Request For Proposals: RFP 26-002 - Comprehensive Plan Update - Professional Planning Consulting Services Addendum 1

City of Powder Springs, Georgia RFP No. 26-002 - Comprehensive Plan Update
REQUEST FOR PROPOSALS
Comprehensive Plan Update
Professional Planning Consulting Services
RFP No. 26-002
Issue Date: July 31, 2026
Proposals Due: August 31, 2026 at 12:00 PM noon, EDT
City of Powder Springs
4483 Pineview Drive
Powder Springs, Georgia 30127
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City of Powder Springs, Georgia RFP No. 26-002 - Comprehensive Plan Update
Table of Contents
A. Introduction ................................................................................................................................................... 3
B. Background .................................................................................................................................................... 3
C. Scope of Work ................................................................................................................................................ 5
D. Schedule of Events and Project Schedule ...................................................................................................... 6
E. Proposal Response Format ............................................................................................................................ 7
F. Evaluation Procedure ..................................................................................................................................... 9
G. Award of Contract ....................................................................................................................................... 10
H. Restriction of Communication; Questions and Clarifications ...................................................................... 10
I. Addenda ....................................................................................................................................................... 11
J. Right to Cancel or Change the RFP ............................................................................................................... 11
K. Expenses of Preparing Responses ................................................................................................................ 11
L. Open Records ............................................................................................................................................... 11
M. Georgia Security and Immigration Compliance .......................................................................................... 11
N. Insurance ..................................................................................................................................................... 12
O. Terms and Conditions .................................................................................................................................. 12
Attachment A - Scope of Work ....................................................................................................................... 14
Attachment B - Required Forms and Certifications ........................................................................................ 22
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City of Powder Springs, Georgia RFP No. 26-002 - Comprehensive Plan Update
A. Introduction
The City of Powder Springs, Georgia (the "City") is soliciting competitive sealed proposals from qualified
consulting firms to prepare a full update of the City's Comprehensive Plan. The resulting document will
replace the Springs in Motion Comprehensive Plan Update adopted in December 2021 and will guide the
City's growth, development, investment, and service decisions over a twenty-year horizon.
The Comprehensive Plan shall be prepared pursuant to the Rules of the Georgia Department of Community
Affairs, Chapter 110-12-1, Standards and Procedures for Local Comprehensive Planning, also known as the
"Local Planning Requirements." The Local Planning Requirements establish the minimum standard for this
engagement. The City expects the selected firm to exceed those minimums in the areas of emphasis
identified in Attachment A, particularly community engagement, land use and community character, and the
Community Work Program.
Sealed proposals will be received until August 31, 2026, at 12:00 PM noon, EDT, at the City of Powder Springs
City Hall, 4483 Pineview Drive, Powder Springs, Georgia 30127, sent to the attention of Kelly Axt, City Clerk.
Proposals received after the stated date and time will not be accepted or considered unless the date and/or
time is changed as an addendum to this document.
Firms shall submit one (1) original hard copy, (5) additional hard copies, and one (1) electronic copy in PDF
format on a USB flash drive.
The deadline for submission of written questions is August 14, 2026, at 12:00 PM noon, EDT. All questions
shall be submitted by e-mail to Kelly Axt, City Clerk, at kaxt@powderspringsga.gov. Questions and the City's
responses will be posted as Addenda to this RFP on the City's website at www.powderspringsga.gov.
The City reserves the right to reject any or all proposals and to waive any informality or technicality in the
procurement process in order to contract in the best interest of the City.
B. Background
1. The Community
Powder Springs is located in southwest Cobb County, approximately twenty-two miles west of downtown
Atlanta and approximately twelve miles southwest of Marietta. The City encompasses roughly seven square
miles and is a member jurisdiction of the ten-county Atlanta Regional Commission ("ARC"). The City's
population is currently estimated at approximately 21,000 residents (per U.S. Census Bureau Population
Estimates Program), ranking it among the smaller of Cobb County's seven municipalities by population while
simultaneously experiencing sustained residential growth and development pressure.
The City is predominantly characterized by low-density, single-family neighborhoods organized around a
historic downtown core. Powder Springs is served by the Silver Comet Trail, one of the region's most heavily
used multi-use trail corridors, and has invested substantially in its town center in recent years, including
Thurman Springs Park, the downtown amphitheater, the brand new Powder Springs Dog Park, and a new City
Hall. The City places a high value on transparency in local government and on accessible public participation
in municipal decision-making.
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City of Powder Springs, Georgia RFP No. 26-002 - Comprehensive Plan Update
2. Planning Context
The City maintains an active hand in its local planning efforts. Documents that form the immediate context
for this update include, but are not limited to, the following. City documents can be accessed via the City's
webpage at https://www.powderspringsga.gov/669/Planning-Documents. The selected firm will be expected
to review each and reconcile its recommendations with them.
* Springs in Motion Comprehensive Plan Update (2021) - the plan being replaced
* Springs in Motion Livable Centers Initiative Plan (2016) and the Livable Centers Initiative Major Update
(adopted May 18, 2026).
* City of Powder Springs Unified Development Code
* City of Powder Springs Downtown Area Traffic Analysis (2021)
* Capital Improvements Element and Short Term Work Program/Plan (last updated February 2, 2026)
* Cobb County Comprehensive Plan and Cobb Forward Comprehensive Transportation Plan
* Atlanta Regional Commission Regional Plan and applicable Regional Water Plan
The 2021 Springs in Motion Comprehensive Plan Update was organized around a community assessment, a
community priorities and outreach section, a community vision addressing land use, economic development,
housing, transportation, open space and natural resources, and annexation, and an implementation section
containing a short term work program/plan. It also included a report of accomplishments, a fiscal impact case
study, and public engagement documentation as appendices. The selected firm should treat the 2021 plan as
the point of departure for this update rather than as a template to be reproduced.
3. Purpose of this Update
This procurement is intended to produce a full plan update rather than a minimum-compliance refresh. The
City seeks a plan that is concise, visually compelling, written in plain language for a general audience, and
structured so that City staff, the Planning Commission, and the Mayor and City Council can use it routinely in
day-to-day decision-making. Specific objectives include:
* Maintaining the City's Qualified Local Government certification and its continued eligibility for state
funding and permitting programs
* Reassessing the City's land use and community character framework in light of the growth, annexation
activity, and development that have occurred since 2021
* Reviewing, evaluating, and providing recommendations on the City's draft Community Work Program
to improve compliance, feasibility, implementation effectiveness, and alignment with community goals
and planning best practices.
* Coordinating the Comprehensive Plan with the 2026 Livable Centers Initiative Update so that the two
documents reinforce rather than duplicate one another
* Broadening participation in the planning process beyond the residents who typically attend public
meetings
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City of Powder Springs, Georgia RFP No. 26-002 - Comprehensive Plan Update
4. Applicable Planning Requirements
The City is a Qualified Local Government that administers zoning and land development regulations subject
to the Zoning Procedures Law, lies within the Atlanta metropolitan planning organization area, and charges
development impact fees for park and recreation and public safety facilities. Based on these conditions and
on the Local Planning Requirements, the plan update is expected to include, at minimum:
* Community Goals
* Needs and Opportunities
* Broadband Services Element
* Community Work Program
* Land Use Element
* Transportation Element
* Capital Improvements Element, prepared to satisfy the Development Impact Fee Compliance
Requirements at DCA Rules 110-12-2
The City also intends to include Housing and Economic Development elements, together with a natural and
cultural resources discussion, as locally elected optional elements. The selected firm shall confirm the City's
required elements and recertification deadline against the recertification schedule maintained by the
Department of Community Affairs at the outset of the engagement and shall promptly advise the City of any
discrepancy between that schedule and the scope described in Attachment A.
C. Scope of Work
The complete scope of work is set out in Attachment A and is incorporated into this RFP by reference. The
work is organized into the following tasks:
Task Description
1 Project Initiation, Management, and Coordination
2 Review of Existing Plans and Existing Conditions Assessment
3 Report of Accomplishments
4 Community Engagement and Public Participation Program
5 Community Goals and Vision
6 Needs and Opportunities
7 Land Use and Community Character Element
8 Transportation Element
9 Housing Element
10 Economic Development Element
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City of Powder Springs, Georgia RFP No. 26-002 - Comprehensive Plan Update
Task Description
11 Broadband Services Element
12 Capital Improvements Element Coordination
13 Community Work Program
14 Public Hearings, Transmittal, Regional and State Review, and Adoption
15 Final Deliverables
The selected firm shall furnish all labor, materials, software, data, travel, and services required to complete
the scope of work, including the services of any sub-consultants. The firm shall be responsible for all
resources necessary to perform the work, including computers, survey instruments, engagement platforms,
and third-party data.
The City will provide reasonable staff support, access to available City data and GIS layers, meeting space in
City facilities, assistance with public notice through City communication channels, and timely review of draft
materials. The City will not prepare content, produce graphics, or perform analysis on the firm's behalf.
Proposers may recommend modifications to the scope of work where their professional experience suggests
a more effective approach. Proposed modifications must be clearly identified as such, explained, and priced
separately so that the City can evaluate them on a comparable basis.
D. Schedule of Events and Project Schedule
1. Procurement Schedule
The following schedule is anticipated. The City reserves the right to modify any date by Addendum.
Event Date
RFP Issued and First Advertisement July 31, 2026
Second Advertisement August 7, 2026
Third Advertisement August 14, 2026
Deadline for Submission of Questions August 14, 2026, at 12:00 PM EDT
Final Addendum with Responses Posted August 19, 2026
Proposals Due August 31, 2026 at 12:00 PM EDT
Evaluation / Interviews (if held) September 1 - September 16, 2026
Final Selection Approved by Mayor and City Council September 21, 2026
Estimated Contract Execution and Notice to Proceed September 30, 2026
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City of Powder Springs, Georgia RFP No. 26-002 - Comprehensive Plan Update
2. Project Schedule
The City's objective is to complete the planning process, secure Department of Community Affairs approval,
and have the Mayor and City Council adopt the plan by October 4, 2027, consistent with the City's
recertification deadline (October 31, 2027). Proposers shall build their schedules backward from that date
and must account for the statutory review periods described below, over which neither the City nor the firm
has control:
* Transmittal of the draft plan to the Atlanta Regional Commission, which immediately forwards it to the
Department of Community Affairs
* Department of Community Affairs review, with findings transmitted to the ARC within thirty-five days
after submittal
* ARC report of findings and recommendations transmitted to the City within forty days after submittal
* Any revision and resubmittal cycles required to resolve identified deficiencies
* Local adoption and final transmittal to Department of Community Affairs, October 4, 2027.
Proposals shall include a schedule sufficient to absorb at least one revision and resubmittal cycle without
jeopardizing the adoption date.
E. Proposal Response Format
Proposals shall be organized in the order set out below, with each numbered section separated by a labeled
tab or divider. Proposals shall be prepared simply and economically; elaborate promotional materials are
neither necessary nor desired. Emphasis should be placed on completeness, relevance, and clarity. The City
reserves the right to request clarification or additional supporting information from any proposer, and to find
non-responsive any proposal that omits information required by this Section E.
1. Title Page
State the RFP title and number, the name of the firm, its address and telephone number, the name and title
of the contact person for this proposal, and the date of submission.
2. Letter of Transmittal
A letter, signed by an officer authorized to bind the firm, that makes a positive commitment to perform the
work within the time period specified, identifies the individuals authorized to represent the firm and to
negotiate on its behalf, and acknowledges receipt of all Addenda issued.
3. Firm Qualifications and Organization
a. The full legal name, address, and telephone number of the firm, the names of its owners or principals,
and complete information regarding its corporate structure, including form of ownership, state of
incorporation or residency, and number of years in business.
b. The location of the firm's principal place of business for legal purposes and of any subsidiary or branch
offices, including which office will perform the work.
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City of Powder Springs, Georgia RFP No. 26-002 - Comprehensive Plan Update
c. Confirmation that the firm is registered and authorized to conduct business in the State of Georgia.
d. Identification of all sub-consultants proposed for the engagement, the scope each will perform, and the
same organizational information for each.
4. Project Team and Key Personnel
a. Names, titles, and qualifications of all personnel proposed to be assigned to the project, identifying the
Project Manager who will serve as the City's primary point of contact.
b. Curricula vitae for the Project Manager and each key team member with primary responsibility for a
task or plan element.
c. An organizational chart showing lines of responsibility between the firm, its sub-consultants, and the
City.
d. The percentage of time each key individual will devote to the project, and the firm's current and
projected workload, including all projects contracted for or anticipated during the term of this
engagement.
e. A statement that key personnel identified in the proposal will not be substituted without the prior
written consent of the City.
5. Relevant Project Experience and References
a. Complete project histories for a minimum of four (4) comparable engagements, at least three (3) of
which shall be comprehensive plans or comprehensive plan updates prepared under the Local Planning
Requirements and reviewed by the Department of Community Affairs.
b. For each project: the client, a description of the scope, the firm's specific role, the original and final
budget with a narrative explanation of any variance, the original and final schedule with a narrative
explanation of any variance, and a link to or digital copy of the final adopted document.
c. Current contact information for a reference for each project, including name, title, organization,
telephone number, and e-mail address.
d. One complete final work product from among the projects described, submitted as a representative
sample of the firm's work. A digital copy or functioning link satisfies this requirement.
6. Understanding of the Project and Proposed Approach
a. A narrative demonstrating the firm's understanding of the City, the requirements of this solicitation,
and the specific challenges of updating the Comprehensive Plan for a community of Powder Springs'
size and circumstances.
b. A detailed work plan addressing each task in Attachment A (Scope of Work), describing the specific
procedures to be followed, the personnel assigned, and the resulting work product. Specifically for
Scope of Work, Task 4 "Community Engagement and Public Participation Program", identify the
techniques the firm recommends, the audiences each is designed to reach, the anticipated format of
events, and the methods proposed for reaching residents who do not typically participate in municipal
planning processes.
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City of Powder Springs, Georgia RFP No. 26-002 - Comprehensive Plan Update
c. A project schedule presented as a Gantt chart or comparable project management graphic, showing
start and completion dates for each task, review periods, and milestones.
d. The firm's quality control and quality assurance procedures, and its approach to identifying and
mitigating risks to the schedule.
7. Cost Proposal
Cost data shall not appear in any other section of the proposal. The cost proposal shall contain:
a. A clearly labeled Total Project Cost on the first page. The Total Project Cost is the official proposal
amount and will govern in the event of any discrepancy with the detailed breakdown.
b. A breakdown of cost by each task listed in Attachment A, showing estimated hours by personnel
classification, hourly billing rates, and direct expenses. Overhead factors and multipliers shall be
separately identified.
c. Separately priced costs for each proposed sub-consultant.
d. Costs for any optional or additional services the firm recommends but that are not required by
Attachment A, priced individually so the City may accept or decline each.
e. A proposed schedule of payment tied to deliverables and milestones.
f. A schedule of hourly rates by classification for use in pricing any additional services authorized during
the term of the contract.
8. Legal and Disclosure Information
a. A list, stating the exact case name, case number, and court, of all litigation in which the firm or any
affiliated firm is or has been involved during the past ten (10) years, together with all settlements and
arbitrations during the same period.
b. A statement disclosing any actual or apparent conflict of interest arising from the firm's existing or
prospective work, or affirming that none exists. The firm shall promptly disclose to the City any
circumstance arising during the engagement that creates or appears to create a conflict of interest.
c. A statement confirming that neither the firm nor any principal is currently suspended or debarred from
contracting with any federal, state, or local government agency.
9. Required Forms
All forms listed in Attachment B, completed, executed, and notarized where indicated.
F. Evaluation Procedure
An Evaluation Committee established by the City will review and score all responsive proposals. The City will
conduct a comprehensive, fair, and impartial evaluation and will select the proposal that represents the best
overall value to the City. Cost will be considered but will not be the sole determining factor.
Proposals will be evaluated against the following criteria:
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City of Powder Springs, Georgia RFP No. 26-002 - Comprehensive Plan Update
Criterion Points
Understanding of the project and quality of the proposed approach, including the 25
work plan, schedule, and responsiveness to the scope of work in Attachment A
Demonstrated experience preparing comprehensive plans under the Local Planning 25
Requirements, and experience with projects comparable in type, size, and
complexity
Quality and depth of the proposed community engagement strategy, including 15
methods for reaching populations that do not typically participate
Qualifications, availability, and relevant experience of the Project Manager and 15
assigned staff, including sub-consultants
Demonstrated ability to produce high-quality work, control costs, and meet project 10
schedules, as evidenced by references and past performance
Overall structure, clarity, completeness, and quality of the proposal 5
Cost to complete the project 5
Total 100
After the initial proposal evaluation, the City may, at its sole discretion, shortlist firms and invite them to
interview or present to the Evaluation Committee. Selected firms may be interviewed and re-evaluated based
upon additional information received in these meetings against criteria stated in this RFP. Firms may be asked
to provide the Evaluation Committee supplemental information regarding demonstrated competence and
qualifications, feasibility of implementing their proposal, ability to meet schedules, or other factors as
appropriate. Any information requested by the Evaluation Committee subsequent to submission of the firm's
proposal will be used to further evaluate the selected firms to determine a rank-order. The City reserves the
right to determine that no qualified proposals have been received and to reject all proposals.
G. Award of Contract
The Evaluation Committee will compile a ranking of firms based on the scoring described in Section F and will
forward its recommendation of award to the Mayor and City Council, which will make the final decision as to
contract award.
Award of this RFP does not constitute a contract. Neither the City nor any proposer is bound unless and until
a written agreement, mutually acceptable as to its terms and conditions, is executed by both parties. The City
intends to negotiate a final scope, fee, and schedule with the highest-ranked firm. If the City is unable to
negotiate a satisfactory agreement at rates it determines to be reasonable, it reserves the right to terminate
negotiations and to begin negotiations with the next highest-ranked firm.
H. Restriction of Communication; Questions and Clarifications
A restriction of communication is in effect for this solicitation. From the date this RFP is advertised until the
award is made official and announced, firms may not communicate about this solicitation or its scope with
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