REQUEST FOR PROPOSAL - WATER SERVICE LINE MATERIALS FIELD VERIFICATION AND REPLACEMENTS
WATER SERVICE LINE MATERIALS FIELD VERIFICATION AND REPLACEMENTS
CITY OF GAINESVILLE, GEORGIA
SEALED PROPOSALS for furnishing all materials and providing all labor, tools, and equipment will be
received by the City of Gainesville at the Department of Water Resources Engineering and Construction Services Division Office, 757 Queen City Parkway, 1st Floor, Gainesville, GA 30501, until 2:00 p.m., local time, on Thursday, June 26, 2025.
The Proposer may submit their Proposal by mail, or hand-deliver the Proposal to the above location at the
specified date and time. Upon receipt, the Proposal will be date/time stamped by City Personnel. Proposals
received after the deadline will not be considered and will be returned unopened to the sender. Unsealed Proposals will not be considered.
The Proposer shall provide name and Contractor license number on the cover page of the proposal. Any Proposal submitted which does not contain the above information will not be considered. It is the responsibility of the person/firm submitting a Proposal to ensure that the Proposal is received at the physical address of the Department of Water Resources Engineering and Construction Services Division Office prior to the stated deadline.
COURIER DELIVERY & POSTAL SERVICE DELIVERY
City of Gainesville
Department of Water Resources Administration Building, 1st Floor
Engineering and Construction Services Division
757 Queen City Parkway
Gainesville, GA 30501
OVERVIEW
The City of Gainesville, Georgia (Hereafter also referred to as “the City” or “the Owner”) seeks Proposals to provide Water Service Line Materials Field Verification and Replacements. This is a GEFA funded project.
Please pay attention to “GEFA Supplemental General Conditions” and “Exhibit C” sections included in the contract documents. Replacements will only be approved by the City’s project manager on a case-by-case basis, for its Department of Water Resources.
The City desires to contract for labor for the verification and replacement of water service lines as outlined in the Specifications section of this document. Water Service Line Materials Field Verifications and Replacements are expected to be completed within a 30-month timeframe for the Department of Water Resources.
THE PROJECT
This Project includes, but is not limited to: delivering verification notification packets furnished by the City; obtaining dig tickets from GA811; locating existing service lines on each side of the water meter; exposing service lines using Owner-approved methods such as visual, soft dig or hydro-vacuum; identifying service line material with swab and scratch tests; documenting service line information using a City provided online form to upload photographs and material identification; replacing customer’s service line only if approved by the City of Gainesville project manager; and restoring disturbed landscaping to pre-existing conditions.
THE WORK will be awarded in one Contract.
Pre-qualification of Proposers is not required for this project. A Statement of Proposer’s Qualifications shall be submitted with the Proposal.
COPIES OF electronic Contract Documents may be obtained, beginning on Monday, May 19, 2025 from Alejandro Chacon at
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PRE-PROPOSAL CONFERENCE: A mandatory Pre-Proposal conference will be held for all prospective
Proposers on Tuesday, June 3, 2025 at 2:00 p.m. local time, at the Department of Water Resources 3rd Floor Conference Room, 757 Queen City Parkway, Gainesville, GA 30501.
PRE-CONSTRUCTION CONFERENCE: A Pre-Construction Conference will be scheduled with the successful Proposer prior to issuance of the Notice to Proceed.
AWARD METHOD
The Proposal shall be evaluated as described in “Proposal Evaluation and Contractor Selection” using the following criteria:
• Project Cost 20%
• Previous Experience 40%
• Responsiveness to RFP 20%
• Reference Input 20%
If Contract is awarded, it will be awarded to the most responsive and responsible Proposer who’s Proposal conforms to the RFP and will be the most advantageous to the OWNER as set forth in the evaluation criteria.
A PROPOSAL BOND in the amount of five percent of the total base proposal shall accompany each Proposal submitted. The Proposal Bond shall be prepared on the Proposal Bond form attached to the Contract Documents or a Surety Company's Standard Proposal Bond, duly executed by the Proposer as principal and having as Surety thereon a surety company licensed to do business in the State of Georgia and listed in the latest issue of U.S. Treasury Circular 570.
THE OWNER reserves the right to reject any or all Proposals, to waive informalities and to re-advertise. All items must meet or exceed specifications as stated by the City of Gainesville. The City of Gainesville reserves the right to waive any technicalities and to reject or accept any Proposal in its entirety or to accept any portion thereof if it is determined that either method results in lower costs, better service, final satisfaction or is otherwise determined to be in the best interest of the City of Gainesville. The Contract may be awarded by item number or in total. Determination of the best Proposal will be the sole judgment of the City of Gainesville. Proposal terms shall remain valid for one hundred and twenty (120) days from the date of the Proposal opening.
CLARIFICATIONS
Any explanation desired by a Proposer regarding the meaning or interpretation of this Request for Proposal (RFP) shall be requested in writing by 12:00 PM (noon), local time, on Friday, June 13, 2025. All inquiries shall be directed to Alejandro Chacon by email:
For security reasons, you must enable JavaScript to view this E-mail address.. Any information given to a prospective Proposer concerning this RFP shall be furnished to all known prospective Proposers as an amendment to this RFP. Oral explanations or instructions given prior to award are not binding.
ACKNOWLEDGEMENT OF AMENDMENTS
Receipt of any amendment to this RFP shall be acknowledged, in writing, and shall be submitted with the Proposal.
RFP NOT AN ORDER
This Request for Proposal is not to be considered as an order by the City of Gainesville. Upon acceptance of a proposal, the City will issue a purchase order to the successful Proposer. The successful Proposer must comply with all conditions as provided with the original Purchase Order. Award is strictly contingent upon the appropriation of necessary funds.
LUMP SUM PRICES
The Proposal is based on unit pricing. All Work required shall be included in the unit prices. The overall Lump Sum shall consist of extending unit prices multiplied by estimated quantities provided by the Owner and then summing the extended prices.
THE CITY OF GAINESVILLE is an equal opportunity owner/employer and will not discriminate against any vendor because of race, creed, color, religion, sex, national origin, or ADA disability status.
LOCAL VENDOR PREFERENCE
Local Vendor means a bidder or offeror which operates and maintains a brick and mortar business, i.e. a physical business address, within the city limits of the City of Gainesville, has a current business license, has paid in full all real and personal taxes owed the City, is considered a vendor in good standing with the City, and can obtain an active vendor status. In accordance with City Code 2-4-29, a local vendor preference is applicable for purchases between $20,000 and $100,000.
A local vendor may be given an opportunity to match the lowest price Bid, if the quotation or bid of the local vendor is within 3% of the lowest price Bid by a non-local vendor.
TAXES
The Contractor shall pay all sales, consumer, use, and other similar taxes required by the law of the place where the Work is performed.
PUBLIC RECORDS
Any information contained in this Proposal is subject to public disclosure upon final award.
The City of Gainesville is an equal opportunity owner/employer and will not discriminate against any Proposer because of race, creed, color, religion, sex, national origin, or ADA disability status.
All documents are an essential part of this Request for Proposal. It is the Proposer's responsibility to verify that all documents are contained in the package received from the City. If any documents are missing, contact Alejandro Chacon, 770-535-3069, email:
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PROJECT CONTACT
The Project Manager for this Project is Alejandro Chacon, 770-535-3069 with the Gainesville Department of Water Resources Engineering and Construction Division.
