Engineering & Management Services Request for Proposal (RFP) for Steel Natural Gas Main Replacement

CITY OF MONROE
REQUEST FOR PROPOSAL
ENGINEERING & MANAGEMENT SERVICES
STEEL NATURAL GAS MAIN REPLACEMENT
September 21, 2026
The City of Monroe is located between Atlanta and Athens metro areas with a diverse population of about
16,270 per the most recent census, and serves as the county seat of Walton County. Monroe has a
Council/Administrator form of government with a mayor elected at large and eight (8) councilmembers,
who are elected by district or super-district. The mayor and members of the Council serve four-year terms,
which are staggered by election.
The City of Monroe will be accepting proposals to contract services for a professional & licensed services
firm (also referred to as the "consultant") to provide engineering and design, permitting, contractor
procurement, resident construction inspection services, project management, and NGDISM Grant
administration services for the replacement of approximately 3.5 miles of pre-code ineffectively coated
steel natural gas main within the City of Monroe's service area with new polyethylene natural gas main.
The scope of this natural gas replacement project will be in accordance with the Pipeline and Hazardous
Materials Safety Administration (PHMSA) and the Natural Gas Distribution Infrastructure Safety and
Modernization (NGDISM) Grant Program. Firms shall submit a Proposal to the City which will be based on
instructions and specifications provided within this document.
When downloading this document, please notify the City of Monroe at purchase@monroega.gov of your
company name and contact information, so that you may be copied on any additional addendums during
the process. Any questions about this Request for Proposal should be in writing only and directed to
purchase@monroega.gov prior to 5:00 pm on October 13, 2026, at which point no other questions will
be allowed (all times referenced are considered Eastern Standard Time). A full list of questions and answers
will be provided to companies of record and posted on the website as an addendum no later than 5:00
pm on October 15, 2026.
This project will be administered by the City of Monroe through the Central Services Supervisor and
Director of Water, Sewer, Gas, and Electric being the main points of contact for all questions during
preliminary procedures and the proposal process. After contract award a project manager will be
designated.
REQUEST FOR PROPOSAL SCHEDULE
The following outlines the timeline of dates to be followed for this specific proposal process.
Request for Proposal Issuance September 21, 2026 9:00 am
Question Due Date (EMAIL) October 13, 2026 5:00 pm
Answers October 15, 2026 5:00 pm
Submission Deadline October 29, 2026 2:00 pm
Contract Award November 10, 2026 6:00 pm
Notice to Proceed November 11, 2026 9:00 am

SCOPE OF SERVICES REQUESTED
The following details the scope of services requested for the steel natural gas replacement project as
proposed.
Design and construction shall include the alignment and installation of a complete natural gas system
including, but not limited to, new natural gas main, connections to existing gas main, abandonment of
existing gas mains to be replaced, and connection to existing natural gas services. The existing natural gas
system must remain operational at all times during construction. Design and construction shall be in
accordance with all applicable PHMSA requirements as well as those of authorities having jurisdiction over
the applicable right-of-way for each project area.
The scope of work as described herein shall be completed under a single contract (reference Exhibit D:
Sample Consultant Contract) and in accordance with the requirements of PHMSA and the NGDISM Grant
Program. The following is a basic overview of the work to be performed in this proposal; it is not an all-
encompassing, scope of work. The final scope of work and price proposal shall be negotiated with the City
of Monroe and the most qualified, responsive consultant.
1. Design & Bidding Phase
A. Design & Bidding Phase will consist of the design of the proposed gas main replacement
alignments, construction drawings, specifications, permitting, and coordination with
required jurisdictions and City staff for project bidding.
B. The natural gas replacement included in the NGDISM Grant Program include the following
areas within the City of Monroe's natural gas system. All areas listed shall be designed
and constructed as a single project and contract. The City will not break this list into
multiple projects:
i. Midland Avenue
ii. Bold Spring Avenue
iii. North Madison Avenue
iv. Williams Street
v. East Highland Avenue
vi. Edwards Street
vii. Ford Street
viii. Colonial Drive
ix. Northview Drive
x. East Spring Street
xi. Hubbard Drive
xii. Baker Street
xiii. Bryant Road
C. Reference Exhibit A: Natural Gas Main Replacement Details for proposed gas main
replacement details including existing material to be replaced, proposed PE gas main
diameter, and estimated length of replacement along each roadway.
D. Reference Exhibit B: Project Location Map for an overall map locating the various parts
of the project.
E. Detailed Construction Plans shall include, but are not limited to the following:
i. Proposed gas main alignments;
ii. Roadway edge of pavement, centerlines, names, etc.;
iii. Existing right-of-way boundaries;
iv. Existing facilities;
v. Waterways and associated buffers;

vi. Erosion and sedimentation control measures and narrative.
F. All gas main replacement will take place within the existing road rights-of-way.
G. Design Phase shall also include all permitting for installation with applicable jurisdictions
for respective road right-of-way.
H. The selected consultant will manage the construction bid advertisement, bid opening and
evaluation, and contract document preparation and execution.
2. Project Management & Contract Administration Phase
A. Consultant shall be responsible for the completion and submittal of reporting
requirements as set forth in the NGDISM Grant Program; reference Exhibit E: PHMSA
FY24 Grant Terms and Conditions. Reports and documentation to be submitted include,
but may not be limited to, the following:
i. Payment Reimbursements;
ii. Quarterly Project Progress Reports and Re-certifications;
iii. Final Progress Reports and Financial Reporting.
B. Consultant is also responsible for coordination with the City of Monroe and/or PHMSA
Administrative in the event of budgetary, scheduling, and scope changes.
3. Resident Project Representation Services
A. Resident Project Representative (RPR) services will be furnished by consultant to observe
progress, quality of the work, and verify adherence to the contract documents and all
applicable PHMSA requirements and regulations. The RPR delegate will serve as the
consultant's representative at the Site, as directed by, and under the supervision of the
consultant.
B. The consultant shall have a RPR onsite at all times while construction activities are in
progress.
C. Subject to the scope of RPR's observations of the Work which may include field checks of
materials and installation, consultant shall endeavor to identify defects and deficiencies
in the Work. The consultant or their designated RPR shall not supervise, direct, inspect,
or have control over the Work.
D. The RPR shall not have authority over, or any responsibility for the means, methods,
techniques, sequences, or procedures of construction selected or used by any Contractor,
for security or safety at the Site, for safety precautions and programs incident to the Work
or any Contractor's work in progress, for the coordination of the Contractors' work or
schedules, or for any failure of any Contractor to comply with Laws and Regulations
applicable to the performing and furnishing of its work.
E. The consultant (including RPR) neither guarantees the performance of any Contractor nor
assumes responsibility for any Contractor's failure to furnish and perform the Work, or
any portion of the Work, in accordance with the Construction Contract Documents.
F. The duties and responsibilities of the RPR shall include, but is not be limited to the
following:
i. Monitor construction contractor's project status and project schedules;
ii. Attend all project related meetings, not including contractor's safety meetings;
iii. Inform consultant of any work that does not comply with construction plans and
specifications;
iv. Observe, record, and report to consultant appropriate details relative to the test
procedures;

v. Accompany visiting inspectors representing public or other agencies having
jurisdiction over the work, record the results of the inspections, and report to the
consultant;
vi. Maintain orderly files for correspondence, meeting minutes, contract documents,
contractor's operations and qualification documentation, and all applicable
project documentation;
vii. Prepare a daily report recording the contractor's hours on the site, locations of
work, subcontractor's present onsite, weather conditions, daily activities, amount
of facilities installed including street names, stations, and street addresses as
applicable, and visitors;
viii. RPR shall submit maintained records to the consultant upon completion of
construction.
SUBMISSION FORMAT
The following outlines the formatted order of items required for proposal submissions. All items should
be included, clearly defined, and cross-referenced for ease of evaluation. Failure to include any requested
items may result in the disqualification of the proposal submission. The format for submission is as
follows:
1. Company Information
A. Brief history of the company, date of incorporation, number of full-time employees,
financial statements of the last fiscal year. Submit Appendix B: Contractor Affidavit
Form in this section.
2. Project Team
A. Provide an organizational chart of the project team that would be assigned to the project
that would include, but not limited to the following team members:
i. Project Manager;
ii. Lead Engineer(s);
iii. Resident Project Representative;
iv. Other Key Personnel (If required)
v. Key Sub-Consultant Personnel (If required).
B. Provide one-page resumes for the project manager, lead engineer(s), resident project
representative, key personnel and sub-consultants identified above (maximum ten pages
total.) Each resume should indicate:
i. Individual's location;
ii. Descriptive role on the project;
iii. Length of employment with this firm, or others within the last five years;
iv. Years of experience;
v. License or accreditation;
vi. Examples of specific and relevant experience.
3. Project Approach and Deliverables
A. Discuss approach to the scope of work detailing the methodology of the tasks.
B. Discuss the strategies for achieving the project objectives.
C. Discuss the project end result deliverables.
4. Technical Experience

A. Provide detail of three (3) similar natural gas replacement projects that best illustrate the
team's ability to provide the requested services. Explain how these projects are similar to
this request, and what the anticipated differences may be.
B. For each example, identify the specific roles played by the project team members.
C. Discuss the scope of the work, the work products provided, and outcome of the project.
Describe the team's previous grant reporting and management experience. Provide
insight on any hindrance or additional needs from the city that may be anticipated with
serving this PHMSA grant. Reference Exhibit E: PHMSA FY24 Grant Terms and Conditions
for more details.
D. Provide a minimum of five (5) client references with name, e-mail, telephone number,
and reason for the reference. Do not include City of Monroe personnel as references.
Indicate the consultant's ability to provide the insurance requirements as indicated on
Exhibit C: Professional Services Insurance Requirements.
5. Project Schedule
A. Deadline for completion of construction per NGDISM Agreement is April 3, 2030.
B. Anticipated date for issuance of construction Notice to Proceed is November 11, 2026.
C. Based on the above, provide an estimated schedule for the completion of services. As a
minimum, include the following phases:
i. Design Phase;
ii. Permitting;
iii. Milestone Reviews with City of Monroe;
iv. Bidding;
v. Construction.
6. Cost Proposal
A. Provide a proposed cost for project completion. Submit using Appendix A: Cost Proposal
form.
B. Include your firm's recent rate sheet with the cost proposal form.
7. Deviations
A. Explanation of any deviations to the specifications as outlined in this document.
SUBMISSION
Provide three (3) copies of the proposal submission, including one (1) original as provided in the
Submission Format section. Proposals may be submitted in person to the City of Monroe or by mail, but
must be received no later than 2:00 pm on October 29, 2026. All submissions must be provided in a
completely sealed package, and addressed to:
City of Monroe
REQUEST FOR PROPOSAL
Engineering & Management Services
Steel Natural Gas Replacement
Attn: Mark Harrison
215 North Broad Street
Monroe, GA 30655
EVALUATION PROCESS
Evaluation of submitted proposals will be based on the criteria as listed below in the Evaluation Scoring
section. The selection team may shortlist the highest-scoring firms and may invite any number of the

highest-rated firms to participate in onsite interviews, or rank the submittals without an interview
process. All expenses related to the submittal of this RFP or participation in any onsite interviews are the
responsibility of the consultant with no obligation to the City. The decision to interview and the number
of firms to interview is at the sole discretion of the evaluation team. The interview (if required) will be
evaluated and scored, and this score will be added to the overall score.
The City reserves the right to negotiate the price and scope of work with the consultant scoring highest in
an attempt to reach an agreement. If negotiations with the highest-scoring consultant are unsuccessful,
the City may then negotiate with the second-highest-scoring consultant and so on until a satisfactory
agreement has been reached.
EVALUATION SCORING
The following items are evaluation criteria for all qualifying proposals and will be rated on a point basis
(100 points maximum, 120 points maximum with optional short list interview) by the evaluation team.
Firms must provide all information as required in Submission Format section.
i. Project Team/Management Qualifications/Experience (0-10 points)
ii. Project Approach and Deliverables (0-50 points)
iii. Technical Experience (0-20 points)
iv. Project Schedule (0-10 points)
v. Cost Proposal (0-10 points)
vi. Optional Interview (0-20 points)
CONTRACT AWARD
Award of contract(s) shall be made to the highest scoring responsive and responsible Proposal submission
that is determined to be the most advantageous for the City, taking into account all of the evaluation
factors set forth in this RFP and the ability to reach an agreement. No other factors or criteria shall be
used in the evaluation. The City of Monroe reserves the right to reject any and all Proposals submitted in
response to this RFP.
CONSIDERATIONS
The City of Monroe reserves the right to withdraw this Request for Proposal, reject any or all responses,
and to waive any irregularity, variance or informality whether technical or substantial in nature, in keeping
with the best interests of the City of Monroe. This proposal submission plus the resulting agreement, shall
be consistent with all terms and conditions associated with contracts entered into by the City of Monroe.
The City of Monroe is not liable or responsible for any cost(s) incurred during the preparation,
presentation, or submission as a response to this proposal request.
The City of Monroe may, at its discretion, change, add or remove features and functions from final
contract for the installation/relocation of natural gas mains at any time.
Any terms such as shall, must, will, or is required that are used in the RFP, the reference is a mandatory
requirement and failure to provide any mandatory requirement will result in the rejection of the submitted
proposal. Any terms such as can, may, or should that are used in the RFP, the reference is a desirable
requirement and failure to provide any desirable requirement will not result in the rejection of the
submitted proposal, but may cause a reduction in scoring.
Any unauthorized contact regarding the proposal with staff or elected officials may result in
disqualification. Any oral communications will be considered unofficial and non-binding on the City of

Monroe. All communication should be to Mark Harrison through written communication only to the email
address provided in this document.
We thank you in advance for your submission and welcome any questions you may have during the
process.
Mark Harrison
Central Services Supervisor, City of Monroe
215 North Broad Street, P.O. Box 1249
Monroe, GA 30655
(770)266-5415
APPENDIX REFERENCE
APPENDIX A Cost Proposal - Complete & Include in Appropriate Section
APPENDIX B Contractor Affidavit Form - Complete & Include in Appropriate Section
EXHIBIT REFERENCE
EXHIBIT A Natural Gas Main Replacement Details
EXHIBIT B Project Location Map
EXHIBIT C Professional Services Insurance Requirement
EXHIBIT D Sample Consultant Contract
EXHIBIT E PHMSA FY24 NGDISM Grant Terms & Conditions

APPENDIX A: Cost Proposal
NOT TO EXCEED PRICE for ALL Requirements
_________________________________(Number Format)
_______________________________________________________________________(Written Format)
Cost Proposal MUST include all general and administrative costs, profits, travel, per diem, and ALL costs
associated with this contract. This cost is to be considered the NOT TO EXCEED PRICE that will be used in
the evaluation process. Consultant may be contacted for cost proposal negotiations.
POTENTIAL ADDITIONAL Scope and/or Services
In order to allow for additional work beyond the initial scope of services, please include hourly rate
schedules for all applicable project team positions and external consultants (if applicable).

APPENDIX B: Contactor Affidavit Form
Engineering and Project Management Services associated with the Natural Gas Distribution
Infrastructure Safety and Modernization (NGDISM) Grant Program
Company Name: _______________________________________________________________________
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 _________________, 2026 in ________________________ (city), ______________ (state).
_____________________________________________ ________________________________
Printed Name & Title of Authorized Officer/Agent Signature of Authorized Officer/Agent
SUBSCRIBED AND SWORN BEFORE ME NOTARY PUBLIC
ON THIS THE ____ DAY OF ___________, 2026. My Commission Expires: ____________

EXHIBIT A: Natural Gas Main Replacement Details
Estimated Linear
Existing Pipe Size Proposed
Street Name Feet of
Material (Inches) Material
Replacement
Midland Avenue Steel 6 Polyethylene 1,921
Bold Spring Avenue Steel 2 Polyethylene 1,626
North Madison Avenue Steel 4 Polyethylene 1,558
Williams Street Steel 2 Polyethylene 500
East Highland Avenue Steel 2 Polyethylene 730
Edwards Street Steel 2 Polyethylene 2,345
Ford Street Steel 2 Polyethylene 1,117
Colonial Drive Steel 2 Polyethylene 250
Northview Drive Steel 2 Polyethylene 270
East Spring Street Steel 4 Polyethylene 4,131
Hubbard Street Steel 2 Polyethylene 750
Baker Street Steel 2 Polyethylene 1,475
Bryant Road Steel 2 Polyethylene 1,100