city of alpharetta request for proposal · 2019. 4. 4. · city of alpharetta, ga rfp 12-109,...

Revised 3/12

CITY OF ALPHARETTA REQUEST FOR PROPOSAL

(THIS IS NOT AN ORDER) Issue Date: March 15, 2012

RFP Number: 12-109

RFP Title: Downtown City Center Civil Engineering Services

RFP Due Date and Time: April 12, 2012 2:00 PM, Local EDST Time

Number of Pages: 49 pages

CONTACT INFORMATION Procurement Agent and Contact for this RFP: Debora Westbrook

[email protected]

Procurement Officer: Thomas G. Harris

City of Alpharetta Finance Department Budget & Procurement 2970 Webb Bridge Road Alpharetta, GA 30009

Phone: 678-297-6052 Fax: 678-297-6063 Website: http://www.alpharetta.ga.us

INSTRUCTIONS TO OFFERORS

Return Sealed Proposal to:

City of Alpharetta Finance Department Budget & Procurement 2970 Webb Bridge Road Alpharetta, GA 30009

(See Parking Information Section 1.0.1)

Mark Face of Sealed Envelope/Package: Offeror’s Name and Address RFP Name & Number RFP Due Date & Time Special Instructions:

IMPORTANT: SEE STANDARD TERMS AND CONDITIONS

OFFERORS MUST COMPLETE THE FOLLOWING Offeror Name/Mailing Address:

Authorized Offeror Signatory:

(Please print name and sign in ink)

Offeror Phone Number(s): Offeror FAX Number:

Offeror Federal I.D. Number: Offeror E-mail Address:

OFFERORS MUST RETURN THIS COVER SHEET WITH RFP RESPONSE

City of Alpharetta, GA RFP 12-109, Downtown City Center Civil Engineering Services

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TABLE OF CONTENTS TABLE OF CONTENTS ............................................................................................................................... 2 OFFEROR’S RFP CHECKLIST ................................................................................................................... 5 SCHEDULE OF EVENTS ............................................................................................................................. 6 PROJECT OVERVIEW ................................................................................................................................. 7 SECTION 1: RFP INSTRUCTIONS ............................................................................................................. 8

1.0 SINGLE POINT OF CONTACT .................................................................................................. 8 1.0.1 Parking Information ................................................................................... 8

1.1 REQUIRED REVIEW ............................................................................................................... 8 1.1.1 Review RFP .............................................................................................. 8 1.1.2 Addenda .................................................................................................... 8 1.1.3 Form of Questions .................................................................................... 8 1.1.4 City’s Answers .......................................................................................... 8

1.2 SECTION NOT USED .............................................................................................................. 9 1.3 SUBMITTING A SEALED PROPOSAL ........................................................................................ 9

1.3.1 Organization of Proposal .......................................................................... 9 1.3.2 Failure to Comply with Instructions ........................................................... 9 1.3.3 Multiple Proposals .................................................................................. 10 1.3.4 Cost Proposal Form ................................................................................ 10 1.3.5 Standard Forms ...................................................................................... 10 1.3.6 Standard Contract ................................................................................... 10 1.3.7 Copies Required and Deadline for Receipt of Sealed Proposals ........... 10 1.3.8 Late Submissions, Withdrawals, and Corrections .................................. 11 1.3.9 Notice of “No Bid” ................................................................................... 11

1.4 OFFEROR'S CERTIFICATION ................................................................................................ 11 1.4.1 Understanding of Specifications and Requirements............................... 11 1.4.2 Offeror’s Signature .................................................................................. 11 1.4.3 Offer in Effect for 120 Days .................................................................... 11

1.5 COST OF PREPARING A PROPOSAL ...................................................................................... 12 1.5.1 City Not Responsible for Preparation Costs ........................................... 12 1.5.2 All Timely Submitted Materials Become City Property ........................... 12

SECTION 2: RFP RECEIPT AND EVALUATION PROCESS ................................................................... 13 2.0 AUTHORITY ........................................................................................................................ 13 2.1 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION ............................................................... 13

2.1.1 Public Information ................................................................................... 13 2.1.2 Procurement Agent’s Review of Proposals ............................................ 13

2.2 CLASSIFICATION AND EVALUATION OF PROPOSALS .............................................................. 13 2.2.1 Initial Classification of Proposals as Responsive or Nonresponsive ...... 13 2.2.2 Determination of Responsibility .............................................................. 13 2.2.3 Evaluation of Proposals .......................................................................... 14 2.2.4 Completeness of Proposals .................................................................... 14 2.2.5 Achieve Passing Ranking ....................................................................... 14 2.2.6 Opportunity for Discussion/Negotiation and/or Oral Presentation/ Product

Demonstration......................................................................................... 14 2.2.7 Best and Final Offer ................................................................................ 14 2.2.8 Evaluation Committee Recommendation for Award ............................... 14 2.2.9 Negotiation .............................................................................................. 14 2.2.10 Contract Award ....................................................................................... 14


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2.3 VENDOR REGISTRATION ..................................................................................................... 15 2.4 TOBACCO AND SMOKING ..................................................................................................... 15 2.5 CITY’S RIGHTS RESERVED .................................................................................................. 15

SECTION 3: SCOPE OF PROJECT/SPECIFICATIONS ........................................................................... 16 3.0.1 GENERAL INFORMATION ............................................................................. 16 3.0.2 LOCATION ...................................................................................................... 16 3.0.3 PROJECT DESCRIPTION .............................................................................. 16 3.0.4 PROJECT ORGANIZATION ........................................................................... 17 3.0.5 PROJECT MANAGEMENT ............................................................................. 17 A. BASIC SERVICES .................................................................................. 17

3.1 REQUIRED INFORMATION .................................................................................................... 21 3.1.1 PROPOSAL REQUIREMENTS ....................................................................... 21 A. Basic Information of Each Firm............................................................... 22 B. Relevant Experience and Capabilities – Provide a narrative containing

the following information: ........................................................................ 22 C. Project Team........................................................................................... 22 D. Civil Engineering Services: ..................................................................... 23 3.1.2 SELECTION PROCESS .................................................................................. 23

SECTION 4: OFFEROR QUALIFICATIONS ............................................................................................. 24 4.0 CITY’S RIGHT TO INVESTIGATE ............................................................................................ 24

SECTION 5: COST PROPOSAL ............................................................................................................... 25 SECTION 6: EVALUATION CRITERIA ..................................................................................................... 26

6.0 EVALUATION CRITERIA ........................................................................................................ 26 SECTION 7: TERMS AND CONDITIONS .................................................................................................. 27

7.0 ADDITIONAL CONTRACT PROVISIONS AND TERMS ................................................................ 27 7.1 PERFORMANCE PRIOR TO CONTRACT EXECUTION ................................................................ 27 7.2 CONTRACT TERM ............................................................................................................... 27 7.3 SUBCONTRACTORS............................................................................................................. 27 7.4 BONDING REQUIREMENTS ................................................................................................... 27 7.5 GENERAL INSURANCE REQUIREMENTS ................................................................................ 27 7.6 COMPLIANCE WITH WORKERS’ COMPENSATION ACT ............................................................ 28 7.7 COMPLIANCE WITH ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT ........................ 28

7.7.1 E-Verify Program .................................................................................... 28 7.7.2 SAVE Program........................................................................................ 30

7.8 COMPLIANCE WITH LAWS .................................................................................................... 30 7.9 SUBSTITUTIONS AND CHANGE ORDERS ............................................................................... 30 7.10 CONTRACT TERMINATION.................................................................................................... 30 7.11 INVOICING AND PAYMENT .................................................................................................... 30 7.12 MISCELLANEOUS ................................................................................................................ 31

APPENDIX A: STANDARD FORMS ......................................................................................................... 32 CITY OF ALPHARETTA DISCLOSURE FORM ......................................................................................... 33 AFFIDAVIT VERIFYING CONTRACTOR PARTICIPATION IN FEDERAL WORK AUTHORIZATION PROGRAM (E-VERIFY/I-9) ...................................................................................................................................... 34 AFFIDAVIT VERIFYING SUBCONTRACTOR PARTICIPATION IN FEDERAL WORK AUTHORIZATION PROGRAM (E-VERIFY/I-9) ...................................................................................................................................... 34 AFFIDAVIT VERIFYING SUB-SUBCONTRACTOR PARTICIPATION IN FEDERAL WORK AUTHORIZATION PROGRAM (E-VERIFY/I-9) ................................................................................................................. 36 AFFIDAVIT VERIFYING LEGAL IMMIGRATION STATUS (SAVE PROGRAM) .............................................. 37 REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION ............................................. 38 NOTICE OF “NO BID” FORM ............................................................................................................... 39


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APPENDIX B: STANDARD CONTRACT .................................................................................................. 40 APPENDIX C: CITY OF ALPHARETTA TAX FORMS ............................................................................. 46 APPENDIX D: COMBINED PARCEL SURVEY ....................................................................................... 48 APPENDIX E: COST/FEE PROPOSAL .................................................................................................... 49


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OFFEROR’S RFP CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Alpharetta

1. _______ Read the entire document. Note critical items such as: supplies/services

required; submittal dates; number of copies required for submittal; contract requirements (e.g. bonding and insurance requirements); etc.

2. _______ Note the Procurement Agent's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information.

3. _______ Attend the pre-proposal conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP. This conference may be mandatory.

4. _______ Take advantage of the “question and answer” period. Submit your questions to the Procurement Agent by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP. All addenda issued for an RFP are posted on the City’s website and will include all questions asked and answered concerning the RFP.

5. _______ Follow the format required in the RFP when preparing your response. Provide point-by-point responses to all sections in a clear and concise manner.

6. _______ Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the City or evaluation committee will know what your company capabilities are or what items/services you can provide, even if you have previously contracted with the City. The proposals are evaluated based solely on the information and materials provided in your response.

7. _______ Use the forms provided, e.g. cover page, cost proposal form, standard forms, etc.

8. _______ Check the City website for RFP addenda. Before submitting your response, check the City website at http://www.alpharetta.ga.us to see whether any addenda were issued for the RFP. If so, you must submit a signed cover sheet for each addendum issued along with your RFP response.

9. _______ Review and read the RFP document again to make sure that you have addressed all requirements. Your original response and the requested copies must be identical and complete. The copies are provided to the evaluation committee members and will be used to rank your response.

10. _______ Submit your response on time. Note all the dates and times listed in the Schedule of Events and within the document, and be sure to submit all required items on time. Late proposal responses will not be accepted.

This checklist is provided for assistance only and should not be submitted with Offeror’s Response.


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SCHEDULE OF EVENTS EVENT DATE RFP Issue Date ........................................................................................ March 15, 2012 Deadline for Receipt of Written Questions ..................................... April 2, 2012, 4:00 PM Deadline for Posting of Written Answers to City Website ............. April 5, 2012, 5:00 PM RFP Response Due Date ............................................................ April 12, 2012; 2:00 PM


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PROJECT OVERVIEW

The City of Alpharetta (hereinafter “City”) is soliciting proposals from qualified, civil engineers who specialize in the planning and designing of projects of the specific type described herein. These services are intended to ensure the City receives a high-quality Downtown City Center project on time and within budget. The project will consist of a 22-acre campus featuring a new City Hall, a new public Parking Garage, a new 5-acre Park/Green space, a Town Green, and space for future private development and associated infrastructure.

The vision for this project “is of a vibrant environment of parks and civic space that will serve as a gathering space for our citizens.” The City would like the project to become a catalyst to activate the downtown area, including current and future retail and attract private sector developers for additional commercial development on the project site. It is envisioned to be a pedestrian friendly, multi-modal safe environment that is environmentally conscious


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SECTION 1: RFP INSTRUCTIONS

1.0 Single Point of Contact From the date this Request for Proposal (the “RFP”) is issued until an Offeror is selected and the selection is announced by the Procurement Officer, Offerors are not allowed to communicate with any City staff or elected officials regarding this procurement, except at the direction of Debora Westbrook, the Procurement Agent in charge of the solicitation. Any unauthorized contact may disqualify the Offeror from further consideration. Contact information for the single point of contact is as follows:

Procurement Agent: Debora Westbrook Address: 2970 Webb Bridge Road

Alpharetta, GA 30009 Telephone Number: 678-297-6052 Fax Number: 678-297-6063 E-mail Address: [email protected]

1.0.1 Parking Information: Parking is provided at 2970 Webb Bridge Road (City lot) along the edge of the property. You may park in any open space except those designated by a reserved sign or designated as spaces for the disabled (use requires display of disabled persons parking placard – hang tag). In the event that spaces are not available in the City lot, overflow parking is available next door at St. James United Methodist Church. When using the Church lot, please park along the side adjacent to the City lot. We request that you not walk through the landscaping between the two lots, but use the sidewalk to walk around to the City lot. Do Not Block access to or from the Fire Station.

1.1 Required Review 1.1.1 Review RFP: Offerors should carefully review this RFP in its entirety including all instructions, requirements, specifications, and terms/conditions and promptly notify the Procurement Agent, identified above, in writing or via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error which may be discovered upon examination of this RFP.

1.1.2 Addenda: The City may revise this RFP by issuing an addendum prior to its opening. The addendum will be posted on the City’s website alongside the posting of the RFP at http://www.alpharetta.ga.us. Addenda will become part of the proposal documents and subsequent contract. Offerors must sign and return any addendum with their RFP response. Failure to propose in accordance with an addendum may be cause for rejection. In unusual circumstances, the City may postpone an opening in order to notify vendors and to give Offerors sufficient time to respond to the addendum.

1.1.3 Form of Questions: Offerors with questions or requiring clarification or interpretation of any section within this RFP must address these questions in writing or via e-mail to the Procurement Agent referenced above on or before 4:00 PM, April 2, 2012. Each question must provide clear reference to the section, page, and item in question. Questions received after the deadline may not be considered.

1.1.4 City’s Answers: The City will provide by 5:00 PM, April 5, 2012, an official written answer to all questions received within the period stipulated under Section 1.1.3. The City's response will be by formal written addendum. Any other form of interpretation, correction, or change to this RFP will not be binding upon the City. Any formal written addendum will be posted on the City’s website alongside the posting of the RFP at


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http://www.alpharetta.ga.us by the close of business on the date listed. Offerors must sign and return any addendum with their RFP response.

1.2 Section not Used

1.3 Submitting a Sealed Proposal 1.3.1 Organization of Proposal: Offerors must organize their submission in the following format with tabs separating each section:

1. Cover Page – Offeror’s authorized official to complete, sign, and return with proposal response;

a. By submitting a response to this RFP, Offeror agrees to an understanding of and compliance with the specifications and requirements described herein. Offerors should include a listing of any exceptions to Sections 1, 2, and 7 (including subsections).

2. Section 3, Scope of Project/Specifications – include all requested documents, information, exceptions, clarifications, etc.;

3. Section 4, Offeror Qualification – include all requested documents and information;

4. Section 5, Cost Proposal Form with Proposal Price Certification – Offeror’s authorized official to complete, sign, and return with proposal response;

5. Appendix A, Standard Forms:

a. Disclosure Form – complete, sign, and return with bid response;

b. Affidavit Verifying Compliance with Illegal Immigration Reform and Enforcement Act; E-Verify and SAVE Programs – complete, sign, and return with bid response for Contractor, Subcontractor, and/or Sub-Subcontractor (all applicable);

c. Request for Taxpayer identification Number and Certification (W-9) – complete, sign, and return Page 1 (only) with bid response (complete instructions available from http://www.irs.gov/pub/irs-pdf/fw9.pdf );

d. Notice of “No Bid” (ONLY if applicable) – complete, sign, and return in lieu of bid submission.

6. Appendix B, Standard Contract: By submitting a response to this RFP, Offerors agree to execute a contract substantially in the form as attached in Appendix B upon contract award by the City;

7. Additional Appendices (ONLY if applicable) – include all requested documents and information;

8. Addenda – if any addenda have been issued, complete, sign and return Page 1, Addendum Acknowledgement (for each addenda issued) with proposal response.

1.3.2 Failure to Comply with Instructions: Offerors failing to comply with these instructions may be subject to ranking reductions. The City may also choose not to evaluate, may deem non-responsive, and/or may disqualify from further consideration any proposals that do not follow this RFP format, are difficult to understand, are difficult to read, or are missing any requested information.


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1.3.3 Multiple Proposals: Offerors may, at their option, submit multiple proposals, in which case each proposal shall be evaluated as a separate document. Multiple proposals must be submitted in separate envelopes and marked plainly to notify that each envelope contains a separate and single proposal response.

1.3.4 Cost Proposal Form: Offerors must respond to this RFP by utilizing the Cost Proposal form found in Section 5. The Cost Proposal form will be used as the primary representation of each Offeror’s cost/price, and will be used extensively during proposal evaluations. Additional information should be included as necessary to explain in detail the Offeror’s cost/price. One Original Cost Proposal shall be submitted in a separate, sealed opaque envelope marked “Cost Proposal” with Offeror’s Name, RFP #, RFP Name, and Due Date/Time. Additional Cost proposal sheets shall not be included in proposal original or copies.

1.3.5 Standard Forms: Offerors must respond to this RFP by completing the standard forms set forth under Appendix A. The standard forms include legal requirements that must be met before formal negotiations can be completed and the award process commenced.

1.3.6 Standard Contract: By submitting a response to this RFP, Offerors agree to execute a contract substantially in the form as provided in Appendix B upon contract award by the City.

1.3.7 Copies Required and Deadline for Receipt of Sealed Proposals: All proposals must be received in sealed opaque packaging. Offerors must submit the following number of copies to the address set forth on the Cover Page: 1. Technical Proposal: · One (1) hard copy marked “Original” with original signatures; and · Nine (9) hard copies marked “Copy”. All copies must include exactly

the same information as was provided in the hard copy “Original”. 2. Cost Proposal: · One (1) hard copy marked “Original” with original signatures shall

be submitted at the same time as the Technical Proposal in a separate, sealed opaque envelope marked “Cost Proposal” with the Offeror’s name, address, RFP #, RFP Name, and Due Date/Time. Additional Cost Proposal sheets shall not be included in proposal original or copies.

3. Standard Forms: · One (1) completed “Original” each of all Appendix A required forms

along with a copy of any required verifiable document(s) shall be submitted at the same time as the Technical Proposal in a separate sealed opaque envelope marked “Standard Forms” with the Offeror’s name, address, RFP #, RFP Name, and Due Date/Time. Additional forms are not required to be included in bid proposal original or copies.

Proposals must be received sealed and at the receptionist’s desk of the location noted on the Cover Page prior to 2:00 PM (EDST), on April 12, 2012. Facsimile or e-mail responses to requests for proposals are NOT accepted.


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1.3.8 Late Submissions, Withdrawals, and Corrections: Late Proposal: Regardless of cause, late proposals will not be accepted and will automatically be disqualified from further consideration. It shall be the Offeror’s sole risk to assure delivery to the receptionist's desk at the designated office by the designated time. Late proposals will not be opened and may be returned to the Offeror at the expense of the Offeror or destroyed if requested.

Proposal Withdrawal: An Offeror requesting to withdraw their proposal prior to the RFP due date and time may submit a letter to the Procurement Agent requesting to withdraw. The letter must be on company letterhead and signed by an individual authorized to legally bind the firm. An Offeror requesting to withdraw after the proposal has been opened will be required to submit a letter with documented facts supporting the reason for withdrawal within two business days of the opening. The letter must be on company letterhead and signed by an individual authorized to legally bind the firm. The Offeror must present clear and convincing evidence that an unintentional error was made. The Procurement Officer will review the withdrawal request and a judgment will be made. Generally, proposal withdrawal after proposal due date/time for reasons other than obvious clerical errors are not permitted.

Proposal Correction: If an error is discovered prior to the opening, the Offeror can submit a corrected proposal. The corrected proposal should be clearly marked that it supersedes the proposal originally submitted. If an obvious clerical error is discovered after the proposal has been opened, the Offeror may submit a letter to the designated Procurement Agent within two business days of opening, requesting that the error be corrected. The letter must be on company letterhead and signed by an individual authorized to legally bind the firm. The Offeror must present clear and convincing evidence that an unintentional error was made. The Procurement Officer will review the correction request and a judgment will be made. Generally, modifications to opened proposals for reasons other than obvious clerical errors are not permitted.

1.3.9 Notice of “No Bid”: It is important to the City of Alpharetta to receive a reply from all invited Offerors. There is no obligation to submit a bid, quotation, or proposal; however, if you are unable or do not wish to participate in this bid and this “Notice of No Bid” is not executed and returned, your firm may be deleted from our list of qualified bidders/proposers. This form is located in Appendix A (Standard Forms).

1.4 Offeror's Certification 1.4.1 Understanding of Specifications and Requirements: By submitting a response to this RFP, Offeror agrees to an understanding of and compliance with the specifications and requirements described in this RFP.

1.4.2 Offeror’s Signature: The proposals must be signed in ink by an individual authorized to legally bind the business submitting the proposal. The Offeror’s signature on a proposal in response to this RFP guarantees that the prices quoted have been established without collusion and without effort to preclude the City from obtaining the best possible supply or service. Proof of authority of the person signing the RFP response must be furnished upon request.

1.4.3 Offer in Effect for 120 Days: Except in rare cases as described in Section 1.3.8, a proposal may not be corrected, withdrawn, or canceled by the Offeror for a 120-day period following the deadline for proposal submission as defined in the Schedule of Events, or receipt of best and final offer, if required, and Offeror so agrees in submitting the proposal.


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1.5 Cost of Preparing a Proposal 1.5.1 City Not Responsible for Preparation Costs: The costs for developing and delivering responses to this RFP and any subsequent presentations of the proposal as requested by the City are entirely the responsibility of the Offeror. The City is not liable for any expense incurred by the Offeror in the preparation and presentation of their proposal.

1.5.2 All Timely Submitted Materials Become City Property: All materials submitted in response to this RFP become the property of the City and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the City and Offeror resulting from this RFP process.


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SECTION 2: RFP RECEIPT AND EVALUATION PROCESS

2.0 Authority This RFP is issued under the authority of the City of Alpharetta.

2.1 Receipt of Proposals and Public Inspection 2.1.1 Public Information: During the opening of sealed proposals, only the name of each supplier shall be announced. No other information will be disclosed nor shall the proposals be considered open record until after council award. All information received in response to this RFP, including copyrighted material, is deemed public information and will be made available for public viewing and copying shortly after the council award with the following four exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated, and documented; (2) matters involving individual safety as determined by the City; (3) any company financial information requested by the City to determine vendor responsibility, unless prior written consent has been given by the Offeror; and (4) other constitutional protections.

2.1.2 Procurement Agent’s Review of Proposals: Upon opening the sealed proposals received in response to this RFP, the Procurement Agent in charge of the solicitation will review the proposals and separate out any information that meets the referenced exceptions in Section 2.1.1 above, providing the following conditions have been met:

· Confidential information is clearly marked and separated from the rest of the proposal;

· Proposal does not contain confidential material in the cost/price section; and · An affidavit from an Offeror’s legal counsel attesting to and explaining the validity of

the trade secret claim is attached to each proposal containing trade secrets. Information separated out under this process will be available for review only by the Procurement Officer, Procurement Agent, the Evaluation Committee members, and limited other designees. Offerors must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a “right to know” (open records) request from another party.

2.2 Classification and Evaluation of Proposals 2.2.1 Initial Classification of Proposals as Responsive or Nonresponsive: All proposals will initially be classified as either “responsive” or “nonresponsive”. Proposals may be found nonresponsive any time during the evaluation process or negotiations if any of the required information is not provided; the submitted price is found to be excessive or inadequate as measured by criteria stated in the RFP; or the proposal is not within the plans and specifications described and required in the RFP. Proposals found nonresponsive will not be considered further.

2.2.2 Determination of Responsibility: The Procurement Officer will determine whether an Offeror has met the standards of responsibility. Such a determination may be made at any time during the evaluation process and through negotiation if information surfaces that would result in a determination of non-responsibility. If an Offeror is found non-responsible, the determination must be in writing, made a part of the procurement file and mailed to the affected Offeror.


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2.2.3 Evaluation of Proposals: The Evaluation Committee will evaluate the remaining proposals and recommend whether to award to the highest-ranking Offeror or, if necessary, to seek discussion/negotiation or a “best and final offer” in order to determine the highest-ranking Offeror. All responsive proposals will be evaluated based on stated evaluation criteria (Section 6). In ranking against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses in terms of differing price, quality, and contractual factors. These rankings will be used to determine the most advantageous offering to the City.

2.2.4 Completeness of Proposals: Selection and award will be based on the Offeror’s proposal and other items outlined in this RFP. Submitted responses may not include references to information located elsewhere, such as Internet websites or libraries, unless specifically requested. Information or materials presented by Offerors outside the formal response or subsequent discussion/negotiation or “best and final offer,” if requested, will not be considered, will have no bearing on any award, and may result in the Offeror being disqualified from further consideration.

2.2.5 Achieve Passing Ranking: Any proposal that fails to achieve a passing ranking for any part/section for which a passing ranking is indicated will be eliminated from further consideration.

2.2.6 Opportunity for Discussion/Negotiation and/or Oral Presentation/ Product Demonstration: After receipt of all proposals and prior to the determination of the award, the City may initiate discussions with one or more Offerors should clarification or negotiation be necessary. Offerors may also be required to make an oral presentation and/or product demonstration to clarify their RFP response or to further define their offer. In either case, Offerors should be prepared to send qualified personnel to the City to discuss technical and contractual aspects of the proposal. Oral presentations and product demonstrations, if requested, shall be at the Offeror’s expense.

2.2.7 Best and Final Offer: The “Best and Final Offer” is an option available to the City under the RFP process which permits the City to request a “best and final offer” from one or more Offerors if additional information is required to make a final decision. Offerors may be contacted asking that they submit their “best and final offer”, which must include any and all discussed and/or negotiated changes.

2.2.8 Evaluation Committee Recommendation for Award: The Evaluation Committee will provide a written recommendation for award to the Procurement Officer that contains the ranking and related supporting documentation for its decision. The Procurement Officer will review the recommendation to ensure its compliance with the RFP process and criteria before concurring with the Evaluation Committee’s recommendation.

2.2.9 Negotiation: Upon recommendation from the Evaluation Committee, the Procurement Officer and/or City department representatives may begin negotiations with the responsive and responsible Offeror whose proposal achieves the highest ranking and is, therefore, the most advantageous to the City. If negotiation is unsuccessful or the highest-ranking Offeror fails to provide necessary documents or information in a timely manner, or fails to negotiate in good faith, the City may terminate negotiations and begin negotiations with the next highest-ranking Offeror.

2.2.10 Contract Award: Award, if any, will be made to the highest-ranking Offeror who provides all required documents and successfully completes the negotiation process. The contract will be substantially in the form as attached in Appendix B.


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2.3 Vendor Registration Vendors responding to this RFP are encouraged to register as a vendor with the City by going to www.alpharetta.ga.us and choosing City Hall Online – Online Services – Vendor Registration.

Web based registration is the preferred method of registration and allows each vendor to enter their types of services and products offered. However, a vendor may submit a proposal without first registering. Registration can also be completed by contacting the Procurement Agent in charge of this solicitation by e-mail.

2.4 Tobacco and Smoking The use of tobacco products in any form on City property; within City facilities and City vehicles; or on City construction or job sites is strictly prohibited. For purposes of this policy, “City property” shall include any and all buildings owned, leased, rented and areas maintained by the City; any grounds, parking lots; and construction or worksites under City of Alpharetta control. Smoking is prohibited by law in any area where paint or other flammable materials may be present.

Furthermore, the City’s Mayor and Council have approved an ordinance prohibiting the use of all tobacco products in City Parks and/or on the Greenway. A violation of this ordinance is a misdemeanor punishable as other violations of City Park rules and regulations.

It is recommended that contractors make all field employees aware of the City’s policy and ordinance. Notice of this policy and ordinance or lack thereof does not relieve anyone from the obligation to comply.

2.5 City’s Rights Reserved While the City has every intention to award a contract as a result of this bid, issuance of the bid in no way constitutes a commitment by the City to award and execute a contract. Upon a determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

· cancel or terminate this bid at any time. A notice of cancellation will be issued on the City’s website. If the bid is cancelled, the City will not reimburse any vendor for the preparation of their bid. Bids may be returned upon request if unopened;

· reject any or all submissions received in response to this bid; · waive and/or amend any undesirable, inconsequential, or inconsistent

provisions/specifications of this bid which would not have significant impact on any submission;

· not award if it is in the best interest of the City not to proceed with contract execution; · terminate any contract if the City determines adequate funds are not available.


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SECTION 3: SCOPE OF PROJECT/SPECIFICATIONS 3.0.1 GENERAL INFORMATION The City of Alpharetta (hereinafter “City”) is soliciting proposals from qualified, civil engineers who specialize in the planning and designing of projects of the specific type described herein. These services are intended to ensure the City receives a high- quality Downtown City Center project on time and within budget. The project will consist of a 22-acre campus featuring a new City Hall, a new public Parking Garage, a new 5- acre Park/Green space, a Town Green, and space for future private development and associated infrastructure.

3.0.2 LOCATION The project will be located within the City of Alpharetta, Georgia. Project site is approximately bounded to the north by Academy Street; to the east by Brooke Street; to the South by Old Milton Parkway; and,to the west by State Route 9.

3.0.3 PROJECT DESCRIPTION

The City intends to construct a new Downtown City Center consisting of a new City Hall of approximately 47,000 square feet, a 450 space Public Parking Garage, a 5-acre Public Park/Green space, 1-acre Town Green, and associated infrastructure. The City desires this project to obtain a LEED® Silver rating.

Project funding in the amount of $29,000,000.00 was approved in a Bond Referendum by the Citizens of Alpharetta on November 8, 2011.

It is the City’s desire that the project will be completed and all facilities usable by June 14, 2014.The current schedule for purposes of this RFP is:

Completion and City Council Approval of Master Plan: June 4, 2012

Completion and City Council Approval of Schematic Design: July 30, 2012

Completion and City Council Approval of Design Development: October 8, 2012

Completion of Construction Documents*: February 13, 2013

*An early site package including utilities and/or grading may be required.

The vision for this project “is of a vibrant environment of parks and civic space that will serve as a gathering space for our citizens”. The City would like the project to become a catalyst to activate the downtown area, including current and future retail, and attract private sector developers for additional commercial development on the project site. It is envisioned to be a pedestrian friendly, multi-modal, safe environment that is environmentally conscious.

The City earlier commissioned a study of site usage plan that is available on the City website: http://www.alpharetta.ga.us/index.php?p=501

While this plan has passed through a number of community input workshops that were very valuable, it is only a preliminary effort. It was useful in explaining the project components to the community. The City would like to explore all options of master planning the site; to be sure it moves forward with a plan that has the greatest likelihoodof succeeding with their goals for the area. The library is in a fixed 3-acre parcel, as is the relocation of Haynes Bridge Road. The City is obligated to a minimum 5-acre park/ green space. Beyond those three fixed items, the City would like to explore the options that lead to success on the project site, but also embrace, support, and integrate the surrounding area.


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In addition, design and construction of the new Downtown City Center will require coordination with a new Atlanta-Fulton Public Library System facility which will occupy a portion of the same site. The Atlanta-Fulton Public Library System facility will be designed and constructed by others independent of this project, but the architect team will be responsible for the integration of site planning and other work necessary to take advantage of the synergies that exist between this Project and the Atlanta-Fulton Public Library System project.

A Combined Parcel Survey is attached in Appendix D.

3.0.4 PROJECT ORGANIZATION

The City retained Jones Lang LaSalle as Program Manager to represent its interests in the project. Once the City has awarded this contract, the Program Manager will act as the focal point to receive and disseminate information to the design, and construction team and function as an expert interface between the City and the architects, engineers, and contractors hired by the City. After award, should interpretive information be required, it will be directed through the Program Manager.

3.0.5 PROJECT MANAGEMENT

The Civil Engineer will be responsible for coordinating its team and coordinating with the design team. Important considerations for the Project Plan include:1

· Coordination with the Haynes Bridge Road Realignment project

· Coordination with the Atlanta-Fulton County Library System project

· Development and construction of a master storm water detention facility as early as possible

· A finite preliminary/schematic design phase to include public input and community meetings to solicit feedback on design decisions

· Preliminary design to ensure that all project tasks and goals can be accomplished with available funding

· Optimization of construction coordination to maintain safe site access for on- going City functions and services at the existing City Hall

A. BASIC SERVICES OWNER requires the services of a civil engineering company to become a member of the project team and to assist the Architect’s Team (Project Architect, Master Planner and Landscape/Park Architect) and other consultants in the planning, programming, design, contract documents and construction administration of this project, which includes all components on the 22 acre site (excluding the library property), adjustments to adjacent roadways, as required, and offsite detention.

Your firm will be required to coordinate closely with key individuals including the OWNER and the Architect’s Team.

As part of Basic Services, the civil engineer shall consult with the construction cost consultant, as requested, for the construction cost consultant to properly control costs and keep the ultimate Construction Cost within the City's budget.

1 The City reserves the right to remove any service from this scope.


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1. Master Planning / Programming

a. The Architect’s Team will be retained to do numerous master plan schemes. This will be paired down to 2 -3 schemes for further development prior to selecting the final master plan. The civil engineer will be required to work with the Architect’s Team to provide input on their selected 2-3 programming schemes and their final scheme.

b. The Master Plan will include areas for future private development. Their civil engineer will be required to provide anticipated utilities, service access and grading for these areas.

c. Weekly meetings with the Architect’s Team to provide input as required to the master plan schemes.

d. The civil engineer will be required to participate in programming activities as required.

2. Site Evaluation, Due Diligence & Demolition Requirements:

a. The city has certain survey information. The consultant shall review that information and provide any additional information that is required to capture the complete work scope of the demolition and site work contract documents.

b. Site due diligence shall include:

i. Record drawing reviews ii. Utility studies iii. Environmental studies iv. Traffic analysis and studies v. Verify all trees eight (8”) inches and over in tree save

areas as well as all specimen trees on site vi. Verify sanitary sewer and storm drainage structures vii. On-site infrastructure review viii. Off-site infrastructure review

c. Coordinate with the various Alpharetta City Agencies, authorities and Architect’s Team to assure the full scope of demolition is captured, including but not limited to, the following:

i. Identifying the full scope of items impacted by the demolition. Prepare demolition plans and specifications.

ii. Time restrictions to perform any aspect of the demolition including restrictions associated with the civil engineering items as required for the construction of the new facility.

iii. Early removal of utilities if feasible, underlying the Library site. iv. Coordination with the other project consultants and team members as

necessary for preparing demolition and associated filing documents.

d. Obtaining the services of a Haz-Mat/Environmental consultant as required to perform testing of the building & site including the Phase I environmental study and to deliver a report identifying material types and quantities including a summary of materials that need to be removed under controlled conditions.

e. Coordinating a thorough investigation to identify the existing conditions of structural sections at roadways, sidewalks or site paving areas including locations of existing utilities with a geotechnical firm to be hired at a later date by the city.


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f. Providing verification of existing site utilities including location, size, slope and capacities of all domestic water, fire water, sanitary sewer, storm sewer, and power lines running through and around the site.

g. Working with GDOT and the City of Alpharetta to alter Main Street and/or Academy to include a shift in the parking lanes and possible creation of a planted median, if required.

h. Preparing Early Library Utilities Package - Provide the most feasible solution, design and coordination of relocating and/or terminating existing utilities at the library site.

i. Coordinate with the project team to develop cost estimates and to evaluate cost saving alternatives and issue reports of findings.

j. The final design of a detention pond and storm water requirements.

k. Advise and coordinate with design on detention volumes and offer solutions to utilities onsite as appropriate to lesson volume required at the offsite detention pond.

l. Regulatory Approvals (required and existing).

m. Environmental Impact Report and presentations with agencies.

n. Formal presentation to Owner of findings and recommendations.

3. Schematic Design

a. Meeting with Governmental & Regulatory Agencies to discuss/review preliminary design

b. Formal presentation to Owner on this phase’s competed documents

c. Initial meetings with Architect’s Team and City to verify final Master Plan scope of project and City requirements

d. Preliminary Site Layout and Design Plan, including elevations

e. Preliminary Utility Plan

f. Preliminary Detention Pond Sizing

g. Hydrology Study.

h. Tree Ordinance Plan

i. Review of issues with the City:

i. Pre-submittal Meeting ii. County Arborist Site Review iii. Community Development iv. Engineering Department v. Design Review Board

4. Design Development

a. Site Layout Plan

b. Utility Plan

c. Grading Plan

d. Detention Pond Design(s)

e. Detailing of paving patterns for sidewalk site paving.


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5. Construction Documents

a. 60% Deliverable

i. Layout of utility connections from the proposed buildings, City Hall, Parking, Parks and Library Property Line to the main service. Coordinate the design with the MEP Consulting Engineer of each connection, i.e., pipe size and material, conduit size and material, duct bank size and configuration, etc.

ii. Constructability review set for owner and incorporation of comments iii. Coordination with various governmental/regulatory agencies as appropriate iv. Formal review with Owner

b. 90% Deliverable

i. Constructability review set for owner and incorporation of comments

ii. Coordination with various governmental/regulatory agencies as appropriate

iii. Owner review of Consultant’s General Conditions, Technical Specifications, etc.

iv. Formal review with Owner

c. 100% Deliverable

i. Final Grading and Pavement Plan complete ii. Potable Water System complete iii. Fire Main System complete iv. Sanitary Collection System complete v. Storm Drainage System complete vi. Surface Water Management System complete vii. Other utilities as appropriate viii. Landscaping & Irrigation System complete ix. Offsite improvements complete x. Pavement Marking and Signage complete xi. Traffic Signalization complete, if required xii. Future Conduit Sleeving Plan complete xiii. Standard/Project Specific Profiles and Construction Details xiv. Formal presentation to Owner on this phases competed document xv. Site Layout Plan – Final xvi. Site Utility Plan – Final xvii. Sediment and Erosion Control Plan and Details xviii. Tree Replacement and Protection Plan xix. Storm Sewer Profiles – Final xx. Sanitary Sewer Profiles – Final xxi. Final Hydrology Study xxii. Final pad development for future development xxiii. Demolition plan xxiv. Future development utilities plan complete


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xxv. Curb cuts for site access including Haynes Bridge Road xxvi. Detailing of sidewalk and roadway pavement sections on-grade.

6. Permitting

a. Prepare and submit required applicable governmental and regulatory permit application packages.

b. Review, prepare responses to, and resubmit permit application packages to comments from each governmental/regulatory agency for agency approval.

c. Coordinate with various agencies as necessary.

d. Coordinate with Owner as appropriate.

e. Fee associated with permit applications shall be provided by owner.

6. Bid Phase

a. Review and prepare draft responses to pre-bid RFIs for Owner review and issuance.

b. Prepare draft Addendum for Owner review and issuance

c. Attendance to pre-bid Conference.

d. Review of proposals as requested by Owner.

7. Construction Administration

a. Review and prepare draft responses to RFIs, submittals and Change Proposal Requests for Owner review and issuance.

b. Review and approval of contractor’s monthly payment applications.

c. Performance of field observations & associated written report.

d. Attendance to field meetings as requested by Owner.

e. Coordinate with Owner and prepare draft Change Orders for Owner review and issuance.

f. Participate in Owner’s Substantial Completion walk through, assist in preparation of punch list, and confirmation of completion of punch list items.

g. Participation of Owner’s Final Completion walk through.

8. Closeout

a. Review and approval of contractor’s closeout documents and applicable governmental/regulatory completion statements and certifications.

b. Review of contractor generated signed and sealed As Built drawings.

c. Issuance of project completion statement.

d. Prepare sanitary sewer, waterline, and detention pond as-builts.

3.1 Required Information 3.1.1 PROPOSAL REQUIREMENTS Each response to this RFP shall include the information described in this section. Failure to include all of the elements specified may be cause for rejection. Additional information may be provided, but should be succinct and relevant to the goals of this RFP. Excessive information will not be considered favorably. Document pages shall be 8-1/2 inches by 11 inches in size or


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folded to such a size. Be sure to follow and clearly mark each section of your proposal according to the sections below.

All submittals shall contain the following elements, and in the order given: A. Basic Information of Each Firm

1. Firm name, mailing address (include physical location if mailing address is a PO Box), contact person, telephone number, fax number, and e-mail address.

2. Type of organization (partnership, limited partnership, corporation, etc.)

3. History of the firm, including background of firm’s executive management and number of years the firm has been in business.

B. Relevant Experience and Capabilities – Provide a narrative containing the following information:

i. The proposer and its team must demonstrate experience in providing civil engineering services and be licensed to provide professional services in the State of Georgia. The proposer and its team should provide information demonstrating expertise in mixed use and municipal facilities and the codes and regulations specific to Georgia.

ii. Qualifying background and experience of each of the firms and personnel with public or government projects similar to those described within the Scope of Work. List projects of a similar nature which best illustrate the experience of the firms and current staff which is being assigned to this project. (List no more than 10 projects, nor projects which were completed more than five (5) years ago.) Provide contact information for the owner’s representative for each project listed.

iii. Firm sizes, current workload and ability to perform based on current projects.

C. Project Team 1. Provide and organization chart designating specific individuals and consultants proposed

to be assigned to the City’s project.

2. Provide a brief resume of key team members to be assigned to the project including, but not limited to:

a) Name & Title

b) Years with firm; Years with other firms

c) Experience: types of projects, size of projects (dollar value and square- footage/acreage), specific project involvement

d) Education

e) Active registration(s)

f) Other experience and qualification relevant to this project

3. List other consultants to be used on this project. When listing consultants, provide the respective specialty of the firm. These consultants will not be part of the interview process.


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D. Civil Engineering Services: Provide a statement of your understanding of an approach to the project, how you envision your firms meeting the needs of the City, and discuss how your qualifications and team members best fit this request for services as stated in the Scope of Services. This statement should go beyond a verbatim copy of services requested in the RFP. Please address the following items specifically:

1. SUMMARY OF PLANNED TASKS: Summarize the proposed tasks necessary to accomplish the Owner’s goals as stated in the PROJECT OVERVIEW.

2. UNDERSTANDING OF PROJECT REQUIREMENTS: Demonstrate an understanding of the needs that gave rise to the project and the complexities affecting its successful execution.

3. APPROACH: Describe the Respondent’s proposed approach to meet the needs and deal with the complexities described above. Show why this approach is the best solution to the problem and how it has worked on similar projects in the past. Provide information regarding the services required to ensure the project goals are accomplished, and the materials and methods that will be employed.

3.1.2 SELECTION PROCESS A. The City Administrator shall appoint an Evaluation Committee composed of three to five

members who will review all proposals received on time.

B. This is to be a two phase selection process. In Phase I, the Evaluation Committee will review and score the written proposals. In Phase II, the Evaluation Committee will conduct formal interviews with selected firms and determine the final ranking.

C. Phase II Interviews will consist of no more than thirty (30) minutes for Respondent’s presentation, followed by questions posed by the Evaluation Committee. Total time of each interview will not exceed 60 minutes. Any Respondent invited to participate in the interview process shall have all key personnel present at the interview.

City of Alpharetta, GA RFP, Downtown City Center Civil Engineering Services

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SECTION 4: OFFEROR QUALIFICATIONS

4.0 City’s Right to Investigate The City may make such investigations as deemed necessary to determine the ability of the Offeror to provide the supplies and/or perform the services specified.


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SECTION 5: COST PROPOSAL The Respondent shall determine fee structure and amounts necessary to accomplish all of the services requested throughout this RFP. Any questions necessary to confirm requested services or fees should be submitted to the Procurement Agent identified in Section 1.0 and resolved prior to submittal of Respondent’s proposal. Clarify services and associated fees as necessary to prevent scope disputes and unexpected fees during execution of Respondent’s services.

A. Using Appendix E, provide a complete fee schedule for all services to be delivered. B. Attach separate pages that describe:

i. Amounts to be paid to sub-consultants by phase. ii. Expected reimbursable expenses with an estimated Not to Exceed (NTE)

amount. Reimbursable expenses will be billed at actual cost without mark-up.

iii. Hourly rates for each staffing position included in the fee proposal. iv. Possible services that would require additional fees.

Award will consider price, but price will not be the sole, determining factor. Instructions for submitting Cost Proposal: One (1) hard copy marked “Original” with original signatures shall be submitted in a separate, sealed opaque envelope marked “Cost Proposal” with the Offeror’s name, address, RFP #, RFP Name, and Due Date/Time. Additional Cost proposal sheets shall not be included in proposal original or copies.

Proposal Price Certification In compliance with the attached specification, the undersigned offers and agrees that if this proposal is accepted by the City Council within one hundred twenty (120) days of the date of proposal opening, that the undersigned will furnish any or all of the deliverables upon which prices are quoted, at the price set opposite each, to the designated point(s) within the time specified.

COMPANY__________________________________________________________________

ADDRESS___________________________________________________________________

AUTHORIZED SIGNATURES____________________________________________________

PRINT / TYPE NAME _________________________________________________________


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SECTION 6: EVALUATION CRITERIA

6.0 Evaluation Criteria All proposals received will be reviewed by the Procurement Agent to ensure that all administrative requirements of the RFP package have been met, such as all documents requiring a signature have been signed and submitted. Failure to meet these requirements may be cause for rejection. All proposals that meet the administrative requirements will be turned over to the Evaluation Committee for further evaluation. The Evaluation Committee will review all proposals received and determine a ranking based on the information provided in Sections 3 through 5 of this RFP. As previously indicated, the Evaluation Committee may, in its sole discretion and in the course of its evaluation, arrange a site visit or request presentations/demonstrations with one or more selected Offerors.

Phase I Each proposed team will be evaluated individually using weights for each criterion below:

Comparable

15% Project Team 15% Approach to Project 30% Phase I Total 60%

Phase II Only those included in the short-list will be invited for interviews and will be included in further evaluation.

Interviews 30% Phase II Total 30%

Phase I Total 60% Phase II Total 30% Total: Phase I & II 90% Cost Evaluation 10% Total Evaluation 100%


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SECTION 7: TERMS AND CONDITIONS The City’s Terms and Conditions are set forth below. Offerors should notify the City of any Terms and Conditions that either preclude them from responding to the RFP or add unnecessary cost. This notification must be made by the deadline for receipt of written/e-mailed questions or with the Offeror’s RFP response. Any requests for material, substantive, important exceptions to the standard terms and conditions will be addressed by formal written addendum issued by the designated Procurement Agent. The City reserves the right to address any non-material, minor, insubstantial exceptions to the terms and conditions with the highest-ranking Offeror at the time of contract negotiation.

7.0 Additional Contract Provisions and Terms This RFP, including all RFP documents and any addenda, the Offeror’s RFP response, including any amendments, a best and final offer, any clarification question responses, and any negotiations shall be included in the resulting contract (Appendix B). The Terms and Conditions do not define the total extent of the contract language that may be negotiated. In the event of a dispute as to the duties and responsibilities of the parties under any resulting contract, the contract, along with any attachments prepared by the City, will govern in the same order of precedence as listed in the contract.

7.1 Performance prior to Contract Execution The successful Offeror shall not begin performance of the project prior to the execution of a formal written contract by the City and the Offeror. Any Offeror beginning performance prior to the execution of the contract shall be deemed to be proceeding at the Offeror's risk, and shall not be entitled to any compensation for such performance. In addition, the City reserves the right to withdraw or cancel the award of the proposal.

7.2 Contract Term The contract term is until completion of the project.

7.3 Subcontractors The highest-ranking Offeror will be the prime contractor if a contract is awarded and shall be responsible, in total, for all work of any subcontractors. All subcontractors, if any, must be listed in the proposal. The City reserves the right to approve all subcontractors. The Contractor shall be responsible to the City for the acts and omissions of all subcontractors or agents and of persons directly or indirectly employed by such subcontractors, and for the acts and omissions of persons employed directly by the Contractor. Further, nothing contained within this document or any contract documents created as a result of any contract award derived from this RFP shall create any contractual relationships between any subcontractor and the City.

7.4 Bonding Requirements No bonds are required for this RFP.

7.5 General Insurance Requirements The Contractor shall provide the City with a certified copy of each of the policies or binders to the address listed under Section 1.0 indicating the existence of the policies prior to the beginning of the contract term. In the event a binder is delivered, it shall be replaced within ten (10) days by a certified copy of the policy. Each policy shall contain a valid provision or


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endorsement that the policy may not be canceled without giving thirty (30) days written notice thereof to the City representative named in the contract. A renewal policy or certificate shall be delivered to the City at least thirty (30) days prior to the expiration date of each expiring policy. If at any time, any of the policies shall be or become unsatisfactory to the City as to form or substance, or any of the carries issuing such policies shall be or become unsatisfactory to the City, the Contractor shall deliver to the City representative upon demand a certified copy of any policy required herein for review. The Certificates of Insurance shall state that the City of Alpharetta is additionally insured.

· Workers Compensation: Workers Compensation $500,000 per accident per employee with waiver of subrogation. Required documentation includes certificate from insurance company showing issuance of workmen’s compensation coverage for the State of Georgia.

· Comprehensive General Liability Insurance: Commercial General Liability $1,000,000 each occurrence

$1,000,000 aggregate

· Comprehensive Auto Liability Insurance: Bodily Injury Liability $1,000,000 each occurrence Property Damage Liability $ 100,000 each occurrence

· Excess Umbrella Liability: Combined Single Limit Bodily Injury and / or Property Damage $1,000,000 each occurrence

$1,000,000 aggregate

7.6 Compliance with Workers’ Compensation Act The Contractor is required to supply the City with proof of compliance with the Workers’ Compensation Act while performing work for the City. Neither the Contractor nor its employees are employees of the City. Proof of compliance must be received at the address listed under Section 1.0 within acceptable time limits established during the contract negotiation process. If the Contractor does not meet the State’s requirement for workers compensation coverage, the certificate of insurance shall state that the contractor waives subrogation in regard to workers compensation.

7.7 Compliance with Illegal Immigration Reform and Enforcement Act

7.7.1 E-Verify Program: The City of Alpharetta is committed to compliance with Federal and State laws requiring the verification of newly hired employees to ensure they are lawfully entitled to work in the United States. As such, the City shall not enter into a contract for the physical performance of services unless the contractor registers and participates in a federal work authorization program (E-Verify). Bidders/offerors should include a fully executed E-Verify affidavit as part of their bid/RFP submission.

Requirement to Participate in a Federal Work Authorization Program (E-Verify): (1) Pursuant to O.C.G.A. § 13-10-91:


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a. Public employers shall not enter into any contract for the physical performance of services within the State of Georgia unless the contractor registers and participates in a federal work authorization program to verify the employment eligibility of all newly hired employees;

b. Subcontractors shall not enter into any contract with a contractor for the physical performance of services within the State of Georgia unless such subcontractor registers and participates in a federal work authorization program to verify the employment eligibility of all newly hired employees; and

c. Sub-subcontractors shall not enter into any contract with a subcontractor or sub-subcontractor for the physical performance of services within the State of Georgia unless such sub-subcontractor registers and participates in a federal work authorization program to verify the employment eligibility of all newly hired employees.

(2) As of the date of enactment of O.C.G.A. § 13-10-91, the applicable federal work authorization program is “E-Verify” (https://e-verify.uscis.gov/enroll/StartPage.aspx?JS=YES) operated by the United States Citizenship and Immigration Services Bureau of the United States Department of Homeland Security. Information and instructions regarding E-Verify program registration, corporate administrator registration, and designated agent registration can be found at that website address.

Contractor, Subcontractor, and Sub-subcontractor Evidence of Compliance: (1) Public employers who enter into a contract for the physical performance of services within the State of Georgia shall include in such contract a provision stating that compliance with the requirements of O.C.G.A. § 13-10-91 are conditions of the contract.

(2) Pursuant to O.C.G.A. §13-10-91, public employers shall include in all covered contracts a provision stating the contractor’s agreement that, in the event the contractor employs or contracts with a subcontractor in connection with the covered contract, the contractor will secure from such subcontractor attestation of the subcontractor’s compliance with O.C.G.A. 13-10-91 by the subcontractor’s execution of the subcontractor affidavit and maintain records of such attestation for inspection by the City at any time. Such subcontractor affidavit shall become a part of the contractor/subcontractor agreement.

(3) Pursuant to O.C.G.A. §13-10-91, public employers shall include in all covered contracts a provision stating the contractor’s agreement that, in the event the contractor employs or contracts with a subcontractor that employs or contracts with any sub-subcontractor, the subcontractor will secure from such sub-subcontractor attestation of the sub-subcontractor’s compliance with O.C.G.A. 13-10-91 by the sub-subcontractor’s execution of the sub-subcontractor affidavit and maintain records of such attestation for inspection by the City at any time. Such sub-subcontractor affidavit shall become a part of the subcontractor/sub-subcontractor agreement.


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(4) All portions of contracts pertaining to compliance with O.C.G.A. 13-10-91 and these rules, and any affidavit related hereto, shall be open for public inspection in this State at reasonable times during normal business hours.

7.7.2 SAVE Program: The City of Alpharetta is committed to compliance with Federal and State laws requiring the verification of the legal immigration status of any person 18 years or older who applies for state or local public benefits. Bidders/offerors should include a fully executed SAVE affidavit as part of their bid/RFP submission

Contractor Requirement to Verify Legal Immigration Status (SAVE Program): O.C.G.A. § 50-36-1 states that an agency or political subdivision providing or administering a public benefit shall require every applicant for such benefit to execute a signed and sworn affidavit verifying the applicant’s lawful presence in the United Sates.

Forms necessary to ensure compliance with this section are included under Appendix A and must be received at the address listed under Section 1.0 prior to execution of any purchase order or contract.

7.8 Compliance with Laws The Contractor must, in performance of work under this contract, fully comply with all applicable federal, state, or local laws, rules and regulations, including, but not limited to, the Civil Rights Act of 1964, the Age Discrimination Act of 1975, the Americans with Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. Any subletting or subcontracting by the Contractor subjects subcontractors to the same provision. The Contractor agrees that the hiring of persons to perform the contract will be made on the basis of merit and qualifications and there will be no discrimination based upon race, color, religion, creed, political ideas, sex, age, marital status, physical or mental disability, or national origin by the persons performing the contract.

7.9 Substitutions and Change Orders NO substitutions of material, schedule cancellations, or Change Orders are permitted after Contract award without written approval by the Director of Engineering/Public Works or his authorized representative. Where specific employees are proposed by the Contractor for the work, those employees shall perform the work as long as those employees work for the Contractor, either as employees or subcontractors, unless the City agrees to a replacement. Requests for any substitution will be reviewed and may be approved by the City at its sole discretion. Verbal agreements to the contrary will not be recognized.

7.10 Contract Termination The City may, by written notice to the Contractor, terminate any resulting contract without cause. The City must give notice of termination to the Contractor at least 14 days prior to the effective date of termination.

7.11 Invoicing and Payment The CITY agrees to pay the CONTRACTOR in current funds for the performance of the Contract subject to additions and deductions as provided in the General Conditions of the


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Contract, and to make payments as agreed during the pre-construction meeting (if applicable). Upon completion of work and acceptance of the items, the Contractor shall submit an invoice detailing the appropriate charges as currently allowed.

Invoices shall be submitted to:

City of Alpharetta Engineering/Public Works 1790 Hembree Road Alpharetta, GA 30009

Upon receipt of invoice and inspection and acceptance of the project work, the City will render payment. All such invoices will be paid within forty-five (45) days by the City unless any items thereon are questioned, in which event payment will be withheld pending verification of the amount claimed and the validity of the claim. The Contractor will provide complete cooperation during any such investigation.

Individual Contractors will provide their social security numbers; and proprietorships, partnerships, and corporations shall provide their federal employer identification number on Page 1 of this Request for Bid. All Contractors will provide a completed and signed W-9 located in Appendix A: Standard Forms with bid submission.

7.12 Miscellaneous (1) In the event there are to be deliveries on site, all goods and materials will be F.O.B.

Destination, Freight Prepaid and Allowed. The onsite delivery address is:

City of Alpharetta Engineering/Public Works 1790 Hembree Road Alpharetta, GA 30009

No freight or postage charges will be paid by the City of Alpharetta unless such charges are included and accepted in the bid price and awarded by contract. The Contractor, at contractor’s expense, will arrange to have someone onsite to inspect and accept delivery. The Contractor has sole responsibility for securing all materials at the project site.

(2) No sales tax will be charged on any orders.

Sales Tax Exempt# 301-682441 Federal Tax Identification# 58-6011454

Copies of the City’s Sales and Use Tax Certificate of Exemption and Form W-9, Taxpayer Identification and Certification are included in Appendix C.


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APPENDIX A: STANDARD FORMS This section contains the forms necessary to ensure compliance with various laws as described within this RFP.

Instructions for Submitting Required Standard Forms Forms Required with Every Proposal Submitted:

1. City of Alpharetta Disclosure Form

2. Affidavit Verifying Contractor Participation in Federal Work Authorization Program (E-Verify/I-9)

3. Affidavit Verifying Subcontractor Participation in Federal Work Authorization Program (E-Verify/I-9) (if using subcontractor(s))

4. Affidavit Verifying Sub-Subcontractor Participation in Federal Work Authorization Program (E-Verify/I-9) (if using sub-subcontractor(s))

5. Affidavit Verifying Legal Immigration Status (SAVE Program)

6. Request for Taxpayer Identification Number and Certification (W-9)

One completed original each of all six forms listed above and a copy of any required verifiable document(s) are to be returned in a separate envelope within the sealed Proposal package. Do not include copies of these documents as part of the proposal package.


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City of Alpharetta Disclosure Form


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Affidavit Verifying Contractor Participation in Federal Work Authorization Program (E-Verify/I-9)

Affidavit Verifying Subcontractor Participation in Federal Work


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Authorization Program (E-Verify/I-9)


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Affidavit Verifying Sub-Subcontractor Participation in Federal Work Authorization Program (E-Verify/I-9)


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Affidavit Verifying Legal Immigration Status (SAVE Program)


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Request for Taxpayer Identification Number and Certification


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Notice of “No Bid” Form


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APPENDIX B: STANDARD CONTRACT

CITY OF ALPHARETTA STANDARD CONTRACT FOR SERVICES

This Contract for Professional Services for the City of Alpharetta is made and entered into and is effective the day of , 20 , by and between (the "Contractor") and the City of Alpharetta, Georgia (the "City"). 1. Contract Documents. The Contract Documents consist of this Contract, the City's

Request for Proposal (the “RFP”) dated , any addenda thereto, and the Contractor’s Proposal dated , all of which collectively are incorporated herein by reference (collectively, the "Contract Documents"). In the event of any conflict in the Contract Documents, the RFP and this Contract shall control.

2. Term. The term of this Contract shall be for ( ) year(s) beginning and ending . This Contract may be renewed by mutual consent for ( ) additional one-year term(s). This Contract may be terminated prior to the term by either party in the event of substantial failure or default of the other party to fulfill its obligations under this Contract. Prior to such termination, the non-defaulting party shall give notice to the defaulting party of the failure or default. Such party shall have fifteen (15) days from the date of the notice to cure the default or failure if such default or failure is capable of being cured. Upon failure to cure the failure or default within fifteen (15) days, or if such failure or default is not capable of being cured, the non-defaulting party may terminate the Contract effective immediately upon written notice as provided in Paragraph 11. The Contract may also be terminated prior to term by the City for City's convenience upon not less than fourteen (14) days written notice to the Contractor. In the event of such termination, the Contractor shall be compensated for services performed prior to termination. Such amount shall be paid by the City upon the Contractor's delivering or otherwise making available to the City, all data, drawings, specifications, reports, estimates, summaries and that other information and materials as may have been accumulated by the Contractor in performing the services included in this Contract, whether completed or in progress.

3. General Scope of Services. The Contractor's duties and scope of services are specifically set forth in the RFP, and, in general, include the following:__________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ ________________________________________________________________.

4. Contract Prices. The City shall pay the Contractor for the Contractor's performance in accordance with the amounts established in Contractor’s Completed Cost Proposal Form or the amount finally awarded by City ($ ). No price adjustments shall be made during the term or any extension of this Contract except upon mutual consent of the parties. Notwithstanding any other provision of this Contract, and without prejudice to any of City’s other rights and remedies, City shall have the right at any time or times to deduct and withhold from any payment for services that may become due under this Contract, such amount or amounts as may reasonably appear necessary to compensate the City for work that is defective, damaged, flawed, unsuitable, non-conforming or


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incomplete. The City shall be entitled to retain such withheld amounts until such time as Contractor has performed its obligations to the satisfaction of the City.

5. Representations and Warranties. Contractor represents and warrants that: (a) Contractor has full power and authority to perform its obligations hereunder and to deliver the products and services set forth in the Contract Documents to the City without the consent of any other person or entity, and the products and services shall be delivered free and clear of any lien, encumbrance, security interest or other claim, of whatever nature; (b) Contractor shall comply with all applicable statutes, rules, regulations and requirements of any governmental agency or authority, whether now or hereafter enacted, in performing its obligations hereunder, and the products and services shall comply with all such statutes, rules, regulations and requirements in effect at the time of delivery to and acceptance by the City; (c) Contractor shall perform its obligations hereunder in a good, professional and workman-like manner, and in strict accordance with City's specifications and the terms of this Contract; (d) All services performed by the Contractor under this Contract shall be conducted in a manner consistent with the level of care and skill ordinarily exercised by other members of Contractor's profession or trade currently practicing in the same locality under similar conditions; and (e) Contractor, in the performance of its duties under this Contract, including but not limited to, its dealings with property owners, developers, contractors, consultants, architects and any local, state or federal governmental agency or political subdivision, shall owe its primary duty of loyalty to the City.

6. Insurance; Indemnification. Contractor shall maintain the types and amounts of insurance set forth as from time to time reasonably shall be requested by the City. Contractor shall provide proof of such insurance to the City contemporaneously with the execution of this Contract, and as and when requested by the City during the term hereof. Contractor shall indemnify and hold the City harmless from all claims, demands, losses, attorneys' fees and liabilities of any type or nature arising out of or related to the Contractor's, or Contractor's agents’, employees’ or subcontractors’, performance or non-performance of this Contract, including, but not limited to, claims for injury to person or property; provided, however, that this indemnification obligation shall not apply to claims arising from the sole negligence of the City or its employees. Nothing in this paragraph or this Contract shall be deemed to constitute a waiver of the City's sovereign immunity or create rights in any third party.

7. No Subcontractors. No subcontractor or consultant shall be retained by Contractor to perform services under this Contract without the prior written consent of the City with the exception of those already noted in the Contractor’s Proposal in the Contract Documents. Essential staff members assigned to this Project shall not be reassigned without the consent of the City, which consent shall not be unreasonably withheld. Administration of any approved subcontractor shall be the Contractor's responsibility and all subcontracts shall require each subcontractor to be bound by all pertinent portions of this Contract and to assume all applicable obligations and responsibilities which the Contractor by this Contract assumes toward the City. In particular, and not by way of limitation, all indemnification and insurance provisions shall be fully binding upon any subcontractor providing a portion of the services, for all intents and purposes as if said subcontractor were a party to this Contract.

8. Independent Contractor. The Contractor shall at all times be acting as an independent contractor and not be considered or deemed to be an agent, employee, joint venture or partner of the City. Contractor shall have no authority to contract for or bind City in any manner.


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9. Conflict of Interest. The Contractor represents that it has not, within two (2) years preceding the execution of this Contract, made or agreed to make any valuable gift whether in the form of service, loan, thing, or promise to any person (including any member of such person's immediate family), having the duty to recommend, the right to vote upon, or any other direct influence on the selection of the Contractor to provide products and services to the City. This provision shall not apply to legal campaign contributions, provided that such contributions have been disclosed in Contractor’s response to the City’s RFP.

10. Ownership of Work Product. In the event Contractor prepares, pursuant to the performance of this Contract, any drawings, plans, studies, reports, specifications, other documents (the “Work Product”), the City shall be deemed the owner of the original of all such Work Product, and all statutory and common law rights with respect to such Work Product shall accrue to the City, provided the City has paid for the services in full.

11. Notices. All contractual notices and communications under this Contract shall be deemed sufficient if given by certified mail or statutory overnight mail with return receipt requested, or hand delivered:

(a) To the Contractor at the following address:

______________________________ Attention: __________________ ______________________________ ______________________________ ______________________________

(b) To the City at the following address:

City of Alpharetta Attention: Director of Finance 2970 Webb Bridge Road Alpharetta, Georgia 30009

(c) With a copy to: C. Sam Thomas, P.C. Alpharetta City Attorney Bovis, Kyle & Burch, LLC 200 Ashford Center North Suite 500 Atlanta, Georgia 30338-2668

For the purposes of this Contract, the effective date of notice shall be the date that the notice is placed in certified or statutory overnight mail, or placed with a courier for hand delivery.

12. Compliance with Illegal Immigration Reform and Enforcement Act: (a) E-Verify Program: The City is committed to compliance with Federal and State

laws requiring the verification of newly hired employees to ensure they are lawfully entitled to work in the United States. As such, the City shall not enter into a contract for the physical performance of services unless the Contractor registers and participates in a federal work authorization program (E-Verify). The E-Verify affidavit submitted by the Bidders/offerors will become part of the Contract Documents.


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Requirement to Participate in a Federal Work Authorization Program (E-Verify): - Pursuant to O.C.G.A. § 13-10-91.

The Contractor has registered and participates in a federal work authorization program to verify the employment eligibility of all newly hired employees;

Subcontractors shall not enter into any contract with the Contractor for the physical performance of services within the State of Georgia unless such subcontractor registers and participates in a federal work authorization program to verify the employment eligibility of all newly hired employees; and

Sub-subcontractors shall not enter into any contract with a subcontractor or sub-subcontractor for the physical performance of services within the State of Georgia unless such sub-subcontractor registers and participates in a federal work authorization program to verify the employment eligibility of all newly hired employees.

- As of the date of enactment of O.C.G.A. § 13-10-91, the applicable federal work authorization program is “E-Verify” (https://e-verify.uscis.gov/enroll/StartPage.aspx?JS=YES) operated by the United States Citizenship and Immigration Services Bureau of the United States Department of Homeland Security. Information and instructions regarding E-Verify program registration, corporate administrator registration, and designated agent registration can be found at that website address.

Contractor, Subcontractor, and Sub-subcontractor Evidence of Compliance:

i. Contractor providing the physical performance of services under this contract shall comply with the requirements of O.C.G.A. § 13-10-91.

ii. Pursuant to O.C.G.A. §13-10-91, in the event the Contractor employs or contracts with a subcontractor in connection with the covered contract, the Contractor shall secure from such subcontractor attestation of the subcontractor’s compliance with O.C.G.A. 13-10-91 by the subcontractor’s execution of the subcontractor affidavit and will maintain a record of such attestation for inspection by the City at any time. Such subcontractor affidavit shall become a part of the Contractor/subcontractor agreement.

iii. Pursuant to O.C.G.A. §13-10-91, in the event the Contractor employs or contracts with a subcontractor that employs or contracts with any sub-subcontractor, the subcontractor will secure from such sub-subcontractor attestation of the sub-subcontractor’s compliance with O.C.G.A. 13-10-91 by the sub-subcontractor’s execution of the sub-subcontractor affidavit and maintain records of such attestation for inspection by the City at any time. Such sub-subcontractor affidavit shall become a part of the subcontractor/sub-subcontractor agreement.

iv. All portions of contracts pertaining to compliance with O.C.G.A. 13-10-91 and these rules, and any affidavit related hereto, shall be open for public inspection in this State at reasonable times during normal business hours


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(b) SAVE Program: The City is committed to compliance with Federal and State laws requiring the verification of the legal immigration status of any person 18 years or older who applies for state or local public benefits. The SAVE affidavit submitted by the Bidders/offerors will become part of the Contract Documents. Contractor Requirement to Verify Legal Immigration Status (SAVE Program):

i. O.C.G.A. § 50-36-1 states that an agency or political subdivision providing or administering a public benefit shall require every applicant for such benefit to execute a signed and sworn affidavit verifying the applicant’s lawful presence in the United States.

13. Miscellaneous. (a) No Discrimination. In performing the services required under this Contract, the

Contractor shall not discriminate against any person on the basis of race, color, religion, sex, national origin or ancestry, age or disability.

(b) Governing Law. This Contract is executed and shall be performed in the State of Georgia, and this Contract shall be construed and enforced in accordance with the laws of the State of Georgia.

(c) Captions. Titles or captions of sections contained in this Contract are inserted only as a matter of convenience and for reference, and in no way define, limit, extend or prescribe the scope of this Contract or the intent of any provision.

(d) Counterparts. This Contract may be executed in three (3) or more counterparts, each of which shall be deemed an original, but all of which shall together constitute one (1) and the same instrument.

(e) Severability. In the event that any provision hereof is held to be invalid or unenforceable, such provision shall be severed from this Contract and shall not affect the validity or enforceability of the remainder of this Contract.

(f) Entire Agreement. This Contract supersedes all prior discussions and agreements between the parties with respect to the matters contained herein and constitutes the sole and entire agreement between the parties.

(g) Persons Bound. This Contract shall be binding upon and shall inure to the benefit of the parties, their respective successors, successors in title, legal representatives, heirs and permitted assigns. This Contract may not be assigned by the Contractor without the prior written consent of the City.

(h) Amendment. No term or provision of this Contract may be amended, waived, supplemented, modified or terminated except by an instrument in writing signed by the party against whom the enforcement of the amendment, waiver, supplement, modification or termination is sought.

(i) Waiver. The City's failure or forbearance to enforce any term hereof shall not be deemed to be a waiver of such right or claim, or any right of claim hereunder. Moreover, the City's waiver of any term hereof shall not operate or be construed as a waiver of any subsequent breaches of the same or any other term.

(j) Arbitration. Any dispute arising out of this Contract shall, at the option of the City of Alpharetta, be submitted to binding arbitration conducted in Atlanta, Georgia in accordance with the rules of the American Arbitration Association.

(k) Annual Appropriation. Notwithstanding any other provision or provisions of this Contract, if this Contract is a multi-year contract, it shall terminate absolutely and without further obligation of the City (a) at the close of the calendar year in which


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it was executed and at the close of each succeeding calendar year if the City Council, not later than thirty (30) days prior to the end of any such calendar year, adopts a resolution terminating the Contract; or (b) at the close of the fiscal year in which it was executed and at the close of each succeeding fiscal year if the City Council fails to appropriate funding for the Contract for any such succeeding fiscal year.

IN WITNESS WHEREOF, the parties to these presents have executed this Contract in three (3) counterparts, each of which shall be deemed an original. Executed this ______ day of ______________________, 20____. CITY OF ALPHARETTA, GEORGIA

By:___________________________________ David Belle Isle, Mayor ___________________________________ By:___________________________________ Its:___________________________________ APPROVED AS TO FORM: _______________________________ C. Sam Thomas, P.C. City Attorney 802964


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APPENDIX C: CITY OF ALPHARETTA TAX FORMS


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APPENDIX D: COMBINED PARCEL SURVEY


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APPENDIX E: COST/FEE PROPOSAL In the spaces provided below, enter the fixed amounts for each of the phases listed. Return one original signed copy this form in a separate sealed envelope marked COST PROPOSAL.

Civil Engineer will be paid a lump sum fee for performance of the Basic Services.

Master Planning, Programming and Conceptual Design $ Schematic Design $

Design Development $

Construction Documents $

Bidding And Negotiating $

Construction Administration $

TOTAL Lump Sum: $

Proposal Price Certification In compliance with the attached specification, the undersigned offers and agrees that if this proposal is accepted by the City Council within one hundred twenty (120) days of the date of proposal opening, that the undersigned will furnish any or all of the deliverables upon which prices are quoted, at the price set opposite each, to the designated point(s) within the time specified.

COMPANY__________________________________________________________________

ADDRESS___________________________________________________________________

AUTHORIZED SIGNATURES____________________________________________________

PRINT / TYPE NAME _________________________________________________________