2026-0004 On-Call Planning Services

RFP No. 2026-00004
On-Call Professional Planning Services
03/23/2026
4640 N. Henry Boulevard, Levi Conference Room, Stockbridge, Georgia
30281
PROPOSAL DUE DATE:
Tuesday, May 26th at 2 PM EST.
Proposals shall only be accepted online through the Bonfire Portal at:
Bonfire Portal
Any proposal submitted in any other format (email, paper, fax, mail, etc.) will not be
accepted. Instructions to Offerors:
1. The City of Stockbridge is soliciting proposals from qualified firms to provide professional planning
services on an on-call, as-needed basis. This solicitation does not guarantee a minimum amount of
work. Services will be authorized on an as-needed, task-order basis at the City's sole discretion.
2. From issuance of this RFP until award, Offerors shall not contact any City employee, official, or
elected representative regarding this solicitation except through the designated procurement
contract. For this reason, only clarifying procedural questions are accepted during the Q&A Opportunity
as indicated in number two (2) below.
3. All questions or requests for clarification must be sent via Bonfire under Message - Opportunity Q&A:
4. Questions are due no later than Tuesday, May 19th by 5 PM EST Questions received after this date and
time will not be answered.
5. Questions and clarifications will be answered in the form of an addendum. Any addenda, schedule
changes, and other important information regarding the solicitation related to this solicitation will be
posted on the Bonfire website at {https address from bonfire}, and it is the Offeror's responsibility to
check the Bonfire portal for any addenda or other communications related to this solicitation. Proposals
shall be submitted electronically through the Bonfire Portal only. Proposals submitted by any other means
shall be deemed non-responsive and rejected.
6. The City of Stockbridge reserves the right to reject all proposals and to waive technicalities and
informalities, and to make award in the best interest of the City of Stockbridge.
7. The City of Stockbridge is not responsible for any technical difficulties. It is highly recommended that all
potential contractors submit their proposals prior to the due date of this solicitation.
8. Cost proposal must be submitted in a separate document

PROPOSAL LETTER
We propose to furnish and deliver all the services named in the attached Request for Proposal
(RFP). The price or prices offered herein shall apply for the period stated in the RFP.
We further agree to strictly abide by all the terms and conditions contained in the City of
Stockbridge Procurement Manual as modified by any attached special terms and conditions, all
of which are made a part hereof. Any exceptions are noted in writing and included in this proposal.
It is understood and agreed that this statement of Proposal and proposal constitutes an offer,
which, when accepted in writing by the Procurement Office, City of Stockbridge, and subject to
the terms and conditions of such acceptance, will constitute a valid and binding contract between
the undersigned and the City of Stockbridge.
It is understood and agreed that we have read the City's specifications shown or referenced in
the RFP and that this statement is made in accordance with the provisions of such specifications.
By our written signature on this proposal, we guarantee and certify that all items included in this
statement meet or exceed all such City specifications. We further agree, if awarded a contract,
to deliver goods and services that meet or exceed the specifications. The City of Stockbridge
reserves the right to reject any or all offers, waive technicalities and informalities, and to make
an award in the best interest of the city.
It is understood and agreed that this statement of Proposal and proposal shall be valid and held
open for a period of one hundred twenty (120) days from the opening date.
PROPOSAL SIGNATURE AND CERTIFICATION
(Proposer to sign and return)
I certify that this offer is made without prior understanding, agreement, or connection with any
corporation, firm, or person submitting a proposal for the same materials, supplies, equipment,
or services and is in all respects fair and without collusion or fraud. I understand collusive
bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil
damage awards. I agree to abide by all conditions of the proposal and certify that I am authorized
to sign this proposal for the proposer. I further certify that the provisions of the Official Code of
Georgia Annotated, Sections 45-10-20 et. seq. have not been violated and will not be violated
in any respect.
Authorized Signature Date
Print/Type Name
Print/Type Company Name Here
Email
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EXHIBIT A
General Conditions
Contract
RFP No. 2026-00004
On-Call Planning Services
This CONTRACT made and entered into this day of , 2026 by and between the City
of Stockbridge, (Party of the First Part, hereinafter called the "City"), and . Party of the
Second Part, hereinafter called the "Service Provider" or "Contractor").
NOW THEREFORE, for and in consideration of the mutual promises and obligations contained herein
and under the conditions hereinafter set forth, the parties do hereby agree as follows:
1. TERMS:
This Contract shall remain in effect for the initial term and any renewal terms unless earlier
terminated in accordance with this Contract. Services shall be authorized on a task-order basis.
Nothing in this Contract shall be construed as creating an exclusive relationship. The City reserves
the right to procure similar services from other providers if deemed in the City's best interest
TASK ORDER AUTHORIZATION
Services under this Contract shall be performed on a task-order basis only. No work shall be
performed without a written task order issued by the City.
Each task order shall include:
A written scope of services
A project schedule
A negotiated fee proposal (lump sum or time-and-materials, as approved by the City)
A not-to-exceed amount
The Consultant shall submit a written fee proposal for each task order. No task order shall
commence until approved in writing by the City.
The City anticipates issuing approximately three (3) task orders annually; however, no minimum
amount of work is guaranteed.
The total compensation under this Contract shall not exceed the annually budgeted amount as
approved by the City Council through the adopted budget or subsequent amendment.
OPTIONAL RENEWALS:
This Contract may be renewed at the sole discretion of the City for four (4) additional twelve-month
terms, upon the same terms and conditions, as provided for in this Contract, unless terminated by the
City, by notice to the service provider, or termination and non-renewal by December 31 of the Contract
year.
2. ATTACHMENTS:
The following documents are attached and are specifically incorporated herein by reference; and,
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EXHIBIT A
General Conditions
along with this Contract and the General Conditions attached as Exhibit A, encompass all the
Contract documents:
RFP (Instructions + Evaluation)
Contract
Exhibit A - General Conditions
Exhibit B - Scope of Work
Exhibit C - SAP Criteria / RFP Documents
3. PERFORMANCE:
Service Provider agrees to furnish all skill and labor of every description necessary to carry out and
perform the services in accordance with the Contract Documents (the "Work").
4. PRICE:
The City agrees to pay the Service Provider following receipt by the City of a detailed invoice
reflecting the actual work performed by the Service Provider, provided, however, the Service
Provider guarantees that the maximum price for materials, labor, and expenses shall be the amount
reflected.
Compensation for services shall be established through individual written task orders. Each task
order shall identify the approved scope, schedule, fee structure, and not-to-exceed amount.
No work shall be performed, and no compensation shall be due, unless authorized by a written task
order issued by the City.
INDEMNIFICATION AND HOLD HARMLESS:
[See Section 13 of Exhibit A. --- General Conditions]
Service Provider further agrees to protect, defend, indemnify, and hold harmless the CITY, its
council members, officers, agents, and employees from and against any and all claims or
liability for compensation under the Worker's Compensation Act arising out of injuries
sustained by any employee or subcontractor of the Service Provider, as allowed under the law.
5. TERMINATION FOR CAUSE:
The City may terminate this Contract for cause upon ten (10) days' prior written notice to the
Service Provider of the Service Provider's default in the performance of any term of this Contract.
Such termination shall be without prejudice to any City's rights or remedies provided by law.
6. TERMINATION FOR CONVENIENCE:
The City may terminate this Contract for its convenience at any time upon (30) written notice to the
Service Provider. In the event of the City's termination of this Contract for convenience, the Service
Provider will be paid for those services actually performed. Partially completed performance of the
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EXHIBIT A
General Conditions
Contract will be compensated based upon a signed statement of completion to be submitted by the
Service Provider, who shall itemize each element of performance.
7. TERMINATION FOR FUND APPROPRIATION:
The City may unilaterally terminate this Contract due to lack of funding at any time by written
notice to the Service Provider. In the event of the City's termination of this Contract for fund
appropriation, the Service Provider will be paid for those services actually performed. Partially
completed performance of the Contract will be compensated based upon a signed statement of
completion to be submitted by the Service Provider which shall itemize each element of
performance.
8. CONTRACT NOT TO DISCRIMINATE:
During the performance of this Contract, the Service Provider will not discriminate against any
employee or applicant for employment because of race, creed, color, sex, national origin, age, or
disability, which does not preclude the applicant or employee from performing the essential
functions of the position. The Service Provider will also, in all solicitations or advertisements for
employees placed by qualified applicants, consider the applicant without regard to race, creed,
color, sex, national origin, age, or disability, provided the applicant can perform the essential
functions of the job. The Service Provider will cause the foregoing provisions to be inserted in all
subcontracts for any work covered by this Contract so that such provision will be binding upon each
subservice provider for standard commercial supplies of raw materials.
9. ASSIGNMENT:
The Service Provider shall not sublet, assign, transfer, pledge, convey, sell or otherwise dispose of
the whole or any part of this Contract or his right, title, or interest therein to any person, firm, or
corporation without the previous consent of the City in writing.
10.CONFLICT OF INTEREST
The Consultant shall avoid conflicts of interest and shall immediately disclose to the City any actual
or potential conflict of interest arising during the performance of this Contract.
The Consultant shall not represent private development interests in matters that are directly related
to or materially impacted by planning work performed for the City under this Contract without prior
written disclosure and approval by the City.
Failure to disclose a conflict of interest may constitute grounds for termination of the Contract.
11.WAIVER:
A waiver by either party of any breach of any provision, term, covenant, or condition of this
Contract shall not be deemed a waiver of any subsequent breach of the same or any other provision,
term, covenant, or condition.
12.SEVERABILITY:
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EXHIBIT A
General Conditions
The parties agree that each of the provisions included in this Contract is separate, distinct and
severable from the other and remaining provisions of this Contract, and that the invalidity of any
Contract provision shall not affect the validity of any other provision or provisions of this Contract.
13.GOVERNING LAW:
The parties agree that this Contract shall be governed and construed in accordance with the laws of
the State of Georgia. This Contract has been signed in Henry County, Georgia.
14.MERGER CLAUSE:
The parties agree that the terms of this Contract included the entire Contract between the parties, and
as such, shall exclusively bind the parties. No other representations, either oral or written, may be
used to contradict the terms of this Contract.
IN WITNESS WHEREOF, the parties hereto, acting through their duly authorized agents, have caused
this CONTRACT to be signed, sealed and delivered.
Signatures on following page.
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EXHIBIT A
General Conditions
.
STOCKBRIDGE, GEORGIA
By: Jayden Williams
Mayor, City of Stockbridge, Georgia
ATTEST:
Cassandra
Lester
City Clerk
APPROVED AS TO FORM:
City Attorney
SERVICE PROVIDER:
Signature Date
Print Name
Print Title
ATTEST:
Date
Signature
Print Name
Print Title
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EXHIBIT A
General Conditions
Instructions to Offerors
1. Proposal Submission
Proposals shall be submitted electronically through the City's designated Bonfire Portal no
later than the date and time specified in this Request for Proposals. Proposals submitted by
any other means, including email or hard copy, shall be deemed non-responsive and
rejected.
It is the sole responsibility of the Offeror to ensure timely submission. Late proposals will
not be accepted under any circumstances.
2. Pre-Proposal Conference
A pre-proposal conference may be conducted at the City's discretion. Attendance is optional
unless otherwise stated. Information provided at any pre-proposal conference shall not be
binding unless issued by written addendum.
3. Questions and Clarifications
All questions regarding this solicitation shall be submitted in writing through the Bonfire
Portal by the deadline established in the procurement schedule.
Responses to questions will be issued by written addendum only. Offerors shall not rely on
verbal responses or information obtained outside the formal question-and-answer process.
4. Communications Restrictions
From the issuance of this RFP until contract award, Offerors shall not contact any City
employee, official, or elected representative regarding this solicitation except through the
designated procurement contact identified herein.
Unauthorized contact may result in disqualification of the Offeror's proposal.
5. Addenda
Any changes to this RFP shall be made by written addendum issued through the Bonfire
Portal. It is the responsibility of each Offeror to monitor the portal for addenda and
acknowledge receipt as required.
6. Proposal Evaluation and Award
Proposals will be evaluated based on the criteria set forth in this RFP. Award will be made to
the offeror determined to provide the best overall value to the City, considering
qualifications, experience, technical approach, and cost. The City is not obligated to award a
contract to the lowest-priced Offeror.
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EXHIBIT A
General Conditions
7. No Guarantee of Work
This solicitation is for on-call professional services. The City does not guarantee a minimum
amount of work or the issuance of any task orders. Services will be authorized on an as-
needed basis at the City's sole discretion.
8. City's Reservation of Rights
The City reserves the right to:
* Reject any or all proposals.
* Waive minor irregularities or informalities.
* Request clarification or additional information from Offerors.
* Cancel this solicitation in whole or in part.
* Negotiate with the highest-ranking offeror if deemed in the City's best interest.
9. Costs of Proposal Preparation
All costs incurred by Offerors in the preparation and submission of proposals shall be
borne solely by the Offeror. The City shall not be responsible for any such costs.
10. Acceptance of Terms
Submission of a proposal constitutes acceptance of the terms, conditions, and procedures
contained in this RFP, including the protest procedures set forth herein.
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EXHIBIT B
SCOPE OF WORK AND SPECIFICATIONS
1. SCOPE OF WORK
The Contract will be to provide services to the City in accordance with the Contract Documents.
All work shall be performed in accordance with the Scope of Services attached hereto as Exhibit B
2. REGULATIONS
2.1 The Service Provider shall comply with all applicable federal, state, and local laws,
ordinances, rules, and regulations pertaining to the performance of the work
specified herein.
2.2 The Service Provider shall obtain all permits, licenses, and certificates, or any such
approvals of plans or specifications as may be required by Federal, State, and local
laws, ordinances, rules, and regulations, for the proper execution of the work specified
herein.
2.3 During the performance of this Contract, the Service Provider shall keep current and, if
requested by the City, provide copies of any and all licenses, registrations, or permits
required by applicable governing agencies. The Service Provider shall keep a copy of any
and all licenses, registrations, and permits on the job site while performing the Contract
work.
2.4 The Service Provider will comply with the City of Stockbridge's purchasing policies.
2.5 Service Provider will complete all work in accordance with all applicable legal
requirements, including but not limited to O.C.G.A. 50-5-63, as applicable.
3. SERVICE PROVIDER'S PERSONNEL
3.1 The Service Provider will abide by all State and Federal regulations on wages and hours
of an employee dealing with the employment relationship between the Service Provider
and its subsidiaries or related parties and its employees, including but not limited to the
Federal National Labor Relations Act, the Federal Fair Labor Standards Act, the Federal
Civil Rights Act of 1964, as amended, and the Americans with Disabilities Act.
3.2 The Service Provider shall require all prospective employees to show proof of
citizenship, or proof from the United States Immigration and Naturalization Service of
valid entry permits and/or work permits for legal aliens, and proof that such legal
aliens are eligible to be employed in the United States. This includes any requirement
for participation in the DHS E-Verify or SAVE program.
3.3 The Service Provider shall transfer promptly from the City any employee or employees
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