RFP - Milam Park Football Field Conversation

REQUEST FOR PROPOSALS
CIVIL ENGINEERING SITE DESIGN AND RELATED SERVICES
Conversion of the Milam Park Grass Football Field to a Multi-Purpose
Recreational Field
RFP Issuance Date: May 5, 2026
Fee Proposal Due Date: 1:00 PM, May 18, 2026
Address Proposals To: City of Clarkston
ATTN: ChaQuias Miller-Thornton
City Manager
736 Park North Boulevard
Suite 120
Clarkston, GA 30021

REQUEST FOR PROPOSAL
The City of Clarkston, GA (the "City") is requesting a technical and fee proposal from qualified
Civil Engineering Consultants to provide professional services for the development of engineering
site plans, specifications and related professional services for the conversion of an under-utilized
grass field at Milam Park to a multi-purpose field. Consultants are invited to demonstrate their
experience and qualifications in performing work directly related to the services by responding to
this Request for Proposal (RFP). The selection of the civil engineering consultant will be primarily
qualifications-based with the highest ranked firm identified through a matrix evaluation approach.
I. Project Description
The City of Clarkston's Parks and Recreation Department intends to reconfigure the existing
natural-grass soccer field at Milam Park into a full-size synthetic turf field suitable for regulation
football-sized dimensions and other multi-sport uses such as soccer, kickball, to name a few.
Related sports amenities to include plans and specifications for field marking layouts, spectator
seating, goalpost layout and footing design, team shelters, scoreboard, safety netting and all related
uses, etc. The reconfigured site shall de designed such that the field allows for year-round use and
as such a comprehensive drainage system within the profile of the synthetic turf system is critical
component. For purposes of this RFP, the City define this as Phase I. Phase I will lead to plan
development and construction implementation.
Consideration for additional uses; i.e. track and field, shall be included in the scope from a
planning prospective only with no design plan development required. This is described as Phase II.
II. Scope of Work
The following is the minimum Scope of Work proposed for this project. The City welcomes
proposers to offer additional scope or modifications to the proposed scope and as such, proposers
are to identify in their proposal submittal to clearly identify where modifications and/or additions
are suggested. Please note that Construction Administration Services and CE&I are NOT to be
included in the proposal submittal.
The following pertains to Phase I except as otherwise noted.
Task 1 - Project Management
The lead civil engineer firm shall manage all sub-consultants on their team, directing the flow of
information between the consultant team members and the City's Project Engineer. Monthly billing
and status reports shall be clearly presented in an organized way, with man-hours, hourly rates and
tasks identified. The consultant shall provide, at a minimum, the following items:
(a) Organize and conduct on-site kick-off meeting
(b) Provide conceptual schedule for all consultant team members services and revise as
necessary throughout the design process

(c) Organize and conduct project meetings at city hall or virtual; assume one (1) meeting every
2 weeks during the duration of the project scope. Assume 50/50 split between in-person and
virtual
(d) Prepare materials for and participate in one (1) City Council meeting
(e) Prepare materials and participate in one (1) Public Information Open House (PIOH)
meeting
(f) Coordinate various members of the prime consultant team
(g) Provide exhibits, maps. Figures on an as-needed basis when requested from the City staff
(h) Communicate clearly and regularly with the City's Project Engineer
(i) Provide monthly status reports to the City's Project Engineer
(j) Submit monthly pay requests including a draft of pay request for city approval
(k) Prepare minutes of every meeting and disseminate to all meeting attendees for
review/comments
Task 2 - Conceptual Site Planning
This Task shall include the development of two (2) Concept Plans for Phase I and two (2) Concept
Plans for Phase II.
The selected concept for Phase I shall lead to implementation as defined in the Project Description.
Each of the 2 concepts shall include a Probable Estimate of Construction Costs (format shall
include Task Description Items, Unit Price for each Line Item and other items such as utility and
engineering design costs).
The consultant shall anticipate up to a maximum of three (3) plan review revisions by city staff for
the selected Phase I Concept Plan.
Phase II Concept Plan shall be for future implementation which will include all the elements of
Phase I including future uses such as track and field and others as defined by the City. The City
selected Phase II Concept Site Plan shall include line drawing plans and a Probable Estimate of
Construction Costs based on the Concept only.
The consultant shall anticipate up to a maximum of three (3) plan revisions by city staff for this
Phase.
Task 3 - Survey
The consultant team shall provide the following surveying services and data collection for 100% of
the entire boundary area of Milam Park. City will provide a survey plan undergone in 2012 of the
property to assist the survey firm:
1. Topographic Survey for design services
(a) Provide topographic surveys in AutoCAD format
(b) Determine existing ground elevation at 2 foot contours
(c) Determine horizontal and vertical location of existing utilities, surface improvements,
structures, etc.
(d) Tree locations (6 in. DBH or greater)

(e) Benchmark information
(f) Generate a topographic base drawing with contours for design purposes
2. Construction Survey Services (Phase I)
(a) Construction staking and re-staking (once if required)
(b) Provide post construction revised plans from as-built's developed by the contractor
Task 4 - Civil Site Plan Design Development and Related Services
The objective of this task is to develop design plans for Phase I. The consultant shall prepare 30%,
90% and 100% construction plans for the preferred Concept developed under Task 2. City staff
will review the 30%, 90% and 100% plans for conformance to the contract requirements. The City
shall issue a NTP to the consultant for each phase of plan development. No work shall occur on the
subsequent plan development until the NTP is issued. The final plan set shall be a biddable set for
the City to advertise to-bid. The following design details are to be incorporated into the final plan
set:
1. Prepare Schedule
2. Obtain approval for major design assumptions
3. Geotechnical Investigation
(a) Testing for drainage purposes; soil permeability/infiltration
(b) Site preparation recommendations for site preparation including geotechnical
construction materials and practices, etc.
(c) Provide a written report that summarizes findings and recommendations
4. Hydraulic/Hydraulic Analysis
(a) Hydraulic analysis; existing vs. proposed conditions
(b) Design stormwater facility(s) based on hydrologic and hydraulic analysis - Ga
Stormwater manual shall be used including the Green Infrastructure Matrix analysis,
and other related tools
(c) Prepare a drainage report
5. Prepare Site Plan Sheets; to include, as a minimum, the following:
* Cover Sheet
* General Notes/Legend, Abbreviations
* Existing Conditions
* Demolition Plan
* Grading and Drainage Plan that includes a comprehensive underdrain
system/specialized base design with all associate collector pipes for conveyance to
the stormwater system
* Site Plan
* Composite Utility Plan that includes the Electrical Plan for power supply, water
service (water fountain or related amenities), etc.
* Stormwater Management Plan
* Technical Specifications for all materials and infrastructure
* E&SC Plan
* ADA Compliance Plan for pedestrian access
* Field Marking Layout Plan which defines permanent in-laid turf lines for various
sporting events
* Amenity Integration Plan that identifies all equipment, furnishings, etc.

6. Prepare Probable Estimate of Construction Cost at each of the 3 stages of plan
development
Task 5 - Material Product Specifications
The objective with this phase is to provide the city with up to three (3) synthetic turf options from
various vendors which includes the consultants recommendations and pro's and con's of each. This
task shall include all the necessary details for the turf type to allow the city to make an informed
decision. Approximate cost estimates for material and labor installation shall be provided for each
option. A Summary Report shall be provided as the deliverable to the city.
A minimum of two (2) material options and cost estimates for all other site specific equipment,
peripheral amenities such as bleachers, goal posts, scoreboard, etc.
The final turf option and all other material/equipment options shall be included in the Construction
Plan documents.
Task 6 - Public Involvement
The consultant shall assist the City staff with informing the city council, stakeholders and the
general public on the status of the project. This task shall include the preparation of one fact sheet,
a design layout of a project information sign (the cost and sign vendor for the fabrication and
installation to be implemented by the city) and coordination with the city's communication staff.
The fact sheet shall include site specific information, an anticipated construction schedule,
information on the design elements, and other applicable information. This fact sheet shall be used
at the PIOH and various other sites.
The City will organize and host an in-person PIOH for the project with content and exhibits
provided by the consultant team. At a minimum, the consultant team lead shall attend and others
associated with the team at the discretion of the Lead Consultant.
III. TERM OF SERVICE AND PRE-CONTRACT ACTIVITY
The contract resulting from this RFP shall have an anticipated date of completion on November 1,
2026.
IV. MINIMUM QUALIFICATIONS
To be considered for award of the contract for this Project, each Proposer shall demonstrate the
following minimum criteria as part of their Proposal.
1. Proposer's project team shall include a State of Georgia Registered Professional Engineer.
2. Proposer shall demonstrate a minimum of five (5) years' experience providing the types of
services described within the Scope of Work of this Request for Proposals for public
agencies.
3. Proposer shall not have a record of substandard workmanship, as verified by the City by
communication with licensing authorities, former clients and references, and other means
as the City deems appropriate.

4. Proposer shall have experience with similar park projects.
V. PROPOSAL REQUIREMENTS
Proposers shall prepare and submit Proposals in accordance with the requirements stated within this
RFP. Adherence to these requirements will ensure a fair and objective analysis of submitted
Proposals. Proposals should provide a clear, concise description of the Proposer's capabilities to
satisfy the requirements of this RFP. Emphasis should be placed on completeness, brevity, and
clarity of content. Failure to comply with or complete any part of the RFP may result in rejection
of the Proposal. The ability to follow these instructions demonstrates attention to detail.
Proposal Format
Proposals shall be typewritten with a standard body text font (e.g. Calibri, Times New Roman,
Garamond) of at least 12-point. Proposals shall be one-sided and stapled once or bound in the
upper left-hand corner.
Proposals shall be organized in accordance with the listed Proposal contents and shall not exceed 15
total pages. Supporting Information, as defined below, shall be provided in a separate section at the
end of the Proposal, and not counted in the page limit requirements. A front cover sheet and one-
page table of contents are not counted in the page limit requirements. The entire proposal shall
contain no more than 15 pages (front side only); exclusive of the staff resumes to be assigned to the
project.
Introductory Letter
The introductory letter should address the consultant's willingness and commitment, if selected, to
provide the services offered and a description of why the Proposer believes it should be
selected.
The letter shall be addressed to the City Manager (ChaQuias Miller-Thornton;
cmthornton@cityofclarkston.com) and include the name of the firm, as well as the printed name,
title, telephone number, and email address of the officer authorized to represent the consultant in
any correspondence, negotiations, and signing of any contract that may result. Include the address
of the office that will be providing the service and the project manager's name, title, telephone
number, and e-mail address. The Proposer's federal and state tax ID numbers and the state of
incorporation, if applicable, shall also be included. The letter must be signed by the Proposer, if
an individual, or by a legal representative of the Proposer's entity, authorized to bind the entity in
contractual matters.
Project Understanding
Proposals shall demonstrate the consultant's understanding of the Project by providing a clear
and concise description of the Project, discussion of the anticipated primary issues and
milestones, and identification of key stakeholders, based on the information provided in the RFP.
Project Approach
Proposals shall clearly define the tasks and activities necessary to meet the objectives outlined in
the Scope of Work of the RFP. Each Proposer should demonstrate knowledge of the type of work

requested, ability to solve the anticipated Project issues, and ability to offer innovative ideas.
Proposer's ability to expeditiously complete the work should be made evident. The Proposal
should include the following:
1. Describe overall approach to project management
2. Describe Proposer's approach and methodology for preparing project cost estimates,
including the services being solicited by the RFP, as well as the cost of permits,
acquisitions, and construction.
3. Describe approach to organize and accomplish each of the tasks and activities of this RFP,
including addressing the anticipated primary issues and milestones.
4. Identify Proposer's specific team members, including key sub-consultants, and resources
assigned to each task and activity of the RFP.
5. Describe Proposer's approach to complete the tasks and activities of this RFP in a timely
manner and control costs.
6. Describe Proposer's approach to unanticipated issues that may arise during the Project.
7. Describe Proposer's quality assurance and quality control procedures to be implemented
on this Project.
8. Describe Proposer's approach and abilities to interact and engage stakeholders.
9. Identify and describe the deliverables that will result from each task and activity.
Proposer's Experience
Proposals shall provide a brief work history of consultant's and any key sub-consultant's projects
entailing the same type of work being requested. Emphasis should be placed on local projects
for public agencies where possible. The Proposal should include the following:
1. Describe the consultant's and key sub-consultant's firm size, office locations, and relevant
capabilities and resources to be utilized on this Project.
2. Describe consultant and key sub-consultants' work experience that correspond with the
Project needs, as identified in this RFP.
3. Provide at least three (3) examples of projects completed by Proposer for public agencies
within the last five (5) years that best characterize Proposer's experience with the work
being requested, work quality, and cost control, describing each by project name, type,
location, and date.
* Include the public agency name and the name, address, telephone number, and
email of the current contact person for each project, where possible.
* Identify what role, if any, each team member who is proposed for this City Project
(see Project Team Experience, below) played in each listed project.
* Identify original and final contract costs for each listed project. Explain any cost
overruns and corrective actions taken.
Project Team Experience
Proposals shall identify the team to be assigned to the Project by name, describing each
member's qualifications and experience with completed projects relative to the requested

services, including expertise regarding all tasks associated with the Scope of Work. Each Proposal
should include the following:
Identify by name and title the project principal, project manager, key staff, and any sub-
consultants or subcontractors to be assigned to this Project.
Describe education, training, qualifications, registrations, certification, and relevant individual
work experience of all key personnel, including sub-consultants, to be assigned to this Project.
Identify the Project roles and responsibilities of all key personnel.
Describe any attributes or expertise of key personnel uniquely situated for the requested services.
Describe the extent of principal and project manager involvement.
Describe current and anticipated assignments and location of key personnel, including
percentage of time devoted to other projects during performance of this Project.
Estimate the percentage of time key personnel will be devoted to this Project for the duration
of the Project, based on a 40-hour work week.
Project Schedule
Proposals shall include a proposed Project schedule identifying the duration and completion date of
all tasks and milestones. The schedule should reflect the anticipated final completion date stated
in the Scope of Work. If the schedule extends beyond the final completion date, the Proposal
should include an explanation as to why the work cannot be completed within the proposed
timeframe stated in the Scope of Work.
Supporting Information
Supporting materials may include graphs, full resumes, other references, charts, sample
documents, and photos. However, pertinent information should be covered in the body of the
Proposal. Supporting Information will not count toward the page limit, but brevity is encouraged. If
there is no additional information to present in the Supporting Information, then state: "There is no
additional information we wish to present."
VI. PROPOSAL SUBMISSION
Proposers shall submit proposal via BidNetDirect. Proposals shall inclu de the fee and
technical approach. The Consultant shall include the Not-to-Exceed Lump Sum Costs that
includes man-hours and hourly rates (all multipliers included) for each labor classification for
those tasks identified in Section II - Work Tasks. The Proposal Cover Letter shall clearly
state the project name. Proposals shall be submitted by no later than 1:00 PM, May 18, 2026.
VII. PROPOSAL EVALUATION AND SELECTION
A Selection Review Committee will be appointed to evaluate the Proposals received. Each
committee member will independently evaluate each Proposal in accordance with the criteria
stated in the Proposal Requirements section of this RFP.

At any point during the evaluation process, the City is permitted to seek clarification from
the consultant of any Proposal.
Written Evaluation
Based on their evaluation, each member of the Selection Review Committee will score each
Proposal according to the following scoring criteria. Each member will rank, in descending order,
each Proposal by total score.
EVALUATION CRITERIA
Criteria Maximum Score
(%)
Introductory Letter Required
Project Understanding 10
Project Approach 30
Proposer's Experience 20
Project Team Experience 35
Fee 5
Project Schedule Required
Total 100 Points
In addition to the above weighted scoring criteria, feedback from provided references will also be
considered and may be determinative in the selection process. References will not be scored but
will be considered and may be a deciding factor.
Interview Evaluation
If determined to be necessary or desirable by the City, finalists from the written evaluation may be
invited to participate in an additional interview evaluation process. The number of finalists will
be determined by the Selection Review Committee. The interview evaluation process, if the city
deems it necessary, will provide an opportunity for Proposers to make a presentation to clarify their
Proposal and for the Selection Review Committee to ask additional questions related to the
Proposal and Scope of Work. The City will notify finalists of the interview evaluation time and
location and allow for a reasonable period of time for finalists to prepare presentations.
If interviews occur, each member of the Selection Review Committee will re-evaluate and re-
score each finalist interviewed according to the Evaluation Criteria. Each member will rank, in
descending order, each interview by total score.
Successful Proposer Determination
The Proposer with the highest overall ranking, as determined by the Selection Review
Committee, shall be identified as the Successful Proposer. Depending on the number of Proposers
and the point spread among Proposals, the Selection Review Committee may determine that an
interview evaluation is needed to determine the Successful Proposer. Those Proposers selected for
interviews will be based on the Proposals with the highest overall ranking.

If interviews are conducted, the Successful Proposer will be determined based on the adjusted
post- interview score and ranking in accordance with the Evaluation Criteria. The Proposer with
the highest overall adjusted ranking, as determined by the Selection Review Committee, shall be
identified as the Successful Proposer.
The City reserves the right to perform additional investigations of any Proposer, including
communication with licensing authorities, former clients and references, and other means as the
City deems appropriate, and may reject any Proposal upon finding a record of Proposer's
substandard workmanship.
The Selection Review Committee shall determine the final ranking of Proposers, and the
Committee's decision is final. Upon determination of the Successful Proposer and performance of
additional investigations, the City will issue a Notice of Intent to Award letter notifying all
Proposers of the City's selection of a Successful Proposer and protest procedures.
The City reserves the right to negotiate a final contract that is in the best interest of the City.
With regards to the Professional Services Agreement to be prepared by the City, the City will
consider potential edits of the Agreement and will attempt to reach a final agreement with the
Successful Proposer but if unable to do so, the City may, in its sole discretion, terminate
negotiations and reject the Proposal in the event agreement cannot be reached. The City may
then attempt to reach final agreement with the next highest ranked Proposer, and so on with
the remaining Proposers, until an agreement is reached. In the alternative, the City may at any
time elect to reject all Proposals and begin the RFP process over.
VIII. SCHEDULE
The following is the anticipated timeline for receiving and evaluating Proposals and awarding a
contract to the most qualified firm or individual. This schedule is subject to change as additional
time is needed.
Advertise Request for Proposals Date: May 5, 2026
Proposer Question Submission Deadline Date: May 13, 2026; 5:00 PM
City Addenda Issuance Deadline Date: May 15, 2026; 5:00 PM
Proposals Due Date: May 18, 2026; 1:00 PM
Evaluation of Proposals Completed Date: May 18, 2026
City Council Award Date: June 2, 2026; 7:00 p.m.
VIV PRE-PROPOSAL MEETING
There will be a non-mandatory on-site pre-proposal meeting scheduled for the following:
Milam Park Upper Field (access via East Ave or Popular St - parking lot)
May 11, 2026; 10:00 AM