RFQ/P 2026-02 Public Works and Utilities Operations and Maintenance

REQUEST FOR QUALIFICATIONS/PROPOSALS (RFQ/P)
TO PROVIDE CERTAIN CITY GOVERNMENT SERVICES
UNDER A PUBLIC WORKS AND UTILITIES OPERATIONS &
MAINTENANCE CONTRACT
RFQ/P 2026-02
ISSUED ON: April 23, 2026
SUBMITTAL DEADLINE: Wednesday, July 1, 2026 at 10:00 a.m.

TABLE OF CONTENTS
SECTION PAGE
PURPOSE OF THIS REQUEST FOR QUALIFICATIONS/PROPOSALS 3
(RFQ/P)
SCOPE OF WORK 3
TENTATIVE RFQ/P TIMELINE 4
MANDATORY PRE-QUALIFICATION/PROPOSAL MEETING/TOUR 4
INQUIRIES ABOUT THIS RFQ/P 4
SUBMITTAL DEADLINE 5
RESPONSE FORMAT 5
SELECTION CRITERIA 7
GENERAL TERMS AND CONDITIONS 8
NON-ASSIGNMENTS 9
OTHER INFORMATION 9
ATTACHMENTS 10
SUPPLEMENT PUBLIC TRANSIT FLEET MAINTENANCE 77

PURPOSE OF THIS REQUEST FOR QUALIFICATIONS/PROPOSALS (RFQ/P)
The City of Hinesville is seeking proposals from qualified firms to effectively and efficiently provide
certain city government services. Specifically, the City will evaluate proposals received from
qualified firms for providing certain city government services through qualified managerial staff
with the primary objectives of delivering high quality service at the lowest possible costs. The
Selection Criteria Matrix for purposes of this RFQ/P is attached hereto and incorporated herein
as Attachment 1.
SCOPE OF WORK
Therefore, the City is soliciting written qualifications and sealed proposals from interested and
qualified companies to provide certain city government services. Those services being considered
for contract operations include the following:
Public Works Water and Sewer
Public Utilities Administration (GF) (SWF)
(SWUF) Public Utilities Administration
Street Department (GF) Meter Reading & Maintenance
Parks & Grounds Department
(including mosquito control) (GF) Construction Maintenance
Vehicle Maintenance Department (GF) Water Production
Sanitation Department (SWF) Inflow and Infiltration
Drainage Department (SWUF) Wastewater Treatment (WWTP) (WRF)
Liftstation Maintenance and Repair
Transit
Vehicle Maintenance
Bus Stop Shelter maintenance and repairs
KEY: GF= General Fund SWF=Solid Waste Fund SWUF=Storm water Utility Fund
WWTP= Wastewater Treatment Plant WRF= Water Reclamation Facility
Department profiles, organizational charts, current budgets, department location, issues, and
selected work load statistics for each of the above services are attached hereto and incorporated
herein as Attachment 2 (collectively referred to as the "Departmental Data"). The departments
listed above represent 99 full-time employees and approximately $9,015,495 in salary and
benefits. The City's organizational chart is also attached hereto and incorporated herein as
Attachment 3.
All proposals shall specifically address the services and issues described in the Departmental
Data for all of the departments and constitute the general Scope of Work for this RFQ/P. It is
contemplated by the City that a Company will be selected at the conclusion of this RFQ/P process,
that the City and Company will engage in interactions for a period of time to allow the parties to
further examine city operations, staffing, and services for purposes of development of a more
detailed Scope of Work with specifically identified plans and tasks for each department or service
intended to be provided, which will comprise Exhibit A (Scope of Work) to the resulting
Professional Services Agreement between the City and the selected company, and for
development of final pricing which will comprise Exhibit B (Compensation Schedule) to the
resulting Professional Services Agreement between the City and the selected company.
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The Company recognizes that the services under this Agreement are vital to the City and must
be continued without interruption. As additional consideration for the City and as a material
inducement for the City and Company to enter into this Agreement and to consummate the
services contemplated hereby: the City and Company agree to commence transition activities on
October 1, 2026, and terminate on October 31, 2026. The Company agrees to exercise its best
efforts and cooperation to effect an orderly and efficient transition.
The Agreement for services shall be for a one (1) year term commencing on November 1, 2026,
and terminating on October 31, 2027 (the "Term"). Pursuant to O.C.G.A. 36-60-13 upon the
expiration of the Term, the Agreement shall terminate absolutely and without further obligation on
the part of the City. However, the Agreement shall automatically renew on the first day of each
subsequent City fiscal year for a one (1) year term, unless the City provides Company written
notice of non-renewal at least one hundred twenty (120) days prior to the end of the then fiscal
year. This Agreement may be renewed for additional terms as may be provided by law at the
conclusion of any then present term.
TENTATIVE RFQ/P TIMELINE
* Issue RFQ/P Thursday, April 23, 2026
* Newspaper and Media Advertisements Thursdays, April 23 & 30, 2026
* Deadline for letters of interest (respond in writing) Wednesday, May 6, 2026
* Mandatory meeting/tour Wednesday, May 13, 2026 9:00 am
* RFQ/P comments and questions deadline Wednesday, May 20, 2026 5:00 pm
* City issue responses to comments and questions Wednesday, June 3, 2026
* Submittal deadline Wednesday, July 1, 2026 10:00 am
* RFQ/P Opening Wednesday, July 1, 2026 10:00 am
* Review of qualifications and proposals Week of July 6-10, 2026
* Company presentations to review committee July 13 - 24, 2026
* Recommendations to Mayor and Council Thursday, August 6, 2026
* Decision by Mayor and Council Thursday, August 6, 2026
* Contract negotiations and final scope August 10 - 28, 2026
* Mayor and Council consideration of contract Thursday, September 3, 2026
* Contract executed and transition period begin Thursday, October 1, 2026
* Contract term begins Sunday, November 1, 2026
MANDATORY PRE-QUALIFICATION/PROPOSAL MEETING/TOUR
All firms that intend to respond to this solicitation must attend a mandatory meeting/tour that will
be held on Wednesday, May 13, 2026, beginning at 9:00 am at the City of Hinesville, City Hall in
the 3rd floor conference room. It is anticipated that a tour of the city facilities will be conducted
from 9:00 am to about 1:00 pm; then a question-and-answer session will be from 1:00 pm to about
2:00 pm in the City Hall 3rd floor conference room. During the question-and-answer session, any
interested company may ask questions to receive additional information and clarifications to this
RFQ/P. All questions and answers during this meeting will be documented and posted to the city's
website, www.cityofhinesville.org as an addendum prior to the submittal deadline. Failure to
attend this meeting/tour will result in disqualification from submitting a RFQ/P.
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INQUIRIES ABOUT THIS RFQ/P
All inquiries and questions regarding this RFQ/P shall be in writing and directed to:
Temperance West, Assistant City Manager
115 East M.L. King, Jr. Drive
Hinesville, Georgia 31313
twest@cityofhinesville.org
The deadline for submission of any written questions relating to this RFQ/P shall be Wednesday,
May 20, 2026 at 5:00 pm. All questions and answers will be documented and posted to the city's
website, www.cityofhinesville.org as an addendum prior to the submittal deadline. Please check
the City's web site often to review the addendums, if any.
Proposing companies shall not contact the Mayor or the City Council or any city employee
regarding this RFQ/P, proposal evaluation, or selection process from the time the RFQ/P is issued
on Wednesday, April 22, 2026 until the time that a selected company is engaged in an interactive
process of developing the detailed Scope of Work and Compensation Schedule to be contained
in the Professional Services Agreement and only then, such contact shall be with the permission
and direction of the City Manager.
SUBMITTAL DEADLINE
Responses are due no later than 10:00 am on Wednesday, July 1, 2026. The responses (one
electronic flash drive and 7 printed copies) must be enclosed in a sealed envelope plainly marked,
"City of Hinesville Public Works and Utilities O&M contract RFQ/P," and delivered to the City
Manager's Office, 115 East M.L. King, Jr. Drive, Hinesville, Georgia 31313, by the above
deadline date and time. One Cost Proposal should be submitted in a separate sealed envelope
clearly labeled with your company name and "Cost Proposal". The cost proposal should not be
included on the electronic file.
A representative of Hinesville City government will publicly read the names of the companies
submitting responses at 10:00 am on Wednesday, July 1, 2026. Incomplete responses may not
be considered if the omissions are determined to be significant. The City will not be responsible
for late mail deliveries and any responses received after the deadline date and time will not be
accepted and returned unopened.
RESPONSE FORMAT
All interested companies that will be submitting qualifications/proposals shall include the following
information in this order:
* Brief history, profile, and location of the company's headquarters and other offices,
number of years the company has been in the business of providing local government
services, detailed experience in providing the services listed in the Scope of Work for
clients in Georgia and other states, and the name, telephone number, and email address
of the primary point of contact.
* Resumes of key personnel that will be working on this project, including their experience
in providing government services, length of time in providing local government services,
and length of time with the company. Specifically include the person who will be ultimately
responsible for this contract and who works for the primary company.
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* References (name, telephone number, and email address) from all clients over the last 10
years for whom the company has performed services similar to those that the City is
requesting. Include the project manager from the proposing company in charge of the
project.
* List of all the projects over the last 10 years (for whom the company has performed
services similar to those that the City is requesting) that the company has been replaced
or terminated. Please provide the reason why the company was replaced or terminated.
* Identify the closest job site the Company performed the same scope of work as the City
is requesting in this RFP/Q.
* Methodology and approach to addressing the Scope of Work as defined in this RFQ/P,
including but not limited to, a narrative describing:
1) How current public works employees would transition to the private company
including duration and how personnel expenses (other than salaries and benefits)
such as cell phones, travel, and education/training would be addressed.
2) How the City's current vehicles, equipment, and office equipment will be
maintained to maximize their useful life and how that equipment will be replaced.
3) Management and technical innovations that would reduce the cost of current
services, avoid future cost, and improve the provision and efficiency of services.
4) How your company has established systems and procedures for quality control,
quality assurance, safety, regulatory compliance, inventory control, and cost
control.
5) How your company can enhance citizens' perception of service quality.
6) How your company can provide additional and temporary resources (personnel
and equipment) in time of need.
7) What deliverables will be generated and at what frequency for the City to use to
ensure contract compliance.
8) Ability to keep the contract pricing constant or less over the contract term.
9) Pros and cons of having one company perform all services versus multiple
companies performing services.
10) Sample reorganization of departments/services to achieve efficiency and cost
savings.
11) Timeline for implementation of approach.
* Identification of previous, existing or pending litigation, arbitrations or mediations in which
the company has been involved in the past 5 years, including, but not limited to, a narrative
for each identified matter that provides court file numbers, a brief description of the claims,
and the resolution of the matter.
* Statement and documentation of the company's financial strength and capabilities to begin
and complete this project.
* Statement that the company will execute the City's Professional Services Agreement,
which is attached hereto and incorporated herein as Attachment 4 or statement as to which
provision(s) is(are) not agreeable to the company. It is the intention of the City that the
Professional Services Agreement will be executed in the form presented with this RFQ/P
or in substantially similar form. In particular, please include a statement that the insurances
set out in the Professional Services Agreement can be provided, and that each insurance
policy shall name the City as an additional insured, that the company will specifically
adhere to the indemnification provision contained in the Professional Services Agreement,
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and that all required E-verify forms will be submitted as these are key terms of importance
to the City.
* Statement that the company will execute the Non-Collusion Affidavit, which is attached
hereto and incorporated herein as Attachment 5.
* Statement that the company can, and will supply a Performance Bond on the form
provided as Attachment 6 to this RFQ/P with a surety in good standing with the Office of
Georgia Insurance and Fire Safety Commissioner and listed in Circular 570 (Federal
Register Vol. 62 No. 126) among companies holding certificates of authority as acceptable
sureties on federal bonds and as acceptable reinsuring companies on an annual basis to
the City in the amount of $500,000 or 10% of the prior year's annual compensation amount
(whichever is less), which must be supplied to the City within thirty (30) days of execution
of the Professional Services Agreement and by the beginning of each fiscal year of
renewal of the Agreement thereafter.
* Proof that the company is an authorized business entity and is authorized to do business
in the State of Georgia.
* Acknowledgement(s) of receipts of all addenda.
* Cost proposals must have two components that are clear and distinguishable from each
other.
o The first component will detail costs (if any) for the 31 day transition period
(October 1, 2026 through October 31, 2026) during which the company will
undertake the process of employee orientation, enrolling the current Public
Works/Utility employees into the company HR system as well as gathering any
additional information the company finds necessary to effectively fulfill the
obligations established within the Professional Services Agreement. This
component shall be referred to as the Transition Period Cost Proposal.
o The second component will detail the first year annual costs associated with the
actual provision of services established in the submitted proposal, the scope of
work and the Professional Services Agreement. The annual cost proposal shall
be a lump sum proposal with a breakdown of this cost component and shall be
presented on the form provided in Attachment 7 to this RFQ/P. This component
shall be referred to as the Annual Cost Proposal. Alternate cost proposal
approaches may be submitted in addition to the foregoing required cost proposal.
COST PROPOSAL NOTES:
The Cost Proposal should be submitted in a separate sealed envelope
clearly labeled with your company name and "Cost Proposal". The cost
proposal should not be included in the electronic file.
The year two and subsequent year costs shall be negotiated on an annual
basis during the preparation of the City's annual budget.
* All personnel employed by the City's current contractor ("employees") in a direct and full-
time basis in performance of such services, functions and responsibilities as described
and contemplated in this Agreement for the City shall be and remain employees under this
Agreement. Upon execution of this Agreement, all affected employees shall immediately
have their employment transferred to Company such that these employees become
employees of the Company with at least the same or equivalent salary and benefits as
they had with the current contractor.
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* Proposals must respond separately to the Supplemental Liberty Transit Fleet
Maintenance and Repair Services/Bus Shelter Installation, Maintenance and Repair
Services section.
SELECTION CRITERIA
* Company experience in providing local government services (especially those services
listed under the Scope of Work) and qualifications and experience of the key personnel,
and company team members that will be involved in this project.
* Company locations and availability of support resources (both personnel and equipment)
within at least 200 miles of the City.
* Overall response quality and reference results.
* Methodology and approach narrative.
* Financial strengths, litigation, and ability to obtain the stated insurances and performance
bond.
* Costs proposals.
A Selection Criteria Matrix with point structure will be utilized for purposes of selecting the
successful company. See Attachment 1.
The top ranked companies will be invited to the City to personally present their qualifications to
the selection committee composed of the City Manager, the Assistant City Manager, the City
Chief Financial Officer, two City Council members, the City Attorney, and the City's consulting
engineer. This meeting is tentatively scheduled for July 13 - 24, 2026, and will provide an
opportunity for the companies to clarify and elaborate on their qualifications. This meeting will be
a fact finding and explanation session only and does not contemplate or authorize negotiations.
After the presentations, the selection committee will select the top ranked company or companies.
Upon selection of the top ranked company or companies, the City and company will engage in
interactions for a period of time to allow the parties to further examine City operations, staffing,
and services for purposes of development of a more detailed Scope of Work with specifically
identified plans and tasks for each department or service intended to be provided which will
comprise Exhibit A (Scope of Work) to the resulting Professional Services Agreement between
the City and the selected company, as well as for development of final pricing, which will comprise
Exhibit B (Compensation Schedule) to the resulting Professional Services Agreement between
the City and the selected company. If negotiations with the top ranked company are not
successful, those negotiations will be terminated and negotiations with the second ranked
company will begin, and so on. Final contracts are tentatively scheduled to be presented to the
City for their consideration on Thursday, September 3, 2026.
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GENERAL TERMS AND CONDITIONS
* There are no expressed or implied obligations for the City to reimburse responding
companies for any expenses incurred in preparing qualification/proposals in response to
this RFQ/P or in attending meetings required in this process.
* The City reserves the right to request clarifications regarding information submitted as well
as request additional information from one or more companies submitting
qualifications/proposals.
* By submitting qualifications/proposals, a company certifies that it has fully read and
understood this RFQ/P, has full knowledge of the nature scope, quantity, and quality of
work to be performed, the detailed requirements of the services to be provided and the
conditions under which the services are to be performed. Failure to do so will not relieve
the successful company of their obligation to enter into a contract.
* No qualifications/proposals may be withdrawn or revoked for a period of 120 days after
the date of qualification/proposal opening. It is understood that the details at the RFQ/P
level are insufficient to constitute a binding final contract as the details will be worked out
in accordance with this RFQ/P. However, the City's Professional Services Agreement is
included in this RFQ/P. This contract should remain substantially in the form presented to
become the final contract, unless modified during final contract negotiations to the
satisfaction of the City.
* Ownership of all data, materials, and documentation prepared for and submitted in
response to this RFQ/P shall belong exclusively to the City and it will be considered a
public record and subject to public inspection in accordance with the Georgia Open
Records Act, unless otherwise provided by law. The cost proposals will be kept
confidential until a final contract is awarded.
* The City reserves the right to reject any or all qualifications/proposals, call for new
qualifications/proposals, to waive any formalities, or to award a contract to the next
qualified company if the selected company does not execute a contract satisfactory to the
City promptly after notification of the award. The City reserves the right to accept, reject,
and/or negotiate any and all qualifications/proposals or parts of qualifications/proposals
deemed by the Board to be in the best interest of citizens of the City.
* This RFQ/P and any resulting contract shall be governed in all respects by the laws of the
State of Georgia and the successful company shall comply with all applicable federal,
state, and local laws and regulations.
* By submitting their qualifications/proposals, all responding companies certify that their
qualifications/proposals are made without collusion or fraud and that they have not offered
or received any kickbacks or inducements from any other person or party in connection
with their qualifications, and they have not conferred on any of the City's employees having
official responsibility for this procurement transaction of any payment, loan, subscription,
advance, deposit of money, services, or anything of value or more than nominal value,
present or promise, unless consideration of substantially equal or greater value was
exchanged.
* The responding companies specifically certify that submitting their qualification and
proposals that they are not in violation of O.C.G.A. 16-10-22 and 16-10-22 for acts of
bribery, and /or conspiracy in restraint of free and open competition in transaction with
state or political subdivision.
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* By submitting their qualifications/proposals, all responding companies certify that they are
not currently debarred from submitting bids or proposals on contracts by an agency of the
State of Georgia and the federal government, nor are they an agent of any person or entity
that is currently debarred from submitting bids on contracts by any agency of the State of
Georgia or the federal government.
NON-ASSIGNMENTS
Company shall not transfer, delegate, or assign, including by merger (whether that party is the
surviving or disappearing entity), consolidation, dissolution, or operation of law, (1) any discretion
granted it under this Agreement, (2) any right that it has to satisfy a condition under this
Agreement, (3) any remedy that it has under this Agreement, or (4) any obligation imposed on it
under this Agreement. Any purported transfer, delegation, or assignment of rights or transfer,
delegation, or assignment of performance in violation of this section shall be void. Furthermore,
this Agreement is entered into for the sole benefit of the City and Company and no other person
or entity is intended to be a direct or incidental beneficiary of this Agreement or otherwise entitled
to enforce the terms of this Agreement for any reason whatsoever.
OTHER INFORMATION
The City of Hinesville is located in Coastal Georgia, approximately 40 miles from Savannah and
in Liberty County. Major highways in the city US 84, SR 119, and SR 196. The city encompasses
approximately 40,000 citizens within 20 square miles. Hinesville is immediately adjacent to the
main gate in to Ft. Stewart; home of the Army's 3rd Infantry Division and is the largest military
installation (in terms of land area) East of the Mississippi River. The governing authority of City is
composed of the Mayor and five Council Members. The City Manager supervises, directs, and
controls the day-to-day activities and business operations of the city government.
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