RFQ 2026_09_08 RFQ for Engineering Services .docx

City of Crawfordville 116 Commerce Street Crawfordville, Georgia 30631

MEMORANDUM

TO: Qualified Engineering Firms

FROM: The City of Crawfordville

SUBJECT: Qualifications for the City of Crawfordville Engineering and Environmental Services on an annual basis

DATE: October 8, 2026

Enclosed is a Request for Qualifications from qualified engineering firms interested in working with the City of Crawfordville in its effort to undertake design and construction management of Infrastructure Improvements which may include Water, Wastewater, Transportation and Environmental services.

To be considered, a Statement of Qualifications (SOQ) must be received by 2:00 pm, November 9, 2026, at the Crawfordville City Hall, Attn: Mayor Vivian Stewart, 116 Commerce Street, Crawfordville, GA 30631. All SOQ’s must be sealed and should be clearly labeled. SOQ’s received after the specified date and time will not be considered.

This selected engineering firm will be expected to work with the City of Crawfordville to complete preliminary engineering work associated with Infrastructure Improvements which may include Water, Wastewater, Transportation and Environmental Projects.

Please direct all questions to Mayor Vivian Stewart, mayor30631@nu-z.net. Questions should be submitted in writing by email no later than fifteen (15) calendar days before the deadline. Interested firms should not conduct any communications about the RFQ with any person other than the specified single point of contact for the procurement. Failure to adhere to this restriction may result in the disqualification of the firm’s submittal. Questions will be answered via addendum only.

REQUEST FOR QUALIFICATIONS

ANNUAL ENGINEERING SERVICES

Background This selected engineering firm will be expected to work with the City of Crawfordville to complete project planning, funding assistance and preliminary engineering work associated with Infrastructure Improvements which may include Water, Wastewater, Transportation and Environmental Projects.

All activities must be performed in strict adherence to applicable federal and state regulations.

The City of Crawfordville will select the firm it determines to be most qualified to provide engineering services for its Infrastructure Improvements which may include Water, Wastewater, Transportation and Environmental systems. This procurement will support possible funding through the Georgia Environmental Finance Authority (GEFA), Community Development Block Grant (CDBG), Northwest Georgia Regional Commission , USDA Rural Development, and/or funding agency subject to requirements of 2 CFR 200 for procurement.

Project Title for Identification Purposes City of Crawfordville Annual Engineering Services

Scope The initial work documents required of the selected firm will consist of the preparation of comprehensive engineering plans, including cost estimates. These must be prepared in close communication with the City of Crawfordville.

Agreement Renewal Agreement(s) executed as a result of selection will be for one (1) year beginning on or about December 7, 2026 and may be renewed up to four (4) successive, one-year periods, for a total of five (5) years, contingent upon the appropriation of funds by the City of Crawfordville in the annual fiscal-year budget which runs from January 1 through December 31. Written notice shall be given approximately ninety (90) days before the expiration date of each agreement period.

The following engineering services must be provided at a minimum:

1. Planning and funding assistance. City is seeking funding assistance from State and Federal sources.

2. Preparation of final design, plans, and specifications.

3. The securing of all necessary permits and clearances as applicable to comply with state and federal mandates. For these projects the engineering will be required to provide engineering plans/drawings showing all dimensions drawn to current engineering standards and the required plans in order for the contractor to apply for permits.

4. Preparation of bid and contract documents, including advertising and bidding procedures, holding the bidders conference, bid openings, and evaluations.

5. Post-award services, including securing the construction firm’s certifications and review of specifications, warranties, operation manuals, and as-built drawings.

6. Construction services including supervision/administration of construction, review of payment requests, change orders, and other coordination with the construction firm. Periodic construction review (at least one visit per week during regular working hours) and other work as required in assuring proper execution of the work. Periodic construction review must ensure that the construction firm’s methods of construction provides for the same.

7. Construction close-out, final inspection, project certification, and coordination with the City of Crawfordville.

Schedule To be considered, SOQ(s) must be received by 2:00 pm, November 9, 2026 at Crawfordville City Hall, Attn: Mayor Vivian Stewart. All SOQ(s) must be sealed and should be clearly labeled. Any SOQ(s) received after 2:00 pm, November 9, 2026, or at any location other than Crawfordville City Hall at 116 Commerce Street, Crawfordville, GA 30631 will not be considered.

SOQ Contents Responses are to be returned to Mayor Vivian Stewart. Respondents are requested to include letterhead pages immediately behind the cover letter that briefly, directly, and exactly answers the following evaluation criteria questions:

1. Your firm’s experience, particularly with state and federal funding guidelines related to design, bidding, inspections and close out. Please refer to specific pages in the proposal that answer each category of experience. References must include the names and telephone numbers of local governments, personnel involved, and a brief description of the projects.

2. Your firm’s prior experience with the City of Crawfordville. Please refer to specific pages in the proposal that answer each category of experience.

3. At a minimum, the engineering firm’s proposal should also provide the following information:

a. A brief history of the engineering firm and its principal personnel including resumes of the principals.

b. The length of time the firm has been providing the specific kind of engineering services requested herein.

c. The name(s) and professional experience of the firm’s key personnel who will be assigned to this project. Firm must also state how much direct experience the personnel assigned to this project has had with state and federal funded projects.

d. Cost schedules for general services, in addition to cost schedules for additional services.

e. Fees for reimbursable expenses, if applicable.

f. The firm must provide a professional services contract.

g. A proposed plan to implement the project, including key timelines and milestones.

h. A written release authorizing all investigations necessary.

i. Forecast for future so as to provide engineering services for this community for 5 years.

Selection Procedures for selection of an individual/firm will be in accordance with the RFQ package and local procurement requirements, as well as the requirements procurement standards for state and federal awards and of the Uniform Administration Requirements (“the common rule”) 24 CFR Part 85.

A Selection Committee, consisting of representatives of the Owner, will identify a selection of finalist firms through a qualifications-based selection process. The Selection Committee will receive and evaluate Statements of Qualifications submitted in response to this RFQ. The names of the firms selected as finalists will be posted on the Georgia Procurement Registry. The firms selected as finalists will receive written notification (Finalist Notification) from the Owner which will address the necessary elements of the remainder of the selection process.

Interview In the Finalist Notification, each finalist firm shall be informed of the place and time for the interview session. The time allotted to each firm will not exceed 90 minutes to include: 15 minutes for setup, 30 minutes for proposer presentation, 30 minutes for Committee questions, and 15 minutes for knockdown. Electronic presentations, such as PowerPoint presentations, are allowed but may not comprise more than 15 minutes of the 30 minute presentation. Although the Owner will have a screen and projector available in the interview room, presenter must be prepared with own projector and laptop for quick setup within the allotted 15 minutes as a backup. The remainder of the presentation may involve flip charts or boards along with oral presentation. Additional interview instructions and guidelines will be provided in the Notice to Finalists, as well as the criteria which will be used to evaluate the interview.

Consultant Selection Upon completion of the evaluation and interview process by the Selection Committee, the firms will be ranked using criteria described herein in descending order of recommendation. Negotiations may then be initiated with the highest-ranking firm to finalize the terms and conditions of the contract, including the fees to be paid. In the event a satisfactory fee agreement cannot be reached with the highest ranking firm, the Owner will formally terminate the negotiations in writing and enter into negotiations in turn with the second highest ranking firm, and so on until a mutual agreement is established and the Owner awards an A/E Consulting Services contract. The actual Form of Contract shall be developed by the Owner.

All qualifications will be evaluated in terms of project approach, quality of work, experience, capacity to perform, mobility, and project familiarity. Past performance on other projects may also be assessed in terms of timeliness, completing within budget, and other factors.

Fair Housing This project must affirmatively further fair housing, take steps to analyze impediments to fair housing choice in the City of Crawfordville, and take steps to overcome any identified impediments in efforts to promote fair housing for city residents.

Section 504 This project must ensure that no qualified individual with a disability shall, by reason of such disability, be excluded from the participation in or be denied the benefits of services, programs, or activities of a public entity, or be subjected to discrimination of any such entity as prescribed by law in the Americans with Disabilities Act and Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. 794, as amended.

Disclaimer The City of Crawfordville reserves the right to reject any or all statements of qualifications and to waive technicalities and informalities at the discretion of the City. The City of Crawfordville is an Equal Opportunity Employer.