RFQ Maple Street Neighborhood Connectivity Pr.pdf

Request for Qualifications A/E Services and Environmental Services

Project: Maple Street Neighborhood Connectivity Project – Phase 1 Project No: 50924-283

The City of Carrollton (“Owner”) is soliciting statements of qualifications from professional firms interested in providing A/E and environmental services for Project No. 50924-283, the Maple Street Neighborhood Connectivity Project - Phase 1. This Request for Qualifications (“RFQ”) seeks to identify potential providers of the above-mentioned services. One or more firms that respond to this RFQ, and who are determined by the Owner to be especially qualified, may be deemed eligible and may be invited to discuss and negotiate 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. The Owner reserves the right to reject any or all Statements of Qualifications or proposals and to waive technicalities and informalities at the discretion of the Owner. Please Note: the issuance of this RFQ invokes a Restriction of Communication on potential respondents, which, if violated, may result in proposal rejection (See Section 8 for details).

1. General Project Information

Project Description

Infrastructure, pedestrian and traffic upgrades for ½ mile of Maple St, a minor arterial (urban) road connecting the University of West Georgia to downtown Carrollton. The project consists of installation of a roundabout at the intersection of Maple St and Hays Mill Rd, signal upgrades at the intersection of Maple St and South St, Bicycle lanes, pedestrian crossings, ADA compliant sidewalks, enhanced corridor lighting, landscaping, lane width reduction and signage improvements. This project will employ the services of other contractors in addition to the A/E and environmental consultant.

Project Goals

It is envisioned that the successful Project will achieve the following objectives:

• The submission of all environmental documents to the Georgia Environmental Protection Division related to the State Environmental Review Process (SERP) and the successful approval of these documents.

• The successful completion of all engineering plans and drawings and the successful approval of these documents (see Consultant Requirements below).

Project Schedule

All plans shall be approved and permits shall be issued for the project no later than March 31, 2027. It is anticipated that the construction will be bid out no later than April 15, 2027.

(The dates above are estimates and subject to change. The fee structure for the A/E and Environmental Consulting Services relative to the schedule and fee amounts will be agreed upon by the Owner and the Consultant prior to the start of Consulting Services.)

2. A/E and Environmental Consultant Requirements

This shall include all professional engineering services necessary for the financing and completion of the Project, including but not limited to the following: preparation of the Preliminary Engineering Report (PER) and Environmental Assessment (SERP), preparation of the construction plans and specifications for bidding and construction purposes, receipt of all appropriate approvals from the state and federal review and funding agency (Federal Highway Administration), bidding and negotiation services, construction contract preparation, complete set of electronic (PDF and CAD) and printed record drawings, and complete project close out.

All plans, specifications and other work product for which the Owner will be paying will be the property of the Owner.

The final scope of services will be developed by the Owner and communicated to eligible firm(s) prior to actual agreement. The Owner will provide additional details and a list of general duties required in A/E and environmental consulting services for this Project to the eligible finalists.

3. RFQ Schedule of Events

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

Task Date Time

Owner issues public advertisement of RFQ for a period of 30 days

October 9, 2025 ------------

Deadline for written submission of questions/requests for clarification (see Section 6)

October 30, 2025 4:00 p.m.

Deadline for submission of Statements of Qualifications (see Section 5 and 7)

November 13, 2025 4:00 p.m.

Owner completes evaluation, posts results, and issues notification to finalist firm

November 20, 2025 4:00 p.m.

4. Selection Process

A Selection Committee, consisting of representatives of the Owner, will identify the finalist firm 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:

Criteria for evaluation of Statements of Qualifications

25% Stability of the firm, including the firm’s corporate history, growth, resources, form of ownership, litigation history, financial information, and other evidence of stability.

25% Firms relevant 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 stormwater and streetscape projects. Reference to local or regional projects is encouraged.

25 % 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 project in which the firm provided leadership.

25% 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, services offered by the firm. The firm’s non-discrimination policies, any policies and past efforts for W/MBE inclusion will be part of this evaluation, as well as the firm’s record and methodology of addressing public safety concerns.

Finalist Notification / Award

The name of the firm selected as a finalist will be posted on the Georgia Procurement Registry.

The Owner will contact the firm selected as finalist and coordinate a time to discuss and potentially negotiate services. Negotiations may then be initiated with the 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 scoring firm, the Owner will formally terminate the negotiations in writing and enter into negotiations in turn with the second highest scoring firm, and so on until a mutual agreement is established and the Owner awards an A/E and environmental consulting services contract. The actual Form of Contract shall be developed by the Owner.

5. Instructions for Preparing Statements of Qualifications

Three (3) hard copies of the Statements of Qualifications shall be prepared and delivered to Tommy Holland, City Engineer, at 315 Bradley Street, Carrollton, Georgia, 30117, prior to the submittal deadline. Each submittal must include a transmittal letter. The pages of the qualification submittal must be numbered. A table of contents, with corresponding tabs, must be included to identify each section. Reponses are limited to 20 pages or less using a minimum of 11-point font. Any exhibits, affidavits, or other enclosure information called for may be included in the appendix and does not count toward the page limit. Each Statement of Qualifications shall provide a straightforward, concise delineation of respondent’s capabilities.

Emphasis must be on completeness, relevance, and clarity of content. The content of all Statements of Qualifications must be categorized and numbered as outlined below, and responsive to all requested information.

A. Description of Resources of Firm

a. Provide basic company information: Company name, address, name of primary contact, telephone number, email address, and company website (if available). If the firm has multiple offices, the qualification statement shall include information about the parent company and branch office separately. Identify office from which the project will be managed and this office’s proximity to the project site. Provide form of ownership, including the state of residency or the incorporation, and number of years in business. Is the offeror a sole proprietorship, partnership, corporation, Limited Liability Corporation (LLC), joint venture, or other structure?

b. Briefly describe the history and growth of your firm. Provide general information about the firm’s personnel resources, including disciplines and number of employees and locations and staffing of offices.

c. Has the firm been involved in any litigation in the past five years? Describe your experience with litigation with Owners and/or Contractors. List any active or pending litigation and explain.

d. Provide a statement of disclosure, which will allow the Owner to evaluate possible conflicts of interest. Respondents must provide, in their own format, a statement of all potential legal or otherwise significant conflicts of interest possibly created by the respondent being considered in the selection process or by the respondent’s involvement in the project. Respondents should include information as to the nature of relationship(s) with parties in such potential conflict.

e. Has the firm ever been removed from a Services contract, had a contract terminated for default, or failed to complete a contract as assigned?

B. Experience and Qualifications

a. Provide professional qualifications and description of experience for principal

Consulting Services personnel. (At this stage, firms are asked for information on lead staff only but may list qualifications and experience on more than one lead individual who is qualified and available for proposed project. If the firm is selected as a finalist, the Owner may request detailed information on the exact proposed expanded team and their relevant experience.) Firms that respond as joint teams will be expected to clearly demonstrate their team members’ shared experience, as a joint team, on prior projects of similar magnitude and complexity.

b. Provide information on the firm’s A/E and Environmental Consulting Services experience on projects of similar type, size, function, and complexity. Describe no more than ten (10) and no less than five (5), in order of most relevant to least relevant, which demonstrate the firm’s capabilities to perform the project at hand. For each project, the following information should be provided.

i. Project name, location, and dates during which services were performed.

ii. Brief description of project and physical description.

iii. Services performed by your firm.

iv. Owner’s stated satisfaction level in the Consulting Services and/or overall service of your firm.

v. Owner contact information.

c. Include any certifications, industry ratings, and achievement recognitions, etc., to attest to the level of experience and success. Describe innovations that the firm might have introduced or employed to include project adherence to technical standards.

C. Statement of Suitability

a. Provide any information that may serve to differentiate the firm from other firms in suitability for the project. Suitability may include, but is not limited to, the firm’s fit to the current project and/or needs of the Owner, any special or unique qualifications for the project, current and projected workloads, the proximity of office to project location, and any services offered by the firm that may be particularly suitable for this project.

b. Provide any non-discrimination and affirmative action policies of the firm and the firm’s history of W/MBE inclusion in sourcing for projects.

6. Submittal of Questions and Requests for Clarification

Questions about any aspect of the RFQ, or the project, must be submitted in writing via email to Tommy Holland at tholland@carrollton-ga.gov. The deadlines for submission of questions mailto:tholland@carrollton-ga.gov relating to the RFQ are the times and dates shown in the RFQ Schedule of Events in Section 3.

Proposers are cautioned to review and adhere to the Restriction of Communication (see Section

8) for this Project.

7. Submittal of Statements of Qualifications

Three (3) hard copies of the Statements of Qualifications shall be prepared and delivered to Tommy Holland, City Engineer, at 315 Bradley Street, Carrollton, Georgia, 30117, prior to the submittal deadline. Each submittal must include a transmittal letter and the words “Statement of Qualifications” and the Project name and number clearly indicated. State of Qualifications must be received by the Owner prior to the deadline indicated in the Schedule of Events (see Section 3) at the exact address below:

Tommy Holland, City Engineer Carrollton City Hall 315 Bradley Street

Carrollton, Georgia 30117

8. 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 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 and a party containing such terms and conditions. The Owner reserves the right to waive non-compliance with any requirements of this Request for Qualification and to reject any or all proposals submitted in response. Upon receipt and review of responses, the Owner will determine the party(s) and response that in the sole judgement 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 intends to conduct negotiations with such party(s) to determine if mutually acceptable contract may be reached.

Statement of Agreement

With submission of a statement of qualification 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 provided herein. 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 the proposer has not directly or indirectly solicited any other proposer to put in a false or insincere proposal; (c) that the proposer has not solicited or induced any person, firm, or corporation to refrain from sending a proposal.

Federal Funding Component

The project will utilize federal funds through the US Department of Transportation’s “Safe Streets and Roads for All” grant program, distributed through the Federal Highway Administration (FHWA). The extent of activities that are permissible before NEPA is complete are those activities constituting “preliminary design” as specified in FHWA Order 6640.1A. Final design work cannot begin until:

(1) The requirements of the National Environmental Policy Act (42 U.S.C. § 4321 et seq.) (“NEPA”), Section 106 of the National Historic Preservation Act (16 U.S.C. § 470f) (“NHPA”), and any other applicable environmental laws and regulations have been met; and

(2) FHWA, or a State with applicable NEPA Assignment authority, has approved the NEPA document for the Project and provided the Recipient with a written notice that the environmental review process is complete; and

(3) FHWA has obligated additional funds for this phase and notified the Recipient in writing that the Recipient may proceed to the next activity after NEPA approval, and the Recipient has acknowledged receipt in writing of FHWA’s notification.

Recipient shall not proceed with any such activities until (2) and (3) as described in this section are met. Costs that are incurred before (2) and (3) as described in this section are met are not allowable costs under this agreement.