Request for Qualifications
RFQ #47-002
For the provision of Hall County Program Management
PURPOSE: Hall County, Georgia, a municipal entity of the State of Georgia, is issuing this Request for Qualifications from highly experienced firms to assist in implementing the County’s Capital Improvement Program (CIP), including various local, state, and federally funded projects. The County seeks to select up to two (2) vendors for this task-based contract: one (1) vendor for the locally funded program management category and one (1) vendor for the state and federally funded program management category. Firms may submit qualifications for one or both Program Management Categories.
SCHEDULE OF EVENTS:
RFQ Post Date: Wednesday, April 29th, 2026
Bidder’s Questions Due Date: Friday, May 15th, 2026
Response to Bidder Questions Due Date: Wednesday May 20th, 2026
RFQ Due Date: Thursday, May 28th, 2026, 2:00pm
OWNER INFORMATION: Hall County, Georgia, (herein “County”, “Owner”) serves 217,267 residents and is principally located at the Hall County Government Center (HCGC), 2875 Browns Bridge Road, Gainesville, GA 30504.
OWNER EXPECTATIONS: It is imperative that the County's program be managed, designed, and constructed with the utmost regard to cost, schedule, and quality control by all respondents. There is a clear expectation by the County and its residents that construction costs will be successfully managed within. The integrity, reputation, skills, and performance of the program management firms (herein “Bidder”, “Contractor”, “Program Manager”) must be the highest caliber to maintain confidence in the project team(s).
Bidding Process: The County is now accepting sealed bid proposals from qualified firms for Services according to the Scope of Work. Qualified firms interested in submitting proposals for both Program Management Categories shall submit a bid package for each category following the page limit requirements stated in the “Submission of Proposals” section below. The County will accept sealed paper bids in the Purchasing Division located on the fourth (4th) floor of the Hall County Government Center, 2875 Browns Bridge Road, Gainesville, GA 30504, by Thursday, May 28, 2026, by 2:00pm EST. All bid packets must be time and date stamped by the receptionist on the 4th floor to be considered.
General Qualifications: Bidders must be in the regular business of providing similar Services. Bidders must be licensed, insured, and bonded in the State of Georgia.
Term: It is the County’s intention to award one (1) firm for each of the Services listed herein, or one (1) firm for both Services, for an initial one (1) year term, followed by four (4) additional one (1) year renewal options. Renewal options are not guaranteed.
Schedule of Fees: Bidder’s proposed schedule of fees, if accepted, shall be firm and fixed for the initial contract term. The mark up for all subconsultant work will be capped at 8%.
Definitions: For the purpose of this RFQ, the terms “Contract”, “Letter of Engagement”, and “Agreement” shall mean one and the same. Furthermore, the terms “Bidder” and “Firm” shall mean one and the same. “Bid Packet” includes all documents of this solicitation, its Exhibits, and attachments.
Questions: Address all questions and communications solely to Connie Barnes, Issuing Officer, at
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for clarification to any part of this RFQ requirements.
Public Reading: Bid openings are open to the public and Bidders may attend but are not required to do so. The Issuing Officer named herein will open and publicly read all Bidders’ company names on bid due date at the time and notated address above.
Addenda: If needed and in the best interest of the County, the Purchasing Division may make an extension of the bidding period by a formal written Addendum and publicly posted on the County website. All Addendum must be signed by the Bidder and returned with the bid packet.
Proposal Documents: Bidders may obtain all submittal documents at no cost via the County’s Website located at
https://www.hallcounty.org/Bids.aspx
, then click the Hall County Program Management links to download all required documents. Any Addenda will also be posted at the bottom of the solicitation as needed and bidders are responsible for checking for Addenda. Addenda must be signed and returned along with the Bid Packet.
Pre-Bid Meeting: Not required for this solicitation.
Request for Clarification: The County reserves the right to request clarification of information submitted though a written Request-For-Clarification. The County may also request in-person, virtual presentations or interviews, and may choose to enter into negotiations with potential bidders as needed.
Bid Response: The County considers a bid response as an irrevocable offer, good for a period of one-hundred and twenty (120) days from submission. Furthermore, the County reserves the right to reject all proposals, in full or partial, and to negotiate fees, conditions, or other terms with the respondent submitting the overall best scored proposal. Furthermore, the County may cancel the RFQ in its entirety if in the best interest of the County. The County may waive nonmaterial irregularities, informalities, and errors and seek clarification of such.
Legally Binding Agreement: The County and the awarded Bidder shall enter into a formal agreement; substantially in the form of the attached Exhibit B – Contract for Services by counter signing the contract. Contracts are only valid if they are countersigned. Bidders should sign the Contract and submit it with their bid response. All questions regarding the Scope of Work should be submitted to the Issuing Officer by May 15, 2026, 5:00pm EST via email at
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. If there are no written objections, then the County will understand this to be an affirmative acceptance of the Scope of Work as it is presented.
The County reserves the right to reject all proposals, in full or in part, and to negotiate fees, terms and conditions with the Bidder submitting the overall best scored proposal.
EVALUATION METHODOLOGY
Technical Qualifications & Proposal Response: Bidders must answer all Mandatory Questions found on Exhibit G – Mandatory Scored Questions, which are weighted and will be scored by the County’s evaluation committee. The County’s Evaluation Committee will score and assign point values to the answers. The total maximum points are set at 100. The firm with the highest total point scores closest to 100 for each category will be the apparent contract award winner.
The Selection Committee will evaluate all responsive proposals using the criteria outlined below:
Transmittal Letter Pass/Fail
Approach/Execution 20 points
Schedule & Budget Management 20 points
Quality Assurance 20 points
Key Personnel/Key Team Leads 20 points
Local Presence/Expertise 10 points
Experience & References 10 points
A proposal shall be declared non-responsive for any of the following reasons, but not limited to the following:
• Stipulated limitations of any responsibilities or services.
• Exclusion of any responsibilities or services.
Evaluation and Selection: The County will evaluate all submittals in accordance with the Official Code of Hall County, Georgia 3.10, and as further detailed herein. The County will evaluate the ‘Technical Qualifications Proposal’ that outlines the bidding firm’s qualifications and experience and its approach to deliver the services.
Bidders may expand their answers to the questions onto separate pages if needed, with the question repeated at the top of each page, in addition to the space provided next to each Mandatory Scored Question Worksheet. Bidder’s may input “see attached” in the space provided next to each question.
Please do not submit bound bid responses. Provide one-sided documents only. Do not include superfluous marketing brochures nor unnecessary promotional materials. These will not be evaluated. Address each specific question with direct, detailed answers.
BIDDER RESPONSE:
Technical Qualifications
Each bidder must provide five (5) sets of hardcopies with one (1) marked “Original” and four (4) marked “Copy” of their Technical Qualifications response. Submit all five (5) hardcopies in a sealed envelope(s) separate from the Cost Proposal. Responses to the questions should be clear and concise. Summarize key points at the beginning of each answer.
Combined Digital Response
Additionally, bidders must provide their response on one (1) USB drive containing your technical response.
Validation: Bidders must sign and notarize their submittals. Digital signatures are acceptable. Hall County requires that bidders provide a cover letter with a signature by an officer of the firm with the submittal to ensure its originality.
Bid Retention: The County reserves the right to retain all proposals submitted and use any idea(s) in a proposal regardless of contract award or not. The County shall have the right to waive any informality or irregularity of immaterial deviation, omissions and clerical errors in any bid received.
Mandatory Documents: Bidders must complete and return all forms, documents, and exhibits attached herein with their bid proposals. Failure to do so may deem the proposal non-responsive and the County may not evaluate it for award.
Award Process: The County reserves the option to reject any or all bids, in whole-or-in-part, or to select any bidder to complete the described Service. The County will make an award of contract based on approach, references, qualifications and other subjective criteria as the County may deem necessary and determine at its sole discretion.
Questions: Bidder’s must present all questions in writing and directed solely to the issuing officer at
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.
Non-Collusion Requirement: (aka Cone-of-Silence): Bidders must not have contact of any nature with other bidders, County staff members including the Director of Financial Services, administration, elected officials, nor Commissioners during the evaluation process. The County may deem such as collusion and thus render the submission in violation of the Official Code of Hall County and therefore the County may render the proposal as non-responsible and not evaluate the proposal for an award.
By submitting a proposal, the bidder represents and warrants that no official or employee of Hall County Government has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise there from.
Open Records: All documents, communication, and proposals fall under the Georgia Open Records Act and are subject to disclosure to an Open Records request.
Taxes: The County is exempt from State of Georgia Local Sales and Use Tax. The Bidder understands and acknowledges that it is responsible for any sales and use taxes it may incur. The Bidder will not charge or invoice the County any sales and use tax as a separate line item. The Contractor may request a copy of the County’s Georgia Sales and Use Tax Exemption Certificate.
Bonds: Bonds are not required for this solicitation.
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Table of Contents
Section I- Introduction ............................................................................................................. 7
Section II – Statement of Need ............................................................................................... 7
Section III – General Business Requirements .......................................................................... 7
Section IV – Scope of Services ................................................................................................ 8
Section V – Submission of Proposals ..................................................................................... 13
Section VI – Selection Process ............................................................................................... 15
Section VII – Steps to Award .................................................................................................. 15
Exhibit A - Mandatory Bid Response Form
Exhibit B - Contract for Services
Exhibit C - W-9 Form
Exhibit D - E-Verify Affidavit
Exhibit E - Ethics Affidavit
Exhibit F - Georgia Security and Immigration Compliance Act Affidavit
Exhibit G - Title VI and Compliance with Federal Regulations Affidavit
I. INTRODUCTION
Hall County, Georgia invites interested parties to submit statements of qualifications and experience in providing comprehensive program management services for locally funded and/or state and federally funded projects (Projects). The initial term of this contract shall be from the date of issuance of the formal Notice to Proceed (NTP) through June 30, 2027. Contingent upon funding and satisfactory contractor performance, up to four (4) additional one (1) year renewal periods may be authorized for subsequent fiscal years. The selected program management firm or firms shall assist the County with providing management, engineering, support, and oversight to coordinate, plan, direct, control, and perform the Program Management Services described below. The firm shall provide qualified and experienced technical and professional personnel to perform duties and responsibilities as assigned.
II. STATEMENT OF NEED
The County expects the awarded firm or firms to be prompt, attentive, and able to perform the work in a timely and scheduled manner and with personnel, including subcontractors, to be professional in approach and uniform in production.
The Firm shall be responsible for all work performed in support of this contract. Subcontractors shall perform no work unless pre-approved in writing by the County. Contractors must disclose any intended subcontractors within the bid at the time of bid submissions.
III. GENERAL BUSINESS REQUIREMENTS
A. Insurance Requirements. If awarded, the Firm must maintain insurance policies at the Firm's own expense and must furnish the County with a Certificate of Insurance (COI) providing evidence of coverage at least in the amounts indicated in Exhibit B – Contract for Services. The COI must list the County as the certificate holder and as an additional insured under the commercial general, automobile, and umbrella liability policies as follows: “Hall County, Georgia, its Board of Commissioners, officers, employees, servants, and agents, 2875 Browns Bridge Rd, Gainesville, GA 30504”.
B. Performance and Payment Bonds – N/A
C. Bid Bonds: N/A
IV. SCOPE OF SERVICES
It is imperative that the county’s program(s) be managed, designed, and constructed with the utmost regard to cost, schedule, and quality control by all respondents. There is a clear expectation by the county and its residents that construction costs will be successfully managed within. The integrity, reputation, skills, and performance of the program management firms must be the highest caliber to maintain confidence in the project team(s).
Program Management firms will report to and take direction from the county’s assigned staff and administration. The program manager will be responsible for leading the project team on a day-to-day basis. The program manager will provide oversight throughout the program planning, design, and construction phases of the project, and ensure that all elements of the program meet the required standards, quality, budget, and schedule.
Qualified program management firms will have clearly defined authority and will provide the resources and expertise necessary to understand and be responsible for a broad spectrum of program management services related to the project. The County seeks management firms that shall provide management, support, and oversight to coordinate, plan, direct, control, and perform the scope of work listed below. The program management firm, as part of its services, will assist with developing a strategy for the best approach for the successful completion of the project. The program manager will provide collaboration, guidance, and assistance in the preparation of a schedule and furnish reliable cost estimates to the owner. The owner insists that all candidates approach it with a spirit of teamwork, openness, and partnership.
A. Program Management (PM) Categories
i. Locally Funded PM Category:
The County desires to select one (1) most qualified firm for Program Management Services, as well as other professional services as assigned, to assist in implementing the capital improvement program, including various locally funded projects. Local funds utilized for the implementation of projects in this category includes, but is not limited to SPLOST, Impact Fees, and Operating and Capital budgets. The firm selected will report to the respective Hall County Departments for tasks issued under this Contract. Hall County Departments utilizing services under this Contract may include Public Works and Utilities (Transportation, Engineering/Stormwater, Sewer, Landfill & Resource Recovery), Parks and Leisure, and Capital Projects (Vertical Construction).
Under the guidance of the County staff, it will be the responsibility of the selected firm to assist the County with prioritizing, planning, organizing, coordinating, reviewing, and planning activities associated with projects. The expectation is that the selected firm (hereby referred to as Program Manager or “PM”) will provide the technical skills necessary for the successful implementation of the County’s programs.
i. State and Federally Funded PM Category:
The County desires to select one (1) most qualified firm for Program Management Services, as well as other professional services as assigned, to assist in implementing state and federally funded projects including but not limited to transportation, parks, and vertical construction. The firm selected will report to the respective Hall County Departments for tasks issued under this Contract. Hall County Departments utilizing services under this Contract may include Public Works and Utilities (Transportation, Engineering/Stormwater, Sewer, Landfill & Resource Recovery), Parks and Leisure, and Capital Projects (Vertical Construction).
B. Roles and Responsibilities
i. Program/Project Management – Locally Funded PM Category
1) Assist County staff in identifying and developing priorities for locally funded programs including adjusting the program to add projects as they are identified.
2) Work with County staff to provide communication to the public regarding project status, prepare and attend County council workshops, meetings and other applicable public hearings, if requested.
3) Coordinate all aspects of projects with all stakeholders
4) Maintain the budget and schedule; this includes establishment of project management protocol on appropriate software.
5) Provide detailed forecasting and reporting to the appropriate Hall County Department staff on performance, deadlines, and budgetary considerations, including estimations of post-construction maintenance costs for the county’s consideration.
6) Coordination and management of all project phases, completion of design, engineering, environmental considerations, utilities, permitting, bidding, procurement, construction through contract closeout, and financial reporting of improved capital assets.
7) Assistance with grant administration and compliance through entire lifecycle of grant.
8) Utilization, coordination, data entry, and verification of scheduling, staffing, project management, and financial systems in order to ensure that that up-to-date information is available to the Hall County Department staff.
9) Responsible for providing weekly updates to Hall County Department staff, as well as quarterly and executive reports.
10) Manage construction inspection services, either directly or through coordination thereof.
11) Must have ability to render services five (5) days per week with on call services available up to seven (7) days per week, if needed.
12) Provide relevant professional technical services as needed.
ii. Program/Project Management – State and Federally Funded PM Category
1) Assist County staff in identifying and developing priorities for state and federally funded programs including adjusting the program to add projects as they are identified.
2) Assist with identifying, tracking, and developing applications for state and federal grant opportunities that may be applicable for proposed Hall County projects.
i. Provide state and federal grant matrix identifying all available and applicable grant opportunities including a detailed schedule of events/actions required for grant pre-applications, final applications, and project implementation.
3) Provide management, oversight, and required reporting of any awarded state and federal grants.
4) Assistance with grant administration and compliance through entire lifecycle of grant.
i. Firms must have a Unique Entity ID (UEI) through
SAM.gov
for reporting on behalf of Hall County.
5) Work with County staff to provide communication to the public regarding project status, prepare and attend County council workshops, meetings and other applicable public hearings, if requested.
6) Coordinate all aspects of projects with all stakeholders.
7) Maintain the budget and schedule; this includes establishment of project management protocol on appropriate software.
8) Provide detailed forecasting and reporting to the appropriate Hall County Department staff on performance, deadlines, and budgetary considerations, including estimations of post-construction maintenance costs for the county’s consideration.
9) Coordination and management of all project phases, completion of design, engineering, environmental considerations, utilities, permitting, bidding, procurement, construction through contract closeout, and financial reporting of improved capital assets.
10) Utilization, coordination, data entry, and verification of scheduling, staffing, project management, and financial systems in order to ensure that that up-to-date information is available to the Hall County Department staff.
11) Responsible for providing weekly updates to Hall County Department staff, as well as quarterly and executive reports.
12) Manage construction inspection services, either directly or through coordination thereof.
13) Must have ability to render services five (5) days per week with on call services available up to seven (7) days per week, if needed.
14) Provide relevant professional technical services as needed.
iii. Pre-Construction Services (All Categories)
Required to include pre-construction contractor management in areas such as engineering, architecture, landscape architecture, land surveying, environmental compliance, technical management, and administrative services. Additionally, the selected project management firm will provide qualified technical and professional personnel to perform to applicable standards and procedures as assigned. The county may elect to expand, reduce, or delete the extent of each work element listed below or add work elements as needed:
1) Expected to determine scheduling and phasing of projects.
2) Provide coordination and support of permit applications; must have the ability to coordinate, negotiate and resolve all issues with permitting agencies.
3) Provide technical reviews and coordination of technical reviews, manage independent reviews of designs to verify design integrity, cost-effectiveness, conformity to current design standards, and constructability.
4) Provide right-of-way and utility coordination for all projects. Expected to identify and manage right-of-way and utility conflicts early in the project lifecycle to avoid or minimize cost impact and/or to avoid schedule delays.
iv. Construction Services (All Categories)
Responsible for construction management of the entirety of the project program including change order management, contractor management, administration, construction, engineering, inspection and management of materials, and compliance with codes, standards, and procedures as well as close out services for all projects that meet the standards of any grant awards. Additional construction services will include the following:
1) Prepare or validate construction cost estimates based on preliminary plans and prepare final estimates for engineers along with cost comparisons.
2) Prepare and/or review bid documents and manage bid process for all projects. Responsible for ensuring compliance with all applicable federal, state, and local procurement laws.
3) Schedule and conduct pre-construction conferences with contractors, utilities, and other appropriate parties.
4) Receive and review all submittals, including schedules, shop drawings, engineering and architectural plans, and erosion control plans.
5) Provide experienced project staff whose duties will include day-to-day decisions on plans, construction acceptability, direction to the contractor’s superintendent, and supervision and assignment of inspection and testing personnel.
6) Maintain detailed and accurate records of contractors’ operations and significant events that affect work; will also be required to input all documents and activities into the owner’s project management software (as applicable).
7) Provide complete contract administration, management, and documentation of the projects, including providing and maintaining all emails, letters, submittals, reports, resolution of problems, etc.; these records shall be provided to Hall County Department staff during project closeout.
v. Post Construction Closeout Services (All Categories)
a) Provide Hall County Department staff with all necessary documentation and records of program activities, including all audit records.
b) Provide all operation manuals and guarantees associated with the program.
c) Provide County Staff with all as built and record drawings associated with the program.
d) Ensure all warranty management related items have been satisfied.
e) Notify appropriate departments and agencies of project close out and provide agencies with all necessary/required documentation and final payments to fully closeout project.
f) It is expected that County Staff is provided with a completed project closeout package including all the necessary documentation and activities listed above.
V. SUBMISSION OF PROPOSALS (ALL CATEGORIES)
A. Transmittal Letter
The Transmittal Letter shall include:
i. Include firm name, address, and contact name to include telephone and email.
ii. Acknowledgement of any addenda issued.
iii. State who the contact person is for this proposal, provide telephone and email.
iv. Disclose description of all lawsuits and/or legal claims against your firm in the past five (5) years including mediated or arbitrated settlements or confirm if your firm has had none. If your firm has had any of these issues, provide appendices with detailed information including:
1) The claimant and initial value of the claim
2) Final determination and value of restitution
3) An explanation of circumstances.
4) A person currently employed by claimant that the county may contact.
5) Description of on-going litigation.
v. Disclose all contracts for which your firm was terminated or did not complete including joint ventures or confirm that your firm did not have any. If your firm has had any of these issues, provide appendices with detailed information including:
1) Project Owner
2) All entities signatory to the terminated contract
3) An explanation of circumstances.
4) A person currently employed by each signatory to the terminated contract, that the county may contact.
5) Include all required E-Verify affidavits, and sample insurance
6) certificates as appendices
7) The Transmittal Letter is limited to two (2) pages or less.
B. Approach/Execution
i. Provide your firms approach to planning and execution of the programs it manages, what resources are implemented and the strategies it will employ to be successful.
ii. Approach/Execution is limited to two (2) pages or less.
C. Schedule and Budget Management
i. Describe how your firm ensures that detailed, logical, and accurate schedules are established at the beginning of each phase of the program.
ii. Describe how your firm manages schedule, and what results the owner can expect to be achieved by the project team for both the preconstruction and construction stages of the program.
iii. Schedule & Budget Management is limited to two (2) pages or less.
D. Quality Assurance
i. How does your firm manage quality of the design and construction of its program?
ii. How does your firm ensure quality yet also control cost and schedule impact?
iii. Schedule & Budget Management is limited to two (2) pages or less.
E. Key Personnel/Key Team Leads
i. Provide an organizational chart for your firm and include all the program managers your firm may assign to Program Management Categories including all subconsultants to be utilized for these services.
ii. Provide resumes which describe qualifications and technical competence for your firm’s team members.
iii. Each resume should include challenges, solutions and lessons learned on past projects.
iv. Describe your unique experience strengths and weaknesses.
v. Resumes are limited to two (2) pages each.
F. Local Presence/Expertise
i. Describe your firm’s experience working with local governments including any experience with Hall County.
ii. Provide your firms approach to successful delivery of local government programs and projects.
iii. Local Presence/Expertise is limited to two (2) pages each.
G. Experience and References
i. Briefly describe the history and growth of your firm(s). Provide general Information about the firm’s personnel resources, including disciplines and Numbers and classifications of employees, and locations and staffing of Offices.
ii. Describe your firm’s target market(s) including a range of total project Program cost that best fits your firm’s resources and organizational structure.
iii. Provide a minimum of five (5) references for projects your firm has completed in the last five (5) years that represent the size and scope of programs that your firm has excelled in the delivery of the program. Each reference shall include the client contact person, client company name, phone number, email, physical addresses, a brief description of the project, year completed, and cost data. Cost data should include original cost/duration, and final cost/duration. Verify that all contacts are up to date and currently employed by the same firm that the project was completed for. Experience and References should be limited to two (2) pages each or less.
H. Cost Proposal
The cost proposal must include a detailed loaded rate schedule for all key staff positions. Rate Schedule should be fully loaded hourly rates for each labor category (e.g., Principal-in-Charge, Program Director, Program Manager, Assistant Program Manager, Systems Expert, Grant Compliance Manager).
The cost Proposal must be submitted separately under the designated section titled Cost Proposal. No portion of the Cost Proposal, including pricing information or related details, shall be included in any other part of the proposer’s submission.
VI. SELECTION PROCESS
Hall County will evaluate and determine which qualification packages are best suited for the county’s needs. The Selection Committee may require respondents to appear before them, if deemed necessary. All information provided by the respondent must be accurate and complete. The respondent hereby warrants that, to the best of its knowledge and belief, the responses contained herein are true, accurate, and complete. The respondent also acknowledges that the county is relying on the truth and accuracy of the responses contained herein. If it is later discovered that any material information given in response to a question was falsified by the respondent, the owner reserves the right to terminate any existing agreements between the county and the respondent. Each firm’s qualifications will be determined based upon the information presented. All questions must be answered in full, without exception. Failure to respond in-full may result in the respondent being deemed “non-responsive” and therefore may not be accepted. It is essential that the respondent meets all its contractual commitments and legal obligations.
The Selection Committee will first make a pass/fail determination for each category based on the qualification disclosures, including any previous experience on other projects. Failed criterion is justification for declaring the proposal “non-responsive”, if mutually determined by the Selection Committee. All point-based evaluation criteria determined “passing” will then be scored on the point-based scale as follows for each proposing category.
Qualified firms will be ranked according to total score. The highest-ranked firm(s) may be invited to provide an oral presentation or demonstration of their proposal to the Selection Committee and designated end users.
The cost proposal will not be scored as part of the evaluation criteria but may be considered during contract negotiations with the top ranked firm(s).
Negotiation of Fees: Following evaluation of qualifications, the County will negotiate compensation with the highest-ranked firm(s). If the County is unable to reach a fair and reasonable agreement, negotiations will be terminated, and the County may proceed to the next highest-ranked firm(s)
Task Order Pricing: All services will be authorized by task order on an as-needed basis. Task order fees will be based on the negotiated rate schedule established in the awarded contract.
