Spalding_County_CompPlan_5_Year_Update_RFQ_v2.pdf

Spalding County RFQ – 2027 Comprehensive Plan Update 1 | P a g e

REQUEST FOR QUALIFICATIONS (RFQ) 2026 011

Professional Planning Services

Spalding County, Georgia Comprehensive Plan 5-Year Update

Including Community Work Program and Future Land Use Map

RFQ No.: [2026 011] | Issue Date: [02/26/2026] | SOQs Due: [03 27/2026] at [12:00PM]

Procurement Contact: Mitzy Campbell Email: mcampbell@spaldingcounty.com Phone: 770-467-4226

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Invitation and Overview

Spalding County, Georgia (the “County”) hereby invites qualified professional planning firms or multidisciplinary planning teams (the “Respondent”) to submit a Statement of Qualifications (“SOQ”) to provide comprehensive professional services for the County’s Comprehensive Plan 5‑Year Update (the “Project”). The Project shall include, but is not limited to, preparation of an updated Community Work Program (CWP) and the full range of supporting activities necessary to ensure compliance with the Georgia Department of Community Affairs (DCA) Minimum Standards and Procedures for Local Comprehensive Planning, successful local adoption, and final approval by Georgia DCA.

The scope of services contemplated under this Project includes project management; data review and analysis; public and stakeholder engagement; development of required and applicable plan elements; preparation of an implementable five‑year Community Work Program; coordination with County staff, partner agencies, and the Regional Commission;

facilitation of required public hearings; preparation of adoption‑ready materials; and support through formal adoption and submittal to DCA. The selected Respondent shall be responsible for producing a clear, defensible, and implementation‑focused plan that reflects community input, responds to local conditions, and positions the County to guide growth and investment effectively over the next five years.

The County intends to procure these services using a qualifications‑based selection process. Selection will be based primarily on the Respondent’s demonstrated competence, professional qualifications, relevant experience with Georgia comprehensive planning and DCA compliance, understanding of the Project, quality and feasibility of the proposed approach, and the experience and availability of key personnel. Particular emphasis will be placed on experience delivering DCA‑approved comprehensive plans and Community Work Programs on schedule, managing public engagement and adoption processes, and producing implementation‑ready work products for counties experiencing growth and change.

Following evaluation of the SOQs and any interviews or additional information requested by the County, the County intends to rank Respondents and enter into negotiations with the highest‑ranked Respondent to establish a mutually agreeable final scope of services, detailed work plan, project schedule, and fee. If the County is unable to successfully negotiate acceptable terms with the highest‑ranked Respondent, the County reserves the right to formally terminate negotiations and proceed to negotiate with the next most qualified Respondent, in accordance with applicable procurement requirements.

The County reserves the right to modify the scope, sequence, or emphasis of tasks during negotiations, provided that the final agreement meets all statutory, regulatory, and scheduling requirements, including the County’s obligation to adopt and obtain DCA approval of the Comprehensive Plan update within the required timeframe. Submission of an SOQ does not obligate the County to award a contract, and the County reserves all rights afforded to it under Georgia law and local procurement policies.

Governing Planning Framework and Compliance Expectations

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The Project must be conducted in full compliance with the Georgia Department of Community Affairs (DCA) Minimum Standards and Procedures for Local Comprehensive Planning (DCA Rules 110‑12‑1), as amended, and all related statutory and procedural requirements governing local comprehensive planning in the State of Georgia. The Comprehensive Plan 5‑Year Update shall be prepared in a manner that satisfies all applicable content, process, documentation, and public participation requirements so that the plan is legally defensible, eligible for local adoption, and acceptable for submission to and approval by Georgia DCA no later than September 1, 2027.

The selected Respondent shall be responsible for ensuring that all required plan elements, supporting analyses, public participation activities, and procedural steps are completed in accordance with DCA standards and within required timeframes. This includes, but is not limited to, adherence to required public hearing procedures, preparation of required appendices and documentation, coordination of review cycles, and timely incorporation of comments received from County staff, the applicable Regional Commission, and Georgia DCA. The Respondent shall proactively manage the planning process to minimize the risk of noncompliance, delays, or deficiencies that could jeopardize plan approval.

Maintaining a DCA‑approved Comprehensive Plan is essential for Spalding County’s continued designation as a Qualified Local Government (QLG). QLG status enables eligibility for a range of state programs, funding opportunities, and permitting considerations that are contingent upon compliance with Georgia’s planning requirements.

The Respondent shall recognize the importance of this status and shall approach the Project with a clear understanding of the potential financial, operational, and policy implications associated with delayed adoption or failure to obtain DCA approval.

The selected Respondent is expected to work in close coordination with County staff, providing regular communication, clear decision points, and timely technical guidance throughout the planning process. In addition, the Respondent shall coordinate, as appropriate, with municipal governments within Spalding County, relevant authorities, service providers, and other partner jurisdictions to support consistency among plans, improve intergovernmental coordination, and address shared planning issues and opportunities.

The Respondent shall also coordinate with the applicable Regional Commission in accordance with DCA procedures, including pre‑submittal consultation, formal review, and response to comments. The Respondent shall manage these coordination efforts in a manner that supports efficient review, clear communication, and timely resolution of issues, with the objective of achieving final plan approval by Georgia DCA within the required deadline established by the County.

Project Purpose Update the County’s Comprehensive Plan on the DCA‑required 5‑year schedule with an emphasis on measurable implementation actions.

The Project shall result in a Comprehensive Plan 5‑Year Update that fully complies with Georgia DCA requirements and is structured as a practical decision‑making and implementation tool. The update shall focus on clearly defined priorities, policies, and strategies that can be realistically implemented by the County within the next five years.

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The plan shall emphasize clarity, internal consistency, and accountability, ensuring that goals and policies are directly supported by specific actions, timelines, and responsible parties. The Respondent shall ensure that the plan is written and organized in a manner that is accessible to elected officials, staff, stakeholders, and the public, and that it can be readily used to inform budgeting, capital planning, land use decisions, and policy development.

Develop a realistic, fundable 5‑year Community Work Program (CWP) that assigns responsibility, sets timeframes, and identifies potential funding sources.

The Respondent shall prepare a comprehensive and implementation‑ready Community Work Program that translates the County’s goals and identified needs into a prioritized set of actions to be undertaken over the next five years. Each CWP item shall clearly identify the responsible department or agency, supporting partners, anticipated timeframe for completion, estimated costs or cost ranges, and potential funding sources, including local funds, grants, partnerships, and other financing mechanisms. The CWP shall include both capital and non‑capital actions, such as ordinance updates, administrative improvements, programs, and intergovernmental coordination initiatives. The Respondent shall structure the CWP so that it can be monitored, updated, and reported on by County staff, and so that it supports annual budgeting and long‑range capital planning efforts.

Provide an inclusive public engagement program (including required hearings) that documents input and clearly demonstrates how public input shaped the plan.

The Respondent shall design and implement a comprehensive public participation program that meaningfully engages residents, stakeholders, partner agencies, and other interested parties throughout the planning process. Engagement shall include, at a minimum, required public hearings, a countywide community survey, and targeted outreach to key stakeholder groups. The Respondent shall employ multiple engagement methods to reach a broad and diverse cross‑section of the community and shall remove barriers to participation to the extent practicable. All public input shall be systematically documented, summarized, and analyzed, and the final plan shall clearly demonstrate how community input informed the development of goals, priorities, and implementation actions. The Respondent shall prepare all engagement materials, summaries, and documentation necessary to satisfy DCA procedural requirements and to support transparency and public trust.

Support Board of Commissioners consideration, public hearings, and ordinance adoption (including first and second readings) and guide the County through Regional Commission and DCA review to final approval.

The Respondent shall provide professional support to the County throughout the formal review and adoption process, including preparation of materials and presentations for consideration by the Board of Commissioners. This shall include support for required public hearings, first and second readings of the ordinance adopting the Comprehensive Plan update, and incorporation of any revisions directed by the Board or arising from public comment. The Respondent shall coordinate review and submittal with the applicable Regional Commission and Georgia DCA, respond promptly and effectively to review comments, and manage revisions to ensure that the plan remains on schedule for final approval. The Respondent shall guide County staff and leadership through each step of the process, clearly identifying decision points, responsibilities, and required actions.

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Deliver a final product approved by Georgia DCA no later than September 1, 2027.

The Respondent shall develop and manage a detailed project schedule that accounts for public engagement, internal review, Board consideration, Regional Commission coordination, DCA review cycles, and time required for revisions. The Respondent shall proactively manage schedule risks and staffing resources to ensure that the Comprehensive Plan 5‑Year Update is formally adopted by the County and receives final approval from Georgia DCA no later than September 1, 2027. Meeting this deadline is a critical requirement of the Project, and the Respondent shall acknowledge and commit to delivering all services necessary to achieve timely approval.

Mandatory Deadline and Adoption Requirements

The Respondent shall deliver a complete, adoption‑ready Comprehensive Plan 5‑Year Update and shall provide all professional services, coordination, revisions, and technical support necessary to achieve final approval by the Georgia Department of Community Affairs (DCA) no later than September 1, 2027. This deadline is mandatory and is a material requirement of the Project.

The Respondent shall be responsible for developing and managing a project schedule that ensures timely completion of all tasks, including public engagement, plan drafting, review cycles, adoption actions, and submission to DCA. The Respondent shall proactively identify schedule risks and implement mitigation strategies to avoid delays that could jeopardize plan adoption or DCA approval. Failure to meet the mandatory deadline due to inadequate staffing, project management, or responsiveness may be considered grounds for corrective action under the resulting contract.

BOARD ACTIONS AND ADOPTION SUPPORT

The Respondent shall provide comprehensive professional support for all actions required for consideration and adoption of the Comprehensive Plan update by the Spalding County Board of Commissioners. This support shall include, but not be limited to:

• Preparation of clear, concise, and professional presentation materials for Board briefings, public hearings, and work sessions;

• Attendance and professional support at all required public hearings related to the

Comprehensive Plan update;

• Assistance with the ordinance adoption process, including preparation of adoption‑ready documents and materials to support the first and second readings by the Board of Commissioners;

• Timely incorporation of revisions or clarifications directed by the Board of Commissioners or arising from public comment between readings;

• Preparation of final, adoption‑ready plan documents and appendices suitable for formal adoption and submission to the Regional Commission and Georgia DCA.

The Respondent shall work closely with County staff to ensure that all adoption materials are accurate, complete, and consistent with DCA requirements, and that Board members are provided with the information necessary to make informed decisions.

SCHEDULE RISK AND REVIEW COORDINATION

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Respondents shall propose a detailed project schedule that demonstrates a clear understanding of the sequencing and duration of all required tasks, including public engagement activities, internal review, Board consideration, Regional Commission coordination, and Georgia DCA review cycles. The schedule shall include adequate time for revisions resulting from public input, Board direction, Regional Commission comments, and DCA review comments.

The Respondent shall assume responsibility for coordinating with the applicable Regional Commission and Georgia DCA, including pre‑submittal consultation, formal review, and response to comments. The Respondent shall manage these review processes proactively and shall respond promptly to all comments to maintain project momentum and avoid schedule delays.

The Respondent shall clearly identify critical milestones and decision points and shall promptly notify the County of any issues that could affect the project schedule or the ability to meet the mandatory September 1, 2027, DCA approval deadline. The County expects the Respondent to demonstrate a disciplined, risk‑aware approach to schedule management that protects the County’s interests and ensures timely plan adoption and approval.

Procurement Schedule and Communications The County reserves the right to modify this schedule by addendum.

RFQ Issued February 26, 2026 Deadline for Written Questions March 11, 2026 Addendum Issued (if any) March 13, 2026 SOQs Due March 27, 2026 at 12:00pm Shortlist/Ranking (anticipated) April 9, 2026 Interviews (optional) Week of April 13, 2026 Notice of Intent to Award (anticipated) TBD Contract Execution / Notice to Proceed TBD BOC Meeting April 9, 2026

COMMUNICATIONS: All communications regarding this RFQ shall be directed only to the Procurement Contact identified on the cover page. Respondents shall not contact County elected officials or other County staff regarding this RFQ, except as authorized in writing.

Scope of Services (Detailed)

Respondents shall propose a comprehensive work plan that meets, at minimum, the tasks below. The County welcomes value-added services that strengthen plan implementation, improve transparency, and reduce schedule risk.

Task A – Project Initiation, Work Plan, and Quality Control

• Kickoff meeting; confirm project objectives, decision points, and roles.

• Develop a detailed project schedule (critical path) including engagement events, hearings, Board readings, draft review cycles, Regional Commission coordination, DCA review windows, and time for revisions.

• Create a DCA compliance matrix mapping required elements/procedures to specific deliverables and appendix documentation.

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• Establish QA/QC and document control procedures, including style guide, graphics standards, and version management.

• Monthly status reporting and project dashboards (schedule, risks, decisions needed).

Task B – Baseline Conditions, Trends, and Implementation Review

• Compile and analyze existing data and plans (County, municipalities, authorities, school system, MPO/transportation plans, economic development strategies, utility plans, hazard mitigation, etc.).

• Assess prior CWP progress: completed, in-progress, delayed, removed; identify lessons learned and recommended carry-forward items.

• Update core trends and conditions: population and demographics; housing supply/affordability; employment and economy; infrastructure and public facilities;

transportation and mobility; environmental/natural/cultural resources; and other locally relevant topics.

• Prepare a concise, graphic-rich memorandum summarizing key findings, opportunities, and constraints to inform plan priorities.

Task C – Public Participation Program The Respondent shall design and implement a public participation program that meets DCA procedural expectations and the County’s enhanced engagement requirements.

• Prepare a Public Participation Plan that identifies outreach methods, schedule, targeted stakeholder groups, communications channels, and documentation methods.

• Provide at least three (3) public hearings (County requirement) and all associated notices, agendas, materials, and documentation.

• Conduct a countywide community survey with clear sampling and outreach methods to maximize representativeness; provide analysis and a clear summary of results.

• Conduct stakeholder interviews/focus groups (recommended minimum: 12–20 interviews or 4–6 focus groups) including municipalities, utilities, employers, developers, community organizations, and underrepresented groups.

• Provide accessible engagement options (online, in-person, evening/weekend options) and propose strategies to overcome participation barriers.

• Maintain an engagement log; summarize themes; show how input influenced the plan;

and provide an appendix-ready documentation package (tear sheets, sign-in sheets, comments/responses, meeting summaries).

Task D – Plan Elements and Content Development At minimum, the plan update shall include the DCA-required elements applicable to all local governments and any additional elements required or appropriate based on County conditions.

Task D.1 – Community Goals (Long-Term Vision)

• Refresh the community vision and guiding goals through a highly public process.

• Translate goals into clear policies that can guide day-to-day decision-making.

• Where appropriate, define character areas or place-based priorities with narratives describing desired future conditions.

• Ensure consistency between goals, needs/opportunities, and CWP actions.

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Task D.2 – Needs and Opportunities (Priority Issues)

• Identify and prioritize needs and opportunities with supporting evidence (data + engagement input).

• Describe implications of growth trends and development patterns on infrastructure, services, fiscal health, and community character.

• Include strategies that address housing choice/affordability and support a balanced economy.

• Identify intergovernmental coordination needs (municipalities, authorities, neighboring counties) and recommend mechanisms to improve coordination.

Task D.3 – Community Work Program (CWP) – Five-Year Actions The CWP must be a practical implementation tool. Each CWP item must be sufficiently detailed to allow budgeting, assignment, and tracking.

• Each action/project shall include: description; goal/need linkage; priority level;

responsible department; partners; timeframe (year-by-year); cost estimate (range acceptable); potential funding sources; and performance measures.

• Include both capital and non-capital items (ordinance updates, policy changes, administrative process improvements, partnerships, grant pursuits, and programmatic actions).

• Provide a recommended monitoring and reporting process and deliver a reusable CWP tracking spreadsheet template.

• Provide an implementation briefing for staff and leadership on how to maintain and annually evaluate progress on the CWP.

Task D4 – Broadband Services Element

• Assess broadband availability/adoption and identify gaps.

• Identify actions to expand access and adoption and integrate actions into the CWP.

• Coordinate with providers and relevant regional/state initiatives where feasible.

Task D5 – Additional Elements (As Applicable) The Respondent shall confirm and prepare any additional elements required by DCA rules based on County circumstances (e.g., if impact fees are charged, or if land use and zoning elements are required/appropriate). The Respondent shall include mapping and clear implementation linkages where applicable.

• Land Use Element (if applicable): future development framework, land use policies, mapping, and implementation measures.

• Capital Improvements Element (if applicable): capital needs, financing strategies, and coordination with CWP and budgeting.

• Economic Development Element (if applicable): strategies for job growth, site readiness, workforce, and prosperity.

• Optional additions (if proposed): housing strategy, resilience/hazard mitigation integration, parks/trails, corridor/target area plans, design standards, or other County priorities.

Task E – Draft Plan, Review Cycles, and Comment Resolution

• Prepare a review-ready draft plan and draft CWP; facilitate staff review workshops.

• Coordinate with the Regional Commission for pre-submittal consultation and formal review as required.

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• Manage review comments from staff, Regional Commission, and DCA; maintain a comment-response log; and prepare revised drafts promptly.

• Ensure all required public participation documentation is compiled into a final appendix.

6.6 Task F – Adoption Support, Final Presentation, and DCA Submittal

• Prepare and deliver a final presentation to the Board of Commissioners.

• Provide professional support for required hearings and the ordinance adoption process

(first and second readings).

• Prepare adoption-ready files and submission-ready packages and provide support through DCA approval.

• Deliver final documents in accessible PDF and fully editable formats (Word for narrative; Excel for CWP; GIS-compatible formats for mapping outputs, if produced).

Task F – Minimum Required Deliverables

• Project Management Plan + Schedule + DCA Compliance Matrix

• Public Participation Plan + engagement materials + appendix-ready documentation

• Existing Plan/CWP Implementation Assessment Memo

• Community survey instrument, raw results (as allowable), and analysis summary

• Draft plan + draft CWP (review-ready)

• Final plan + final CWP (adoption-ready and DCA submission-ready)

• Comment/response log for reviews

• Final presentation deck(s)

• Final project archive (editable source files, datasets created, graphics, templates)

Task G – Separate and Sealed Price Proposal (Required)

Each Respondent must submit a separate and sealed price proposal for the following minimum services: (a) three (3) public hearings; (b) one (1) community survey; and (c) one

(1) final presentation to the Board of Commissioners; and (d) adoption and DCA submission support through final DCA approval. This price proposal shall be sealed and clearly labeled and shall not be included within the SOQ.

Failure to provide the sealed price proposal may render the Respondent non-responsive.

Task H – SOQ Content and Format Requirements SOQs shall be concise yet thorough and must be organized in the order below.

1. Cover Letter and Mandatory Acknowledgments (deadline; sealed price requirement; ability to meet schedule)

2. Firm Information (legal structure; office(s); staffing; years in business;

license/registrations)

3. Project Team (org chart; role descriptions; key subconsultants; availability)

4. Project Manager and Key Personnel Resumes

5. Relevant Experience (3–5 Georgia DCA plan updates; include deliverables and outcomes)

6. Project Approach and Methodology (DCA compliance; engagement; schedule; risk management)

7. Quality Control and Document Management

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8. References (minimum three)

9. Required Forms and Certifications

10. Optional Work Samples (links or limited excerpts) Format: [PDF required], 8.5x11, minimum 11-point font, pages numbered, include section tabs/bookmarks if electronic.

Task I – Evaluation and Selection Process The County will evaluate SOQs based on qualifications-based selection principles. The sealed price proposal will not be opened for initial ranking.

• Demonstrated experience with Georgia DCA comprehensive planning and 5-year updates

• Proposed project manager and team strength and availability

• Quality and feasibility of engagement and schedule approach to meet Sept. 30, 2027

• Demonstrated ability to produce implementable CWPs with cost/funding details

• Past performance and references

• Understanding of local government adoption processes and ability to support hearings and

Board readings Shortlisted firms may be invited to interview and provide a detailed project understanding presentation.

Task J – County-Proposed Contractual Requirements (Summary)

• Insurance: Respondent must carry professional liability, general liability, automobile liability, and workers’ compensation at limits required by the County.

• Conflicts of Interest: Respondent must disclose any potential conflicts and agree to avoid conflicts during performance.

• Ownership: Work products become County property upon payment.

• Public Records: Submissions may be subject to public records laws; Respondents should clearly mark any confidential information and provide legal basis for confidentiality.

• Right to Reject: County reserves the right to reject any/all submissions and to waive informalities.

• Negotiation: County may negotiate scope and fee with the top-ranked Respondent and may terminate negotiations and proceed to the next ranked firm.

Task K – Submission Instructions

Deliver SOQ and separate sealed price proposal by the due date/time. Late submissions may be rejected.

• SOQ Submission: [Portal/Email/Delivery Address]

• Sealed Price Proposal Submission: [Separate file/envelope instructions]

• Copies: [# hard copies / # USBs / electronic file naming conventions]

• Questions: Submit written questions to the Procurement Contact by the deadline shown in

Section 5.

• Addenda: Respondents are responsible for acknowledging and complying with all addenda.

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Attachment A – Sealed Price Proposal Form (Template) Respondent Firm Name Lump-Sum Not-to-Exceed Price (Public Engagement & Adoption Services)

Includes 3+ Public Hearings (Y/N) Includes Community Survey (Y/N) Includes Final Board Presentation (Y/N) Includes Adoption & DCA Support Through Final Approval (Y/N)

Authorized Signature / Date Attach a task-level price breakdown and assumptions/exclusions, including meeting counts, travel, printing, and staffing assumptions.

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Attachment B – Mandatory Acknowledgment Form (Template) Respondent acknowledges and agrees to the following:

1. The final Comprehensive Plan update must be approved by Georgia DCA no later than

September 1, 2027.

2. Respondent will provide a separate and sealed price proposal as required.

3. Respondent will support at least three (3) public hearings, a community survey, and a final presentation to the Board of Commissioners.

4. Respondent will support the Board of Commissioners’ adoption process, including first and second ordinance readings and required hearings, and will provide adoption-ready materials.

5. Respondent will coordinate review cycles and respond promptly to comments to avoid schedule delays.

Authorized Signature: Date:

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Attachment C – Suggested CWP Spreadsheet Fields A copy of Spalding County’s CWP is attached provided below, and Spalding County requests that you use the form as a starting point, using best current practices for DCA approval to update the document with the following information:

• CWP ID; Project/Action Title; Description; Goal Linkage; Need/Opportunity Linkage; Priority

(High/Med/Low)

• Responsible Department; Partner Agencies; Start Year; End Year; Milestones

• Estimated Cost (Range); Funding Source(s); Implementation Tool

(Capital/Ordinance/Program/Partnership)

• Performance Measure(s); Status (Not Started/In Progress/Complete/On Hold); Notes