RFQ 2026_002 Streets _ Lanes Operations and M.pdf

130 S. Laurel Street | Springfield, GA 31329 | www.SpringfieldGA.org

REQUEST FOR QUALIFICATIONS (RFQ)

Streets & Lanes Operations and Maintenance Services

Key Dates Item Date

RFQ Issued July 9, 2026

Questions (email only:

LEargle@springfieldga.org)

July 31, 2026

Answers Posted (GPR & City Website) August 7, 2026

Qualifications Due (1 hard copy + 1 USB PDF) August 14, 2026, 2:00 PM

Interviews August 21, 2026 (9 AM–2 PM)

Sealed Pricing Due August 28, 2026

Council Review September 8, 2026 (6 PM)

Contract Start No later than November 1, 2026

Purpose This RFQ is intended to identify qualified firms to provide Streets & Lanes Operations and Maintenance Services. Pricing will only be requested from shortlisted firms after interviews. Council may ultimately determine it is in the City's best interest to continue performing these services in-house.

Communications Questions shall be submitted by email only to LEargle@springfieldga.org. Phone calls or unauthorized communications regarding this solicitation may result in disqualification.

Evaluation Committee

• City Manager

• Streets & Lanes Foreman

• Utilities Director

Compliance

Contractor shall comply with applicable federal, state, and local laws including E-Verify, OSHA, workers' compensation, insurance requirements, and equal employment laws.

1. Invitation to Submit Qualifications

The City of Springfield, Georgia is soliciting Statements of Qualifications (SOQs) from qualified firms interested in providing Streets & Lanes Operations and Maintenance Services.

The City seeks a long-term partner capable of providing qualified personnel, supervision, vehicles, and operational support necessary to maintain City streets, rights-of-way, drainage infrastructure, and related public assets.

This solicitation is being conducted as a Qualifications-Based Selection (QBS) process. Pricing will not be considered during the initial evaluation. Following interviews, the highest-ranked firms will be invited to submit sealed pricing proposals.

2. Purpose of the Solicitation

The City of Springfield is committed to providing high-quality public services in the most efficient and fiscally responsible manner possible.

The purpose of this Request for Qualifications is to provide the Mayor and Council with sufficient information to evaluate the operational, financial, staffing, liability, and long-term impacts of contracting Streets & Lanes labor services versus continuing to provide these services utilizing City employees supplemented with inmate labor.

The issuance of this RFQ does not obligate the City to award a contract. Upon review of qualifications, interviews, and pricing proposals, the Mayor and Council reserve the right to determine that maintaining or expanding City staffing while continuing the inmate labor contract is in the City's best interest.

3. Procurement Schedule

Milestone Date

RFQ Issued July 9, 2026

Questions Due (Email Only) July 31, 2026

Responses Posted August 7, 2026

Qualifications Due August 14, 2026 – 2:00 PM

Interviews August 21, 2026 (9:00 AM–2:00 PM)

Pricing Proposals Due August 28, 2026

Council Consideration September 8, 2026 – 6:00 PM

Milestone Date

Contract Negotiation Following Council Action

Operations Begin No Later Than November 1, 2026 if awarded

4. Questions and Communications

All questions regarding this RFQ shall be submitted by email only to:

Lauren Eargle, City Manager

LEargle@springfieldga.org

Questions must be received no later than 2:00 PM on July 31, 2026.

Responses to questions will be posted no later than August 7, 2026 on:

• Georgia Procurement Registry

• City of Springfield Website

Respondents are responsible for monitoring these websites for addenda and clarifications.

Telephone calls regarding this solicitation are prohibited. Respondents shall not contact elected officials, department heads, or City employees regarding this RFQ outside of the written question process. Unauthorized communications or attempts to influence the procurement process may result in disqualification.

5. Submission Requirements

Statements of Qualifications shall be submitted in a sealed envelope marked:

RFQ – Streets & Lanes Operations and Maintenance Services

Provide:

• One (1) original hard copy

• One (1) searchable PDF on USB flash drive

Deliver to:

Lauren Eargle, City Manager

City of Springfield

130 South Laurel Street

Springfield, Georgia 31329

Submissions must be received no later than 2:00 PM on August 14, 2026.

Late submissions will not be accepted.

Email submissions will not be accepted.

6. Required Contents

Respondents shall include:

✔ Cover Letter

✔ Company History

✔ Organization Chart

✔ Key Personnel

✔ Municipal Experience (emphasis on local, if applicable)

✔ Local Government Experience

✔ References (Minimum Three)

✔ Experience (emphasis on local, if applicable)

✔ Equipment Inventory

✔ Emergency Response Equipment Available

✔ Earliest Available Start Date

✔ Safety Program

✔ OSHA Record

✔ Insurance Information

✔ E-Verify Affidavit

✔ W-9

✔ Business License

7. Scope of Services

The selected contractor shall provide personnel, supervision, vehicles, and operational support necessary to perform Streets & Lanes maintenance operations including, but not limited to:

• Street maintenance

• Pothole repairs

• Shoulder maintenance

• Drainage maintenance

• Ditch cleaning

• Sign installation

• Right-of-way maintenance

• Vegetation management

• Sidewalk repairs

• Traffic control

• Emergency response

• Storm debris removal

• Miscellaneous public works projects

8. Existing City Resources

The City currently employs a Streets & Lanes Foreman and laborer who will remain city employees.

The Foreman will oversee and administer the contract, assign daily work, inspect completed work, coordinate emergency responses, and serve as the City's primary liaison.

The selected contractor shall work under the direction of the City Manager and Streets & Lanes

Foreman.

9. Staffing Requirements

The selected contractor shall provide:

• One (1) Full-Time Three-Person Crew

• Working Supervisor

• Necessary work vehicle(s)

The City reserves the right to increase staffing by up to three (3) additional full-time crew members at negotiated rates.

The contractor shall identify the earliest date they can assume operations.

10. Equipment Requirements

Respondents shall provide an inventory of company-owned equipment and equipment readily available for deployment during emergencies or special projects.

Include equipment such as:

• Dump Trucks

• Excavators

• Backhoes

• Skid Steers

• Rollers

• Asphalt Equipment

• Mowers

• Pumps

• Generators

• Traffic Control Equipment

Equipment pricing shall be included with the sealed pricing proposal.

11. Emergency Response

Respondents shall describe:

• Emergency response capabilities

• Available after-hours staffing

• Storm response procedures

• Disaster recovery capabilities

• Typical mobilization time

12. Minimum Qualifications

Respondents should demonstrate:

• Municipal operations experience

• Local government experience

• Qualified personnel

• Financial stability

• Strong safety record

• Ability to begin operations no later than November 1, 2026

13. Evaluation Process

Statements of Qualifications will be evaluated by:

• City Manager

• Streets & Lanes Foreman

• Utilities Director

Evaluation factors include:

• Qualifications

• Municipal experience

• Local experience

• References

• Equipment

• Personnel

• Safety

• Emergency response

• Overall responsiveness

Up to three qualified firms will be invited for interviews.

14. Interview Process

Interviews are anticipated for August 21, 2026 between 9:00 AM and 2:00 PM.

Following interviews, shortlisted firms will be invited to submit sealed pricing proposals.

15. Pricing Proposal

Sealed pricing proposals shall include:

• Annual labor cost

• Additional crew pricing options

• Equipment hourly rates

• Material markups

• Emergency response rates

• Overtime rates

• Mobilization costs

Pricing proposals shall be submitted no later than August 28, 2026.

16. Contract Award

Staff will present interview results and pricing proposals to the Mayor and Council at the September 8, 2026 Council Meeting.

The Mayor and Council may:

• Award a contract

• Reject all proposals

• Request additional information

• Direct further negotiations

• Elect to continue providing Streets & Lanes services utilizing City staff and inmate labor

If a contractor is selected, the City Manager will negotiate the final agreement with the successful respondent, subject to legal review.

Operations shall begin no later than November 1, 2026.

17. Federal and State Requirements

The selected contractor shall comply with all applicable federal, state, and local laws, including but not limited to:

• O.C.G.A. §13-10-91 (E-Verify)

• OSHA regulations

• Workers' Compensation requirements

• Equal Employment Opportunity laws

• Drug-Free Workplace requirements

• All applicable licensing requirements

The contractor shall maintain all required insurance throughout the contract term.

18. Reservation of Rights

The City reserves the right to:

• Reject any or all Statements of Qualifications

• Waive informalities

• Request additional information

• Conduct interviews

• Negotiate contract terms

• Cancel or reissue this RFQ

• Award or decline to award a contract

• Determine that continued in-house operations are in the best interest of the City

19. Contact Information

Lauren Eargle, City Manager

City of Springfield

130 South Laurel Street

Springfield, Georgia 31329

Email: LEargle@springfieldga.org