RFP 26-008 Retention Pond

CITY OF FAIRBURN
Request for Proposals
RFP# 26-008
Retention Ponds
Pre-Proposal Conference/ Site Visit Wednesday May 13, at 10:30 A.M.
The City of Fairburn requests proposals from qualified contractors to perform cleaning,
maintenance, and sediment removal for two retention ponds located at Woodland Hills
Pond #1 and Woodcliff Court Pond # 2 Objective: Restore Pond capacity, improve
water quality and drainage performance, and remove accumulated sediment, trash, and
invasive vegetation in compliance with applicable environmental regulations.
Proposals shall be made electronically via Bidnet no later than: 2:30 p.m. local time
on Thursday June 4, 2026.
Questions regarding this proposal should be directed to The Purchasing Department, at
purchasing@fairburn.com no later than 4:00 P.M. on Monday May 18, 2026.
The successful contractor will be required to meet insurance requirements. The
Insurance Company should be authorized to do business in Georgia by the Georgia
Insurance Department and must have an A.M. Best rating of A-5 or higher.
The written proposal documents supersede any verbal or written prior communications
between the parties.
Selection criteria are outlined in the request for proposal documents. The City of
Fairburn reserves the right to reject any or all proposals to waive technicalities, and to
make an award deemed in its best interest.
Award notification will be sent to companies submitting a proposal via email.
We look forward to your proposal and appreciate your interest in the City of Fairburn.
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REQUEST FOR PROPOSAL
INTRODUCTION
PURPOSE OF PROCUREMENT
Introduction and Project Overview Purpose: The City of Fairburn requests proposals from
qualified contractors to perform cleaning, maintenance, and sediment removal for two retention
ponds located at Woodland Hills and Woodcliff Court subdivisions. Objective: Restore pond
capacity, improve water quality and drainage performance, and remove accumulated sediment,
trash, and invasive vegetation in compliance with applicable environmental regulations.
BACKGROUND
The City of Fairburn maintains two retention ponds that have accumulated sediment,
vegetation, and debris, reducing capacity and performance. The work will include dewatering
as required, dredging or excavation of accumulated sediments, disposal of dredged material,
removal of trash and invasive vegetation, repair/cleaning of inlet and outlet structures, and site
stabilization and restoration.
DEFINITION OF TERMS
The City of Fairburn has established certain requirements with respect to the submission of
proposals.
Whenever the terms "shall", "must", "will", or "is required" are used in the RFP, the
specification being referred to is a mandatory requirement of this RFP. Failure to meet any
mandatory requirement will cause rejection of Offeror's proposal.
Whenever the terms "can", "may", or "should" are used in the RFP, the specification being
referred to is a desirable requirement and failure to provide any items so termed may not be
cause for rejection, however, may cause a reduction in score awarded/ranking.
SCOPE OF WORK
Woodland Hills Subdivision Pond #1
Contractor shall remove all trees, brush, and roots on the pond slope, dam, rim, floor and access
easement. After removal, animal burrows shall be filled, the scoured area behind the OCS shall
be backfilled to cover the exposed pipe, and all disturbed soil in and around the pond shall be
recompacted and seeded. Once vegetation is established, the existing temporary retrofit at the
outlet control structure (OCS) shall be removed. Additionally, all trash shall be removed and
disposed of properly. The pipe at the downstream headwall shall be grouted to the headwall and
any debris in front of the headwall shall be removed.
Woodcliff Court Subdivision Pond #2
Contractor shall remove all trees, brush, and roots on the pond slope, dam, rim, floor and access
easement. After removal, animal burrows shall be filled, the scoured area behind the outfall shall
be backfilled and all disturbed soil in and around the pond shall be recompacted and seeded. Once
vegetation is established, the existing temporary retrofit at the outlet control structure (OCS) shall
be removed. Additionally, all trash to include but not limited to the fence, shall be removed and
disposed of properly.
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Contractor shall provide all labor, equipment, materials, permits, supervision, and incidentals
necessary to complete the work described below for both ponds. Minimum requirements
include, but are not limited to:
Mobilization and Pre-Construction
* Mobilize equipment, materials, and personnel to the site.
* Submit a work plan, dewatering plan, erosion & sediment control plan (ESC), equipment staging
plan, and traffic control plan (if applicable) at least 7 days prior to mobilization.
* Conduct a pre-construction site meeting with City representatives.
Dewatering and Water Management
* Dewater ponds as needed and in accordance with applicable permits and environmental best
practices.
* Dewatering plan must identify discharge locations, turbidity and sediment controls (e.g., silt
curtains, settling basins), sampling/monitoring procedures (if required), and compliance with
Permit conditions.
* Prevent downstream water quality impacts and avoid discharging sediment-laden water without
treatment.
Sediment Removal / Dredging
* Provide method for estimating and measuring dredged quantities (expressed in cubic yards).
* Use methods that minimize turbidity and protect existing vegetation and structures unless removal
is required.
Material Handling and Disposal
* Transport and dispose of dredged material at a permitted upland disposal facility or beneficial reuse
site. Provide manifests, receipts, and chain-of-custody for disposal.
* If material is to be tested for contaminants prior to disposal, contractor shall coordinate sampling
and analysis; testing costs to be included in bid or listed as a separate unit price if applicable.
Debris and Vegetation Removal
* Remove trash, debris, and non-native/invasive vegetation from ponds and embankments.
* Dispose of removed vegetation and debris in accordance with local regulations.
Inlet/Outlet Structure Work
* Inspect, clean, and make minor repairs to inlet and outlet structures. Document pre- and post-
condition with photos.
* Replace filter media in outlet devices if applicable (document costs separately if requested).
Site Restoration and Stabilization
* Stabilize disturbed areas using seeding, erosion control blankets, sod, or other materials as specified.
* Restore access routes and staging areas to pre-construction condition or better.
* Provide a one-year workmanship warranty for stabilization work.
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Final Documentation
* Provide final as-built documentation including dredged volumes by pond, disposal manifests/receipts,
before-and-after photos, and a short maintenance/recommendation report.
* Provide an itemized invoice and a final payment application with supporting documents.
Permits and Environmental Compliance
* Contractor is responsible for obtaining any required permits (e.g., NPDES, state/local dredge permits,
stream buffer permits) unless otherwise stated. Proposals must state which permits the contractor will
obtain and provide an estimated timeline to secure them.
* All work must comply with local, state, and federal laws and regulations, including any endangered
species or wetland protections.
* Contractor shall implement Best Management Practices (BMPs) to control erosion and sedimentation
and avoid water quality impacts.
Schedule
* RFP Issue Date: May 4, 2026
* Site Visit mandatory: May 13, 2026, at 10:30 am
* Questions Due: May 18, 2026, at 4:00 pm
* Proposal Due Date and Time: June 4, 2026, at 2:30pm
Pre-Proposal Site Visit
* A site visit is mandatory on May 13, 2026, at 10:30 am. Meet at 110 Woodland Hills Dr Fairburn, GA
30213
* Site visit will allow contractors to assess access, staging, existing conditions, and site constraints.
Contractor Qualifications and Submittal Requirements Proposals must include the following:
* Company name, address, primary contact (name, phone, email).
* Business license and proof of authority to work in In the State of Georgia.
* Evidence of experience: minimum of three (3) similar pond dredging/cleaning projects completed within the
last 3 years. For each project includes project name, owner, contact, brief description, date, and contract value.
* Resumes of key personnel and list of equipment to be used (dredges, excavators, pumps, dewatering
equipment, trucks, etc.).
* Detailed work plan and schedule describing methods, sequence, equipment, BMPs, dewatering and discharge
methods, and disposal plan.
* Health, safety, and spill prevention plan.
* Permitting plan listing permits to be obtained and the timeline.
* Cost proposal using the Bid Form (Attachment B).
* Insurance certificates and evidence of bonding capacity.
* List of proposed subcontractors and percentage of work to be subcontracted (if any).
* References and any safety or OSHA incident history in the last five (5) years.
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Basis of Award and Evaluation Criteria:
Proposals will be evaluated based on the following criteria:
* Responsiveness and completeness of proposal: pass/fail
* Experience and qualifications: 25%
* Work plan, methods, and schedule: 25%
* Environmental protection measures and safety plan: 15%
* Price and value (total cost and unit pricing): 25%
* References and past performance: 10%
* The City reserves the right to award based on best overall value, not necessarily the lowest price.
Pricing and Payment
* Provide a total lump sum price for each pond and a combined total.
* Provide unit prices for: dredging (per cubic yard), hauling (per cubic yard per mile or lump sum),
dewatering (per day), mobilization/demobilization (lump sum), and other common tasks.
* Identify allowances and exclusions clearly.
* Payment terms: progress payments monthly based on measured dredged quantities and completed work
or other mutually agreed schedule. Final payment upon receipt of disposal manifests and final acceptance.
* Include estimated permit fees if contractor is obtaining permits (list separately).
Insurance, Bonding, and Contract Terms Insurance requirements (minimums; City may
adjust):
* Commercial General Liability: $1,000,000 per occurrence / $2,000,000 aggregate
* Automobile Liability: $1,000,000 combined single limit
* Workers' Compensation: Statutory limits as required
* Pollution Liability: $1,000,000 (or equivalent) Performance and Payment Bonds:
* If contract value exceeds the threshold, the City requires performance and payment bonds at 100% of the
contract value. Indemnification:
* Contractor shall indemnify, defend, and hold harmless the City of Fairburn, its employees, officers, and
agents from losses, claims, liabilities, damages, and expenses arising from contractor's operations.
* The selected contractor will sign a contract substantially in the form of Attachment C (Sample Contract).
Provide any proposed changes to the sample contract with your proposal.
Safety and Site Security
* Contractor is responsible for jobsite safety, securing the site, and protecting the public and workers.
* Contractor must comply with OSHA and all applicable safety regulations.
* Work hours: Monday- Friday 8:00am - 4:00pm. Any work outside these hours must be pre-approved by the
City of Fairburn.
Warranties and Guarantees
* Contractor shall warrant workmanship for a period of at least one (1) year from the date of final acceptance.
Warranty shall cover failures attributable to contractor workmanship including unacceptable erosion, re-
settling of stabilized areas (that result from contractor's work), and defective repairs.
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Submission Instructions
* Submit one electronic PDF copy via Bidnet by June 4, 2026. Subject line: RFP - Retention Pond Cleaning
- City of Fairburn and Contractor's Name.
* Late proposals will not be accepted.
* Questions must be submitted in writing to Purchasing@fairburn.com by Monday May 18, 2026, at 4:00 pm.
Attachments
* Attachment A: Site maps and photos
* Attachment B: Bid Form
* Attachment C: Sample Contract
* Attachment D: Insurance Requirements and Forms
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Attachment B - Bid Form
Company Name: _____________________________________
Primary Contact: _____________________________________________________
Phone: __________________________ Email: _____________________________
Base Bid (Lump Sum):
* Pond A - dredging, disposal, stabilization: $__________________
* Pond B - dredging, disposal, stabilization: $__________________
* Subtotal (Ponds A + B): $__________________
* Mobilization / Demobilization (lump sum): $__________________
* Dewatering (lump sum or per day): $______________
* Other (describe): ___________________________________________________
* Unit Prices: $_____________
* Dredging (per cubic yard): $________ / cy
* Hauling (per cubic yard per mile or lump sum): $___________
* Dewatering (per day): $___________
* Additional excavation/embankment repair (per hour): $____________
* Estimated Dredge Quantities (if known)
* Pond A: __________ cy
* Pond B: __________ cy
* Allowances and Exclusions: ___________________________________________
* Expected Start Date: __________
* Expected Duration (calendar days): _________________
* List of Permits Contractor Will Obtain (if any): __________________________
* Signature: ___________________________ Date: _______________
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Key Contract Terms (summary)
* Scope: As described in RFP.
* Payment: Monthly payments based on measured quantities and percent complete; final payment upon
satisfactory completion and submission of disposal manifests.
* Termination: City may terminate for convenience with 30 days' written notice.
* Dispute Resolution: e.g., mediation then arbitration or litigation in specified jurisdiction
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Attachment D - Insurance and Bonding Forms
Provide City's required insurance certificate language and bond forms here.
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Exhibit C - Contractor Affidavit under O.C.G.A. 13-10-91(b)(l)
The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A 13-10-91 related to any contract to
which Contractor is a party that is subject to O.C.G.A. 13-10-91 and hereby verifies its compliance with O.C.G.A. 13-10-91,
attesting as follows:
a) The Contractor has registered with, is authorized to use, and uses the federal work authorization program commonly known as
E-Verify, or any subsequent replacement program.
b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any
renewal or extension thereof.
c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization
program during the contract period, including renewals or extensions thereof.
d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of
Contract.
e) The Contractor will contract for the performance of services in satisfaction of such contract only with subcontractors who
present an affidavit to the Contractor with the information required by O.C.G.A. 13-10-91(a), (b), and (c).
f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the
provisions of O.C.G.A. 13-10- 91 for the project listed below to which Contractor is a party after the date hereof without
further action or consent by Contractor; and
g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards
required pursuant to O.C.G.A. 13-10-91 to the public employer within five business days of receipt.
Federal Work Authorization User Identification Number Date of Authorization
Name of Contractor
Name of Public Employer
Street Address
City/State/Zip Code
Executed on , , 20 in (city), (state).
Signature of Authorized Officer or Agent
Printed Name and Title of Authorized Officer or Agent
SUBSCRIBED AND SWORN BEFORE ME
ON THIS THE DAY OF , 20 . NOTARY PUBLIC
My Commission Expires:
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