RFP #27-020

CITY OF ALBANY
PROCUREMENT DIVISION
FINANCE DEPARTMENT
INSTRUCTION TO PROPOSERS
These instructions will bind proposers to terms and conditions herein set forth, except as specifically qualified in special bid and
contract terms issued with any individual proposal.
1. The following criteria are used in determining low responsible proposer.
(a) The ability, capacity and skill of proposer to perform required service.
(b) Whether proposer can perform service promptly or within specified time.
(c) The character, integrity, reputation, judgment, experience and efficiency of proposer.
(d) The performance of previous contracts.
(e) The suitability of equipment or material for County use.
(f) The ability of proposer to provide future maintenance and parts service.
2. Payment terms are Net 30 unless otherwise specified. Favorable term discounts may be offered and will be considered
in determining low proposers if they are deemed advantageous to the County.
3. All bids should be tabulated, totaled and checked for accuracy. The unit price will prevail in case of errors.
4. All requested information should be included in bid envelope. All desired information must be signed and included for
your proposal to receive full consideration. Failure to submit any required form will be cause for bid to be
rejected as non-responsive.
5. All questions, inquiries and requests for clarification shall be directed to Procurement.
6. For multi-year contracts the following clauses pursuant to OCGA 36-60-13 apply: (1) The contract shall terminate
absolutely and without further obligation on the part of the County at the close of the calendar year in which it was
executed and at the close of each succeeding calendar year for which it may be renewed; (2) The contract may
provide for automatic renewal unless positive action is taken by the County to terminate such contract, and the nature
of such action shall be determined by the County and specified in the contract; (3) The contract shall state the total
obligation of the County for the calendar year of execution and shall further state the total obligation which will be
incurred in each calendar year renewal term, if renewed; and (4) The contract shall provide that title to any supplies,
materials, equipment, or other personal property shall remain in the vendor until fully paid for by the County.
7. Quote all prices F.O.B. Albany, Georgia or our warehouse or as specified in proposal documents.
8. Each bid or proposal shall be clearly marked on the outside of the envelope as a Sealed Bid whether using a County
furnished envelope or other envelopes.
9. Bid/Proposal must be received and stamped by the Procurement Office before time stipulated in bid/proposal
documents. No responsibility will attach to any County representative or employee for premature opening of bid not
properly addressed or identified.
10. If only one proposal is received, the proposal may be rejected and/or re-advertised, except in the case of only one
known source of supply.
11. Proposals received late will not be accepted, and the County will not be responsible for late mail delivery.
12. Should a proposal be misplaced by the County and found later it will be considered.
13. Proposals requiring bid bonds will not be read or considered if bond is not enclosed. Bond may be in the form of cash,
certified check, cashier's check or Surety Bond issued by a Surety Company licensed to conduct business in Georgia.
14. All proposals must be recognized and authorized dealers in the materials or equipment specified and be qualified to
advise in their application or use. A proposer at any time requested must satisfy the Procurement Office and County
Commission that he has the requisite organization, capital, plant, stock, ability and experience to satisfactorily execute
the contract in accordance with the provisions of the contract in which he is interested.
15. Any alterations, erasures, additions or omissions of required information or any changes of specifications, or proposing
schedule are done at the risk of the proposer. Any proposal will be rejected that has a substantial variation, such as a
variation that affects the price, quality or delivery date (when delivery is required by a specific time).
16. When requested, SAMPLES will be furnished free of expense, properly marked for identification and accompanied by
list where there is more than one sample. The County reserves the right to mutilate or destroy any samples submitted
whenever it may be in the best interests of the County to do so for the purpose of testing.
17. County will reject any material, supplies or equipment that do not meet the specifications, even though bidder lists the
trade name or names of such materials on the proposal or price quotation form.
18. The unauthorized use of patented articles is done entirely at the risk of the successful proposer.
19. The ESTIMATED QUANTITY given in the specifications or advertisement is for the purpose of proposing only. The
County may purchase more or less than the estimated quantity, and the vendor must not assume that such estimated
quantity is part of the contract.
20. Only the latest model equipment as evidenced by the manufacturer's current published literature, will be considered.
Obsolete models of equipment not in production will not be acceptable. Equipment shall be composed of new parts and
materials. Any unit containing used parts or having seen any service other than the necessary tests will be rejected. In
addition to the equipment specifically called for in the specifications, all equipment catalogued by the manufacturer as
standard or required by the State of Georgia shall be furnished with the equipment. Where required by the State of
Georgia Motor Vehicle Code, vehicles shall be inspected and bear the latest inspection sticker of the Georgia
Department of Revenue.
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21. The successful proposer on motor vehicle equipment shall be required to furnish with delivery of vehicle, Certificate of
Origin and Georgia vendors shall provide Georgia Motor Vehicle form MV1.
22. Prospective proposers are responsible for examining the location of the proposed work or delivery and determining, in
their own way, the difficulties, which are likely to be encountered in the prosecution of the same.
23. All materials, equipment and supplies shall be subject to rigid inspection, under the immediate supervision of the
Procurement Office and/or the Department to which they are delivered. If defective material, equipment or supplies
are discovered, the contractor, upon being instructed by the Procurement Office, shall remove, or make good such
material, equipment or supplies without extra compensation. It is expressly understood and agreed that the inspection
of materials by the County will in no way lessen the responsibility of the contractor or release him from his obligation
to perform and deliver to the County sound and satisfactory materials, equipment or supplies. The contractor agrees to
pay the cost of all tests on defective material, equipment or supplies or allow the cost to be deducted from any monies
due him by the County.
24. Unless otherwise specified by the procurement office all materials, supplies or equipment quoted herein must be
delivered within thirty (30) days from date of notification or exception noted on bid sheet.
25. A contract will not be awarded to any corporation, firm or individual who is, from any cause, in arrears to the County
or who has failed in any former contract with the County to perform work satisfactorily, either as to the character of
the work, the fulfillment of the guarantee, or the time consumed in completing the work.
26. Reasonable grounds for supposing that any proposer is interested in more than one proposal/bid for the same item will
be considered sufficient cause for rejection of all bids/proposals in which he is interested.
27. Unless otherwise specified the County reserves the right to award each item separately or on a lump sum basis,
whichever is in the best interest of the County.
28. The County reserves the right to waive any minor discrepancies, reject any or all bids or proposals, and to purchase
any part, all or none of the services, materials, supplies or equipment specified.
29. Failure of the proposer to sign the proposal or have the signature of any authorized representative or agent on the
bid/proposal IN THE SPACE PROVIDED will be cause for rejection of the proposal. Signature must be written in ink.
30. Any proposer may withdraw his proposal at any time before the time set for closing of proposals. No proposal may be
withdrawn without cause in the 60-day period after proposals are opened.
31. It is mutually understood and agreed that if any time the Procurement Office shall be of the opinion that the contract
or any part thereof is unnecessarily delayed or that the rate of progress or delivery is unsatisfactory, or that the
contractor is willfully violating any of the conditions or covenants of the agreement, or is executing the same in bad
faith, the Procurement Office shall have the power to notify the aforesaid contractor of the nature of the complaint.
Notification shall constitute delivery of notice, or letter, to address given in bid/proposal. If after three working days of
notification the conditions are not corrected to the satisfaction of the Procurement Office, he shall thereupon have the
power to take whatever action he may deem necessary to complete the work or delivery herein described, or any part
thereof, and the expense thereof, so charged, shall be deducted from any paid by the County out of such monies as
may become due to the said contractor, under and by virtue of this agreement. In case such expense shall exceed the
last said sum, then and in that event, the bondsman or the contractor, his executors, administrators, successors, or
assigns, shall pay the amount of such excess to the County on notice by the Procurement Office of the excess due.
32. If the proposer proposes to furnish any item of a foreign make or product, he should write "Foreign" together with the
name of the originating country opposite such item on bid/proposal.
33. Any complaint from proposers relative to the Request For Proposals or any attached specifications should be made
prior to the time of opening of proposals, otherwise such complaint cannot be properly considered.
34. No vendor writing restrictive specifications for the County will be allowed to propose on the project.
35. Contracts may be cancelled by the County with or without cause with 30-day written notice.
36. Dougherty County has an equal opportunity purchasing policy. The County seeks to ensure that all segments of the
business community have access to supplying the goods and services needed by the County programs. The County
affirmatively works to encourage utilization of minority business enterprises in our procurement activities. The County
provides equal opportunities for all businesses and does not discriminate against any vendors regardless of race, color,
religion, age, sex, national origin, or handicap.
37. All Corporations must provide the corporate seal and a copy of the Secretary of State's Certificate of
Incorporation upon request.
38. The contractor shall secure all permits, license certificates, inspections (permanent and temporary) and occupational
tax certificate, if applicable, before any work can commence. Contractor as well as any and all known subcontractors
must possess or will be required to obtain a City of Albany Occupational Tax Certificate or Registration.
39. Prior to submitting proposal, check website at www.albanyga.gov or call the Procurement Office at 229-
431-3211 for any subsequent addendums.
PROCUREMENT FORM - REVISED 3/28/2018
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STORMWATER MASTER PLAN
GENERAL INFORMATION
RFQ #27-020
1. Submit one (1) original and six (6) copies of your proposal on company letterhead and have an
authorized official sign documents. Submittals should be clearly marked on the outside as "RFQ
#27-020, STORMWATER MASTER PLAN". Proposals should be submitted to:
CITY OF ALBANY
PROCUREMENT DIVISION
222 PINE AVENUE, SUITE 260
ALBANY, GEORGIA 31701
2. Proposals must be received no later than 5:00 P.M. October 12, 2026, at the City of Albany
Procurement Office, 222 Pine Avenue, Suite 260, Albany, Ga. 31701. Sealed responses may be
hand delivered or mailed to the above listed address. SEALED SUBMITTALS MUST BE DELIVERED
IN WRITING. VERBAL RESPONSES ARE NOT ACCEPTABLE. The City of Albany assumes no
responsibility for submittals received after the advertised deadline or at any office or location other
than that specified herein, whether due to mail delays, courier mistake, mishandling, or any other
reason. If submittals are delivered by other than hand delivery, it is recommended that the
respondent verify delivery. Any submittal received after the specified time and date will not be
considered and will be returned unopened to the firm.
3. The contact person for this RFQ is Destin Adams, Buyer, at (229) 302-1461. Explanation(s) desired
by proposer(s) regarding the meaning or interpretation of this RFQ must be requested from the
Procurement office, in writing, as is further described below.
Proposers are advised that from the date of release of this RFQ until award of the contract, NO
contact with the City of Albany personnel related to this RFQ is permitted, except as
authorized by the Procurement office. Any such unauthorized contact may result in the
disqualification of the proposer's submittal.
4. Requests for additional information or clarifications must be made in writing no later than the date
specified in the RFQ. The request must contain the proposer's name, address, phone number, and
facsimile number. Facsimile will be accepted at (229) 431-2184 or E-mail to
jswilliams@albanyga.gov; cc: kross@albanyga.gov.
The Procurement Office will issue responses to inquiries and any other corrections or amendments
it deems necessary in written addenda issued prior to the Proposal Due Date. Proposers should not
rely on any representations, statements or explanations other than those made in this RFQ or in
any addendum to this RFQ. Where there appears to be a conflict between the RFQ and any
addenda issued, the last addendum issued will prevail.
It is the proposer's responsibility to be sure all addenda were received. The proposer should verify
with the designated contact person prior to submitting a proposal that all addenda have been
received. Proposers should acknowledge the number of addenda received as part of their proposals
or sign a copy of the addenda and include it with the proposal submission.
5. Proposals received after the Proposal Due Date and time are late and will not be considered. The
proposer may withdraw his/her submitted proposal by providing a written request to the
Procurement Division before the stipulated closing date and time. Withdrawal of your proposal will
not cause prejudice or interfere with the right of the proposer to submit a new proposal, provided
the latter is received by the predetermined date and time provided herein. No proposal may be
withdrawn for a period of sixty (60) days following the stipulated closing date.
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6. The City of Albany may, at its sole and absolute discretion, reject any and all, or parts of any and
all, proposals; re-advertise this RFQ; postpone or cancel, at any time, this RFQ process; or waive
any irregularities in this RFQ or in the proposals received as a result of this RFQ.
7. All expenses involved with the preparation and submission of proposals to the City, or any work
performed in connection therewith shall be borne by the proposer(s). No payment will be made for
any responses received, or for any other effort required of or made by the proposer(s) prior to
commencement of work as defined by a contract approved by the City of Albany Board of
Commissioners.
8. Proposers may be required to give oral presentations in support of their proposals or to exhibit or
otherwise demonstrate the information contained therein.
9. Proposers may take exceptions to any of the terms of this RFQ unless the RFQ specifically states
where exceptions may not be taken. Should a proposer take exception where none is permitted,
the proposal may be rejected as non-responsive. All exceptions taken must be specific, and the
Proposer must indicate clearly what alternative is being offered to allow the City a meaningful
opportunity to evaluate and rank proposals.
Where exceptions are permitted, the City shall determine the acceptability of the proposed
exceptions and the proposals will be evaluated based on the proposals as submitted. The City,
after completing evaluations, may accept or reject the exceptions. Where exceptions are rejected,
the City may request that the Proposer furnish the services or goods described herein or negotiate
an acceptable alternative.
No proposal shall be accepted from, nor will any contract be awarded to, any proposer who is in
arrears to the City of Albany upon any debt, fee, tax or contract, or who is a defaulter, as surety or
otherwise, upon any obligation to the City, or who is otherwise determined to be irresponsible or
unreliable by the City of Albany.
10. The City of Albany may award a contract on the basis of information received without the RFQ
moving through all three phases described in the Selection Process section of the RFQ. Therefore,
each proposal phase should contain a proposer's best presentation of its position to serve.
Selection Process Clause: A Proposal Analysis Group (PAG) will review all proposals submitted.
Based upon the background information reported in the RFQ, the PAG will determine whether the
respondent is qualified or unqualified. Cost will not be the sole determining factor in selecting a
firm. The Proposal Analysis Group will rank the qualified firms based on the data submitted. The
PAG may require each firm to make a formal presentation regarding its qualifications to perform
the requested services. The top ranked firms will be selected for final negotiations.
11. The proposer shall comply with all laws, ordinances and regulations applicable to the services
contemplated herein, including those applicable to conflict of interest and collusion. Proposers are
presumed to be familiar with all Federal, State and local laws, ordinances, codes and regulations
that may in any way affect the services offered. No reimbursement will be made by the City of
Albany for any costs incurred prior to a formal Notice To Proceed should an award of contract
result from this solicitation.
13. INDEMNIFICATION: Proposer assumes and agrees to be responsible for all claims for damages for
injuries to persons or property arising out of the performance of its contract, whether due to its
own default or negligence of its sub-contractors. The proposer agrees to indemnify the City of
Albany on account of such claims and further agrees that it will indemnify the City fully against any
damages, fines, penalties or forfeitures of any kind which may be imposed upon or levied against
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the City as the result of the proposer's violation or failure to comply with any valid law, ordinance
or regulation of the United States, State of Georgia, or the City of Albany, including the Federal
Occupational Safety and Health Act of 1970 as amended from time to time or any federal
regulation adopted pursuant thereto.
The proposer shall not be liable for any losses, damages, or expenses caused by negligent, willful
or wanton acts, errors or omissions of the City, its officers, employees, agents or representatives.
To further assure the performance of the covenant, the proposer shall procure and maintain in
force, at its expense, liability insurance including Automobile, General and Errors and Omissions of
at least $1,000,000 per occurrence and an annual aggregate, where it applies, of at least
$2,000,000. The proposer must also certify for Workers Compensation statutory coverage and
Employers Liability of at least $1,000,000.
14. TERMINATION OF CONTRACT FOR CONVENIENCE: The City of Albany shall have the right to
terminate any contract to be made hereunder for their convenience by giving the proposer sixty
(60) calendar days written notice of their election to do so and by specifying the effective date
of such termination. The proposer shall be paid for its services through the effective date of such
termination.
15. TERMINATION OF CONTRACT FOR CAUSE: Provided a contract is awarded, if a proposer shall fail
to fulfill any of its obligations hereunder, The City of Albany may terminate the agreement with
said proposer for such default by giving written notice to the proposer at issue. If this agreement is
so terminated, the proposer shall be paid only for work satisfactorily completed. Any termination
that could occur would not happen without an opportunity to cure per the conditions outlined in
the Contract between the successful proposer and the City.
16. Upon receipt of the proposals by the City of Albany, the proposal shall become property of the City
without compensation to the proposers, for disposition or usage at discretion of the City of Albany.
17. Georgia Security and Immigration Compliance Act: The successful consultant will provide
certification that they are in compliance with the Georgia Security and Immigration Compliance Act,
certifying that the provisions of O.C.G.A 36-60-13, Chapter 300-10-1, per the Georgia
Department of Labor, if applicable, have been complied with in full. Pursuant to O.C.G.A 36-60-
13, all sub-consultants entering into a contract or agreement for hire on this Project must be
registered and participate in the Federal Work Authorization Program. (See attached document at
the end of proposal)
18. PROPOSAL RESPONSE: All vendors/respondents should provide information as detailed in this
RFQ and any other pertinent information which will assist the Evaluation Committee in selecting the
most qualified firm. The City of Albany Staff will be available at the pre-proposal conference to
answer questions and offer explanations as needed. Any reply resulting in a change in the Request
For Qualifications (RFQ) will be sent to all attendees. It is highly recommended that all interested
proposers attend this conference. This will be the only site visit and tour.
19. Proposer shall provide satisfactory evidence of competency to perform the work presented in the
RFQ. The minimum requirements are a permanent office, adequate work force and technical
qualifications/experience, along with having a suitable financial status to meet obligations
incidental to the workplace. Submit with your proposal satisfactory evidence to meet these
requirements.
20. The proposer will give immediate notice to the City of Albany of any claims or suits made or filed
against the vendor or its subcontractors on any matter pertaining to this contract. The vendor shall
cooperate, assist, and consult with the City in any claim, suit, or action made or filed against the
RFP #27-020 Stormwater Master Plan 6

City as a result of or relating to the vendors obligation under this contract. Any cancellation or
lapse of insurance affecting the operation of the City shall be deemed a material breach of contract
and the Administrator must be notified immediately.
21. EVALUATION CRITERIA:
Qualifications & Experience 40%
Project Approach & Understanding 35%
References & Portfolio 25%
Award will be made to the responsible proposer whose proposal best meets the needs of the City
of Albany as set forth herein. Proposers will be evaluated on the following criteria:
* Experience/Qualifications: The City will consider the proposer's financial stability, staff
experience and quality, as well as the proposer's performance on similar projects. Weight -40%
* Project Approach and Understanding: The City will evaluate the respondent's understanding
of the work to be performed. The vendor should address the overall concept with this proposal
including staffing and responsibilities. Submittal should clearly express the firm's understanding and
approach to the proposed project. Weight -35%
* References and Portfolio: The City will evaluate the respondent's portfolio and references
provided. Please provide at least three references from previous clients within the past seven
years. Links or attachments to at least three previous events of a similar scale should be submitted
for proposer's portfolio. Weight -25%
22. Certificate of Non-Collusion: An executed copy of this form should accompany your submittal.
See Attached).
23. Governing Law & Venue: An executed copy of this form should accompany your submittal. (See
Attached).
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STORMWATER MASTER PLAN RFQ
INTRODUCTION
The City of Albany is located in southwest Georgia within Dougherty County and
contains a complex stormwater system consisting of open channels, ditches, canals,
storm sewer pipe networks, detention ponds, sinkhole drainage areas, pump stations,
and combined sewer legacy drainage areas.
The City experiences a variety of drainage-related challenges including localized
flooding, sedimentation, aging infrastructure, inadequate conveyance capacity,
backwater flooding, water quality concerns, and maintenance issues associated with
low-lying terrain and karst geology.
The City desires to develop a comprehensive and modern Stormwater Master Plan that
will evaluate existing drainage infrastructure, identify flooding and maintenance
deficiencies, establish watershed boundaries, support regulatory compliance, prioritize
capital improvements, and provide long-term implementation strategies for stormwater
operations and infrastructure investment.
The Master Plan is intended to serve as the City's primary planning document for
stormwater management and shall incorporate modern hydrologic and hydraulic
modeling, GIS integration, resiliency planning, asset management, maintenance
planning, and funding strategy development. The plan shall build upon previous
drainage studies while evaluating current infrastructure conditions, future development
impacts, operational needs, and opportunities for regional stormwater improvements
and flood mitigation.
PROJECT OBJECTIVES
The City of Albany seeks to develop a comprehensive and modern Stormwater Master
Plan that will serve as the foundation for long-term stormwater infrastructure planning,
flood mitigation, regulatory compliance, maintenance operations, and capital
improvement programming throughout the City. The Master Plan is intended to provide
a detailed evaluation of the existing stormwater system and establish a strategic
framework for future stormwater management activities.
The selected consultant shall evaluate the existing stormwater infrastructure system
including storm sewer pipes, canals, ditches, detention facilities, pump stations, outfalls,
sinkhole drainage areas, and related drainage infrastructure. The consultant shall
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