RFQ 2026_3500_01 Addendum 1 with exhibit.pdf
PDF 3 MB Posted
- Solicitation number
- PE-66087-NONST-2026-000000009
- Issued by
- Mitchell County, Georgia
About this file
This is an Addendum 1 to Request for Qualifications (RFQ) 2026-3500-01 issued by the City of Madison, Georgia for architectural design services for a new fire station. The City seeks an experienced and capable design team with proven expertise in fire station design to develop comprehensive architectural and engineering services for a 12,000 to 15,000 square foot facility. The scope includes schematic design, design development, construction documents, and coordination with City staff and established vendors. The project site is located at Parcel 036E 009, with zoning subject to change during project development. Proposals must be received by 5:00 p.m. local time on Thursday, December 5, 2025. The City follows a Qualifications-Based Selection (QBS) process whereby qualifications are scored first, with fee proposals remaining sealed and reviewed only after the most qualified firms are short-listed. All design documents are expected to be completed and submitted for permitting within six months or less from the Notice to Proceed, with an internal City goal of delivering 100 percent Construction Documents within ninety days of contract execution.
Respondents may propose either lump-sum or hourly not-to-exceed per-phase pricing, with fee structures corresponding clearly to design milestones and deliverables identified in the Scope of Work. No performance or payment bonds are required for this architectural services RFQ. Firms may submit from any office location provided they demonstrate capacity to meet project needs and maintain coordination with City staff. Audited financial statements are preferred to demonstrate financial stability; however, unaudited financial statements such as balance sheets and income statements for the past two years are acceptable if clearly marked as unaudited. The City will procure civil engineering services directly, while the design team will coordinate with separately contracted testing and investigation vendors and an established security vendor. The anticipated construction cost and total project budget have not yet been determined by the City.
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| File | Type | Posted |
|---|---|---|
| RFQ 2026_3500_01 with exhibits.pdf | ||
| Final Selection Announcement RFQ 2026_3500_01.pdf |
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City of Madison, Georgia Architectural Services – New Fire Station RFQ No. 2026-3500-01 - Addendum 1 Questions & Answers
1. Is the performance and payment bond information supposed to be included in the RFQ?
Answer: No bonds will be required for this RFQ.
Original Text (Page 10 – Required Forms):
“Payment and Performance Bonds: Performance Bond (equal to 100% of the total contract value) and Payment Bond (equal to 10% of contract value). The terms will be as follows: … ” Amended Text:
Performance and Payment Bonds are not required for this RFQ. Consulting firms will not be required to submit or furnish bonds for architectural design services.
2. Section IV (page 8) of the RFQ states “Project Team – names and resumes of proposed team members (two pages).” Does the two-page limit apply to the entire team or to each team member’s resume individually?
Answer: The two-page limit applies to each individual team member’s resume. Each team member may have up to two pages to summarize qualifications and experience.
3. We’re considering submitting a response to this RFQ to be serviced out of our Atlanta office. Is that acceptable?
Answer: Yes. Section I – Introduction and Project Overview (page 3) describes the purpose as identifying “an experienced and capable design team with proven expertise in fire station design” and does not restrict office location. Firms may submit from any office as long as they can demonstrate capacity to meet project needs and maintain coordination with City staff.
4. Page 8, Section IV:
Question A: What other documentation could be provided in its place?
Question B: Is it imperative that we include an audited financial statement or would a balance sheet and income statement do?
Answer: The City’s preference is for audited financial statements to demonstrate financial stability.
However, if audited statements are not available, respondents may submit unaudited financial statements, such as balance sheets and income statements for the past two years, clearly noting that they are unaudited.
5. The solicitation is entitled a Request for Qualifications; however, the verbiage in ‘Award Basis’ references “Suitability of proposed design and Price competitiveness.” Are you requesting a design concept and fee proposal to be included in the submittal?
Answer: Please follow RFQ submittal instructions found in Section V. This is a Qualifications-Based Selection (QBS) process. Section V – Submission Instructions (page 9) states: > “The "Proposal Submittal will not be opened during the initial evaluation” - Section V. The City will first review and score the qualifications. Accordingly, firms must include a separate sealed envelope labeled “City of Madison Fire Station – Proposal Submittal (Pricing Information)” That envelope remains sealed until after qualifications scoring and short-listing. Fees will only be reviewed once the most qualified firms are identified.
6. Page 8–9 (Submittal Part 2): It mentions several pricing methods. Does the City have a preference — Lump Sum versus Hourly Not-to-Exceed fees per phase?
Answer: Firms may propose the pricing method that best aligns with their standard practice. The City does not have preference between lump-sum or hourly not-to-exceed per-phase pricing; however, the proposed fee structure should correspond clearly to the design milestones and deliverables identified in Section II – Scope of Work, including the Expanded Scope of Work and design submittal stages outlined on Pages 4–5.
7. Page 12 (Award Basis): Twenty-five percent of the score is listed as “Suitability of Proposed Design and Approach.” Does this mean proposers must develop a design during the procurement phase?
Answer: No. The “Suitability of Proposed Design and Approach” criterion refers to the firm’s conceptual design philosophy and methodology, not to producing an actual design for the project prior to selection. Firms should describe how their design vision, process, and experience will meet the City’s operational and aesthetic goals. No schematic or developed design submittal is required at the RFQ stage.
8. Where is the site located? Is a site plan available?
Answer: The project site is located at Parcel 036E 009. Zoning for this parcel may be subject to change as part of project development. Please refer to Exhibit G, included in this addendum, for a basic site plan.
9. RFQ Section II – Scope of Work, Page 4: Testing and Investigation services typically are a third-party team member that falls under the owner. Please confirm if this will fall under the architecture and should be included on our team.
Answer: Testing and Investigation services, such as geotechnical and materials testing, will be contracted separately by the City and will not fall under the architect’s scope. The architect will be expected to coordinate with the City’s selected testing vendor as part of the design process. Only testing and investigation that falls under the Architect's scope will be required. Examples that might apply, but are not limited to include zoning and land-use analysis, building code analysis, etc.
10. What time is the proposal due on 12/5?
Answer: Proposals must be received by the City of Madison no later than 5:00 p.m. (local time) on Thursday, December 5, 2025. Submittals received after that date and time, regardless of postmark or delivery method, will not be accepted or considered.
11. Respondent’s RFQ Checklist, Page 14 – Item #6 states to use the forms provided for cover page, reference questionnaire, etc. Is that an error?
Answer: That reference is not an error but a general instruction (that’s a generalized reminder list). The City provided all required forms in the RFQ under the Exhibits section (Exhibits A through F). There are no separate reference questionnaires included in this RFQ package—Respondents should instead provide client reference information as requested in Section IV – Qualification and Submittal Requirements (“Examples of three (3) to five (5) similar projects … include client reference contact information”) ; no additional “reference questionnaire” form is required.
12. Submittal Part 1: last bulleted item on Page 8 – Complete Exhibits and Affidavits as included in this RFQ package. Can we put them in the Appendix?
Answer: Yes. The RFQ allows financial statements and supporting materials to be included in an appendix with no page limit (“include in appendix – no page limit”).
Likewise, Exhibits and Affidavits may be placed in the Appendix section of your submission for organization, provided they are fully completed and signed. Be sure they are clearly tabbed or labeled so reviewers can easily locate them.
13. Does the City of Madison have a deliverable date in mind for the 100% CD’s?
Answer: Refer to Section II – Expanded Scope of Work: all design documents are expected to be completed and submitted for permitting within six (6) months or less from the Notice to Proceed, which is issued upon execution of the contract. However, the City’s current internal goal is to receive 100% Construction Documents (CDs) no later than ninety (90) days from the contract executed.
14. RFQ Section II (Page 4): Please confirm if the building is intended to be 2-story at construction with shell space only for the second floor?
Answer: The design shall incorporate all necessary considerations to support the eventual addition of a fully functional second story. Initially, the second story will not need to be fully functional.
15. RFQ Section II (Page 4): Is any redundancy required for the building in emergencies beyond the generator? E.g., secondary HVAC?
Answer: No.
16. RFQ Section II (Page 4): Please confirm that “Other services” are additional services to be broken out as separate line-item fees.
Answer: Not at this time.
17. RFQ Section II (Page 4): Does the low voltage and telecommunications design work extend beyond cable-to-the-port? Is telecom/switching/software systems/etc. included in the scope of work if that additional service is accepted?
Answer: No.
18. RFQ Section II (Page 4): Does the Owner have an established security vendor with which the design team will need to coordinate?
Answer: Yes.
19. RFQ Section II (Page 5): Please give greater definition to the OPCC. Do we need professional cost estimating included in our proposal?
Answer: No. “An opinion of probable construction cost (OPCC) shall be provided by the designer at the 65% Design Development stage and updated as necessary through project completion.”
20. Is there an anticipated cost of construction for the building and site for the 12,000-15,000sf facility or a "total project cost" including all soft costs (design fees, FFE, land costs, etc...)?
Answer: That has not been determined at this point in the process.
21. The RFQ indicates a Permit Set within six months of NTP. Is there an expected duration for the construction process? Construction duration can impact construction type, early release packages, early procurement, etc.. all of which impact design fees and project strategy.
Answer: There is no expected duration however the city has an internal goal of six months or less.
22. Other Services, includes resiliency and sustainable design best practices. Are there any specific metrics for these items? Peach rating or other?
Answer: No specific metrics will be used.
23. On page 5 of the RFQ, last paragraph...Civil engineering was not mentioned in the above-mentioned statement. Is the city procuring the civil engineering work directly?
Answer: Yes.
24. On page 10 of the RFQ – Section V: Submission Instructions, Part C. Required Forms. ...Please confirm whether these forms will be provided by the city or if respondents are expected to provide their own versions?
Answer: These forms have been provided in the RFQ Exhibits B-E. Bidder Qualification Form (Respondent’s Checklist), Non-Collusion Affidavit (Included in Exhibit B), and Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Form (Exhibit B).
25. On page 10 of the RFQ – Section V: Please clarify whether “subcontractors” in this context includes subconsultants on the design team.
Answer: Yes.
26. Do you have a budget number that you can share for the construction of the facility?
Answer: Not at this time. See answer to question 20.
27. Do you know the desired construction systems? Structural steel, load bearing metal, block and plank?
Answer: Not at this time.
28. Section III – Scope of Work, Item #2 Design Services, Page 4 - There is a requirement in the Design Services part of the RFQ to prepare the building to support a second floor capable of full-live load capacity. Can you elaborate for the extent of the desired area, use, height?
Answer: See question 14.
29. Section V- Submission Instructions, Item , Page 10 - Please verify that the Primary Contractor/Firm as well as subcontractors must submit a W-9 and Certificate of Insurance and that only the prime firm needs to also include: GA Security & Immigration Compliance Act Affidavit, Non-Collusion Affidavit, Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion (will a signed statement do?), Possibly Payment and Performance Bonds.
Answer: The primary contractor and subcontractors are required to provide all forms. See answer to question 24.
30. The proposals can be shipped to you, correct? In the RFQ on page 9 it refers to “shipping services” so I just want to make sure that is allowed.
Answer: Yes. Additionally, see answer to question 10.
31. I don't see the address of the site – Can that be provided?
Answer: See answer to question 8.
32. Due to the tree ordinance - we can provide Tree Permit Plans at a minimum service. Should we include a landscape and irrigation design plan?
Answer: No. Landscaping and irrigation design plans are not needed with the proposal at this time.
33. Also confirming that the fee proposal is required at this stage.
Answer: Yes. See answer to question 5.
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RFQ 2026-3500-01 - Exhibit G
| RFQ_2026-3500-01_Amendment_No1_Q&A |
| C-2.1 GC-MADISON FIRE STATION LAYOUT & STAKING 1 letter size |
| Blank Page |
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