Updated Photo link 

Update to provide Answer to Questions received:

PROJECT – 20-03-PBC
Participants Zoom Meeting August 17, 2020 (not mandatory)

• Mark Stockman of Allen & Hoshall

• Audrey Plummer and Dawn Riley of Source Urbanism

  Questions received:

  We have reviewed the sketches of the buildings provided with the dimensions. Is there a square footage breakdown of the interior spaces and exterior spaces of both buildings within the scope of work that could be provided?

  Answer:

  There is not have any additional information related to a square footage breakdown outside of the drawings provided in the RFP. We are open to suggestions and looking for the most appropriate design for the concept.

Request for Proposals

 

The City of Hiawassee (“Owner”)

To Provide 

Architectural and Engineering Services For 

Project No. 20-03-PBC

Paris Plaza Business Center

 

Located at 

 

71 Main Street and 79 Main Street,

 

Hiawassee, GA

One Original and Five (5) Copies of RFP shall be submitted

 

Proposal Due 

On September 09, 2020

Request for Proposals (RFP) 

To Provide Architecture-Engineering Services

Project No. 20-03-PBC, Paris Plaza Business Center

Request for Proposals, sealed bids, will be received at Hiawassee City Hall, 50 River Street, Hiawassee GA 30546, until September 09, 2020, at 2:00 PM. 

PROJECT NO. 20-03-PBC: Architectural Design and Engineering Services for the redesign and renovation of two historic buildings located at 71 Main Street and 79 Main Street, Hiawassee, Georgia, Proposals must include a statement of qualifications, all applicable engineering reports, calculations, designs, and other relevant documents.

Restriction of Communication: From the issue date of this RFP until a successful proposer is selected and announced, proposers are not allowed to communicate for any reason with any members of the Selection Committee or the Owner staff, except for: 

1. Submission of questions as instructed in the RFP 
2. b) During the proposer's conference (if applicable), or 
3. c) As provided by any existing work agreement(s).

For violation of this provision, the Owner reserves the right to reject the proposal of the offending proposer. 

The Request for Proposal package may be obtained at City Hall, 50 River Street, Hiawassee, GA  30546. Statements of Qualifications and the Proposal Bid package must be delivered to the Economic Development Director, Denise McKay, and should be delivered in accordance with instructions in the RFP package. 

Questions may be directed to Economic Development Director Denise McKay by email at This email address is being protected from spambots. You need JavaScript enabled to view it., subject line: Project No 20-03-PBC. Questions will be answered via addendum only. The deadline for submitting questions is August 20, 2020. The Owner reserves the right to reject any and all statements of qualifications, as well as to waive technicalities and informalities. 

It is the policy of the Appalachian Regional Commission that small businesses, female-owned businesses, and minority businesses have a fair and equal opportunity to participate in these opportunities. Contractors and subcontractors who utilize qualified minority subcontractors may qualify for a state income tax credits for qualified payments made to minority subcontractors. See Official Code of Georgia Annotated (O.C.G.A.) Section 48-7-38.

 

 

Request for Proposals

Architectural and Engineering Services 

Project No. 20-03-PBC, Paris Plaza Business Center, 71 Main Street and 79 Main Street, Hiawassee, GA

The City of Hiawassee, (“Owner”), is soliciting proposals from duly licensed professionals or firms interested in providing Architectural and Engineering Services (A/E) Services for Project No. 20-03-PBC, Paris Plaza Business Center, consisting of the architectural design and renovation of two buildings located at, respectively, 71 and 79 Main Street, Hiawassee, GA, (“Project”). All respondents to this RFP are subject to instructions communicated in this document and are cautioned to completely review the entire RFP and follow instructions carefully. The Owner reserves the right to reject any or all statements of qualifications or proposals and to waive technicalities and informalities at the discretion of the Owner. Please note: The issuance of this RFP invokes a Restriction of Communication on potential respondents, which, if violated, may result in proposal rejection (See Section 8 for details).

1. General Project Information 

Project Description 

The Project involves the provider’s furnishing a detailed and complete Architect’s Report, together with all applicable engineering calculations and designs, and all necessary documents relevant to the redesign and renovation of the two historic buildings located at 71 Main Street and 79 Main Street, Hiawassee, Georgia.

The delivery method for this Project will be in a sealed bid format via hand delivery, USP or common carrier to 

Denise McKay, Director of Economic Development 

50 River Street, 

Hiawassee, GA 30546.

Project Goals 

It is envisioned that the successful Project will achieve the following objectives: 

• Redesign of the two buildings, with a focus on their historic 1940’s nature and attention to the existing brickwork.
• Use of the single-story building as a commercial income-producing property housing a restaurant, and the two-story building as a business incubator housing the Paris Plaza Business Center itself, together with an upstairs outside dining area for the restaurant next door, with construction of an exterior dumbwaiter to assist wait staff.

Project Scope

Renovation of the two historical buildings located at 71 Main Street and 79 Main Street, as follows:

• Plans and specifications required for bid and construction to include:
  • Site
  • Structural
  • Life Safety
  • Architectural
  • Electrical
  • Mechanical
  • Plumbing Repairs to exterior brick walls
  • New roof
  • Patching and leveling of floors
  • Installation of HVAC
  • Space planning
  • Installation of elevator
  • Code review for egress and ADA compliance

 

A walk-through video of the properties is available at: https://www.hiawasseega.gov/index.php/business/rfp-videos

 

.

Full Size Photos available Here

 

Pre-Proposal Conference

A Pre-Proposal Conference and Virtual Walkthrough will be held on 

Monday, August 17, 2020, at 10:00 am 

ZOOM.https://zoom.us/j/99822626857?pwd=MVkwK0FWNlFCWUhOMXBESitQMzVsUT09

Meeting ID: 998 2262 6857 Passcode: bK9iBi

All firms responding are cautioned to read this RFP carefully for understanding and request clarification from Owner on any questions pertaining to this RFP.  The proposer should examine all documents and requirements of the services requested to become fully informed.  Failure to examine these areas will not relieve the successful proposer of its obligation to furnish all products and services necessary to carry out the provisions of the contract.  After RFPs have been submitted, the vendor shall not assert that there was a misunderstanding concerning the quantities of work or of the nature of the work to be done.

Project Payment Schedule 

Payment for any contract entered into as a result of this RFP will be made in accordance with this section.  Compensation shall be for a fixed fee payable upon acceptance of the documentation required by ARC for the following phases:

Phase I:          Preliminary Design Phase:               10%

Phase II:         Construction Document Phase:       50%

Phase III:        Bidding Phase:                                10%

Phase IV:       Construction:                                   20%

Phase V:        Project Close-Out                            10%

Compensation shall be on an hourly basis for work and the reasonable cost of materials.  Time expended shall be accounted for in increments of one-quarter hour.  Additional services are required to be pre-approved before work is conducted.

(The fee structure for A/E Consulting Services relative to the schedule and fee amounts will be agreed upon by the Owner and the Consultant prior to the start of Consulting Services.)

 

Ownership of Data

The ownership of all data, drawings, charts, etc., which are prepared or produced under this proposal or with regard to the Project shall be that of Owner.

2. A/E Consultant Requirements 

1. Upon execution of a contract, the architect will meet with the Owner to discuss the project scope and the objectives of the Owner for future use of the buildings. The architect will then prepare conceptual drawings for discussions with the Owner. Comments and suggestions generated from this initial review will be incorporated into the preliminary design drawings and estimate.

1. Upon completion of the preliminary design drawings, the architect and Owner will review the drawings and estimates. Evaluation of these preliminary drawings and estimate will be used to finalize the project scope.  If deemed necessary by the Owner, revisions to the preliminary drawings may be required.  Upon acceptance of the preliminary drawings, written notice will be given to the architect to proceed with construction documents.

iii.  The Project estimate shall be reviewed during the construction documentation phase and the Owner notified of any potential overruns.  At a minimum, these reviews shall occur at 50% and 80% documentation completion.  Four complete sets of final documents shall be presented to the Owner for the final review.  

1. During the construction phase of the project, the architect will be responsible for periodic site inspections to review the quality of work and compliance with the construction documents. They will also be responsible for evaluation and approval of periodic Applications for Payment by the selected general contractor.  

1. Further responsibilities include, but are not limited to, review/preparation of change orders; review of shop drawings; review of closeout documentation; and ensuring that accurate as-built documentation is provided.

 

3. RFP Schedule Of Events 

The following Schedule of Events represents the Owner’s best estimate of the schedule that will be followed. All times indicated are prevailing times in Georgia. The Owner reserves the right to adjust the schedule as the Owner deems necessary.
Owner issues public advertisement of RFP for a period of 30 days	August 7, 2020
Zoom Pre-Proposal and Walk-through	August 17, 2020	10:00 AM
Deadline for written questions/requests for clarification	August 20, 2020	2:00 PM
Owner posts answers to written questions received	August 24, 2020	2:00 PM
Deadline for submission of qualifications and proposals	September 09, 2020	2:00 PM
Owner completes the evaluation, posts results, and issues notification to finalist firm	September 15, 2020	4:00 PM
Deadline for architect to complete Phase 1	October 30, 2020

4. Selection Process 

A Selection Committee, consisting of representatives of the Owner, will identify the finalist firm through a qualifications-based selection process. The Selection Committee will receive and evaluate statements of qualifications, and proposals submitted in response to this RFP using the following criteria: 

 

Criteria for evaluation of Statements of Qualifications and Proposals

The firm, organization or professional must be licensed as Design Professionals in their respective technical disciplines in accordance with the requirements of the State of Georgia.  The principal assigned to the Project by the submitting firm shall have demonstrated experience in at least three (3) projects similar in size and scope to the Project.

Rating Scale
0	Not Acceptable	Non-responsive, fails to meet RFP specifications. The approach has no probability of success.  For mandatory requirement, this score will result in disqualification of proposal.
1	Poor	Below average, falls short of expectations, is substandard to that which is the average or expected norm, has a low probability of success in achieving project/service objectives per RFP.
2	Fair	Has a reasonable probability of success, however, some objectives may not be met.
3	Average	Acceptable, achieves all objectives in a reasonable fashion per RFP specification.  This will be the baseline score for each item with adjustments based on interpretation of the proposal by Evaluation Committee members.
4	Above Average/Good	Very good probability of success, better than that which is average or expected as the norm. Achieves all objectives per RFP requirements and expectations.
5	Excellent/ Exceptional	Exceeds expectations, very innovative, clearly superior to that which is average or expected as the norm.  Excellent probability of success and in achieving all objectives and meeting RFP specification.

The Evaluation Criteria Summary and their respective weights are as follows: 

1. Completeness of Response (Pass/Fail) 

Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified within this RFP and subsequent addenda and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria and will receive no further consideration.  Responses that are rated a Fail and are not considered may be picked up at the delivery location or returned to the vendor (at vendor’s expense).  Please provide shipping instructions and/or fees upon the completion of the competitive process. 

Conflict of Interest Statement (Pass/Fail) 

1. Discloses any financial, business or other relationship with Hiawassee, Georgia that may have an impact upon the outcome of the contract or the construction project/service.
2. Lists current clients who may have a financial interest in the outcome of this contract or the construction project/service that will follow.
3. Discloses any financial interest or relationship with any construction company that might submit a bid on the construction project/ service. 
4. Qualifications & Experience (15 points)
5. Relevant experience, specific qualifications, and technical expertise of the firm and sub-consultants/proposers to conduct the required services as listed in this RFP and adhering to all required license requirement for federal, state and local services.
6. Organization & Approach (10 points) 
7. Describes familiarity of project/service and demonstrates understanding of work completed to date and project/service objectives moving forward 
8. Roles and Organization of Proposed Team 
9. Proposes adequate and appropriate disciplines of project/service team. 
10. Some or all of team members have previously worked together on similar project/service(s). 

            iii. The overall organization of the team is relevant to Hiawassee, Georgia needs. 

1. Project and Management Approach 
2. The team is managed by an individual with appropriate experience in similar projects/services. This person’s time is appropriately committed to the project/service. 
3. Team successfully addresses all requirements of this RFP. 

            iii. The team and management approach responds to project/service issues.  Team structure provides adequate capability to perform both volume and quality of needed work within project/service schedule milestones. 

1. Roles of Key Individuals on the Team 
2. Proposed team members, as demonstrated by enclosed resumes, have relevant experience for their role in the project/service. 
3. Key positions required to execute the project/service team’s responsibilities are appropriately staffed. 
4. Working Relationship with Hiawassee, Georgia 
5. Team and its leaders have experience working in the public sector and knowledge of public sector procurement process. 
6. Team leadership understands the nature of public sector work and its decision-making process. 

            iii. Proposal responds to need to assist Hiawassee, Georgia during the project /service.

4. Scope of Services to be Provided (30 points) 

 Experience and approach to the following:   

• Code review for egress, ADA, and life safety issues.
• Project Data Sheet for Permitting 
• Submittal for agency review 
• Plans and specifications required for bid and construction 
• Experience in preparation of conceptual design drawings
• Estimating
• Public Bidding Documents 
• Site inspections to review the quality of work and compliance with bid documents 

5. Financial Stability (5 points).

 Provide financial information that would allow proposal evaluators to ascertain the financial stability of the Proposer. 

1. If a public company, include a recap of the most recent audited financial report. 
2. If a private company, provide a recap of the most recent internal financial statement; and a letter, on the financial institution’s letterhead, stating financial stability. 

 

6. References (5 points) 
7. Provide as reference the name of at least three (3) agencies you currently or have previously consulted for in the past three (3) years.
8. Include specific individuals with addresses and telephone numbers. 

7. Proximity to Area (10 points) 
8. Within Hiawassee10 points 
9. Within Towns County8points 
10. Within 50 miles of Towns County6 points
11. d. Within Georgia4 points 
12. Within SE United States (includes AL, TN, NC, SC, FL)2 points 
13. f. All Others1 points

 

8. Presentation by Team 10 points (Optional) 

Team presentation conveying project/service understanding, communication skills, innovative ideas, critical issues and solutions. 

 

9. Q&A Response to Panel Questions (5 points) (Optional) 

 The proposer provides responses to various interview panel questions.  

10. Cost/Fee Proposal (10 points) Enclosed in a separate sealed envelope. 
11. Lowest Fee 10 
12. Second 6 
13. Third 4 
14. Fourth 2 
15. Fifth 1 

Finalist Notification/Award 

The name of the firm selected as a finalist will be posted on the Georgia Procurement Registry. The Owner will contact the firm selected as finalist and coordinate a time to discuss and potentially negotiate services. Negotiations may then be initiated with the firm to finalize the terms and conditions of the contract, including the fees to be paid. In the event a satisfactory fee agreement cannot be reached with the highest-scoring firm, the Owner will formally terminate the negotiations in writing and enter into negotiations in turn with the second-highest scoring firm, and so on until a mutual agreement is established and the Owner awards an A/E Consulting Services contract. The actual Form of Contract shall be developed by the Owner.

 

 

5. Instructions for Preparing Statements of Qualifications and Proposal

One original and five (5) copies of the statement of qualifications and proposal shall be prepared hand-delivered or sent via USPS or common carrier to Economic Development Director Denise McKay, 50 River Street, Hiawassee, GA 30546, This email address is being protected from spambots. You need JavaScript enabled to view it. prior to the submittal deadline. Each submittal must include a transmittal letter. Submittals must be able to print on standard (8 ½” x 11”) paper. The pages of the qualification submittals must be numbered. A table of contents, with corresponding tabs, must be included to identify each section. Responses are limited to 20 pages or less using a minimum of 11-point font. Any exhibits, affidavits, or other enclosure information called for may be included in an appendix and will not count toward the page limit. Each statement of qualifications shall provide a straightforward, concise delineation of respondent’s capabilities. Emphasis must be on completeness, relevance, and clarity of content. The content of all statements of qualifications must be categorized and numbered as outlined below, and responsive to all requested information:

1. Description and Resources of Professional or Firm 
2. Provide basic company information: Company name, address, name of primary contact, telephone number, fax number, email address, and company website (if available). If the firm has multiple offices, the qualification statement shall include information about the parent company and branch office separately. Identify the office from which project will be managed and this office’s proximity to the project site. Provide a form of ownership, including state of residency or incorporation, and number of years in business. Is the offeror a sole proprietorship, partnership, corporation, Limited Liability Corporation (LLC), joint venture, or other structure? 

1. Briefly describe the history and growth of your firm(s). Provide general information about the firm’s personnel resources, including disciplines and numbers of employees and locations and staffing of offices. 

iii. Has the firm been involved in any litigation in the past five years? Describe your experience with litigation with Owners and/or Contractors. List any active or pending litigation and explain it. 

1. Provide a statement of disclosure, which will allow the Owner to evaluate possible conflicts of interest. Respondents must provide, in their own format, a statement of all potential legal or otherwise significant conflicts of interests possibly created by the respondent’s being considered in the selection process or by the respondent’s involvement in the project. Respondents should include information as to the nature of the relationship(s) with parties in such potential conflict. 

1. Has the firm ever been removed from a services contract, had a contract terminated for default, or failed to complete a contract as assigned? 

1. Experience and Qualifications
2. Provide professional qualifications and description of experience for principal Consulting Services personnel. (At this stage, firms are asked for information on lead staff only, but may list qualifications and experience on more than one lead individual who is qualified and available for the proposed project. If the firm is selected as a finalist, the Owner will request detailed information on the exact proposed expanded team and their relevant experience.) Firms that respond as joint teams will be expected to clearly demonstrate their team members’ shared experience, as a joint team, on prior projects of similar magnitude and complexity. 
3. Provide information on the firm’s A/E Consulting Services experience on projects of a similar type, size, function, and complexity. Describe no more than 10 and no less than three projects, in order of most relevant to least relevant, which demonstrate the firm's capabilities to perform the project at hand. For each project, the following information should be provided: 
4. Project name, location, and dates during which services were performed. 
5. Brief description of project and physical description. 
6. Services performed by your firm. 
7. Owner’s stated satisfaction level in the Consulting Services and/or overall 
8. Owner contact information. 

iii. Include any certifications, industry ratings, and achievement recognition, etc., to attest to the level of experience and success. Describe innovations that the firm might have introduced or employed to increase project adherence to technical standards.

1. Statement of Suitability 
2. Provide any information that may serve to differentiate the firm from other firms in suitability for the project. Suitability may include but is not limited to, the firm’s fit to the project and/or needs of the Owner, any special or unique qualifications for the project, current and projected workloads, the proximity of office to project location, and any services offered by the firm that may be particularly suitable for this project. 

1. Provide any non-discrimination and affirmative action policies of the firm and the firm’s history of W/MBE inclusion in sourcing for projects. 

6. Submittal of Questions and Requests for Clarification 

Questions about any aspect of the RFP, or the Project, must be submitted in writing via email to Economic Development Director, Denise McKay, This email address is being protected from spambots. You need JavaScript enabled to view it.. The deadlines for submission of questions relating to the RFQ are the times and dates shown in the RFP Schedule of Events in Section 3. Proposers are cautioned to review and adhere to the Restriction of Communication (See Section 8) for this Project.

7. Submittal of Statements of Qualifications and Proposal

A single PDF file of the statement of qualifications and proposal shall be prepared, and hand-delivered or mailed to Economic Development Director Denise McKay prior to the submittal deadline. Each submittal must include a transmittal letter. Submittals must be able to be printed on standard (8 ½” x 11”) paper and the words “Statement of Qualifications and Proposal” and Project number must be clearly indicated in the filename. Statements of Qualifications and Proposals must be received by the Owner prior to the deadline indicated in the Schedule of Events (See Section 3) at the exact address below: 

Denise McKay, Economic Development Director

50 River Street

Hiawassee, GA 30546

P: (706) 896-2202

F: (706) 896-4991

8. Additional Terms and Conditions 

Restriction of Communication

From the issue date of this RFP solicitation until a successful proposer is selected and the selection is announced, proposers are not allowed to communicate about this solicitation or this Project for any reason with any members of the Selection Committee, the Owner, except for submission of questions as instructed in the RFP, or during the proposer's conference (if applicable), or as provided by any existing work agreement(s). For violation of this provision, the Owner reserves the right to reject the proposal of the offending proposer. 

Submittal Costs and Confidentiality

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The Owner is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the Owner. Labeling information provided in submittals “proprietary” or “confidential”, or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Georgia Open Records Act, the details of the proposal documents will remain confidential until the final award.

Award Conditions 

This request is not an offer to contract or a solicitation of bids. This request and any statement of qualifications or proposal submitted in response, regardless of whether the proposal is determined to be the best proposal, is not binding upon the Owner and does not obligate the Owner to procure or contract for any services. Neither the Owner nor any party submitting a response will be bound unless and until a written contract mutually accepted by both parties is negotiated as to its terms and conditions and is signed by the Owner and a party containing such terms and conditions as are negotiated between those parties. The Owner reserves the right to waive non-compliance with any requirements of this Request for Proposal and to reject any or all proposals submitted in responses. Upon receipt and review of responses, the Owner will determine the party(s) and proposal that in the sole judgment of the Owner is in the best interest of the Owner (if any is so determined), with respect to the evaluation criteria stated herein. The Owner then intends to conduct negotiations with such party(s) to determine if a mutually acceptable contract may be reached. 

 

Statement of Agreement 

With the submission of a statement of qualifications or proposal, the Proposer agrees that he/she has carefully examined the solicitation, and the Proposer agrees that it is the Proposer’s responsibility to request clarification on any issues in any section of the solicitation with which the Proposer disagrees or needs clarifying. The Proposer also understands that failure to mention these items in the proposal will be interpreted to mean that the Proposer is in full agreement with the terms, conditions, specifications, and requirements in the therein. With the submission of a proposal, the Proposer hereby certifies: (a) that this proposal is genuine and is not made in the interest or on behalf of any undisclosed person, firm, or corporation; (b) that Proposer has not directly or indirectly included or solicited any other Proposer to put in a false or insincere proposal; (c) that Proposer has not solicited or induced any person, firm, or corporation to refrain from sending a proposal.

Notice to Finalist 

(Insert Date) 

Notice to Selected Finalist- Project No. 20-03-PBC

To: (Insert Firm Name) 

[By Email; Receipt Confirmation Requested] 

Re: Project No. 20-03-PBC: Paris Plaza Business Center, Hiawassee, GA A/E Consulting Services 

On behalf of the Selection Committee for the Project referenced above, I congratulate you and your firm on being selected as a finalist for further consideration. This notice shall serve as an official request for additional required information and action from the finalists. As a finalist, your firm is required to hold discussions with the Owner and potentially negotiate for services. 

Please contact Economic Development Director Denise McKay at (706) 896-2202 or This email address is being protected from spambots. You need JavaScript enabled to view it. for coordination.

Congratulations again.  We look forward to working with you on this project.

Very truly yours,

CITY OF HIAWASSEE

Mayor Liz Ordiales

 

EXHIBIT 1

 

Hand Drawings and Notes

{See following pages.}

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SECTION 00495

CONTRACTOR AFFIDAVIT FOR ELECTRONIC VERIFICATION OF WORK AUTHORIZATION PROGRAMS [under O.C.G.A. § 13-10-91(b)(1)]

            By executing this affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of the City of Hiawassee, Georgia (name of public employer) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.  Furthermore, the undersigned Contractor will continue to use the federal work authorization program throughout the contract period and the undersigned Contractor will contract for the physical 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 (b).  Contractor here attests that its federal work authorization user identification number and date of authorization are as follows:

                                                            

Federal Work Authorization User Identification Number

                                                            

Date of Authorization

                                                            

Name of Contractor

Architecture/Engineering Services, Project No 20-03-PBC          

Name of Project

City of Hiawassee, Georgia                               

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on                              , 2020, 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: