Project Information

Bid Title

RFP - Milam Park Football Field Conversation

Issuing Agency

City of Clarkston

Location

Georgia

Published Date

May 5, 2026

Closing Date

May 18, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

RFP - Milam Park Football Field Conversation

RFP/BID

RFP

Attachments

milam-park-football-field-conversation-request-for-proposals-24.pdf

Due Date

Mon, 05/18/2026 - 12:00

Attachment Preview

REQUEST FOR PROPOSALS

CIVIL ENGINEERING SITE DESIGN AND RELATED SERVICES

Conversion of the Milam Park Grass Football Field to a Multi-Purpose

Recreational Field

RFP Issuance Date: May 5, 2026

Fee Proposal Due Date: 1:00 PM, May 18, 2026

Address Proposals To: City of Clarkston

ATTN: ChaQuias Miller-Thornton

City Manager

736 Park North Boulevard

Suite 120

Clarkston, GA 30021

REQUEST FOR PROPOSAL

The City of Clarkston, GA (the “City”) is requesting a technical and fee proposal from qualified

Civil Engineering Consultants to provide professional services for the development of engineering

site plans, specifications and related professional services for the conversion of an under-utilized

grass field at Milam Park to a multi-purpose field. Consultants are invited to demonstrate their

experience and qualifications in performing work directly related to the services by responding to

this Request for Proposal (RFP). The selection of the civil engineering consultant will be primarily

qualifications-based with the highest ranked firm identified through a matrix evaluation approach.

I. Project Description

The City of Clarkston’s Parks and Recreation Department intends to reconfigure the existing

natural-grass soccer field at Milam Park into a full-size synthetic turf field suitable for regulation

football-sized dimensions and other multi-sport uses such as soccer, kickball, to name a few.

Related sports amenities to include plans and specifications for field marking layouts, spectator

seating, goalpost layout and footing design, team shelters, scoreboard, safety netting and all related

uses, etc. The reconfigured site shall de designed such that the field allows for year-round use and

as such a comprehensive drainage system within the profile of the synthetic turf system is critical

component. For purposes of this RFP, the City define this as Phase I. Phase I will lead to plan

development and construction implementation.

Consideration for additional uses; i.e. track and field, shall be included in the scope from a

planning prospective only with no design plan development required. This is described as Phase II.

II. Scope of Work

The following is the minimum Scope of Work proposed for this project. The City welcomes

proposers to offer additional scope or modifications to the proposed scope and as such, proposers

are to identify in their proposal submittal to clearly identify where modifications and/or additions

are suggested. Please note that Construction Administration Services and CE&I are NOT to be

included in the proposal submittal.

The following pertains to Phase I except as otherwise noted.

Task 1 – Project Management

The lead civil engineer firm shall manage all sub-consultants on their team, directing the flow of

information between the consultant team members and the City’s Project Engineer. Monthly billing

and status reports shall be clearly presented in an organized way, with man-hours, hourly rates and

tasks identified. The consultant shall provide, at a minimum, the following items:

(a) Organize and conduct on-site kick-off meeting

(b) Provide conceptual schedule for all consultant team members services and revise as

necessary throughout the design process

(c) Organize and conduct project meetings at city hall or virtual; assume one (1) meeting every

2 weeks during the duration of the project scope. Assume 50/50 split between in-person and

virtual

(d) Prepare materials for and participate in one (1) City Council meeting

(e) Prepare materials and participate in one (1) Public Information Open House (PIOH)

meeting

(f) Coordinate various members of the prime consultant team

(g) Provide exhibits, maps. Figures on an as-needed basis when requested from the City staff

(h) Communicate clearly and regularly with the City’s Project Engineer

(i) Provide monthly status reports to the City’s Project Engineer

(j) Submit monthly pay requests including a draft of pay request for city approval

(k) Prepare minutes of every meeting and disseminate to all meeting attendees for

review/comments

Task 2 – Conceptual Site Planning

This Task shall include the development of two (2) Concept Plans for Phase I and two (2) Concept

Plans for Phase II.

The selected concept for Phase I shall lead to implementation as defined in the Project Description.

Each of the 2 concepts shall include a Probable Estimate of Construction Costs (format shall

include Task Description Items, Unit Price for each Line Item and other items such as utility and

engineering design costs).

The consultant shall anticipate up to a maximum of three (3) plan review revisions by city staff for

the selected Phase I Concept Plan.

Phase II Concept Plan shall be for future implementation which will include all the elements of

Phase I including future uses such as track and field and others as defined by the City. The City

selected Phase II Concept Site Plan shall include line drawing plans and a Probable Estimate of

Construction Costs based on the Concept only.

The consultant shall anticipate up to a maximum of three (3) plan revisions by city staff for this

Phase.

Task 3 – Survey

The consultant team shall provide the following surveying services and data collection for 100% of

the entire boundary area of Milam Park. City will provide a survey plan undergone in 2012 of the

property to assist the survey firm:

1. Topographic Survey for design services

(a) Provide topographic surveys in AutoCAD format

(b) Determine existing ground elevation at 2 foot contours

(c) Determine horizontal and vertical location of existing utilities, surface improvements,

structures, etc.

(d) Tree locations (6 in. DBH or greater)

(e) Benchmark information

(f) Generate a topographic base drawing with contours for design purposes

2. Construction Survey Services (Phase I)

(a) Construction staking and re-staking (once if required)

(b) Provide post construction revised plans from as-built’s developed by the contractor

Task 4 – Civil Site Plan Design Development and Related Services

The objective of this task is to develop design plans for Phase I. The consultant shall prepare 30%,

90% and 100% construction plans for the preferred Concept developed under Task 2. City staff

will review the 30%, 90% and 100% plans for conformance to the contract requirements. The City

shall issue a NTP to the consultant for each phase of plan development. No work shall occur on the

subsequent plan development until the NTP is issued. The final plan set shall be a biddable set for

the City to advertise to-bid. The following design details are to be incorporated into the final plan

set:

1. Prepare Schedule

2. Obtain approval for major design assumptions

3. Geotechnical Investigation

(a) Testing for drainage purposes; soil permeability/infiltration

(b) Site preparation recommendations for site preparation including geotechnical

construction materials and practices, etc.

(c) Provide a written report that summarizes findings and recommendations

4. Hydraulic/Hydraulic Analysis

(a) Hydraulic analysis; existing vs. proposed conditions

(b) Design stormwater facility(s) based on hydrologic and hydraulic analysis – Ga

Stormwater manual shall be used including the Green Infrastructure Matrix analysis,

and other related tools

(c) Prepare a drainage report

5. Prepare Site Plan Sheets; to include, as a minimum, the following:

• Cover Sheet

• General Notes/Legend, Abbreviations

• Existing Conditions

• Demolition Plan

• Grading and Drainage Plan that includes a comprehensive underdrain

system/specialized base design with all associate collector pipes for conveyance to

the stormwater system

• Site Plan

• Composite Utility Plan that includes the Electrical Plan for power supply, water

service (water fountain or related amenities), etc.

• Stormwater Management Plan

• Technical Specifications for all materials and infrastructure

• E&SC Plan

• ADA Compliance Plan for pedestrian access

• Field Marking Layout Plan which defines permanent in-laid turf lines for various

sporting events

• Amenity Integration Plan that identifies all equipment, furnishings, etc.

6. Prepare Probable Estimate of Construction Cost at each of the 3 stages of plan

development

Task 5 - Material Product Specifications

The objective with this phase is to provide the city with up to three (3) synthetic turf options from

various vendors which includes the consultants recommendations and pro’s and con’s of each. This

task shall include all the necessary details for the turf type to allow the city to make an informed

decision. Approximate cost estimates for material and labor installation shall be provided for each

option. A Summary Report shall be provided as the deliverable to the city.

A minimum of two (2) material options and cost estimates for all other site specific equipment,

peripheral amenities such as bleachers, goal posts, scoreboard, etc.

The final turf option and all other material/equipment options shall be included in the Construction

Plan documents.

Task 6 – Public Involvement

The consultant shall assist the City staff with informing the city council, stakeholders and the

general public on the status of the project. This task shall include the preparation of one fact sheet,

a design layout of a project information sign (the cost and sign vendor for the fabrication and

installation to be implemented by the city) and coordination with the city’s communication staff.

The fact sheet shall include site specific information, an anticipated construction schedule,

information on the design elements, and other applicable information. This fact sheet shall be used

at the PIOH and various other sites.

The City will organize and host an in-person PIOH for the project with content and exhibits

provided by the consultant team. At a minimum, the consultant team lead shall attend and others

associated with the team at the discretion of the Lead Consultant.

III. TERM OF SERVICE AND PRE-CONTRACT ACTIVITY

The contract resulting from this RFP shall have an anticipated date of completion on November 1,

2026.

IV. MINIMUM QUALIFICATIONS

To be considered for award of the contract for this Project, each Proposer shall demonstrate the

following minimum criteria as part of their Proposal.

1. Proposer’s project team shall include a State of Georgia Registered Professional Engineer.

2. Proposer shall demonstrate a minimum of five (5) years’ experience providing the types of

services described within the Scope of Work of this Request for Proposals for public

agencies.

3. Proposer shall not have a record of substandard workmanship, as verified by the City by

communication with licensing authorities, former clients and references, and other means

as the City deems appropriate.

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