Quality of reference information. 5

5 Has Firm had experience with EDA or other Federal Grant Program projects? 10

6 Is price competitive? 5

TOTAL

POINTS

RFP - CITY OF VIDALIA - EDA-DR-25 - A/E FOR WATER SYSTEM IMPROVEMENTS 2/8

CONFIRMATIONS & DECLARATIONS

Attachment 1: NON-COLLUSION DECLARATION

The proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder.

All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price of any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.

I declare under penalty of perjury under the applicable laws that the foregoing is true and correct.

DFS Portal Confirmation / Declaration:

Do you confirm that you have read the Non-Collusion declaration and therefore declare under penalty of perjury under the applicable laws that the Non-Collusion Declaration is true and correct? (Y/N)

RFP - CITY OF VIDALIA - EDA-DR-25 - A/E FOR WATER SYSTEM IMPROVEMENTS 3/8

Attachment 2: CERTIFICATION REGARDING LOBBYING

The undersigned certifies that, to the best of their knowledge and belief, that:

1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a

Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any

Federal contract, grant, loan, or cooperative agreement.

2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a

Member of Congress, an officer or employee of Congress, or an employee of a Member of

Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report

Lobbying,” in accordance with its instruction.

3. The undersigned shall require that the language of this certification be included in the award document for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31 U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than

$10,000 and not more than $100,000 for each such failure.

Do you, the Contractor, confirm that you have read the Certification Regarding Lobbying form and certify or affirm the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31

U.S.C. Chap. 38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if any. (True/False)

RFP - CITY OF VIDALIA - EDA-DR-25 - A/E FOR WATER SYSTEM IMPROVEMENTS 4/8

Attachment 3: FORM 200.321 AFFIRMATIVE STEPS

CONTRACTING WITH SMALL AND MINORITY BUSINESSES, WOMEN’S BUSINESS

ENTERPRISES, AND LABOR SURPLUS AREA FIRMS §200.321

The City is required to take all necessary affirmative steps to assure that minority business, women's business enterprises, and labor surplus area firms are used when possible. If contractor uses subcontractors, they are also required to take the following affirmative steps:

1. Placing qualified enterprises on solicitation lists.

2. Assuring that enterprises are solicited whenever they are potential sources.

3. Dividing total requirements when economically feasible into smaller tasks or quantities to permit maximum participation by enterprises.

4. Establishing delivery schedules, where the requirement permits, which encourage participation by enterprises.

5. Using the services and assistance, as appropriate, of such organizations as the Small

Business Administration and the Minority Business Development Agency of the

Department of Commerce.

Do you confirm that you have read the 200.321 Affirmative Steps Confirmation and agree to take the listed affirmative steps when using subcontractors. (Y/N)

RFP - CITY OF VIDALIA - EDA-DR-25 - A/E FOR WATER SYSTEM IMPROVEMENTS 5/8

Attachment 4: CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY and

VOLUNTARY EXCLUSION

Neither the entity or its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

Do you confirm that neither the entity nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency? (Y/N)

RFP - CITY OF VIDALIA - EDA-DR-25 - A/E FOR WATER SYSTEM IMPROVEMENTS 6/8

Attachment 5: CONFLICT/NON-CONFLICT OF INTEREST STATEMENT

To the best of our knowledge the bidder has no potential conflict of interest due to any other clients, contracts, or property interest for this project. [ SELECT YES IF TRUE ]

OR

The bidder, by attachment, submits information which may be a potential conflict of interest due to other clients, contracts, or property interest for this project. [ SELECT NO IF TRUE &

UPLOAD DOCUMENTATION ]

Failure to answer appropriately may result in disqualification of your bid.

Do you confirm that to the best of your knowledge the undersigned proposer has no potential conflict of interest due to any other clients, contracts, or property interest for this project?

(Y/N)

If answered no, documentation must be uploaded containing information regarding what may be a potential conflict of interest due to other clients, contracts, or property interest for this project.

RFP - CITY OF VIDALIA - EDA-DR-25 - A/E FOR WATER SYSTEM IMPROVEMENTS 7/8

Attachment 6: DRUG-FREE WORKPLACE AFFIDAVIT

The undersigned certifies that the responding firm has taken steps to :

1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

3. Give each employee engaged in providing the commodities or contractual services that are proposed, a copy of the drug- free workplace statement.

4. In the statement specified in drug-free workplace statement, notify the employees that as a condition of working on the commodities or contractual services that are under bid the employee will abide by the terms of the statement and will notify the employer of any conviction of or plea of guilty or nolo contendere to any violation of any controlled substance law of the United States or any state for a violation occurring in the workplace no later than five (5) days after such conviction.

5. Impose a sanction on or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community by any employee who is so convicted.

6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

I certify that this firm complies fully with the above requirements.

Do you confirm that you have read the Drug-Free Workplace Affidavit and certify that the responding company complies fully with the listed requirements? (Y/N)

RFP - CITY OF VIDALIA - EDA-DR-25 - A/E FOR WATER SYSTEM IMPROVEMENTS 8/8

APPENDIX A

VIDALIA WATER SYSTEM IMPROVEMENTS

ENGINEERING AND/OR ARCHITECTURAL SERVICES

Preliminary Engineering Report (PER) Minimum Requirements

A. Project Overview

1. Describe the scope of work for the proposed EDA investment, including a list of project tasks to be undertaken.

2. Identify project components that have a useful life of less than 20 years and provide the useful life for each of these components.

B. Project drawings.

1. Identify and label existing conditions such as existing infrastructure elements or structures within the EDA project construction limits.

2. Identify and label proposed project components with rough dimensions and general layouts.

3. Identify and label the location of any project beneficiaries, if applicable.

4. Color coding, labeling, legends and keyed notes are encouraged.

C. Construction cost estimate.

1. Provide a detailed construction cost estimate in terms of quantities, unit prices, and total costs for all the EDA project components.

2. Provide a basis for the determination of construction contingencies.

3. If separate contracts are anticipated for demolition or site work, provide a separate detailed cost estimate for these components. If demolition or site work will not be separate contracts, include the costs in the overall detailed construction cost estimate.

D. Project constraints.

1. Describe any design and construction constraints for the proposed project.

RFP - CITY OF VIDALIA - EDA-DR-25 - A/E FOR WATER SYSTEM IMPROVEMENTS -- APPENDIX A 1/2

APPENDIX A

VIDALIA WATER SYSTEM IMPROVEMENTS

ENGINEERING AND/OR ARCHITECTURAL SERVICES

E. The proposed method of construction procurement.

1. Identify if the project will be traditional design/bid/build with a sealed competitive bid process consistent with 2 C.F.R. § 200.320(c).

2. Identify if any portion of the project is to be done by an alternate construction procurement method such as design/build, construction management at risk, the applicant’s own forces, and/or a construction manager.

F. Number of construction contracts anticipated with descriptions of work for each.

G. Project permits.

1. List permits required for the proposed project.

2. Provide the timeline to obtain the permits and their current status.

H. Project schedule (in months)

● Design period;

● Period of time to obtain required permits;

● Period of time to obtain any required easements, rights-of-way, or other real property rights needed for the project (including permits or licenses needed for entering land owned by a third party);

● Solicitation of bids;

● Awarding of contracts;

● Construction period.

RFP - CITY OF VIDALIA - EDA-DR-25 - A/E FOR WATER SYSTEM IMPROVEMENTS -- APPENDIX A 2/2