RFQ Flood Mitigation Planning Services Eatont.pdf

REQUEST FOR QUALIFICATIONS

FLOOD MITIGATION PLANNING SERVICES

CITY OF EATONTON

Background

The City of Eatonton is seeking a qualified consulting firm to conduct a scoping study on flood mitigation strategies for affected properties within parcels with two pre-identified target areas. This study will provide a basis for flood mitigation activities that the City of Eatonton may take in the future in dealing with the flooding issues observed at these areas.

This project is financially supported through a combination of local funds and federal grant funding sourced through the Georgia Emergency Management Agency (GEMA).

As this grant is funded through a federal agency, all activities must be performed in strict adherence to all applicable federal regulations. The selected firm will be responsible for completing all elements of the scoping study and will be overseen by the City of Eatonton and the grant administrator.

Scope

The scope of work for this project focuses on a residential area within the City of Eatonton along West Walnut Street / Thompkins Street and affects those properties in the immediate vicinity and those downstream from this neighborhood. Additionally, the intersection near Ebenezer Baptist Church (N Maple Street / Willie Bailey Street) is also being looked at for erosion concerns caused by floods. This combined study area encompasses approximately 40-50 households of around 3,500 households in the City of Eatonton, or around 1-to-2% of the total city population. A map of the target parcels is included as an attachment to this

RFQ.

The initial work documents required of the selected firm will consist of the preparation of flood mitigation plans and report, including cost estimates for potential courses of action.

These must be prepared in close communication with the City of Eatonton and the Middle Georgia Regional Commission as well as meet all specifications established through GEMA. Special consideration will be given to firms ready to start the project immediately.

The grant administration contact for this project is Aidan Leahy, who can be reached at

(478) 722-6961 or by email at aleahy@mg-rc.org.

The following planning services must be provided at a minimum:

1. The selected firm will gather existing information about the project area. This research will be a combination of gathering field data (i.e., survey work) and acquiring any plans for previous project work performed in the area. The project plan should ascertain the size and locations of existing drainage basins and topography.

2. The selected firm will take the information gathered and perform engineering analyses and/or develop models to determine potential solutions to mitigate flooding and other drainage issues in the project area.

3. The selected firm will combine the information and analysis into a report that is submitted to the City of Eatonton, with a summary of findings and recommendations for proposed improvements.

4. The selected firm will coordinate with the City of Eatonton and the Middle Georgia Regional Commission to provided periodic updates in compliance with GEMA reporting requirements.

Schedule

To be considered, proposals must be received by 5:00 pm, June 23, 2025, at the Middle Georgia Regional Commission, Attn: Aidan Leahy. All proposals must be sealed and should be clearly labeled. Any proposals received after 5:00 pm, June 23, 2025, or at any location other than the Middle Georgia Regional Commission at 3661 Eisenhower Parkway, Suite MB102, Macon, Georgia 31206 will not be considered. An electronic copy of the proposal must be included. This may be submitted on a flash drive, CD, or via email to aleahy@mg-rc.org. Zip files will be rejected via email. The successful respondent will be notified on or before July 3, 2025.

Proposal Contents

Responses are to be returned to the Middle Georgia Regional Commission office at 3661 Eisenhower Parkway, Suite MB102, Macon, Georgia 31206, where an initial evaluation of the proposals will be completed. Those evaluations will be submitted to the City of Eatonton for final selection.

Respondents are requested to include one letterhead page immediately behind the cover letter that briefly, directly, and exactly answers the following evaluation criteria questions:

1. Your firm’s experience, particularly with GEMA or FEMA grants as well as other grant projects. 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 Eatonton. 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 firm and its principal personnel including resumes of the principals.

b. The length of time the firm has been providing the specific kind of planning 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 projects related to flood or disaster mitigation.

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. (Note: The contract will be written as “direct costs plus a fixed fee, not to exceed a lump sum.” If the firm is contracted for the project, the contract must include additional clauses pertaining to federal regulations that will be supplied by the Middle Georgia Regional Commission). The firm should also include the percentage fee that it normally charges for design and construction supervision on this size project and a list of other services included under contract.

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

h. A written release authorizing all investigations necessary.

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 of the Uniform Administration Requirements (“the common rule”) 24 CFR Part 85.

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.

Disclaimer

The City of Eatonton reserves the right to accept or reject any or all proposals. The City of Eatonton is an Equal Opportunity Employer.