The Governor’s Commission on Brookhaven has released its request for bids for city services and is now shifting its attention to preparing a report for the incoming city council.
Requests for proposals, or RFPs, were officially posted Oct. 27. Vendors will have until Nov. 23 to return bids. The commission completed the RFPs about a week later than it had hoped in an effort to prepare for the city’s first day of operations Dec. 17.
Like other new cities in the metro Atlanta area, Brookhaven is holding a competitive bidding process for private sector vendors to bid on providing city services.
JD Clockadale, the commission’s District 1 representative, said the commission has established a strict process to make sure it is completely fair for all vendors.
“Confidentiality and security of the RFPs and RFP process is of utmost importance,” Clockadale said.
Eden Freeman, the assistant city manager for Sandy Springs, is a Brookhaven resident who is volunteering as an expert for the contracts and proposals committee. She has taken the lead in collecting the work from the committees and compiling the RFPs.
The seven RFPs are posted to the commission’s website, www.brookhavencommission.com, as well as several other government sites. The commission is also advertising the RFPs in several newspapers, including the Brookhaven Reporter.
The commission has set up an email address and will take questions from vendors until noon on Nov. 16. All answers will then be posted to the commission’s website.
“We are not going to allow any verbal questions to be asked. You have to make sure everybody has the same information,” Freeman said.
The commission selected the Marietta law office of its attorney, Bill Riley, as the secure location for vendors to deliver RFPs, Freeman said.
“Once they are accepted into the custody, if you will, of the commission, you want to make sure they are not opened prematurely or examined by anyone who shouldn’t be examining them,” Freeman said.
The Brookhaven commission chose to isolate the city’s finance and IT functions, meaning that any vendor who bids to provide either of those services cannot bid on anything else. This will help keep checks and balances to ensure, for example, that the company providing public works services is not signing its own invoices.
The commission also chose not to accept omnibus proposals, meaning one vendor submitting one large bid to provide all of the city’s services.
“Once you have a process you stick with the process,” Freeman said. “That is the key element, maintaining a fair and open procurement process.”