RFP25_10OCMSa.pdf

City of South Fulton, Georgia

4715 Frederick Drive S.W., Atlanta, GA 30336 Phone: 470-945-5811

Purchasing Department | South Fulton, GA (cityofsouthfultonga.gov)

William Whitaker | Procurement Director

RFP Number 25-10 On-Call Mechanical Services

SCHEDULE OF EVENTS DATE

Proposal Release Date: Monday, July 21, 2025

Non-Mandatory Pre-Proposal Conference:

A Non-Mandatory Pre-Proposal Conference will be held virtually by our staff and responsible person(s). To attend the Pre-Proposal Conference, please refer to Information and Instructions to Proponents for details.

Monday, July 28, 2025 10:00 A.M.

Deadline for questions:

Questions must be submitted online at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton

Tuesday, August 5, 2025 3:00 P.M.

Answers will be posted by addendum at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton

Tuesday, August 12, 2025

All responses to this RFP must be submitted online at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton. Vendors are required to submit responses to solicitations electronically. If you need any assistance registering or using the platform, please call Bidnet Direct's Support Team at 800-835-4603 ext. 2 for assistance. To attend the Proposal Opening, please refer to Information and Instructions to Proponents for details.

September 8, 2025 3:00 P.M.

Oral Presentations and Interviews, if required TBD

THIS PROPOSAL SOLICITATION FORM

MUST BE SIGNED AND SUBMITTED WITH PROPOSAL

COMPANY NAME: DATE:

MAILING ADDRESS: PHONE:

CITY: FAX:

STATE: ZIP: SSN OR FEDERAL TAX ID#:

EMAIL: TITLE OF AUTHORIZED REPRESENTATIVE:

PRINTED NAME: AUTHORIZED SIGNATURE:

TABLE OF CONTENTS

1. INFORMATION AND INSTRUCTIONS TO PROPONENTS

2. SUBMITTAL CHECKLIST

3. INTRODUCTION

4. SCOPE OF SERVICES

5. MINIMUM REQUIREMENTS

6. EVALUATION PROCESS

7. PROPOSAL PREPARATION AND GUIDELINES

8. ATTACHMENTS

Attachment A – Bonding and Insurance Requirements Attachment B – Scope of Work Attachment C – Required Form Submittals Attachment D – Required Content of Proposal

9. APPENDICES

Appendix A – Proposed Price Schedule Appendix B – Draft City Contract Appendix C – Bid Form…………………………………………………………………74

(RFP) NUMBER 25-10

INFORMATION AND INSTRUCTIONS TO PROPONENTS

Services Required: This Request for Proposal (RFP) is for Proponents to provide a qualified mechanical contractor for on-call services related to the replacement, repair, installation and preventative maintenance of mechanical and plumbing systems. These systems include, but are not limited to, HVACR (Heating, Ventilation, Air Conditioning, and Refrigeration) systems, chilled water systems, hot water systems, and control/automation systems.

Solicitation Method: This solicitation is being conducted in accordance with all applicable provisions of the City of South Fulton Purchasing Policy codified in Sec. 1- 9001 et seq. of the City of South Fulton Code of Ordinances. By submitting a Proposal in reference to this solicitation, a Proponent acknowledges that it is familiar with all laws applicable to this solicitation, including, but not limited to, the City’s Code of Ordinances, which laws are incorporated into this RFP by reference.

1. Certificate of Authority to Transact Business in Georgia: Each Proponent must submit documentation that demonstrates it is duly authorized to conduct business in the State of Georgia with its proposal. This requirement also applies to Joint Venture (JV) Team Members, Sub-Consultants and Sub-Contractors.

2. Business License: Proponent is required to submit a copy of its current, valid business license with its Proposal. If the Proponent is a Georgia corporation, Proponent is required to submit a valid City or city business license. If Proponent is a joint venture, Proponent is required to submit valid business licenses for each member of the joint venture. If the Proponent is not a Georgia corporation, Proponent is required to submit a Certificate of Authority to Transact Business in the State of Georgia and a copy of its current, valid business license issued by its home jurisdiction.

3. Professional License: Proponent must attach a copy any professional license required by this RFP with its response.

4. No Offer by City and Firm Offer by Proponent: This solicitation does not constitute an offer by City to enter into an agreement and cannot be accepted by any Proponent to form a Contract. This solicitation is only an invitation for offers from interested Proponents and no offer shall bind City. A Proponent’s offer is a firm offer and may not be withdrawn except as provided in this RFP, and in the City’s Code of Ordinances and other applicable law.

5. Proposal Duration: Proposals submitted in response to this RFP must be valid for a period of One Hundred and Twenty (120) calendar days from the Proposal Submission Deadline and must be marked as such.

6. Proposal Submission Deadline: Responses to this RFP will be accepted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton.

Meeting ID: 220 351 289 333 8 Passcode: Td63Tg7v

Download Teams | Join on the web Or call in (audio only) +1 929-583-6155,,931763180# United States, New York City - Phone Conference ID: 931 763 180#

7. Non-Mandatory Pre-Proposal Conference: A Non-Mandatory Pre-Proposal

Conference has been scheduled for J u l y 2 8 , 2 0 2 5 at 10:00 A.M. ET and will be hosted virtually by our staff and responsible person(s).

Meeting ID: 284 948 481 258 4 Passcode: Tk7ix6Ty Download Teams | Join on the web Or call in (audio only) +1 929-583-6155,,563041860# United States, New York City - Phone Conference ID: 563 041 860# Find a local number | Reset PIN

Attendance at the Pre-Proposal Conference is voluntary for Proponents responding to this RFP; however, Proponents are encouraged to attend. During the Pre-Proposal Conference, the general requirements of the project will be discussed. Any questions during the Pre-Proposal Conference will not be authoritative. Each Proponent must be fully informed regarding all existing and expected conditions and matters, which might affect the cost or performance of the Services. It should be emphasized, however, that nothing stating or discussed during the court of this Pre-Proposal conference shall be considered to modify, alter, or change the requirement of the solicitation documents, unless it shall be subsequently incorporated into an addendum to the solicitation documents.

8. Solicitation Questions/Prohibited Contacts: Any questions and communications regarding this RFP shall be submitted in writing by logging into https://www.bidnetdirect.com/georgia/cityofsouthfulton on or before August 5, 2025 at 3:00 P.M. Questions received after the designated period may not be considered. Any response made by the City will be posted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton by addendum. No Proponent may rely on any verbal response to any question submitted concerning this RFP.

EVENT

DATE

Request For Proposals Issued to Public

Monday, July 21, 2025

Non-Mandatory Pre-Bid

Monday, July 28, 2025 10:00 A.M.

Last Day for Questions to be Submitted

Tuesday, August 5, 2025

RFP Submittal Due Date

September 8, 2025

Presentations

TBD

9. All Proponents, and/or representatives of Proponents, seeking an award of a City of South Fulton Contract may not initiate or continue any verbal or written communications regarding a solicitation with any City officer, elected official, employee or other City representative other than the Department of Finance employee named in the solicitation, between the date of the issuance of the solicitation and the date of the final Contract award by the City Council, unless specified otherwise herein. Attempting to influence the outcome of any given Contract prior to a recommendation of award to the City Council is strictly prohibited. The Director of Finance will review alleged violations of this prohibition. If the Director of Finance determines that such a communication has compromised the competitive process, the proposal submitted by that Proponent may be disqualified from consideration for award, and that Proponent may, among other things, be placed on the ineligible source list. Violations of this prohibition may also be subject to prosecution under federal, state, or local laws. City of South Fulton employees, officials, and their family members are prohibited from seeking, requesting, or receiving any material payment, gift, job offer, security, promise of future benefit, or any other tangible or intangible thing of value when such receipt has the potential to influence a procurement decision or to gain unfair advantage in a procurement competition, and as outlined in Sec. 1-9004

(d) of the City of South Fulton Code of Ordinances and all other applicable policies.

10. Ownership of Proposals: Each Proposal submitted to the City will become the property of the City, without compensation to a Proponent, for the City’s use, in its discretion. The City shall not be liable for any proposal preparation costs incurred by Proponents.

11. Georgia Open Records Act: Information provided to the City is subject to disclosure under the Georgia Open Records Act, O.C.G.A. § 50-18-70 et. seq.

Pursuant to O.C.G.A. § 50-18-72(a)(34), “[a]n entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.]”.

12. Bonding and Insurance Requirements: The Bonding and Insurance requirements for any Contract that may be awarded pursuant to this RFP are set forth in Appendix A: Bonding and Insurance Requirements. Proponent must provide a copy of a current certificate of insurance evidencing any existing commercial general liability policies issued for Proponent, if any. For purposes of this section, “Proponent” shall mean an individual, corporation or other corporate entity submitting a proposal in connection with this solicitation, including each Joint Venture partner if Proponent is a Joint Venture.

13. Evaluation of Financial Information: The City’s evaluation of financial information concerning a Proponent and its consideration of such information in determining whether a Proponent is responsive and responsible may involve a review of several items of information required to be included in a Proposal. The

City will review the Financial Information disclosed by Proponent and attached to this RFP. Further, if this RFP requires a successful Proponent that is awarded a Contract pursuant to this solicitation to post some type of performance guarantee (e.g. letter of credit, guaranty agreement, etc.), a Proponent must submit with its Proposal a notarized letter from an appropriate financial institution indicating that it is willing to issue such a performance guarantee for the Proponent if a Contract is awarded to it.

14. Sub-Consultants and Manufacturers: Proponents are required to submit, in writing, the addresses of any proposed Sub-Consultants or equipment manufacturers listed in the Proposal and may be required to submit other material information relative to proposed Sub-Consultants. The City reserves the right to disapprove any proposed Sub-Consultants whose technical or financial ability, or resources, or experience are deemed inadequate.

15. Examination of Proposal Documents:

15.1 Each Proponent is responsible for examining with appropriate care the complete RFP and all Addenda and for informing itself with respect to all conditions which might in any way affect the cost or the performance of any Services. Failure to do so will be at the sole risk of the Proponent, who is deemed to have included all costs for performance of the Services in its Proposal.

15.2 Each Proponent shall promptly notify the City in writing should the Proponent find discrepancies, errors, ambiguities or omissions in the solicitation documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the RFP. Replies to such notices may be made in the form of an addendum to the RFP, which will be issued simultaneously to all potential Proponents. No oral responses are binding on the City.

15.3 The City may in accordance with applicable law, by Addendum, modify any provision or part of the RFP at any time prior to the Proposal due date and time.

15.4 Each Proponent must confirm all Addenda has been received and acknowledge receipt by executing the Acknowledgment of Addenda form provided with each Addendum.

15.5 The City may waive any technicalities and formalities in this solicitation.

Additionally, the City reserves the right to cancel the RFP in its entirety.

16. Oral Presentations/Interviews: Responsive Proponents may be required to make an oral presentation of their proposed solution to the City’s Evaluation Committee. Representatives of the Key Personnel as identified in the Proponent’s proposal, and those with decision-making ability and authority speak on behalf of and to bind the Proponent, must be active participants in the oral presentation. If required, the City will notify responsive Proponents of the date, time and location for the presentation, and will supply an agenda or topics for discussion.

The City reserves the right to negotiate the fee and/or Scope of Services with the highest ranked Proposer. If negotiations cannot be completed successfully, then the City reserves the right to negotiate with the second highest ranked Proposer.

Recommendations for an award will be the Proposer with whom potential contract negotiations were successful.

The EC may provide a list of subject matter for the discussion. The individuals / firms will have equal time to present but the question-and-answer time may vary.

Proposers / Providers may be requested to demonstrate the nature of their offered solution to the SC. After receipt of submittals, all firms will receive a description of, and arrangements for, the desired demonstration. A copy of the demonstration (hard copy, DVD, CD, or a combination of both) should be given to the Purchasing Agent at the meeting to retain it in the Purchasing files.

17. Award and Execution of Contract: If the City awards a Contract pursuant to this solicitation, the City will prepare and forward to the Proponent a Contract for execution substantially in the form of the Draft Contract included in this RFP.

Changes may be made to reflect the Proponent’s proposal, Scope of Services, and Cost Proposal Forms. All Proponents should thoroughly review the Draft Contract prior to submitting a Proposal. Any proposed revisions to the terms or language of the Draft Contract must be submitted in writing with the Proponent’s response to the RFP. Since the proposed revisions may result in a proposal being rejected if the revisions are unacceptable to the City, Proponent should review any proposed revisions with an Authorized Representative having the authority to execute the Contract. Upon approval of the Proponent by the City of South Fulton City Council, the City will provide the Proponent with three (3) unsigned Contracts. The Proponent shall execute and return the three (3) Contracts, with required insurance certificates and other documents as listed in this RFP or required by the City, within no more than ten (10) calendar days from receipt of the agreements.

18. Illegal Immigration Reform and Enforcement Act: This RFP is subject to the Illegal Immigration Reform and Enforcement Act of 2011 (Act), formerly known as the Georgia Security and Immigration Compliance Act. Pursuant to Act, the Proponent must provide with its Proposal proof of its registration with and continuing and future participation in the E-Verify Program established by the United States Department of Homeland Security. Completed Contractor Affidavit, Illegal Immigration Reform and Enforcement Act Forms attached herein as Form F6.6 and F6.7, Appendix B: Required Form Submittals must be submitted with the Proposal at the time of submission. Under State Law, the City cannot consider any Proposal which does not include the completed F6.6 form. Where the business structure of a Proponent is such that Proponent is required to obtain an Employer Identification Number (EIN) from the Internal Revenue Service, Proponent must complete the Contractor Affidavit on behalf of, and provide a Federal Work Authorization User ID Number issued to, the Proponent itself. Where the business structure of a Proponent does not require it to obtain an EIN, each entity comprising the corporate entity must submit a separate Contractor Affidavit. It is not the intent of this notice to provide detailed information or legal advice concerning the Act. All Proponents intending to do business with the City are responsible for independently apprising themselves of and complying with the requirements of the Act and assessing its effect on City solicitations and their participation in those solicitations. For additional information on the E-Verify program or to enroll in the program, go to: https://e-verify.uscis.gov/enroll. Additional information on completing and submitting the Contractor Affidavit can be found preceding this form in this RFP.

19. Multiple Awards: The City reserves, in its sole discretion, the right to make one

(1) award, no award, or award to multiple Proponents.

20. Joint Ventures: Each party to a Joint Venture will be required to fully complete and submit the Required Submittal Forms unless otherwise indicated in this RFP.

21. Conflict of Interest: Proponents are advised to read and familiarize themselves with the conflict of interest provisions of this RFP. The City reserves the right to issue RFPs for specific projects that are independent of RFP #25-10 On-Call Mechanical Services. Except as stated in this RFP these Instructions, and the Notice to Proponents concerning Conflicts of Interests, successful Proponents under this RFP are not precluded from responding to such solicitations.

22. Tax Exemption Status: The City is exempt from Federal Excise Tax or Georgia Sales Tax with regard to goods and services purchased directly by the City of South Fulton. Exemption certificates furnished upon request.

23. Codes, Permits, Fees, Licenses and Laws: All permits, fees, arrangements for inspections, licenses, and costs incurred for the same shall be the sole responsibility of the successful Proponent. All materials, labor and construction must comply with all applicable rules and regulations of local, state and/or national codes, laws and ordinances of all authorities having jurisdiction over the project, which shall apply to the Contract throughout and will be deemed to be included in the Contract the same as though herein written out in full.

24. Negotiations/Best and Final Offers: The City reserves the right to negotiate specifications, terms and conditions, which may be necessary or appropriate for the accomplishment of the intent of this RFP. The City may require the submission of Best and Final Offers. The City may require that this RFP and Proponent’s response be incorporated in full or in part as Contract Documents. The RFP and all responses, supplemental information, and other submissions provided by Proponent during discussions or negotiations may be held by the City as contractually binding upon Proponent. The City may seek clarification from a Proponent at any time during the procurement process, and failure of a Proponent to timely respond may be cause for rejection of Proponent’s proposal.

25. TITLE VI SOLICITATION NOTICE - The City of South Fulton, GA, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations (28 CFR Part 42), hereby notifies all bidders or offerors that it will affirmatively ensure that for any Contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded a full and fair opportunity to submit bids in response to this invitation and will not be, on the grounds of race, color, or national origin, excluded from participation in, denied the benefits of, or subject to discrimination in consideration for an award for any program or activity that receives Federal funds or other Federal financial assistance.

SUBMITTAL CHECKLIST

1. Please use the following checklist to verify that all required information is included in your proposal.

2. It is the sole responsibility of each proponent to ensure that their proposal is inclusive of all Submittals outlined below or elsewhere in this RFP.

3. Failure to submit any of the items below may cause rejection of the Proposal.

4. Proponents are required to submit responses to solicitations electronically online at https://www.bidnetdirect.com/georgia/cityofsouthfulton. The City will not consider any proposal that does not include completed Illegal Immigration Reform and Enforcement Act Affidavit Form(s).

5. The Cost Proposal must be submitted and uploaded as a separate attachment. Do not upload the Cost Proposal with the Technical Proposal.

6. The Financials must be submitted and uploaded as a separate attachment. Do not upload the Financials with the Technical Proposal.

REQUIRED DOCUMENTATION INITIAL IF INCLUDED

1. PROPOSAL SOLICITATION FORM

2. SUBMITTAL CHECKLIST (THIS FORM)

3. ADDENDA (IF APPLICABLE)

4. ENTIRE PROPOSAL

5. COST PROPOSAL (ATTACHMENT B)

6. REQUIRED FORM SUBMITTALS (APPENDIX B)

F6.1 W-9 FORM

F6.2 NON-CONFLICT OF INTEREST

F6.3 NON -COLLUSION AFFIDAVIT

F6.4 BUSINESS ENTITY CERTIFICATE

F6.5 CERTIFICATE OF AUTHORITY-JOINT VENTURE

F6.6 ILLEGAL IMMIGRATION REFORM AND

ENFORCEMENT ACT – CONTRACTOR AFFIDAVIT

F6.7 ILLEGAL IMMIGRATION REFORM AND

F6.8

ENFORCEMENT ACT- SUBCONTRACTOR AFFIDAVIT

SUBCONTRACTOR INFORMATION FORM

F6.9 ACKNOWLEDGEMENT OF PROPONENT

F6.10 REFERENCE AND RELEASE FORM

F6.11 ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS

F6.12 F6.13

EXCEPTIONS FORM

CERTIFICATE OF ABSENCE OF CONFLICT OF INTEREST FOR

DEVELOPMENT OF SPECIFICATIONS OF SCOPE OF WORK

F6.14 DEBARMENT FORM

7. BUSINESS LICENSE

8. PROFESSIONAL LICENSE (IF APPLICABLE)

9. CERTIFICATIONS

Printed Name Title Date

Signature Firm Name

Email Address Phone Number

1. INTRODUCTION

The City of South Fulton (the “City”) invites interested Proponents to submit Proposals from qualified firm(s) to perform On-Call Mechanical Services. The selected vendor shall be required to sign an agreement which the City determines to be fair, competitive, and reasonable.

1.1 BACKGROUND

The City of South Fulton was chartered in 2017. The City is comprised of all the land that had remained unincorporated in southwest Fulton County except for the Fulton Industrial Boulevard corridor. The communities of Red Oak, Cooks Crossing, Stonewall Tell, Fife, (part of) Campbelltown, Ben Hill, Sandtown, Cliftondale, and Peters Woods (a few of which were towns founded before the American Civil War) are located in the City of South Fulton.

The City of South Fulton is the third largest local government in metro Atlanta based on population behind the City of Sandy Springs and the City of Atlanta. By 2030, the City’s population is estimated to grow to over 127,000.

1.2 INTENT TO AWARD

The City intends to award to one (1) Proponent whose proposal is determined to be the most advantageous to the City; however, the City reserves the right to make one

(1) award, multiple awards, or no award for RFP Number 25-10 (On Call – Mechanical Services). Additionally, the City reserves the right to cancel the solicitation.

1.3 TERM OF CONTRACT

1.3.1 The Contract shall commence within ten (10) calendar days after receipt of written Notice to Proceed (NTP).

1.3.2 The initial term of this Contract shall be for one (1) year and includes two optional one-year renewal periods. The services to be performed under this Contract shall commence on the effective date of this agreement and terminate absolutely and without further obligation on the part of the City at the end of every Term, unless terminated earlier in accordance with the termination provisions of this Contract.

1.4 CONFLICT OF INTEREST NOTICE TO PROPONENTS

1.4.1 All firms, Sub-Consultants and their employees are notified and advised to avoid potential conflicts of interests. Full and prompt disclosure of involvement in any project or services to other clients that may conflict with financing, construction, operation and management of the City’s projects shall be made to the City in the technical response of the firm’s proposal, and in advancement of assignment so that real or potential conflicts of interest can be avoided.

1.4.2 In any circumstance where Proponent, including any joint venture partners, parent or subsidiary companies, or affiliates under common control, is providing Services or work under another Contract with the City and a dispute, claim or conflict of interest arises between the City and such Proponent under this Contract or another agreement, the City may in its sole determination and discretion, suspend all existing work under this Contract and may or may not issue any further work to the Proponent under this Contract unless and until such dispute, claim or conflict of interest is resolved to the City’s satisfaction.

Should the City take such action, Proponent shall not be entitled to any additional costs of any kind resulting from such action except that Proponent may be paid for any authorized Services provided to the City under this Contract prior to the effective date of the suspension of the work. This provision shall not be deemed exclusive and shall be supplemental to any rights and remedies available to the City under this Contract, any other agreement or as may be available under applicable law.

1.5 SUB-CONSULTANTS AND SUB-CONTRACTORS

1.5.1 Proponent must ensure the responsibility standards for each of its Sub- Consultants and Sub-Contractors as listed below and in each and every part of this RFP are met. Verification must include documentation that each Sub- Consultant or Sub-Contractor meets the responsibility criteria required to perform the work including any professional license, certification, insurance requirements of this RFP, any governmental agency having jurisdiction over the matter, or any law or regulation pertaining to the work or requirements.

Proponent must not furnish any statement, representation, or certification in connection with Sub- Consultants or Sub-Contractors that is materially false, deceptive, incorrect or incomplete. Failure of the Proponent to provide information concerning the responsibility of any Sub-Consultant or Sub- Contractor may result in a finding that the Proponent is not responsible.

1.5.2 All proposed Sub-Consultants and Sub-Contractors must be listed in the Proponent’s response. Proponent must ensure that all proposed Sub- Contractors have adequate personnel, past experience, adequate facilities, finances and business systems to perform the scope of services. The City reserves the right to approve all Sub-Contractors and Sub-Consultants.

1.5.3 Proponent must have the responsibility of verifying the existence, authenticity, and dates of expiration of all licenses required by all Sub- Consultants and Sub-Contractors engaged in the work of this RFP. The lack of a valid license from the Proponent or any Sub-Consultant or Sub- Contractor shall be grounds for default, and for immediate termination for cause with prejudice as it relates to the Proponent, and the removal of any unlicensed entity from the project. In the event Proponent, a Sub- Consultant or Sub-Contractor is required to be licensed or certified as a condition precedent to providing goods or services under this RFP, the revocation or loss of such license or certification may result in immediate termination of the Proponent’s Contract effective as of the date on which the license or certification is no longer in effect.

1.5.4 All Sub-Consultants and Sub-Contractors must be approved by the City prior to performing. Proponent must receive written permission to add Sub- Consultants or Sub-Contractors not initially submitted with Proponent’s response. Sub-Consultants and Sub-Contractors shall not subcontract any portion of their work pursuant to this RFP without the written consent of the City. Failure of the Proponent to obtain from the City prior approval of each Sub-Consultant or Sub-Contractor performing work on the project may result in suspension of work by that Sub- Contractor, removal of work performed by unapproved Sub-Contractor(s) and all permissible sanctions against the Proponent.

2. SCOPE OF SERVICES

This solicitation seeks to engage one or more mechanical contractors to provide services related to the mechanical systems and equipment at facilities owned and operated by the City of South Fulton. The mechanical contractor will be responsible for performing repairs, replacements, installations, and preventive maintenance on various systems and equipment, including but not limited to HVACR (Heating, Ventilation, Air Conditioning, and Refrigeration) systems, chilled water systems, hot water systems, controls/automation systems, and ice machines.

The contractor must promptly address mechanical system failures through efficient diagnostics and repairs to ensure minimal downtime and quick resolution of emergency repair calls.

Additionally, the contractor will offer valuable insights and recommendations for system upgrades, replacements, and enhancements to optimize the performance and functionality of the city facilities.

3. MINIMUM REQUIREMENTS

To be eligible to respond to this Solicitation, the Vendor must demonstrate that it has sufficient qualifications, resources and experience to provide the services under this solicitation. Any respondent that fails to meet all the following minimum qualification requirements may be noted as “NON-RESPONSIVE”. Those qualifications are as follows:

1. Proposer must already possess or be able to obtain a business license from the City prior to execution of the License and be licensed to do business within the State of Georgia.

2. Proposer shall meet professional requirements according to the Secretary of the Interior’s Professional Qualification Standards (36 CFR Part 61).

3. Proposer must have a thorough knowledge of and familiarity with American architectural history.

4. Proposer must have demonstrated experience in researching and describing historic resources, conducting architectural surveys, and writing historic contexts.

5. Proposer must have a thorough knowledge of and familiarity with identifying and evaluating Georgia’s historic resources including architectural styles and types, the GNAHRGIS database, and survey procedures.

6. Proposer must have demonstrated writing skills; and experience with digital photography.

7. The City reserves the right to:

Reject any or all offers and discontinue this RFP process without obligation or liability to any potential vendor, Accept other than the lowest priced offer if certain factors are met that prove to be advantageous to the City

Award a contract on the basis of initial offers received, without discussions or requests for best and final offers, and

Vendor's proposal shall be submitted in several parts as set forth below.

The Vendor will confine its submission to those matters sufficient to define its proposal and to provide an adequate basis for the City evaluation of the Vendor’s proposal.

8. Proposer must have demonstrated writing skills; and experience with digital photography.

9. Additional Compliance Requirements

9.1 Iran Divestment Certification

The Proposer hereby certifies that it is not identified on the Iran Divestment List created pursuant to O.C.G.A. § 50-5-85, and further certifies that it does not engage in investment activities in the energy sector of Iran as defined in said statute.

9.2 Certification Regarding Boycotts of Israel

The Proposer certifies that it is not currently engaged in and agrees for the duration of the contract not to engage in, a boycott of Israel as defined in O.C.G.A.

§ 50-5-85.1.

9.3 Protest Procedures

Any protest concerning the award of this RFP shall be submitted in writing to the City of South Fulton Purchasing Division within five (5) business days of the issuance of the notice of intent to award. The written protest shall clearly state the specific grounds for the protest and include all relevant supporting documentation. The City shall issue a written response to the protest within a reasonable time. Filing a protest shall not automatically stay the award of the contract unless the City determines, in its sole discretion, that a stay is in the best interest of the City.

9.4 Electronic Signatures

This Agreement and all documents related to this procurement may be executed electronically, and electronic signatures shall be deemed to have the same legal effect and enforceability as original signatures. Execution of documents through electronic signature platforms, including Adobe Sign or other City-approved systems, shall constitute valid and binding execution of such documents.

9.5 Confidentiality

The Contractor agrees to maintain the confidentiality of all information, records, data, or knowledge that becomes available to the Contractor in the performance of services under this Agreement. The Contractor shall not disclose such information to any third party without the prior written consent of the City. A breach of this provision shall be grounds for immediate termination of the Agreement and may subject the Contractor to additional remedies available under law or equity.

9.6 Records Retention

The Contractor shall maintain all records, documents, papers, and other materials related to this Agreement for a period of not less than five (5) years following final payment by the City and shall make such records available for inspection and audit by the City or its designated representatives upon reasonable notice.

9.7 Cost-Plus Prohibition

The City shall not accept any proposal or enter into any contract under this RFP that is based on a cost-plus-a-percentage-of-cost pricing method. Any proposal submitted utilizing such pricing shall be deemed non-responsive and shall be rejected.

9.8 Addenda Acknowledgment

Proposers shall acknowledge receipt of all addenda issued to this RFP in their proposals. Failure to acknowledge receipt of addenda may result in a proposal being deemed non-responsive and rejected from further consideration.

9.9 Sustainability and Green Practices

The City encourages Proposers to describe any sustainable practices employed in the delivery of services under this Agreement. Such description may include, but is not limited to, the use of environmentally friendly products, energy-efficient equipment, recycling programs, and adherence to sustainability certifications or standards applicable to mechanical services.

4. EVALUATION PROCESS

The following criteria will be used to evaluate Proposals:

The City desires to select the Proponent whose proposal is determined to be the most advantageous to the City considering the technical and price evaluation criteria listed below. All Proposals will be evaluated by an Evaluation Committee in accordance with the City’s Code of Ordinances and the criteria specified in this RFP as follows:

ITEM FOR EVALUATION

Points

1 Qualification of Firm and Experience 0-30

2 Approach - Methodology of Plan/Project, Scope of Services Understanding

0-25

3 Past Performance and References 0-10

4 Proposed Price

0-30

5 Local Preference 5

TOTAL SCORE

Evaluation Definitions:

Qualification of Firm and Experience:

Qualification of Firm – Qualifications to be considered include but are not limited to:

technical experience in performing work of a closely similar nature; experience working with other public agencies; record of completing work on schedule; strength and stability of firm; technical experience and strength and stability of proposed sub-contractors; and assessments by client references. Qualifications of project staff will also be considered, particularly key personnel, and, especially, the project manager. Other factors to be considered include but are not limited to key personnel’s level of involvement in performing related work, logic of project organization, adequacy of labor commitment, and concurrence in the restrictions on changes in key personnel.

Approach – Methodology of Plan/Project, Scope of Services Understanding Include detailed information and technical expertise by phase. This section should include a description of each major type of work being requested of the Vendor. The proposal should reflect each of the requirements listed in the Scope of Work Section of this RFP.

Past Performance and References:

This category evaluates the Proposer’s performance on similar projects and reference information from past customers on how the services were rendered.

Proposed Price:

This category evaluates the Proposer’s total cost for the required services as outlined in the scope of work. (Attachment B). Reasonableness of the Proposed Price Schedule (Appendix A) and costs and competitiveness of this amount with other proposals received;

adequacy of data in support of figures quoted; basis on which prices are quoted.

*Total points awarded for price will be determined by applying the following formula:

(Lowest Proposed Price/Evaluating Cost) x 30 (Price) = Score Please note that prices may be negotiated in the best interest of the City after the scoring is completed

The City of South Fulton reserves the right, in its sole discretion, to reject or accept any submittal it considers to be non-responsive. Should the City of South Fulton fail to reach agreement with any firm or teams initially selected, the City reserves the right to commence negotiations with the next highest ranked firm/team. The City of South Fulton may select a firm without an interview or may choose to interview all or a limited number of applicants.

Local Preference:

This category provides 5 points for local vendor preference.

PROPOSAL PREPARATION AND GUIDELINES

5.0 INTRODUCTION

To be considered responsive to this RFP, the Proposer must submit proposals in the format identified in this section. All requirements and questions in the RFP must be addressed and all requested data must be supplied. The City reserves the right to request additional information that, in the City’s opinion, is necessary to assure that the Proposer’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to contract.

5.1 PREPARATION

Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP.

Responses should emphasize the Proposer’s demonstrated capability to perform work of this type.

5.2 PROPOSAL FORMAT AND CONTENT

Proposals shall adhere to the following format for organization and content.

I. Executive Summary: The purpose of the Executive Summary is to provide an overview of the Proponent’s qualifications to accomplish the project. At a minimum, the Executive Summary must contain the following information:

Complete legal name of the Proponent and the name of the legal entities that comprise the Proponent. The Proponent must provide the state where each entity comprising it is organized, including entity name, brief history of the entity, how long in business, hours of operation, storefront or home based, one (1) individual contact person to whom all future correspondence and/or communications should be directed by the City concerning this solicitation. As well as the legal structure of the entity and a listing of major satellite offices. Also, list the geographical location of the office that will be primarily responsible for assigned projects, and where the work will be accomplished. A statement declaring the type of business relationship the Proponent will use (i.e., a single company, joint venture, etc.).

Profile of Firm – This section shall include a brief description of the firm’s size as well as the organizational structure; it shall also include a discussion of the firm’s financial stability, capacity, and resources. An organizational chart of the proposed team indicating the role each team member will fulfill (11” x 17” paper allowed).

II. Organizational Qualifications. Proponent shall provide the organization’s experience and ability to provide the scope of work described in Appendix B.

This section shall include a brief description of the Proposer’s and any sub consultants’ qualifications and previous experience on similar or related projects, consistent with Section IV – Proposer’s Minimum Qualifications.

The general and specific capabilities and experience of the Proponent’s team.

Each Proponent must identify examples where team members have worked together to complete a project. Discuss how the team was formed and how the team will function as an integrated unit in providing services to the City.

Description of pertinent project experience shall include a summary of the work performed. Proposer must provide the name, title, and phone number of three

(3) clients to be contacted as references.

Project Staff – Identify the key individuals who will work with the City, along with their contact information. The proposal must describe the qualifications and experience of each professional who will participate in the project, including a resume for each member of the team. A project manager must be designated and an organizational chart showing the manager and all project staff must be included. Changes may be made to key individuals who will work with the City only with the prior written consent of the City. In the event there is a need to replace Key Staff or Team Members during the course of the project, Proponent must describe its backup personnel plan.

III. Methodology of Plan/Project, Scope of Services Understanding Project

Approach to On Call Mechanical Services Include detailed information and technical expertise by phase. This section should include a description of each major type of work being requested of the Vendor. The proposal should reflect each of the requirements listed in the Scope of Work Section of this RFP.

Approach – Proposals should include an explanation of your proposed course of action. References should be made to the requirements of this RFP and your plan for meeting those requirements. If you propose changes to the approach set forth in the Scope of Services, those changes should be specified clearly.

Explain the proposed methodology that will be used and clearly demonstrate understanding of the objectives the project is intended to complete. This section should include a proposed project schedule, indicating how each task under the Scope of Services will be accomplished.

Understanding the Scope of Services. The City wishes to Contract with a On Call Mechanical Services team with a strong understanding of the scope of services described in Attachment A of this RFP. Please discuss the following criteria, and demonstrate how your firm meets the scope of services requirements: A description of your experience in and knowledge of construction project management.

1. A description of your company’s ability to successfully execute managing these types of projects and services; and

2. Provide a detailed project timeline and reporting schedule outlining the steps taken to ensure timely delivery of all project outputs based around interim milestones and a completion date.

3. Propose a clear project management and consultation framework for the requested services.

IV. Proposed Price Schedule – Attachment A – The Proposed Price Schedule shall be filled out using the form provided.

Proposed Price Schedule: The Proposed Price Schedule, affixed hereto as Attachment A, must be completed in its entirety, and uploaded separately in BidNet with Proponent’s proposal. The Cost Proposal Form will become a part of the Contract following negotiations, if any, pursuant to any award. The City may solicit Best and Final Offers, and discussions may be conducted with responsible proponents who submit proposals determined reasonably susceptible to being selected for award.

V. Exceptions/Deviations – State any exceptions to or deviations from the requirements of the RFP and its attachments, including the License Agreement, segregating “technical” exceptions from the “contractual” exceptions. Where Proposer wishes to propose alternative approaches to meeting the City’s technical or contractual requirements, these should be thoroughly explained. ANY REQUESTED CHANGES TO THE TERMS OF

THE LICENSE AGREEMENT OR EXCEPTIONS TO THE RFP MUST BE

SUBMITTED AS PART OF THE PROPOSAL.CONTENTS OF TECHNICAL

PROPOSAL

VI. Financial Information: To facilitate the City’s efforts to evaluate, verify, and understand the Proponent’s financial capacity, capability and stability to undertake and perform the Services contemplated in this RFP, Proponent must provide accurate and legible financial disclosures to the City as requested below. By definition, a “Proponent” is an individual, entity or partnership submitting a proposal or Proposal in response to this RFP.

If the Proponent is an individual, financial disclosures for that individual must be provided. If the Proponent is an entity or partnership, financial disclosures for that entity or partnership must be provided. If the Proponent is a newly formed entity or partnership (formed within the last three years), financial disclosures for that entity or partnership must be provided together with full financial disclosure from the entities or partnership’s owners. Financial Disclosure includes a full response to all questions and requests for documentation listed below. The Proponent (and its owners, if applicable) must submit copies of all financial disclosures with its proposal. The Financials must be submitted and uploaded as a separate attachment in Bidet. Do not upload the Financials with the Technical Proposal.

1. Financial Information: The Proponent, and its owners, if applicable, should demonstrate its financial capability and stability by selecting and providing documentation from one of the following three groups of requests below with the Proposal.

2. Financial statements for the three (3) most recent consecutive fiscal years, audited by a Certified Public Accountant (CPA), including: Income Statement; Balance Sheet; and Statement of Cash Flows.

3. Financial statements for the three (3) most recent consecutive fiscal years, either reviewed or compiled by a Certified Public Accountant (CPA), including: Income Statement; Balance Sheet; and Satisfactory proof of Proponent’s ability to obtain a Performance Bond for the amount described in Appendix A, if applicable.

4. Unaudited, self-prepared financial statements for the three

(3) most recent consecutive fiscal years, including: Income Statement;

Balance Sheet; Satisfactory proof of Proponent’s ability to obtain a Performance Bond for the amount described in Appendix A, if applicable;

Letters of Reference form; and Dunn and Bradstreet reports for the last two

(2) years.

5. The proponent has within the past ten (10) years filed (or had filed against

it) any bankruptcy or insolvency proceedings, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee or assignee for the benefit of creditors. If so, please provide an explanation.

VII. Litigation information

1. Proponent or any of the Proponent’s employees, agents, independent Contractors or subcontractors have been convicted of, or pled guilty or nolo contender to any felony. If so, please provide an explanation and details.

2. The City will consider a vendor's litigation history information in its review and determination of responsibility. All vendors are required to disclose to the City all "material" cases filed, pending, or resolved during the last three

(3) years prior to the solicitation response due date, whether such cases were brought by or against the vendor, any parent or subsidiary of the vendor, or any predecessor organization. List any current litigation in which key participants are a defendant.

3. A complete disclosure of any alleged significant prior or on-going contract failure, any civil or criminal litigation or investigation pending which involves the Proposer and/or Proposers employees proposed or assigned to this contract or in which the Proposer has been judged guilty or liable within the last three (3) years. If there is no negative history to disclose, state that in the Bid.

4. If the vendor is a Joint Venture, the information provided should encompass the Joint Venture (if it is not newly formed for purposes of responding to the solicitation) and each of the entities forming the Joint Venture. Although the review of a vendor's litigation history is an issue of responsibility, the failure to provide litigation history as required in the Evaluation Criteria may result in a recommendation of non- responsiveness by the Purchasing Director.

VIII. Other Information

A declarative statement as to whether:

1. Proponent or any member of the Proponent team has an open dispute with the City or is involved in any litigation associated with work in progress or completed in both the private and public sector during the past five (5) years;

2. Proponent has failed to complete work or a contact awarded to

it. If so, please provide an explanation; and

3. Provide a summary of the other sections of the Proposal. All Sections should fit together into a well-organized highlight of the significant points of the Proposal.

4. The Proposal must include responses to all of the information requested in this RFP. Brevity and specificity are encouraged.

Concise presentation of pertinent information and organization of the submittal will be part of the evaluation. The City prefers a well-planned, straightforward business presentation with brief explanations. Proposals with verbose or disorganized responses will be evaluated accordingly.