2-1 - Request for Proposal Document.pdf

COLUMBIA COUNTY, GEORGIA

RFP# 2026016-RFP5500

FIBER CONSTRUCTION, MAINTENANCE AND RESTORATION

SERVICES

Proposals are due on Thursday, April 30, 2026 no later than 12:00:00 PM ET at https://columbiacountyga.bonfirehub.com

Deadline for Questions will be

Wednesday, April 22, 2026 at 5:00:00 PM ET

Please email any questions to Chris Landers:

clanders@columbiacountyga.gov

*PLEASE NOTE THE VENDOR IS ULTIMATELY RESPONSIBLE FOR VERIFYING

THEY HAVE RECEIVED ANY/ALL ADDENDA PRIOR TO THE PROPOSAL

OPENING*

https://columbiacountyga.bonfirehub.com/ mailto:clanders@columbiacountyga.gov

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FIBER CONSTRUCTION, MAINTENANCE AND

RESTORATION SERVICES

Table of Contents

CONTENTS PAGE

GENERAL INFORMATION 3

BACKGROUND & PURPOSE 4

SCOPE OF WORK 5

MANDATORY REQUIREMENTS 12

COST INFORMATION 12

SELECTION PROCESS 12

PROPOSAL EVALUATION CRITERIA 13

PROCEDURES FOR SUBMITTING PROPOSALS 13

FINAL SELECTION 14

COUNTY INSURANCE REQUIREMENTS 14

TERMS AND CONDITIONS 15

DRAFT CONTRACT EXHIBIT A

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General Information

• Specifications / Requirements / Documentation can be obtained by registering on the

Columbia County E-Procurement website: https://columbiacountyga.bonfirehub.com

• Any inquiries should be directed to:

Chris Landers, CPPB, Procurement Supervisor Columbia County Board of Commissioners Procurement Department E-mail: clanders@columbiacountyga.gov

• Proposals will be received electronically at:

https://columbiacountyga.bonfirehub.com

• Proposals are due Thursday, April 30, 2026 no later than 12:00:00 PM ET. Proposals received after this time will be marked “LATE” and will not be considered.

• No faxed or e-mailed proposals will be accepted.

• If a vendor becomes aware of alternate solutions or objections that do not meet the attached specifications, it is to the vendor’s advantage to notify the Procurement Department no later than 5 working days before the proposal opening date. Procurement, along with the requesting department, will determine if an addendum revising the specifications will be issued or postponement of the proposal opening is necessary.

• All requested information should be provided in order for a proposal to be considered responsive.

However, any vendor which submits in its proposal to the County any information which is determined to be substantially inaccurate, misleading, exaggerated, or incorrect, shall be disqualified from consideration.

• Addenda will be posted on the Columbia County E-Procurement web site (https:// columbiacountyga.bonfirehub.com).

• Email Chris Landers at clanders@columbiacountyga.gov should any questions arise.

Glenn O’Steen, MBA Procurement Manager mailto:bbell@columbiacountyga.gov

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Background & Purpose

Introduction

The Columbia County Board of Commissioners is seeking proposals from qualified Proposers to provide fiber construction, maintenance and emergency restoration services necessary to maintain approximately 398 miles of fiber optic cable and conduit infrastructure. It is the intent of the County to award two contracts for these services. The County does not guarantee a specified amount of work for either contract.

The objective of emergency restoration services is to respond to a fiber optic cable and conduit infrastructure damage 24 hours per day, 7 days per week, and 365 days per year to restore damaged fiber optic infrastructure in a timely manner.

The objective of the construction and maintenance services is to install new infrastructure, relocate existing infrastructure, and maintain fiber optic infrastructure on an as needed basis.

This RFP is not intended to limit a potential firm’s creativity in suggesting ideas to accomplish the goals of Columbia County Community Broadband Utility (C³BU). Innovative ideas, new concepts and partnership arrangements will be considered and welcomed. Please indicate any other value-added arrangements, unique features, special services, discounts or terms and conditions that might suggest solutions for the needs of

C³BU.

Background

Columbia County Georgia was awarded a $13.5 million grant by the Department of Commerce’s National Telecommunications and Information Administration’s (NTIA) Broadband Technologies Opportunities Program (BTOP) as part of the American Recovery and Reinvestment Act of 2009 (ARRA). The purpose of the grant was to fund the engineering and construction of approximately 398 miles of new fiber cable, and 7 wireless towers to facilitate the enhancement of the Columbia County Sheriff’s Office radio network.

The County has connected with fiber optic cable all County schools, most County buildings, traffic signals, water and sewer as well as 9-1-1, law enforcement, fire departments, and emergency management. The County also leases fiber and offers Ethernet services to commercial service providers so that they can provide enhanced services to homes and businesses.

Columbia County owns and operates the network that connects community and government facilities at broadband speeds ranging from 1Mbps to 10Gbps.

The C³BU mission is to provide cost-efficient services, self-sustaining, middle-mile fiber network for our community.

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Scope of Work

Provide new construction, relocation and maintenance services, and fiber emergency restoration services necessary to maintain approximately 398 miles of fiber optic cable and conduit infrastructure.

Proposer shall perform all clearing, installation of ducts, cable vaults, handholes, splice vaults and grounding, placement of backfill and compaction, restoration of right of ways, and fiber optic cable installation and all other specifications as more fully defined in the specifications.

Proposer shall have the capability to install both open trench and directional bored conduit for new installation and replacement of damaged conduit.

Proposer shall properly backfill all excavations made in performing Services. Proposer will fully restore all streets and highways, including sidewalks and public or private driveways that are disturbed in making excavations, to the satisfaction of the applicable governmental authority or private property owner. If Proposer fails to properly make the restorations, Proposer will reimburse the governmental authority or private property owner for any expense incurred as a result of Proposer's failure to properly perform the restoration work and Proposer will indemnify and defend C³BU from all costs and expenses incurred by reason of Proposer's failure to comply with this Section.

Service to a fiber optic cable infrastructure includes any item of a complete fiber cable run between and to termination patch panels, including termination patch panels, terminations at patch panels, fiber optic cable, fiber cable splices, pole/building attachments, fiber cable related guy/suspension wires/anchors, loop and splice enclosures/boxes, etc.

For services affecting emergency restoration, Proposer will be available to perform services on a 7 day per week, 24 hours per day basis.

On occasion, Proposer may be required to work in close proximity to the rail right-of-way. Proposer will be required to complete CSXT Safety Awareness training and have a verification card.

Proposer will be required to provide Railroad Protective Liability (RPL) insurance.

Proposer shall provide the C³BU designated representative(s) with a list of telephone numbers that will be answered at all times (24 hours a day, 7 days a week) by the Proposer's personnel. Alternatively, an answering service that can contact the Proposer immediately may be used during the hours between 10 PM and 6 AM.

C³BU requires that all personnel responsible for answering and responding to service needs of the infrastructure have cellular telephones with text messaging and e-mail capabilities.

For non-service-affecting emergency restorations, the Proposer shall complete all services as scheduled by C³BU designated representative(s).

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C³BU designated representative(s) shall issue a work order (WO) by e-mail or fax to authorize the Proposer to begin work on any and all services. All work estimates shall be prepared by the Proposer and submitted to the C³BU designated representative for review and approval. The work estimate shall include at a minimum:

personnel, equipment and/or resources, documentation of work to be performed, travel requirements if outside of contract area, itemized cost breakdown, and work schedule.

Proposer will be responsible to coordinate utility locates before commences any work.

No work shall be undertaken by the Proposer unless it has been authorized in writing by the C³BU designated representative(s). Each WO issued by the C³BU designated representative(s) and agreed to by the Proposer shall serve as a formal notice-to- proceed and will include an effective time period.

The Proposer shall maintain adequate staff size to respond to new construction, relocation and maintenance requests during the term of the Contract. The staff assigned by the Proposer shall be fully qualified and trained to handle all sections under the Contract for the duration of the Contract.

Throughout the term of the Contract, the C³BU designated representative(s) at his or her discretion may conduct reviews of the various phases of the Proposer’s operations. The Proposer shall cooperate and assist the C³BU designated representative(s) throughout this review process.

The Proposer shall work closely with the C³BU designated representative(s) in developing services and work necessary under each WO to ensure both parties agree as to the intended result of the WO. Included at a minimum will be a detailed description of prior operations, the problems to be addressed, expected results, and schedule of work. The description of work as described in the WO shall be used to create a checklist that will be used by the Proposer’s staff to ensure all work has been completed. The checklist shall be furnished to the C³BU designated representative(s) with the Proposers Project Manager's signature indicating the work has been completed as described and the equipment is fully operational. Work beyond that which is defined in the WO shall require a separate WO to be authorized.

The Proposer shall designate a dependable Project Manager and qualified personnel who can respond to all requests for work estimates that are needed to issue a WO for services under the Contract. The Proposer’s Project Manager may be located at their main office but it is preferred this individual be located in Columbia County to provide the best possible customer service to C³BU. No separate compensation will be made for travel expenses of the Proposer’s Project Manager to the work area.

C³BU will designate one or more authorized representatives to be responsible for the approval of all Proposer activities and deliverables relative to the project. The C³BU authorized representative(s) will be responsible for enforcing the terms of the Contract, will serve as the primary point of contact with the Proposer for matters relative to the Contract, and will approve all project invoices prior to payment.

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Emergency Response Services

Emergency response services shall include the restoration and/or protection of service(s) resulting from any malfunction or damage. Failures of this type will most likely be caused by severe and unusual forces of nature, vehicular accidents and collisions, vandalism, theft, fire, erosion, and exposure to chemicals or pollutants, cut fiber optic cable or loss of communications.

Proposer will be available for callout 24 hours per day, 7 days per week throughout the year.

Proposer will be on site with labor and equipment as specified in the Emergency Notice within 2 hours of notification.

Response times for emergencies are defined below :

Upon notification of an Emergency failure by the C³BU designated representative(s), the Proposer shall respond onsite to evaluate repairs or eliminate the instant danger to the public, employees, structures or facilities within two (2) hours of the reported incident.

Instant danger would be defined as an item or items blocking human or vehicular traffic or creating a safety hazard. The restoration of damage required to restore service shall be completed within eight (8) hours after arrival on scene. The notification may be verbally by telephone, E-mail, facsimile or text message.

Upon notification of a Priority failure by the C³BU designated representative; the Proposer shall respond and complete repairs or eliminate the instant danger within 24 hours of the reported incident.

Permanent restoration of non-service effecting work will be acceptable after initial service restoration within 5 days. This is provided area is secured and does not pose a potential safety hazard. The notification may be verbally by telephone or written by letter, system report, E-mail, facsimile or text message.

Proposer will remain on site, prepared to perform work as required until released by C³BU designated representative(s).

Proposer agrees that time is of the essence in all Emergency Notice situations and will respond at all times to the requirements of the service restoration situation with a sense of urgency.

Proposer will be paid a flat fee per emergency callout notification. Proposer must be on site, ready to work with the labor and minimum equipment, as specified herein, and/or specified in the notification within two (2) hours in order to earn the fee.

The Proposer shall be responsible for acknowledgement of all WOs delivered to them within 20 minutes from receipt of notification from C³BU designated representative(s).

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Proposer shall provide a damage assessment report to the C³BU designated representative(s) within two hours after arriving at the site documenting the damage providing the following information, at a minimum:

• Date and time of incident

• Cause of failure or issue

• Entity/person reporting the failure or issue

• Site needs analysis (if possible)

• Photo documentation (digital only)

• Corrective actions needed to be taken

• Needed parts list

• Repair cost breakdown

• Repair Schedule

• General notes

General Maintenance and New Construction Services

Proposer may be required from time to time to perform new construction, general maintenance, and restoration services. This work may include repair of washouts, lowering or moving active cable, bridge attachment repair and other outside plant type work. Performance of general services will be scheduled by C³BU designated representative(s) and Proposer; however, Proposer will be prepared to respond to requests for such work within 5 business days unless agreed otherwise.

This service may at the C³BU designated representative’s discretion be handled under a general services WO held open for on-going support services. If no general services WO are open, the C³BU designated representative will send an electronic request to the Proposer to provide the service. At that time, the Proposer shall be authorized to perform basic troubleshooting services and minor repairs. The service request shall be updated by the Proposer to describe in detail the completed services or any additional service needed at the site. The request shall be submitted to the C³BU designated representative for approval before additional service can be performed.

Should the Proposer perform a responsive service request under any WO and the same fault is reported within 30 days, it shall be the Proposer’s responsibility to make the second and all subsequent repairs to restore 100 percent functional status.

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The Proposer shall investigate the cause for the fault if the failure is related to a storm event, materials or workmanship. The diagnostic results shall define the type of repair needed to restore the system to 100 percent functional status. If the diagnosis indicates the need for major repairs or parts replacement, the Proposer shall notify the C³BU designated representative(s) in writing.

Materials

C³BU will maintain a facility for storage of fiber optic cable and other materials for the purpose of repair and restoration. The material will be accessible to the Proposer 7 days a week, 24 hours a day in the event of an emergency.

Apart from items provided by C³BU, Proposer shall supply all other materials, equipment, work and Services required by and in accordance with this Proposal, including all materials generally described as "consumable".

All equipment and component parts that are furnished shall be new and unused, shall meet all requirements of the proposal and shall be in operable condition at the time of delivery. All parts shall be of high quality workmanship and no part or attachment shall be applied contrary to the manufacturer's recommendations or standard practices.

Proposer shall review the C³BU Approved Products List (APL) and adhere to these (where applicable) whenever furnishing items under the Contract.

Exceptions are when the Proposer receives written consent from the C³BU designated representative(s) when the need arises to be compatible with the devices already in place.

C³BU reserves the rights to supply material or have Proposer supply the materials with the appropriate mark-up as agreed to in the contract.

Furnished by Proposer

1. Concrete and/or asphalt

2. Rodding material for pulling cable into vacant ducts.

3. Cable lubrication materials.

I tems to be Furnished by C³BU

C³BU will maintain a minimum stock of the following materials at its designated location.

1. One 2500' reel of single mode 288 ribbon fiber duct cable suitable for replacement in underground conduit.

2. One 2500' reel of single mode 144 ribbon fiber duct cable suitable for replacement in underground conduit.

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3. One 2500' reel of single mode 48 ribbon fiber duct cable suitable for replacement in underground conduit.

4. One 2500' reel of single mode 48 fiber duct cable suitable for replacement in underground conduit.

5. One 2500' reel of single mode 12 fiber duct cable suitable for replacement in underground conduit.

6. One 7500' reel of 1 ¼ HDPE three way conduit.

7. One 8000' reel of 1 ¼ " HDPE conduit.

8. One (5) 24"X36"X24" pull box with cover.

9. One (5) 36"X60"X36" splice box with cover.

10. HDPE 1 ¼” Couplers

11. Warning signs and markers.

12. Splice Enclosure with splice trays

13. Ground Materials (wire, rod, etc.)

Payment for Services

Payment for services under all WOs will be per the description authorized by the C³BU designated representative(s) in the WO as per the terms of the Contract under labor and equipment methods of compensation. Upon completion, the work shall be subject to inspection by the C³BU representative(s). Work that is determined to be of poor quality or a quality less than the original installation shall be re-performed at no cost to C³BU.

Upon acceptance of the work and the invoice by the C³BU designated representative(s), payment shall be made for the services. The payment to the Proposer will reflect the approved rate/unit costs and quantities as submitted to the Conduit/Fiber Optic Maintenance C³BU designated representative(s) by invoice. Final payment for each WO shall not be rendered by C³BU until all conditions of the Contract have been met.

Maintenance of Traffic (MOT)

MOT shall include the planning, furnishing, installing, maintaining, and removing of traffic control and safety devices. MOT is incidental for all maintenance tasks, except when the work is within 15 feet of the edge of travel or when a lane closure is needed.

Any work where Proposer personnel are in a travel lane shall require a lane closure(s). A request for a lane closure must be submitted to the C³BU designated representative(s) for approval two weeks in advance of the proposed lane closure. The Proposer will be given a notification list by the C³BU designated representative(s) containing all contacts that shall be notified of the lane closure by the Proposer.

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Proposer shall have at least one individual on its staff throughout the term of the Contract certified by the American Traffic Safety Services Association (ATSSA) as a Worksite Traffic Supervisor. This person will be responsible for ensuring the Proposer deploys the proper MOT.

Traffic control shall meet Georgia DOT Section 150 requirements and the Manual on Uniform Traffic Control Devices (MUTCD). Maintenance of traffic control will be the responsibility of the Contractor. ALL flagmen MUST be certified.

Safety Requirements

Proposer shall follow all safety requirements outlined in the National Electric Safety Code (NESC), the Occupational Safety and Health Administration (OSHA), and any Standards or practices for safe installation of required equipment per the Proposal.

Practice Drills

From time to time, C³BU may stage practice drills to test the effectiveness of emergency response. Proposer will conduct itself as if it were an actual emergency callout situation. The Proposer is expected to be on the job site within two (2) hours of being notified. In addition to time element, an adequate response entails having all personnel and equipment on-site. Proposer will be reimbursed for such drills in accordance with the contract rate schedule. There will be no payment for fire drill responses which do not meet the response time requirement, which responses are subject to liquidated damages.

Proposer Reviews

The C³BU designated representative(s) may make periodic reviews to verify that the project control and management procedures are assuring project performance with reasonable conformity with C³BU procedures, plans, specifications, and Contract provisions. The Proposer shall assist the C³BU designated representative in these reviews.

When deficiencies are identified in a review, the Proposer will immediately implement remedial action to eliminate any deficiencies. Remedial actions may include further training of the Proposer’s personnel (in scope and/or frequency), subdivision of staff responsibilities, addition of staff, or replacement of personnel whose performance is considered inadequate.

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Staffing Minimums

The support of the conduit and fiber optic infrastructure will require a multi-disciplinary team made up of a prime Proposer and sub-contractors. The following disciplines are considered to be the minimum necessary to successfully fulfill the obligations of the Proposal:

• Project Management / Administration

• Conduit / innerduct placement and repair

• Structure replacement and repair including handhole, pullboxes and cable vaults

• Trenching services

• Directional bore services

• Maintenance of Traffic

Mandatory Requirements

The attached questionnaire titled “Mandatory Requirements” should be completed in its entirety, and directly within the questionnaire spreadsheet provided in Bonfire. Your firm’s response to the requrested questionnaires will be used to compare each firm side by side. Please be sure to include the answers to all questions within the appropriate cells for each. “See page… or See exhibit...” is NOT recommended. At a minimum, a summary of your complete answer is to be included on the spreadsheet. Columbia County requires proposals to be easy to understand and all reasonable care should be taken to limit responses to pertinent information

Cost Information

All cost information SHALL be submitted in the ‘Cost Proposal’ Bid Table in Bonfire. Any additional information/attachments related to Costs are welcome and should be presented as attachments in the ‘Additional Cost Information’ area in Bonfire. Cost information SHALL NOT be included in ANY other section of your RFP submittal.

Selection Process

The Evaluation Committee, which is comprised of representatives from various departments within Columbia County, will evaluate all qualifying proposals. All requirements in this RFP should be satisfied to ensure that the proposal will qualify for consideration. Columbia County desires to receive proposals only from companies who can demonstrate the specified qualifications described within this RFP.

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Proposal Evaluation Criteria

The following criteria will be used to evaluate all proposals. Please note the proposal must meet all mandatory requirements in order to be evaluated.

CRITERIA POINTS

A. Methodology and Approach 300

- Approach (Resources/Emergency

Response, Etc.)

- Additional Information

B. Qualifications & Experience 200

- Executive Summary/Corporate Profile

- Staffing

- References

C. Cost 500

TOTAL POINTS 1000

Procedures for Submitting Proposals

Each vendor must carefully follow all instructions included within the formal solicitation documents regarding the proper submission of a response. Failure to comply with conditions set forth in the solicitation may result in disqualification.

Each Proposer should complete and submit all requested items and information within the Bonfire portal at https://columbiacountyga.bonfirehub.com.

Questions about the responses to the request for proposals should be made in writing via the Bonfire portal.

Questions may also be submitted via mail or email to:

Attn: Chris Landers, CPPB, Procurement Supervisor Mailing Address: Columbia County Board of Commissioners Procurement Department 500 Faircloth Drive, Building E Evans, GA 30809 E-mail: clanders@columbiacountyga.gov

• Proposals must be received no later than Thursday, April 30, 2026 at 12:00:00 PM to be considered.

Responses received after this time will be unopened and marked LATE.

• Deadline for questions will be Wednesday, April 22, 2026 at 5:00 PM.

• Responses will be retained as property of Columbia County.

• Columbia County is not liable for any costs incurred by proposers prior to issuance of a Notice to Proceed

• Companies responding to this RFP must be available for presentation(s) and/or interview(s)

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Final Selection

The Evaluation Committee will present their recommendation to the appropriate oversight committee for review and recommendation. The Columbia County Board of Commissioners will make the final decision.

County Insurance Requirements

Minimum coverages must meet or exceed the following:

1. Worker’s Compensation – Required for ALL vendors Statutory

2. General Liability (Including Bodily Injury, $2,000,000 each Occurrence Property Damage and Contractual Liability)

3. Automobile Liability (Including Bodily Injury & Property Damage) $1,000,000 each Occurrence

A valid Certificate of Insurance and applicable endorsements must be provided within ten (10) business days of final execution of the contract and/or issuance of a Notice to Proceed. The Certificate of Insurance MUST list Columbia County, Georgia as the Certificate Holder as well as AN ADDITIONAL INSURED. The address is 500 Faircloth Drive, Bldg E, Evans, GA 30809.

Reference to the contracted project should be listed in the “Description of Operations/Locations” box as follows:

“Columbia County, Georgia is named as an Additional Insured ATIMA in reference to “Fiber Construction, Maintenance and Restoration Services” under the General, Contractual, and Automobile Liability coverage and will receive (30) thirty days prior written notice of cancellation on this policy.”

Policy endorsements must be provided for:

1. The addition of Columbia County, GA as an Additional Insured

2. Providing the County with 30 days prior written notice of cancellation on the policy

RAILROAD PROTECTIVE LIABILITY INSURANCE REQUIREMENTS

The Proposer shall procure and shall maintain during the continuance of an agreement with Columbia County Georgia, at its sole cost and expense, a policy of Commercial General Liability Insurance

(CGL), naming CSX Transportation Inc., and/or its designee, as additional insured and covering liability assumed under this Agreement.

A coverage limit of not less than THREE MILLION AND 00/100 U.S. DOLLARS ($3,000,000.00) Combined Single Limit per occurrence for bodily injury liability and property damage liability is currently required as a prudent minimum to protect Licensee's assumed obligations. The evidence of insurance coverage shall be endorsed to provide for thirty (30) days' notice to CSX Transportation Inc., Licensor, or its designee, prior to cancellation or modification of any policy. Mail CGL certificate, along with agreement, to CSX Transportation, Inc., Speed Code J180, 500 Water Street, Jacksonville, FL 32202. On each successive year, send certificate to Speed Code C907 at the address listed above.

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Terms and Conditions

1. Columbia County, GA (the County) reserves the right to reject any or all proposals.

2. The County reserves the right to accept proposals deemed advantageous to the Board of Commissioners.

3. The County is NOT liable for any costs incurred by proposers prior to the issuance of a Notice to Proceed.

The County shall not be liable for any expense incurred in connection with preparation of a response to this document. Vendors should prepare a straightforward and concise description of their ability to meet the requirements of this document.

4. It is the intent of the County to award a contract for these products and/or services based on an evaluation of all proposals for a period of two (2) years with an option to renew for three (3) additional one year terms.

5. Any objections to the specifications, scope of work, or requirements should be filed in writing prior to the proposal deadline. Procurement, along with the requesting department, will determine if an addendum revising the solicitation documents will be issued or postponement of the proposal opening is necessary.

The County is interested in any and all details of other innovative and original ideas above and beyond those discussed in this Request for Proposal.

6. The County will evaluate all qualifying proposals that are submitted. All requirements in this RFP should be satisfied to ensure that the proposal would qualify for consideration. The County desires to receive proposals only from Vendors who can demonstrate the specified qualifications mentioned in this RFP.

7. All requested information should be provided in order for a proposal to be considered responsive. However, any vendor which submits in its proposal to the County any information which is determined to be substantially inaccurate, misleading, exaggerated, or incorrect, shall be disqualified from consideration.

8. The contracted company will correct any and all errors and omissions that they make, at their own expense.

9. Responses will be retained as property of Columbia County, GA.

10. Columbia County does not guarantee quantities.

11. County staff MAY elect to hold presentations and/or interviews. All firms responding to this Request for Proposal should be available, if deemed necessary by the County, within two (2) weeks following the proposal due date.

12. The selected company shall be required, before awarding of contract, to demonstrate to the complete satisfaction of the County that they have the necessary resources to execute the work in a satisfactory manner and within the time specified; they have had experience of a same or similar nature; they have a past history and references which will assure the company’s qualifications for executing the work.

13. Following award of contract, firm must coordinate all activities with County Human Resources Department.

14. The successful company shall not discriminate against any person in accordance with Federal Laws or Regulations.

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Terms and Conditions (Cont.)

15. Columbia County reserves the right to use any and all concepts presented in any proposal to obtain the most beneficial and effective path to achieving its desired goals for the products and services requested. Selection or rejection of proposal(s) will not affect this right. All proposals will be evaluated and, at Columbia County’s discretion, an award made to the Proposer who demonstrates the best ability to satisfy the scope of work in the most timely and cost effective manner possible.

16. All rates shall be guaranteed through the initial term of the contract, unless otherwise specified.

17. The term of the contract(s) issued as a result of this request for proposal shall be for not less than two years, subject to earlier termination as provided by law and by the terms of the contract. In addition, unless otherwise specified in the proposal, the award of this contract shall include the right at the option of the County, contingent upon the agreement by both parties to any change in rates/costs or services, to renew and extend this contract on a year-to-year basis as may be permitted by applicable law and County Policy, for up to three (3) additional one year terms.

18. Columbia County reserves the right, if deemed necessary, to conduct discussions with any or all Proposers for the purpose of clarification of proposals.

19. Columbia County reserves the right to make such investigation and solicit additional information or submittals as it deems necessary to determine the ability of any proposer to perform the Scope of Work stated in this Request for Proposal.

20. This RFP does not constitute an offer or a contract with the Proposer. A contract or agreement is not implied until a contract is approved and executed by the Columbia County Board of Commissioners.

21. Columbia County reserves the right to cancel the contract with a 30-day notice if it is determined by the Board of Commissioners to be in the best interest of the County.

22. All proposals are to remain confidential until award is made or RFP is canceled. Any proposer distributing, publishing, or posting their proposal prior to this time may be subject to disqualification.

23. Companies must have a willingness to commit to specified levels of performance for service and quality.

24. Any interpretation of the RFP will be made only via an addendum. Addenda will be prepared as quickly as possible for dissemination to all registered vendors for the specific commodity(ies).

25. Anyone making a proposal may withdraw their proposal up to the time specified as the closing time and date for acceptance of proposals. No proposer may withdraw, cancel, or modify their proposal except as requested by Columbia County, after being notified that the proposal has been accepted.

26. To inspect and/or receive records on previous solicitations, please visit http://www.columbiacountyga.gov/community/information-/county-information/open-records-request to submit your request through the Open Records Request Portal. By using this portal, you will have the ability to track and monitor your public records request. All Communication will be sent directly to your email account.

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Terms and Conditions (Cont.)

27. Compliance with Applicable Law Contractor agrees to comply with all federal, state, county and local laws ordinances and regulations applicable to the work to be done under this Contract. Contractor specifically agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. Contractor also shall comply with the Americans with Disabilities Act of 1990 (Public Law 101-336) and all regulations and administrative rules established pursuant to those laws.

28. Independent Contractor Status The service(s) to be rendered under this Contract are those of an independent contractor. Contractor is not to be considered an agent or employee of Columbia County for any purpose, and neither Contractor nor any of Contractor’s agents or employees is entitled to any of the benefits that Columbia County provides for its employees.

29. Severability If any term or provision of this Contract is declared by a court of competent jurisdiction to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the Contract did not contain the particular term or provision held to be invalid.

30. All companies and their agents who intend to, or have submitted Proposals to this solicitation are hereby placed on formal notice that lobbying of Columbia County Government employees or members of the Evaluation Panel with the intent to manipulate the Procurement process may result in the immediate disqualification of such company by the County from further consideration for this project.

31. Indemnity and Insurance: To the extent permitted by law, the Contractor shall indemnify and save Columbia County, its officers, agents, employees from and against all loss, cost, damages, expense and liability caused by an accident or other occurrence resulting in bodily injury, including death, sickness and disease to any person(s); or damage or destruction to property, real or personal, arising directly or indirectly from the work performed by the consultant, its subcontractors or employees.

Columbia County Board of Commissioners Contract # «ContractNumber»

«ContractPurpose» Agreement - «Company_Name»

«CONTRACT_PURPOSE» AGREEMENT

THIS AGREEMENT is made as of «EffectiveDate» by and between Columbia County, Georgia, a political subdivision of the State of Georgia (the "County"), with an office at 630 Ronald Reagan Drive, Evans, Georgia, 30809, and «CompanyName», a «CompanyState» «CompanyType», qualified to conduct business within the State of Georgia, with an office at «CompanyAddress1», «CompanyCity», «CompanyState» «CompanyZip» (the "Vendor").

R E C I T A L S:

The County desires to engage the Vendor to provide «ContractPurpose» to Columbia County, and the Vendor desires to accept such engagement, upon and subject to the terms and conditions of this Agreement.

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the County and the Vendor hereby agree as follows:

ARTICLE 1

ENGAGEMENT AND SCOPE

1.1 The County hereby engages the Vendor to provide «ContractPurpose» to Columbia County (the “Work”) in accordance with the Contract Documents (defined in Section 4.1 hereof), including the Vendor's Scope of Work, dated «DateofVendorsProposal», (the "Proposal"), which is Exhibit “A” attached hereto and made a part hereof. The Vendor hereby accepts such engagement, upon the terms and conditions hereinafter set forth.

1.2 The Vendor shall provide, furnish and perform all necessary labor and services (including equipment and supplies) and provide and furnish all necessary supplies, materials and equipment required to complete the Work in accordance with the Contract Documents. The type and quantity of service will correspond to the specifications in the Vendor’s Proposal, which is Exhibit “A” (The “Proposal”) and the Cost Sheets, which is Exhibit “B”, and attached hereto and made a part hereof. The Vendor hereby accepts such engagement, upon the terms and conditions hereinafter set forth.

1.3 The Vendor shall provide, furnish and perform all necessary labor and services (including equipment and supplies) and provide and furnish all necessary supplies, materials and equipment required to complete the Work in accordance with the Contract Documents. The type and quantity of service will correspond to the specifications in the Vendor’s Proposal, which is Exhibit “A” (The “Proposal”), and attached hereto and made a part hereof. The Vendor hereby accepts such engagement, upon the terms and conditions hereinafter set forth.

1.4 The Vendor shall provide, furnish and perform all necessary labor and services (including equipment and supplies) and provide and furnish all necessary supplies, materials and equipment required to complete the Work in accordance with the Contract Documents. The type and quantity of service will correspond to the specifications in the County’s Solicitation, «SolicitationNumber», which is Exhibit “B” (the Solicitation), and the Cost Sheets, which is Exhibit “C”, and attached hereto and made a part hereof. In the event of conflicting specifications for the Work, Exhibit “B” (the Solicitation) shall govern. The Vendor hereby accepts such engagement, upon the terms and conditions hereinafter set forth.

1.5 The Vendor shall provide, furnish and perform all necessary labor and services (including equipment and supplies) and provide and furnish all necessary supplies, materials and equipment required to complete the Work in accordance with the Contract Documents. The type and quantity of service will correspond to the specifications in the County’s Solicitation, «SolicitationNumber», which is Exhibit “B” (the Solicitation), and attached hereto and made a part hereof. In the event of conflicting specifications for the Work, Exhibit “B” (the Solicitation) shall govern. The Vendor hereby accepts such engagement, upon the terms and conditions hereinafter set forth.

DRAFT

EXHIBIT A

«ContractPurpose» Agreement - «Company_Name»

1.6 The Vendor shall provide, furnish and perform all necessary labor and services (including equipment and supplies) and provide and furnish all necessary supplies, materials and equipment required to complete the Work in accordance with the Contract Documents. The type and quantity of service will correspond to the specifications in the County’s Solicitation, «SolicitationNumber», which is Exhibit “B” (the Solicitation), and attached hereto and made a part hereof. In the event of conflicting specifications for the Work, Exhibit “B” (the Solicitation) shall govern. The Vendor hereby accepts such engagement, upon the terms and conditions hereinafter set forth.

1.7 If the Vendor is of the opinion that any service requested of it hereunder is beyond the Scope of the Work as provided in the Contract Documents, the Vendor shall promptly notify the County in writing of such opinion and the reasons for the same, with specific references to the Contract Documents. The County shall be the sole judge as to whether or not such service is in fact beyond the Scope of the Work.

1.8 No additional services beyond the Scope of the Work as provided in the Contract Documents shall be performed by the Vendor unless the County shall, in writing, have specifically directed such services to be performed, and a Change Order (hereafter defined) shall have been signed by the County and the Vendor.

In the event of noncompliance with the foregoing, the Vendor shall neither have nor make any claim for additional compensation by reason of a claim for additional services.

1.9 The term “Change Order” as used herein is a written order to the Vendor, issued and signed by the County after execution of this Agreement, authorizing a change in the Work or an adjustment in the Contract Price (hereafter defined) or the Term (hereafter defined). Unless the Vendor requests a modification in such Change Order, the Vendor shall sign the Change Order and return a copy thereof to the County within ten

(10) business days after it has received the same. The Vendor shall have ten (10) business days from its receipt of a Change Order within which to request a modification thereto. Failure of Vendor to respond to a Change Order within such ten (10) day period shall be deemed to signify Vendor's acceptance of such Change Order as if Vendor had signed the same without modification. If Vendor requests a modification of a Change Order, County shall have ten (10) business days from receipt of such request to accept such modification in writing. If not so accepted, such request is deemed to be rejected.

ARTICLE 2

TERM AND FORCE MAJEURE

2.1 If the Vendor is delayed at any time in the progress of the Work by labor disputes, fire, adverse weather conditions not reasonably anticipated, unavoidable casualties, or any other causes beyond the Vendor's control and without the fault or negligence of Vendor, the Vendor shall prepare and submit to County within five (5) calendar days of the occurrence a written report of its assessment of the occurrence and any proposed amendment to the Term. The Vendor shall proceed with due diligence to alleviate any such delay and shall continue in the performance of its obligations hereunder. The County may determine, in its sole discretion, after the receipt of such notice of delay from the Vendor, whether to terminate this Agreement in accordance with Article 12 hereof or extend the Term by Change Order for such time as the County may determine.

2.2 The term of this Agreement shall commence on «EffectiveDate» and terminate on «ExpirationDate» subject to Owner’s right to terminate this Agreement, if for any reason the Owner is dissatisfied with the Vendor’s performance. Termination rights shall be governed by Section 12 of this Agreement. The County is granted the options to renew this agreement for a term of one year, beginning at the end of the initial term, for a second term of one year, beginning at the end of the first renewal term, for a third term of one year, beginning at the end of the second renewal term, and for a fourth term, beginning at the end of the third renewal term. These renewals may be canceled by the County at any time prior to the beginning of the renewal term to which each applies.

ARTICLE 3

COMPENSATION AND METHOD OF PAYMENT

3.1 County shall pay Vendor a fee for completion of the Work determined in accordance with Section 3.2. The fee payable to the Vendor hereunder, as stated on the Proposal (Exhibit “A”) shall correspond to the invoices of completed work, and will not exceed the amount quoted on Exhibit “A”, unless Vendor requests and County authorizes in writing an increased amount.

3.2 County shall pay Vendor a fee for completion of the Work determined in accordance with Section 3.2. The fee payable to the Vendor hereunder, as stated on Cost Sheets (Exhibit “C”) shall correspond to the invoices of completed work, and will not exceed the amount quoted on Exhibit “C”, unless Vendor requests and County authorizes in writing an increased amount.

3.3 County shall pay Vendor a fee for completion of the Work determined in accordance with Section 3.2. The fee payable to the Vendor hereunder, as stated on Cost Sheets (Exhibit “B”) shall correspond to the invoices of completed work, and will not exceed the amount quoted on Exhibit “B”, unless Vendor requests and County authorizes in writing an increased amount.

3.4 Vendor shall submit an invoice based on the satisfactory completion of each phase of the Work outlined in the Vendor’s Proposal provided. The review and acceptance of or notice of defects in the work performed will not exceed 30 days from receipt of said work. The invoice shall list the charges for each task or portion of the Work performed.

a. Each such invoice shall also contain Vendor's certification in the form of Executed Release of Claims, which is Exhibit “C” attached hereto and made a part of, certifying that the task or portion of the Work described in the invoice has been completed in accordance with the Contract Documents, that the amount of all items due to third parties has been paid, and that the amount of such invoice is due to the Vendor.

Such invoice shall not contain any surcharge for amounts paid to third parties by Vendor.

b. Each such invoice shall also contain Vendor's certification in the form of Executed Release of Claims, which is Exhibit “B” attached hereto and made a part of, certifying that the task or portion of the Work described in the invoice has been completed in accordance with the Contract Documents, that the amount of all items due to third parties has been paid, and that the amount of such invoice is due to the Vendor.

Such invoice shall not contain any surcharge for amounts paid to third parties by Vendor.

c. Each such invoice shall also contain Vendor's certification in the form of Executed Release of Claims, which is Exhibit “D” attached hereto and made a part of, certifying that the task or portion of the Work described in the invoice has been completed in accordance with the Contract Documents, that the amount of all items due to third parties has been paid, and that the amount of such invoice is due to the Vendor.

Such invoice shall not contain any surcharge for amounts paid to third parties by Vendor.

3.5 County shall pay the full amount of an invoice in accordance with the Georgia Prompt Pay Act after receipt of the invoice and accompanying financial report, prepared as described herein. If, however, County objects to all or any portion of any invoice, County shall so notify Vendor of the same, stating the reasons for the objection. County shall be entitled to withhold payment of any amounts in dispute, but shall make payments on amounts not in dispute. The parties shall immediately make every effort to settle any disputed portion of the invoice. If Vendor does not make an effort to correct deficiencies, the amount deducted from the invoice will correspond to the amount as explained in the Performance Measure section of the County’s Solicitation, Exhibit “B”.

3.6 County shall pay the full amount of an invoice in accordance with the Georgia Prompt Pay Act after receipt of the invoice and accompanying financial report, prepared as described herein. If, however, County objects to all or any portion of any invoice, County shall so notify Vendor of the same, stating the reasons for the objection. County shall be entitled to withhold payment of any amounts in dispute, but shall make payments on amounts not in dispute. The parties shall immediately make every effort to settle any disputed portion of the invoice. If Vendor does not make an effort to correct deficiencies, the amount deducted from the invoice will correspond to the amount as explained in the Performance Measure section of the Vendors Proposal, Exhibit “A”.

ARTICLE 4

CONTRACT DOCUMENTS

4.1 The Contract Documents consist of this Agreement, the specifications stated in the Vendors Proposal, the attached Exhibit(s), all Amendments, and all accepted Change Orders. The intent of the Contract Documents is to include all items necessary for the proper execution and completion of the Work. The Contract Documents are complementary, and what is required by any one shall be deemed to be required by all; provided however, if there is any conflict between the terms of this Agreement and any of the other Contract Documents, the terms of this Agreement shall control.

4.2 The Contract Documents consist of this Agreement, the specifications stated in the…