Concept Plan- Municipal Complex- SPLOST project

CITY OF FORT VALLEY, GEORGIA
REQUEST FOR PROPOSALS (RFP)
Municipal Complex - SPLOST Project
Concept Planning and Related Pre-Design Services
Project Location 601 Bluebird Boulevard, Fort Valley, Georgia 31030
Site Size Approximately 8.75 Acres
Proposal Due May 15, 2026, at 5:00 PM Eastern Time
Physical Delivery City of Fort Valley Attn: Danny Lamonte 204 West Church Street Fort
Valley, GA 31030
Electronic Delivery bids@fortvalleyga.org
Questions dlamonte@municipalcentral.com
Project Manager Business Central Solutions, LLC d/b/a Municipal Central
Issued by City of Fort Valley, Georgia
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TABLE OF CONTENTS
* 1. Notice to Proposers
* 2. Purpose and Procurement Overview
* 3. Project Background and Program
* 4. Detailed Scope of Services
* 5. SPLOST Funding, Accounting, and Compliance Requirements
* 6. Proposal Format and Required Contents
* 7. Submission Instructions and Procurement Schedule
* 7A. Pre-Proposal Site Visit
* 8. Evaluation and Selection Process
* 9. Insurance, Licensure, and Professional Requirements
* 10. General Terms, Conditions, and Required Disclosures
* Attachment A - Detailed Scope Matrix and Deliverables
* Attachment B - Fee Proposal Form
* Attachment C - Proposer Checklist and Addenda Acknowledgment
* Attachment D - Contractor Affidavit under O.C.G.A. 13-10-91(b)(1)
* Attachment E - Non-Collusion Affidavit
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1. NOTICE TO PROPOSERS
The City of Fort Valley, Georgia ("City") is soliciting sealed proposals from qualified firms to provide
concept planning and related pre-design services for the proposed Municipal Complex to be located
at 601 Bluebird Boulevard, Fort Valley, Georgia 31030. The site contains approximately 8.75 acres.
This procurement is for concept planning only. It is not for the preparation of final construction
drawings, permitting documents, sealed engineering plans for construction, or full
architectural/engineering services for implementation.
Proposal Deadline: Sealed proposals must be received no later than 5:00 PM Eastern Time on May
15, 2026. Late submissions will not be considered.
Submission Address: Physical proposals shall be submitted to City of Fort Valley, Attn: Danny
Lamonte, 204 West Church Street, Fort Valley, GA 31030. Electronic proposals shall be submitted
to bids@fortvalleyga.org.
Procurement Summary
Procurement Type Competitive Request for Proposals (price and qualifications
considered)
Project Name Municipal Complex - SPLOST Project
Funding Source 2021 Special Purpose Local Option Sales Tax (SPLOST), subject to
applicable authorized uses and appropriations
Concept Plan Phasing Phase 1: City Hall, Fire Department, Fuel Station Phase 2: Police
Department
Questions Questions should be directed in writing to
dlamonte@municipalcentral.com
Official Proposal bids@fortvalleyga.org
Submission Email
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2. PURPOSE AND PROCUREMENT OVERVIEW
The City seeks a qualified planning/design team to prepare a professional concept plan package
that can be presented to the Mayor and Council for review, direction, input, and feedback before the
City undertakes any later procurement for full design and site engineering services.
The selected consultant's work shall culminate in a concept-level package suitable for public
presentation, budgeting, SPLOST planning, and future procurement support. The package is
expected to visually communicate building placement, circulation, project phasing, approximate
space allocation, preliminary building character/elevations, and order-of-magnitude costs.
A separate future solicitation is expected for full building plans, site layout engineering, construction
documents, bidding assistance, and related post-concept services. The selected consultant under
this RFP shall assist the City with preparing a recommended scope of services and procurement
outline for that later solicitation.
The City has designated Business Central Solutions, LLC d/b/a Municipal Central as Project
Manager for coordination of this planning effort. The selected consultant shall coordinate
scheduling, reviews, presentations, and document exchanges through Municipal Central and the
City's authorized representatives.
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3. PROJECT BACKGROUND AND PROGRAM
The City is evaluating development of a new municipal complex to better align administrative, public
safety, and fleet support functions on one coordinated site. The concept planning effort shall
assume the following program framework for purposes of layout and preliminary budgeting:
* Phase 1 - City Hall Building: approximately 10,000 square feet to accommodate Finance, City
Administrator, City Clerk, Mayor, Code Compliance, Municipal Court, Cashiers, Human
Resources, and Commission/meeting chambers.
* Phase 1 - Fire Department Building: approximately 10,000 square feet sized generally
consistent with the current fire department footprint assumption used by the City for planning
purposes.
* Phase 1 - Fueling Area: secure fuel area with two pumps, one gasoline and one diesel, with
related access, clearances, controls, and safety considerations.
* Phase 2 - Police Department Building: approximately 10,000 square feet sized generally
consistent with the current police department footprint assumption used by the City for
planning purposes.
* Associated site elements: parking, internal drives, service access, public entry hierarchy,
emergency response circulation, utility/service areas, and reasonable provision for future
expansion.
The consultant shall not treat the above figures as final construction directions; rather, they are the
current planning assumptions to be validated, illustrated, and refined at concept level through this
engagement.
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4. DETAILED SCOPE OF SERVICES
A. Project kickoff and data collection
* Attend and facilitate an initial kickoff meeting with the City and Municipal Central.
* Review available background information, site information, aerials, utility information if
available, planning assumptions, and stakeholder priorities provided by the City.
* Identify any critical missing information, assumptions, or constraints that may affect concept-
level planning.
B. Site planning and concept layout
* Prepare concept-level site layout alternatives or a refined preferred concept showing
placement of the Phase 1 and Phase 2 facilities.
* Illustrate public access, employee parking, secure public safety access, apparatus circulation,
police vehicle circulation, service access, and the fuel area.
* Address internal traffic flow, queuing, pedestrian connectivity, campus organization, and
general emergency vehicle turning considerations at concept level.
* Identify logical areas for future expansion or reconfiguration.
C. Building program and preliminary layout
* Develop conceptual floor planning diagrams for City Hall, Fire Department, and Police
Department based on the City's program assumptions.
* Demonstrate departmental adjacencies, public versus secure zones, and approximate major
space groupings.
* Provide narrative space planning assumptions sufficient for future scope development.
D. Conceptual elevations and presentation graphics
* Prepare concept-level exterior character studies and elevations or perspective views for the
principal buildings.
* Provide graphics suitable for presentation to Mayor and Council and for public discussion
materials.
E. Preliminary infrastructure and site considerations
* Consider concept-level placement of parking, drive aisles, walkways, access points, utility
corridors, stormwater areas, and site support functions.
* Identify major site constraints or planning considerations observable at concept level;
however, the consultant is not expected under this RFP to prepare final engineering design or
permit-ready plans.
F. Preliminary cost opinion and phase planning
* Provide order-of-magnitude cost estimates for Phase 1 and Phase 2, including reasonable
concept-level site development allowances.
* Clearly state assumptions, exclusions, contingencies, escalation basis, and items requiring
further validation during later design phases.
* Identify phasing considerations, sequencing risks, and recommended packaging approach for
future procurement.
G. Future RFP scope assistance
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* Prepare recommended scope language, key deliverables, and procurement considerations for
a future RFP covering full building plans, site layout engineering, and related
architectural/engineering services.
* Include recommended deliverable milestones, meeting expectations, surveying/geotechnical
coordination assumptions, and bid/award support tasks for the future solicitation.
H. Meetings and final deliverables
* Include up to three formal working/presentation meetings unless a different count is proposed
in the proposer's scope assumptions.
* Provide a final concept plan package in electronic PDF format and editable/native format
(including .dwg, .rvt, or .pptx as applicable to the discipline).
* Present the final concept package to the Mayor and Council or other designated City
audience.
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5. SPLOST FUNDING, ACCOUNTING, AND COMPLIANCE
REQUIREMENTS
This project is funded from the City of Fort Valley's 2021 Special Purpose Local Option Sales Tax
("SPLOST") proceeds, as authorized by the Peach County SPLOST referendum approved by
voters and as reflected in the 2021 SPLOST resolution adopted by the Fort Valley Mayor and
Council . The authorized project category for these funds is "Government Facilities" . All services
procured under this RFP are intended to constitute pre-design and concept planning services in
furtherance of that authorized capital project.
Services billed under this contract shall be coded to the Municipal Complex - SPLOST Project
account. The selected consultant acknowledges that SPLOST expenditures are subject to audit by
the Peach County SPLOST audit committee and the Georgia Department of Audits and Accounts,
and agrees to cooperate fully with any such review.
The consultant shall recognize that the City is procuring planning services in support of a public
capital project that may be financed in whole or in part through SPLOST proceeds. Proposers shall
structure their services, records, invoices, and deliverables in a manner that supports transparent
project accounting and audit review.
All invoices shall identify the Municipal Complex - SPLOST Project by name and shall be
sufficiently itemized to show services performed, billing period, personnel or task categories if
applicable, and reimbursable expenses if any are authorized.
The consultant shall maintain records relating to this contract in a manner sufficient to support City
review, financial reconciliation, and audit inquiry. At minimum, project-related accounting and
supporting records should be retained for the period required by law and the City's records retention
practices, and in any event not less than five years after final payment unless a longer period is
required by law, audit, claim, or litigation hold.
The consultant shall reasonably cooperate with the City, its auditors, and other authorized
reviewers in providing documentation and clarification regarding services billed under the contract.
No services outside the contract scope shall be compensable unless authorized in writing by the
City.
The City reserves the right to modify, defer, phase, or discontinue elements of the contemplated
municipal complex based on available funding, public input, Council direction, and later design
findings.
Georgia procurement registry and public notice context
The Georgia Department of Administrative Services states that the Georgia Procurement Registry
(GPR) is the state-run website used to list bid opportunities from state and local government
entities, and Georgia law requires municipalities, counties, and local boards of education to post
certain bid and proposal opportunities on the GPR. Proposers are encouraged to monitor the GPR
for addenda and procurement notices.
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6. PROPOSAL FORMAT AND REQUIRED CONTENTS
Proposals should be organized in the order listed below. The City prefers concise, well-structured
proposals that directly address the requested information.
Tab 1 - Cover Letter
Include legal name of proposer, principal office address, contact person, email, phone number, and
a statement that the proposal is valid for at least 90 days.
Tab 2 - Firm Qualifications
Describe the firm, office location(s), years in business, primary disciplines, and relevant experience
with municipal, civic, public safety, or campus-type concept planning projects.
Tab 3 - Project Team
Identify key personnel, roles, discipline leads, and any subconsultants. Include qualifications and
licensure status for personnel expected to perform material services.
Tab 4 - Relevant Experience
Provide at least three comparable projects completed within the past ten (10) years, preferably
municipal or public-sector concept planning assignments, with owner references, scope, and project
outcomes.
Tab 5 - Project Understanding and Approach
Describe understanding of the City's goals, phasing, site planning issues, and proposed approach
to completing the concept package.
Tab 6 - Schedule
Provide a proposed timeline from notice to proceed through final presentation.
Tab 7 - Fee Proposal
Submit a lump-sum fee for the complete concept planning scope. A task breakdown is strongly
encouraged and shall be submitted using Attachment B.
Tab 8 - Exceptions
Clearly identify any exceptions, exclusions, or assumptions not otherwise evident in the proposal.
Tab 9 - Required Forms
Include completed Attachment C, Attachment D, and Attachment E, plus any other certifications the
proposer elects to provide.
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7. SUBMISSION INSTRUCTIONS AND PROCUREMENT SCHEDULE
Issue Date April 2026
Voluntary Site Visit Anytime- 601 Bluebird Boulevard, Fort Valley, GA 31030
Questions Due April 30, 2026 (questions received after this date may not receive a
written response prior to proposal deadline)
Proposal Deadline May 15, 2026 at 5:00 PM Eastern Time
Anticipated Selection / On or before June 1, 2026
Award Notice
Physical Delivery City of Fort Valley, Attn: Danny Lamonte, 204 West Church Street,
Fort Valley, GA 31030
Electronic Delivery bids@fortvalleyga.org
7A. Pre-Proposal Site Visit
The City will conduct a voluntary pre-proposal site visit at the project location to allow prospective
proposers an opportunity to view site conditions, ask questions, and clarify the City's planning goals
in advance of proposal preparation.
Date and time April 30, 2026 at 1pm Eastern Time
Location 601 Bluebird Boulevard, Fort Valley, Georgia 31030
Participation Voluntary. Proposers are not required to attend in order to submit a
proposal.
RSVP Firms wishing to attend should notify
dlamonte@municipalcentral.com by April 23, 2026 with the names of
attendees. RSVP is encouraged but not required.
Questions raised during the site visit will be collected. Substantive questions and responses that
affect the scope or requirements of this solicitation will be issued to all registered plan holders by
addendum through the Georgia Procurement Registry. Oral responses given at the site visit are not
binding on the City and shall not be relied upon unless confirmed by written addendum.
Proposers are responsible for their own transportation, parking, and safety compliance while on
site. The City and Municipal Central assume no liability for injury or property damage occurring
during the site visit.
Envelope / subject line labeling
Proposals should be labeled: "RFP - Municipal Complex Concept Plan - DO NOT OPEN" for
physical packages and "RFP - Municipal Complex Concept Plan Proposal" in the subject line for
electronic submissions.
Late proposals
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