RFQ 2026_4300_01 Engineer Services for Infras.docx

City of Madison, GA

REQUEST FOR QUALIFICATIONS AND PROPOSALS

ENGINEERING SERVICES FOR INFRASTRUCTURE IMPROVEMENTS

05-28-2026

The City of Madison (Owner) requests statements of qualifications and proposals from firms to provide comprehensive engineering services for state and federally-assisted infrastructure improvements, including but not limited to planning, preliminary engineering, permitting, funding assistance, surveying, mapping, design, and construction administration. Within a year from the date of this notice the Owner plans to contract with a reputable firm to perform the above activities for a period of five years. Responding firms must be licensed in the State of Georgia and demonstrate strong qualifications and successful experience to provide all necessary engineering services for public water and sewerage systems.

The Owner will select the firm it determines to be most qualified to provide engineering services for its water and sewerage systems. This procurement will support possible funding through the Georgia Environmental Finance Authority (GEFA), Economic Development Administration (EDA), USDA Rural Development, and/or any funding agency subject to requirements of 2 CFR 200 for procurement.

This request is not a request for retainer services. Immediate plans call for engineering services to assist the Owner with evaluation of current facilities and planning improvements. Evaluation and planning may lead to implementation of additional improvements during the period of this agreement.

The following information should be submitted for our evaluation in the order presented below using numbered pages:

1) History of firm and resources

2) Familiarity with the community

3) Key personnel/qualifications

4) Proof of licensure

5) Current workload and ability to provide proposed services

6) Proposed approach, ability, scope and level of service

7) Experience with similar state and federally funded projects and list of references

8) Errors and Omissions Insurance, please provide a copy

9) Statement of Qualifications Form

A Selection Committee, consisting of representatives of the Owner, will evaluate offering firms through a qualifications-based selection process. The Selection Committee will receive and evaluate Statements of Qualifications submitted in response to this RFQ using the following criteria:

10% Stability of the firm, including the firm’s corporate history, growth, resources, form of ownership, financial information, and other evidence of stability.

30% Firm’s relevant project experience and qualifications, including the demonstrated ability of firm in effective Consulting Services for projects comparable in complexity, size, and function. This includes relevant experience and qualifications of the principal Consulting Services lead staff and level of experience in a leadership role over multiple providers and phases of construction for GEFA, EDA, CDBG, USDA, OneGeorgia, and/or REBA.

30% Past performance of the firm including references about the quality of leadership of the firm in Consulting Services, the overall services of the firm to previous customers, the firm’s ability to meet established project goals, the firm’s response to the Owner’s needs throughout the project, and the financial and technical success history of the of projects in which the firm provided leadership.

30% Firm’s apparent suitability to provide services for Project, including the firm’s apparent fit to the project type and/or needs of the Owner, any special or unique qualifications for the Project, current and projected workloads, proximity of office or lead staff to Project location, experience working with the local government, and services offered by the firm. The firm’s non-discrimination policies, any policies and past efforts for W/MBE inclusion will be a part of this evaluation, as well as the firm’s record and methodology of addressing public safety and environmental concerns.

The Selection Committee may also choose to identify and interview finalist firms to complete its selection based on the above criteria. In this case, interview instructions will be provided to these firms.

All proposals and Statements of Qualifications must be received no later than July 2nd, 2026 at 5pm EST .

Proposals received after the above date and time may not be considered. The Owner reserves the right to accept or reject any and all proposals and to waive informalities in the proposal process. Questions, Statement of Qualifications form requests, and proposal packages should be submitted to the name and address listed below.

RFQ Schedule of Events

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. In the Finalist Notification, each finalist firm shall be informed of the place and time for the interview session. 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.

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 Engineering Consulting Services contract. The actual Form of Contract shall be developed by the Owner.

All questions, communications, and submissions of qualifications must be submitted to VendorLink, LLC at https://www.myvendorlink.com/.

Additional Terms and Conditions

Restriction of Communication

From the issue date of this (RFQ) solicitation until a successful proposer is selected and the selection is announced, proposers are not allowed to communicate about this solicitation or this Project for any reason with any members of the Selection Committee, the Owner, except for submission of questions as instructed in the RFQ, or during the proposer's conference (if applicable), or as provided by any existing work agreement(s). For violation of this provision, the Owner reserves the right to reject the proposal of the offending proposer.

Submittal Costs and Confidentiality

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The Owner is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the Owner. Labeling information provided in submittals “proprietary” or “confidential”, or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Georgia Open Records Act, the details of the proposal documents will remain confidential until final award.

Award Conditions

This request is not an offer to contract or a solicitation of bids. This request and any statement of qualifications or proposal submitted in response, regardless of whether the proposal is determined to be the best proposal, is not binding upon the Owner and does not obligate the Owner to procure or contract for any services. Neither the Owner nor any party submitting a response will be bound unless and until a written contract mutually accepted by both parties is negotiated as to its terms and conditions and is signed by the Owner. The Owner reserves the right to waive non-compliance with any requirements of this Request for Proposal and to reject any or all proposals submitted in responses. Upon receipt and review of responses, the Owner will determine the party(s) and proposal that in the sole judgment of the Owner is in the best interest of the Owner (if any is so determined), with respect to the evaluation criteria stated herein. The Owner then intends to conduct negotiations with such party(s) to determine if a mutually acceptable contract may be reached. The selected firm shall be required to provide a current IRS Form W-9, a notarized E-Verify Affidavit in compliance with Georgia law, and a signed contract provided by the City within seven (7) calendar days of notification of award.

Statement of Agreement

With submission of a statement of qualifications or proposal, the Proposer agrees that he/she has carefully examined the solicitation, and the Proposer agrees that it is the Proposer’s responsibility to request clarification on any issues in any section of the solicitation with which the Proposer disagrees or needs clarified. The Proposer also understands that failure to mention these items in the proposal will be interpreted to mean that the Proposer is in full agreement with the terms, conditions, specifications and requirements in the therein. With submission of a proposal, the Proposer hereby certifies: (a) that this proposal is genuine and is not made in the interest or on behalf of any undisclosed person, firm, or corporation; (b) that Proposer has not directly or indirectly included or solicited any other Proposer to put in a false or insincere proposal; (c) that Proposer has not solicited or induced any person, firm, or corporation to refrain from sending a proposal.

Laurinda Mason Procurement Agent lmason@madison.com 132 N Mason St Madison, GA 30650 706-752-5596

ENGINEERING STATEMENT OF QUALIFICATIONS

NAME OF FIRM _____________________________________________________________________

ADDRESS _____________________________________________________________________

CONTACT PERSON ____________________________________________________________________

TITLE _____________________________________________________________________

EMAIL ADDRESS ____________________________________ PHONE #__________________________

1) Years in Business: ______________________________________________________________

2) Firm’s History and Resource Capability to perform requested services:

3) Titles, Names, and Addresses of all Officers:

4) List categories in which firm is legally qualified to do business. Please include licenses and Registration where applicable.

5) Does your company carry Errors and Omissions Insurance? _____________________________ If so, please submit proof.

6) List up to five projects which demonstrate skills to be used on GEFA/EDA/USDA/ARC projects. Please note the project name, location, owner, year, contract amount, and nature of the firm’s responsibility.

7) List key personnel that are likely to be involved on these projects and their qualifications. Please explain their specific role in GEFA/EDA/USDA/ARC work.

8) List three references for your Engineering firm along with their contact information:

Mr./Mrs./MS_________________________________ certifies that he/she is qualified to answer the questions on this form and that answers and statements on this form are true and correct to the best of his/her knowledge.

Signature _____________________________________ Date__________________________ Title _________________________________________

Attested by: ____________________________________ Date__________________________ image1.jpeg