RFQ-484-101221

Date Posted: 9/9/2021

Request for Qualifications

To Provide

On-Call Roadway Design Services, Statewide

RFQ-484-101221

Qualifications Due: October 12, 2021

Georgia Department of Transportation One Georgia Center

600 West Peachtree Street, NW Atlanta, Georgia 30308

v. 4-1-20

REQUEST FOR QUALIFICATIONS

484-101221

On-Call Roadway Design Services, Statewide

I. General Project Information

A. Overview

The Georgia Department of Transportation (GDOT) is soliciting SOQs from qualified firm(s) or organization(s) to provide consultant services for On-Call Roadway Design Services, Statewide. The resulting contract may only be used for services which are 100% State funded.

This Request for Qualifications (RFQ) seeks to identify potential providers for the Scope of Services for each project/contract listed in Exhibit I. Firms that respond to this RFQ, and are determined by GDOT to be sufficiently qualified, may be deemed eligible, and invited to offer a technical approach and/or possibly present and/or interview for these services. All respondents to this RFQ are subject to instructions communicated in this document, and are cautioned to completely review the entire RFQ and follow instructions carefully. GDOT reserves the right to reject any or all Statements of Qualifications or Technical Approach, and to waive technicalities and informalities at the discretion of GDOT.

B. IMPORTANT- A RESTRICTION OF COMMUNICATION IS IN EFFECT FOR THIS PROJECT.

From the advertisement date of this solicitation until successful respondents are selected and the award is made official and announced, firms are not allowed to communicate about this solicitation or scope with any staff of GDOT including the Commissioner and GDOT Board Members, except for the submission of questions as instructed in the RFQ, or with the contact designated in RFQ Section VIII.C., or as provided by any existing work agreement(s).

For violation of this provision, GDOT reserves the right to reject the submittal of the offending respondent.

C. The Georgia Department of Transportation Board has adopted a 16% overall annual goal for DBE participation on all federally funded projects. This goal is not to be considered as a fixed quota, set aside or preference. The DBE goal can be met by prime contracting, sub-contracting, joint-venture or mentor/ protégé relationship.

Georgia Department of Transportation will monitor and assess each consultant services submittals for their DBE participation and/or good faith effort in promoting equity and opportunity in accordance with the state of Georgia, Department of Transportation Disadvantage Business Program Plan.

For more information on the GDOT DBE Program please contact:

Georgia Department of Transportation Equal Opportunity Division One Georgia Center, 7th Floor 600 West Peachtree Street, NW

Phone: (404) 631-1972

D. Scope of Services

Under the terms of the resulting Agreement, the selected consultant will provide On-Call Roadway Design Services, Statewide, for the GDOT Project identified. The anticipated scope of work for the project/contract is included in Exhibit I.

E. Contract Term and Type

GDOT anticipates one (1) On-Call Indefinite Delivery, Indefinite Quantity contract to be awarded to one (1) firm, for the project/contract identified. GDOT anticipates that the Payment Type may be Lump Sum, Cost Plus Fixed Fee, Cost per Unit of Work or Specific Rate of Compensation. As an On-Call Indefinite Delivery, Indefinite Quantity contract, the Agreement will remain in effect for three (3) years, with the option to extend the contract for up to a maximum of five (5) years.

F. Contract Amount

The On-Call, Indefinite Delivery, Indefinite Quantity contract will have a minimum dollar amount of Twenty-Five Thousand Dollars ($25,000.00) and a maximum dollar amount of Two Million Dollars (2,000,000.00).

NOTE: Due to the usage of State funds for this contract, the prime and subconsultants indirect cost rates established in accordance with the FAR cost principles (as specified in 48 CFR 31) will be used up to the maximum indirect cost rates of 150% for the purposes of contract estimation, negotiation, administration, reporting, and contract payment.

II. Selection Method

A. Method of Communication

All general communication of relevant information regarding this solicitation will be made via the Georgia Procurement Registry (GPR) under RFQ-484-101221. All firms are responsible for checking the GPR on a regular basis for updates, clarifications, and announcements. GDOT reserves the right to communicate via electronic-mail with the primary contact listed in the Statements of Qualifications. Other specific communications will be made as indicated in the remainder of this RFQ.

B. Phase I - Selection of Finalists

Based on the Statements of Qualifications submitted in response to the projects/contracts listed in this RFQ, the Selection Committee will review the Experience and Qualifications and Additional Resources and Challenges listed in Section IV. Selection Criteria for Phase I. The Selection Committee will discuss the top submittals and the final rankings of the top submittals will be determined. From the final rankings of the top submittals, the Selection Committee will identify three (3) to five (5) firms which will be shortlisted.

All firms must meet the minimum requirements as listed in Section IV.A. below.

C. Finalist Notification for Phase II

Firms selected and shortlisted as finalists will receive notification and final instructions from GDOT regarding the Phase II – Technical Approach response.

D. Phase II - Finalists Response on Technical Approach and Past Performance

GDOT will request a Technical Approach of the three (3) to five (5) finalist firms for each project/contract. GDOT reserves the right to request a presentation/interview on any project/contract as determined in its best interests;

however, this additional requirement shall typically be reserved for the most complex projects. Each finalist firm shall be notified in writing and informed of the Technical Approach due date. Any additional detailed Technical Approach instructions and requirements, beyond that provided in Section V. Selection Criteria for Phase II, for the finalists will be provided in the Finalist Notification. All members of the Selection Committee will review the Technical Approach (and will attend the presentation/interview if so chosen). Firms shall not address any questions, prior to the award announcement, to anyone other than the designated contact.

E. Final Selection

Final selection will be determined by carrying the scores from Phase I forward for each Finalist and by evaluating the Technical Approach and Past Performance criteria for Phase II. The Selection Committee will discuss the Finalist’s Phase II Responses and the final rankings will be determined.

Negotiations will then be initiated with the top-ranked firm(s) to finalize the terms and conditions of the contract(s), including the fees to be paid. In the event a satisfactory agreement cannot be reached with the highest-ranking firm(s), GDOT will formally terminate the negotiations and possibly enter into negotiations with the second highest-ranking firm, and so on in turn until a mutual agreement is established and GDOT awards a contract. The final form of the contract shall be developed by GDOT.

III. Schedule of Events

The following Schedule of Events represents GDOT’s best estimate of the Schedule that will be followed. All times indicated are prevailing times in Atlanta, Georgia. GDOT reserves the right to adjust the Schedule as GDOT deems necessary.

IV. Selection Criteria for Phase I - Criteria for Evaluation of Statements of Qualifications

A. Area Class Requirements and Certification

Presented teams must be prequalified in the indicated Area Class(es) in order to be evaluated. Required proof of prequalification shall be submitted as indicated in Section VI.B.5. below. All Submittals will be pre-screened to verify that the Prime consultant has the required Area Class(es) and that the overall team has the required Area Class(es). Any submittal in which the Prime consultant or the overall team area class requirements are not met will be disqualified from further consideration.

Each submittal will require a certification to allow the Department to analyze risks in determining if any Firm should be ineligible for award. The certification shall cover a wide variety of information. Any firm which responds in any potentially concerning manner must provide additional information as directed herein for consideration by GDOT to determine if Firm is eligible for award.

B. Project Manager, Key Team Leader(s), Key Team Member, and Prime’s Experience and Qualifications – 30%

The Selection Committee will evaluate all firms on their Experience and Qualifications, which shall account for a total of thirty (30%) percent of the total evaluation. The following criteria for scoring Phase I of the evaluation will be utilized to determine which firms are shortlisted:

1. Project Manager’s education, registration, relevant project management experience for on-call contracts or management of multiple projects of similar complexity, size, scope, and function, experience managing internal and sub-consultant resources to staff projects on an as-needed basis, and experience in utilizing GDOT specific processes, manuals, or guidance.

2. Key Team Leaders’ education, registration, relevant technical experience with on-call contract management, and relevant experience in utilizing GDOT specific processes, manuals, or guidance.

3. Key Team Member’s education, registration, relevant technical experience managing on-call contracts, relevant experience utilizing GDOT specific processes, manuals, or guidance and narrative discussing why the inclusion of Key Team Member is importance in the overall delivery of the project/contract.

4. Prime Consultant’s experience delivering on-call contracts, managing multiple projects of similar complexity, size, scope and function, experience managing internal and sub-consultant resources to adequately staff projects on an as-needed basis, experience utilizing GDOT specific processes, manuals, or guidance, and involvement of Key Team Leaders and Key Team Member on the projects.

PHASE I DATE TIME

a. GDOT issues public advertisement of RFQ-484-101221 09/09/2021 2:00 PM

b. Deadline for submission of written questions and requests for clarification 09/24/2021 2:00 PM

c. Deadline for submission of Statements of Qualifications 10/12/2021 2:00 PM

d. GDOT completes evaluation and issues notification and other information to finalist firms

TBD

PHASE II

e. Deadline for submission of written questions from finalists TBD 2:00 PM

f. Phase II Response of Finalist firms due TBD 2:00 PM

C. Additional Resources and Challenges – 15%

The Selection Committee will evaluate all firms on their Additional Resources and approach to addressing specific challenges which shall account for a total of fifteen (15%) percent of the total evaluation. The following criteria for scoring the Resources will be utilized to determine which firms are shortlisted:

1. Identify and provide a brief description of additional resources, excluding the Project Manager, Key Team

Leader(s) and Key Team Member, used to staff the on-call contracts.

2. Describe how the additional resources identified will help address the specific on-call project challenges.

D. Volume of Work Previously Awarded by GDOT– 5%

GDOT will consider the dollar amount of GDOT contracts awarded to the Prime Consultant during the last eighteen(18) months and will assign ratings as follows:

$0.00 to $500,000.00 awarded = Excellent $500,000.01 to $999,999.99 awarded = Good $1,000,000.00 to $1,999,999.99 awarded = Adequate $2,000,000.00 to $2,999,999.99 awarded = Marginal $3,000,000.00 or greater awarded = Poor

V. Selection Criteria for Phase II - Criteria for Evaluation of Technical Approach and Past Performance

A. Technical Approach – 40%

The Selection Committee will evaluate the shortlisted firms (Finalists) on their Technical Approach, which shall account for a total of forty (40%) percent. The Selection Committee shall utilize the following additional criteria for scoring Phase II of the evaluation to determine the highest ranked/most qualified (NOTE: Scores from Phase I will be carried forward and combined with the scores from the Phase II to determine the final ranking of Finalists):

1. Technical approach to managing on-call contracts.

2. Technical approach to assigning and managing services performed by sub-consultants.

3. Technical approach to managing uncertain workload and staffing needs.

4. Provide any unique challenges of the project/contract and how your firm intends to mitigate these challenges, including quality control, quality assurance procedures.

5. Provide any specific qualifications, skills, or knowledge which your firm has which could benefit the contract and subsequent projects.

B. Past Performance – 10%

The Selection Committee may consider information provided via references provided for relevant projects, knowledge any selection committee member has of performance on relevant projects, and performance evaluations or knowledge presented on GDOT projects. The Selection Committee will consider all factors in their totality and score from 0 to 10 when arriving at a final score for the Past Performance.

VI. Instructions for Content and Preparation of Statements of Qualifications – Phase I Response

The Statements of Qualifications submittal must be submitted in accordance with the instructions provided in

Section VIII, and must be organized, categorized using the same headings (in red), and numbered and lettered exactly as outlined below, and must be responsive to all requested information.

For the sections in which page number limits are stated, each section with a stated limit must begin on a new page and end on the last page allowed for the section. It is not allowed to begin new sections on a page allowed for a previous section, if applicable. This will enable the Department to ensure compliance with the page limitations.

Cover page – Each submittal must have a separate cover page for each copy of each submittal and each must list the RFQ#, RFQ Title, proposing firm’s full legal name and the specific project contract being submitted on to include the Project Numbers, PI Numbers, County(ies), and Description.

A. Administrative Requirements

It is required to submit the information below for each copy of each submittal. This is general information and will not be scored but may be used to determine eligibility for selection. Under Administrative Requirements section, only submit the information requested; additional information will be subject to disqualification of your firm.

1. Basic company information:

a. Company name.

b. Company Headquarter Address.

c. Contact Information - Name and all contact information (telephone number(s) and e-mail address) of primary proposing contact (this will be the individual with whom the Department will direct all communications).

d. Company website (if available).

e. Georgia Addresses - Identify and provide addresses for the offices located in the State of Georgia.

f. Staff - List the number and disciplines of staff members employed in each office in the State of Georgia.

g. Ownership - Provide form of ownership, including state of residency or incorporation, and number of years in business. Is the Offeror a sole proprietorship, partnership, corporation, limited liability Corporation, or other structure?

2. Certification Form - Complete the Certification Form (Exhibit “II” enclosed with RFQ), and provide a notarized original within the firm’s Statement of Qualifications. This is to be submitted for the Prime ONLY.

3. Georgia Security and Immigration Compliance Act Affidavit – Complete the form (Exhibit “III” enclosed with RFQ), and provide a notarized original within the firm’s Statement of Qualifications. This is to be submitted for the Prime ONLY.

4. Addenda - Signed cover page of any Addenda issued for the Prime ONLY.

B. Experience and Qualifications

1. Project Manager - Provide information pertaining to the project manager, including but not limited to:

a. Education.

b. Registration (if necessary and applicable).

c. Relevant project management experience for on-call contracts or management of multiple projects of similar complexity, size, scope, and function, and experience managing internal and sub-consultant resources to staff projects on an as-needed basis.

d. Relevant experience utilizing GDOT specific processes, manuals, or guidance (Plan Development Process (PDP), Design Policy, Environmental Procedures Manual, etc.).

This information is limited to two (2) pages maximum.

2. Key Team Leaders - Provide experience of Key Team Leaders (defined as those individuals who oversee project areas determined as particularly important to each specific project, refer to the Project Description in Exhibit I, specifically Section 7 for the list of Key Team Leaders for each Project). For each Key Team Leader identified provide:

a. Education.

b. Registration (if necessary and applicable).

c. Relevant technical experience with on-call contract management in the applicable resource area.

d. Relevant experience utilizing GDOT specific processes, manuals, or guidance (Plan Development Process

(PDP), Design Policy, Environmental Procedures Manual, etc.) which are specific to the key team leader’s area.

This information is limited to one (1) page maximum for each Key Team Leader identified in Section 7 of each Exhibit I. Respondents submitting more than one (1) page for each Key Team Leader identified will be subject to disqualification. Respondents who provide more Key Team Leaders than what is outlined in the requirement will be subject to disqualification as this would provide an advantage over firms who complied with the requirement and had the required number of Key Team Leaders.

Respondents who do not provide the required Key Team Leaders will be subject to disqualification as this does not meet the requirements of the project and therefore would deem the respondent and its team unqualified for the award.

3. Key Team Member – Provide qualifications of one (1) key team member (defined as a team member not included as the Project Manager or a Key Team Leader whose qualifications the Prime firm would like to high-light as essential in the delivery of the proposed project/contract). For the Key Team Member identified provide:

a. Education.

b. Registration (if necessary and applicable).

c. Relevant technical experience managing on-call contracts.

d. Relevant experience utilizing GDOT specific processes, manuals, or guidance (Plan Development Process (PDP), Design Policy, Environmental Procedures Manual, etc.) which are specific to the key resource area.

e. Narrative discussing why the inclusion of the Key Team Member is important in the overall delivery of the project/contract.

This information is limited to one (1) page maximum.

4. Prime Experience - Provide information on the prime’s experience and ability in delivering effective services for projects of similar complexity, size, scope, and function, which demonstrate the firm's capabilities to provide services for GDOT. For each project, the following information should be provided:

a. Client name, project location and dates during which services were performed.

b. Description of overall project and services performed by your firm.

c. Duration of project services provided by your firm, and overall project budget.

d. Experience delivering on-call contracts which shall also include managing multiple projects of similar complexity, size, scope and function and managing internal and sub-consultant resources to adequately staff projects on an as-needed basis.

e. Experience utilizing GDOT specific processes, manuals, or guidance (Plan Development Process (PDP), Design Policy, Environmental Procedures Manual, etc.).

f. Client(s) current contact information including contact names, telephone numbers and e-mail address.

g. Involvement of Key Team Leaders and Key Team Member on the projects.

This information is limited to two (2) pages maximum.

5. Area Class Summary Form and Notice of Professional Consultant Qualifications - Prime Consultants are defined as the firm submitting the Statement of Qualifications and the firm with whom GDOT will contract. The Team is defined as the Prime Consultant and their sub-consultants, who are considered team members. Prime Consultants and their sub-consultant team members must meet the Area Class requirements listed in Exhibit I for each project on which they apply. In regards to the required Area Classes, for each project/contract on which they apply, respondents should submit a summary form (example provided in Exhibit IV) which details the required area classes for the Prime Consultant and all sub-consultants or joint-venture of consultants on the team listed in the Statement of Qualifications. The area classes and firm’s meeting the area classes listed on the summary form must meet all required area classes or the team will be disqualified. If a team member’s prequalification will expire prior to the due date of the SOQs, documentation must be provided which shows that the firm has submitted its application for prequalification prior to the SOQ due date. The team must maintain its prequalification certification in order to be considered eligible for award if selected. Additionally, respondents should submit the Notice of Professional Consultant Qualifications (for the Prime Consultant and all sub-consultants for each project) issued by GDOT and attach after the Area Class summary form.

This information is limited to the one (1) page for the Area Class table (unless the project needs require an extensive list of area classes) and the required Notice of Professional Consultant Qualifications.

(The table may not be submitted on a 11” x 17” page).

C. Additional Resources and Challenges

1. Organizational chart which identifies the project manager, prime, Key Team Leaders, Key Team Member, support personnel, and reporting structure. The chart may be submitted on a 11” x 17” page. (Excluded from the page count)

2. Primary Office - Identify and discuss the primary office which will be responsible for handling the specific project and the number and types of staff within the office and how this office could benefit the project and promote efficiency. This information to be included on the one (1) page with the Narrative on Additional Resource Areas.

3. Narrative on Additional Resource Areas – Respondents are to provide information regarding additional resource areas identified as important to the project, to discuss how the key areas will integrate and work together on the project, to discuss any information which is pertinent to these areas, to provide a narrative regarding how the organization of the team, including the PM, Key Team Leaders, and Key Team Member can deliver the project. Respondents may discuss the advantages of the team and the abilities of the team members which will enable the project to move as expeditiously as possible. Respondents submitting more than the one

(1) page allowed (combined for C.2 and C.3), will be subject to disqualification.

4. Identify Additional Resources – Respondents are allowed one (1) page to provide information on additional resources, outside of the Project Manager, Key Team Leaders and Key Team Member, providing a brief description of the resource and describe how the additional resources identified will help address specific on-call project challenges. Respondents submitting more than the one (1) page allowed will be subject to disqualification.

The information is limited to the organization chart (excluded from page count), [one (1) page of text to include both C.2. Primary Office and C.3. Narrative on Additional Resource Areas], and one (1) page of text for Identify Additional Resources.

D. Volume of Work Previously Awarded by GDOT

Complete a table similar to the Table provided as Exhibit V, entitled Work Previously Awarded to Prime for Previous 18 months (prior to month of Bid Due Date.) The table may differ slightly from the table provided at the respondent’s discretion so long as the information provided is at least the same as required in Exhibit V. This table should detail GDOT project IDs and contract numbers, contract execution dates, contract amounts, and the amount of the contract performed by sub-consultants, at a minimum. The amount of work awarded and performed by the prime will be the number used for evaluation purposes. For IDIQ On-Call or multi-phase project specific contracts, list the master contract once and provide the total amount of all awarded task orders and the amounts awarded to sub-consultants.

VII. Instructions for Preparing Technical Approach and Past Performance Response – Phase II Response

The following information will only be requested of the shortlisted firms. The Selection Committee will evaluate the shortlisted firms using the information provided as requested below (NOTE: Scores from Phase I will be carried forward to Phase II).

The Phase II response must be submitted in accordance with the instructions provided in Section IX, and must be organized, categorized using the same headings (in red), and numbered and lettered exactly as outlined below, and must be responsive to all requested information. For the sections in which page number limits are stated, each section with a stated limit must begin on a new page and end on the last page allowed for the section. It is not allowed to begin new sections on a page allowed for a previous section, if applicable. This will enable the Department to ensure compliance with the page limitations.

Phase II Cover page – Each submittal must have a separate cover page for each copy of the Phase II submittal and each must indicate the response is for Phase II, list the RFQ#, RFQ Title, proposing firm’s full legal name and the specific project contract being submitted on to include the Project Numbers, PI Numbers, County(ies), and Description.

A. Technical Approach

Provide any unique technical approaches your firm offers relative to:

1. Managing on-call contracts.

2. Assigning and or managing services performed by sub-consultants.

3. Managing uncertain workload and staffing needs.

4. Any unique challenges of the project/contract and how your firm intends to mitigate these challenges, including quality control, quality assurance procedures.

5. Providing any specific qualifications, skills, knowledge of on-call contracts which may uniquely benefit the firm and project/contract.

This information will be limited to a maximum of three (3) pages.

B. Past Performance

No additional information should be submitted to fulfill this requirement. Information from the relevant projects listed as well as information on file with the Department will be used to fulfill this requirement.

Past performance may be evaluated through the checking of project references for the proposed project manager as well as the firm. The Department will check these references at random. For this reason, attention should be paid to the references provided to ensure that the contact information provided is accurate and the individual references are reachable. Other past performance information which may be utilized includes GDOT consultant performance ratings as well as knowledge that any member of the Selection Committee has pertaining to the past performance of the firm on any project.

VIII. Instructions for Submittal for Phase I - Statements of Qualifications

A. There is one (1) electronic version submittal required. The Submittal must follow the format and meet the content requirements identified in Section VI, entitled Instructions for Content and Preparation of Statements of Qualifications – Phase I Response. See Attachment 1 for a summary of how the submittals should be prepared.

B. Submittals must be typed on standard (8½” x 11”) paper. The pages should be numbered, however, submittal pages will be counted by section to determine compliance with page limits. Responses are limited to the page counts indicated in each section using a minimum of size 11 font. Page counts will be determined by pages with print on them, not by the physical piece of paper. Each Statement of Qualifications shall be prepared simply and economically as indicated above. Colored displays, and promotional materials are not desired. Emphasis must be on completeness, relevance, and clarity of content.

NOTE: Additional pages other than what has been specified above in each section should not be included and will be grounds for disqualification. Submittals are limited to the information requested in Section VI.

Instructions for Content and Preparation of Statements of Qualifications - Phase I Response only. Hyperlinks or embedded video are not allowed.

Statements of Qualifications submittals must be a PDF document for each project/contract. Each PDF document must follow the naming convention for electronic records as follows: the proposing firm’s full legal name, RFQ#, RFQ Title and the specific project contract number being submitted on. To submit your Statement of Qualification click the following Links:

Contract: mailto:tsp_soq_tech_submittal@dot.ga.gov?subject=RFQ%20484-101221

If a firm is responding to multiple projects/contracts, each submittal must be e-mail separately using the naming convention for electronic records, and submission link provided. Upon receipt of the electronic submittal, the system will send a generic receipt confirmation e-mail to the sender. However, this does not mean the submittal was received in the correct location/folder. This can only be assured by using/verifying the correct subject line is exactly as required. Upon successful receipt of the electronic submittal, the system will send a receipt confirmation e-mail to the sender. If you do not receive an email receipt confirmation for your submittal within one (1) hour of your submittal, please contact Douglas Kirkland at dkirkland@dot.ga.gov. Statements of Qualifications must be received by GDOT prior to the deadline indicated in the Schedule of Events (Section III of RFQ).

No submittals will be accepted after the time and date set for receipt.

Please check to ensure that the Subject line in the email you send using the TSP_SOQ_Tech_Submittal link matches the actual RFQ number you are submitting on. You must not add any additional information in the subject line using the link. Doing so will likely result in your submittal not being received in the correct location/folder. GDOT will not be responsible for any submittal(s) not received in the correct location/folder if instructions are not followed.

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. GDOT is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of GDOT.

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 Open Records Act, the details of the proposal documents will remain confidential until final award.

mailto:tsp_soq_tech_submittal@dot.ga.gov?subject=RFQ%20484-101221 mailto:tsp_soq_tech_submittal@dot.ga.gov?subject=RFQ%20484-101221 mailto:dkirkland@dot.ga.gov

GDOT reserves the right, in its sole discretion, to waive any technicalities associated with this submittal if deemed in the best interest of the State.

C. Questions and Requests for Clarification

Questions about any aspect of the RFQ, or the project, shall be submitted in writing via e-mail to: Douglas Kirkland, e-mail: dkirkland@dot.ga.gov. The deadlines for submission of questions relating to the RFQ are the times and dates shown in the (Schedule of Events- Section III). From the issue date of this solicitation until a successful proposer is selected and the award is made official and announced, respondents are subject to the Restriction of Communication in Section I.B.

IX. Instructions for Submittal for Phase II – Technical Approach and Past Performance Response

THESE INSTRUCTIONS ARE INTENDED SOLELY FOR THOSE FIRMS IDENTIFIED AND NOTIFIED AS FINALISTS. Final Instructions will be provided to the Finalists in the notification.

Please note that each project/contract will follow an individual schedule which meets the availability of each Selection Committee. For this reason, the Notice to Selected Finalists and resulting Phase II responses may be on different schedules for each project/contract.

A. There is one (1) electronic version submittal required. The Submittal must follow the format and meet the content requirements identified in Section VII, entitled Instructions for Preparing Technical Approach and Past Performance Response - Phase II Response. See Attachment 1 for a summary of how the submittals should be prepared.

B. Submittals must be typed on standard (8½” x 11”) paper. The pages should be numbered, however, submittal pages will be counted by section to determine compliance with page limits. Responses are limited to the page counts indicated in each section using a minimum of size 11 font. Page counts will be determined by pages with print on them, not by the physical piece of paper. Each Statement of Qualifications shall be prepared simply and economically as indicated above. Colored displays, and promotional materials are not desired. Emphasis must be on completeness, relevance, and clarity of content.

NOTE: Additional pages other than what has been specified above in each section should not be included and will be grounds for disqualification. Submittals are limited to the information requested in Section VII. Instructions for Preparing Technical Approach and Past Performance Response-Phase II Response only. Hyperlinks or embedded video are not allowed.

C. Technical Approach submittal must be a PDF document for each project/contract. Each PDF document must follow the naming convention for electronic records as follows: the proposing firm’s full legal name, RFQ#, RFQ Title and the specific project contract being submitted on. To submit your Technical Approach click the following Links:

Contract: mailto:tsp_soq_tech_submittal@dot.ga.gov?subject=RFQ%20484-101221

If a firm is responding to multiple projects/contracts, each submittal must be e-mail separately using the naming convention for electronic records, and submission link provided. Upon receipt of the electronic submittal, the system will send a generic receipt confirmation e-mail to the sender. However, this does not mean the submittal was received in the correct location/folder. This can only be assured by using/verifying the correct subject line is exactly as required. If you do not receive an email receipt confirmation for your submittal within one (1) hour of your submittal, please contact Douglas Kirkland at dkirkland@dot.ga.gov. Technical Approach must be received by GDOT prior to the deadline indicated in Notice to Selected Finalists.

No submittals will be accepted after the time and date set for receipt.

Please check to ensure that the Subject line in the email you send using the TSP_SOQ_Tech_Submittal link matches the actual RFQ number you are submitting on. You must not add any additional information in the subject line using the link. Doing so will likely result in your submittal not being received in the correct location/folder. GDOT will not be responsible for any submittal(s) not received in the correct location/folder if instructions are not followed.

mailto:tsp_soq_tech_submittal@dot.ga.gov?subject=RFQ%20484-101221 mailto:tsp_soq_tech_submittal@dot.ga.gov?subject=RFQ%20484-101221

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. GDOT is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of GDOT.

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 Open Records Act, the details of the proposal documents will remain confidential until final award.

GDOT reserves the right, in its sole discretion, to waive any technicalities associated with this submittal if deemed in the best interest of the State.

D. Questions and Requests for Clarification

Questions about any aspect of the Phase II Response for Finalists, shall be submitted in writing via e-mail to:

Douglas Kirkland, e-mail: dkirkland@dot.ga.gov or as directed in the Notice to Selected Finalists, if different. The deadlines for submission of questions relating to the Phase II Response will be identified in the Notice to Selected Finalists. From the issue date of this solicitation until a successful proposer is selected and the award is made official and announced, respondents are subject to the Restriction of Communication in Section I.B.

X. GDOT Terms and Conditions

A. Statement of Agreement

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

The respondent also understands that failure to provide required information may result in disqualification. Failure to provide administrative information may not result in disqualification. At the Department’s discretion, the Department may notify the respondent that administrative information is not provided or there was an error in the information provided, and the Department will allow a respondent to provide an update to the administrative information. However, the exception to this is the provision of the required GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT, which by Georgia Law requires disqualification of the response.

The above changes mentioned to administrative information would be considered allowable as these would be limited to changes which do not affect the information which the evaluators use to score the respondents. Failure of a respondent to provide the specific administrative information as required in the notice will result in disqualification. Any respondent who provides changes in addition to the information requested in the notice shall be subject to disqualification. Failure of a respondent’s SOQ to provide any information pertaining to a respondent and its teams qualifications, of any type, will subject the SOQ to disqualification. The Department will not allow updates to qualifications to be provided to avoid disqualification as this would allow a respondent to modify its SOQ and alter the information which evaluators would score. The above changes related to qualifications would not be allowable as these would allow changes which do affect the information which the evaluators use to score the respondents SOQ.

B. Joint-Venture Proposals, Sub-Consultants, and Vendors

GDOT does not generally desire to enter into “joint-venture” agreements with multiple firms. In the event two or more firms desire to “joint-venture”, it is strongly recommended that one incorporated firm propose and maintain status as the Program Management firm with the remaining firms participating as major firms. Any joint-venture, proposed and established as a separate business entity, should have its own set of books and supporting documentation sufficient for an audit trail. Transactions should be recorded consistent with the joint-venture agreement, and care must be taken to ensure that the joint-venture bears its equitable share of the costs. Therefore, “unpopulated joint-ventures” would not have an adequate accounting system suitable for cost reimbursement contracts.

However more traditional “populated joint-ventures” are welcomed. A populated joint-venture is where an alliance is brought to life by infusing it with working capital, employees, and control systems. The alliance implements all necessary business systems, including payroll processing, purchasing, property control, etc. The alliance will develop its own indirect rate structure and calculates its own indirect cost rates, based on the direct and indirect costs it incurs.

Sub-Consultants shall generally be considered any team member which is performing any service which typically requires prequalification, which is subject to the Audit and Accounting System Requirements, and whose services are billed as costs. Sub-Consultant Team Members must be written into the resulting Agreement and are subject to all terms and conditions in the Agreement. Vendors shall be considered any team member which is performing any service which typically does not require prequalification, which is not subject to the Audit and Accounting System Requirements, and whose services are billed as direct expenses. Vendors may not be written into the resulting Agreement and may not be subject to all terms and conditions in the Agreement.

C. Non-Discrimination and DBE Requirements

The Georgia Department of Transportation in accordance with Title VI of the Civil Rights Act of 1964 and 78 Stat.

252, 42 USC 2000d--42 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, part 21, Nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all proposers that it will affirmatively ensure that any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award.

The Georgia Department of Transportation Board has adopted a 16% overall annual goal for DBE participation on all federally funded projects. This goal is not to be considered as a fixed quota, set aside or preference. The DBE goal can be met by prime contracting, sub-contracting, joint-venture or mentor/ protégé relationship.

Georgia Department of Transportation will monitor and assess each consultant services submittals for their DBE participation and/or good faith effort in promoting equity and opportunity in accordance with the state of Georgia, Department of Transportation Disadvantage Business Program Plan.

For more information on the GDOT DBE Program please contact:

Georgia Department of Transportation Equal Opportunity Division One Georgia Center, 7th Floor 600 West Peachtree Street, NW

Phone: (404) 631-1972

D. Audit and Accounting System Requirements

GDOT reserves the right to reject any proposal with firms that do not meet the following requirements:

1. Firm(s) should have an accounting system in place to meet requirements of 48 CFR Part 31 and, in the case of non-profit organizations, OMB Circular A-122.

2. Any firm that currently has an aggregate contract amount exceeding $250,000 should have submitted their yearly CPA overhead audit.

3. Firm(s) should have no significant outstanding deficient audit findings from previous contracts with GDOT that have not been resolved.

4. The prime is responsible for being reasonably assured that all sub-consultant(s) presented as a part of the proposed team are similarly in compliance with the above requirements.

E. Submittal Costs and Confidentiality

All expenses for preparing and submitting responses are the sole cost of the respondent submitting the response.

The Department is not obligated to any respondent to reimburse such expenses. All submittals upon receipt become the property of the Department. Labeling information provided in submittals as “proprietary” or “confidential”, or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until a final award.

F. Award Conditions

This request is not an offer to contract or a solicitation of bids. This request and any proposal submitted in response, regardless of whether the proposal is determined to be the best proposal, is not binding upon the Department and does not obligate the Department to procure or contract for any services. Neither the Department nor any respondent 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 Department and a respondent containing such terms and conditions as are negotiated between those parties. The Department reserves the right to waive non-compliance with any requirements of this Request for Qualifications and to reject any or all proposals submitted in responses. Upon review of responses, the Department will determine the respondent(s) proposal that in the sole judgment of the Department is in the best interest of the Department (if any is so determined), with respect to the evaluation criteria stated herein. The Department then intends to conduct negotiations with such respondent(s) to determine if an acceptable contract may be reached.

G. Debriefings

In lieu of Pre-Award and Post-Award debriefings, it shall be the Department’s policy to provide the “Selection Package” at the time of the Selection Announcement (also referred to as the Announcement of Entering into Negotiations). The “Selection Package” will include the scores and comments of phases for all firms who responded and will typically be provided as a PDF file and e-mailed. Previously, pre-award debriefings only provided the scores and comments of the firm. It shall be the policy of the Department that all debriefings will typically be conducted in writing.

H. Right to Cancel or Change RFQ

GDOT reserves the right to cancel any and all Request for Qualifications where it is determined to be in the best interest of the Department to do so. GDOT reserves the right to increase, reduce, add or delete any item in this solicitation as deemed necessary.

It is the responsibility of all firms interested in submitting Statement of Qualifications (SOQs) for this advertisement to routinely check the posting on the Georgia Procurement Registry for any revisions to this RFQ.

I. Substitutions, Alternates, Exceptions, and Extensions

No substitutions or alternates will be accepted for this solicitation. Any respondent submitting substitutions or alternates will be considered non-responsive and will not be considered for award.

J. GDOT Code of Conduct Pertaining to Conflict of Interest in the Award and Administration of Contracts

Pursuant to GDOT Policy 3A-17, any GDOT employee who leaves the employment of the Department and subsequently becomes employed with a consultant firm and whose duties while employed with the Department included the direct involvement with the negotiation, administration, or management of a contract in which the firm is either the primary consultant or a sub-consultant SHALL NOT be authorized to work on that contract as an employee of that firm for a period of one (1) year after their employment ends.

Additionally, on July 1st of each year, any consultant firm that is under contract with the Department as a prime or sub consultant shall provide to the Department's Chief Procurement Officer (CPO) a current list of all former Department employees employed by the firm and a document that certifies the responsibilities of those employees as it relates to the current contracts with the Department. This certification document shall attest to the fact that over the last year no former Department employee that is employed by their firm has worked on a contract between the Department and their firm where that employee, when employed by the Department, had direct involvement with the selection, award and/or administration of the consultant contract. Any consultant firm entering into a contract with the Department for the first time as a prime or sub consultant shall provide the initial required list of former Department employees and certification prior to the contract effective date. If the Department's CPO determines at any point during a contract that an actual conflict exists as it relates to the above paragraph, then the CPO shall have the authority to issue a stop work order on that contract.

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EXHIBIT I-1

Project/Contract

1. Project Number(s): N/A

2. PI Number(s): N/A

3. Counties: All

4. Description: On-Call Roadway Design Services, Statewide

5. Required Area Classes:

Prime Consultants are defined as the firm submitting the Statement of Qualifications and the firm with whom GDOT will contract. The Team is defined as the Prime Consultant and their sub-consultants, who are considered team members.

The Prime Consultant must be prequalified in the Area Classes identified below in Section 5.A. The Prime Consultant or sub-consultant team members must be prequalified in the Area Classes identified below in Section 5.B.