2024_HR_33.pdf

REQUEST FOR PROPOSAL

HUMAN RESOURCES INFORMATION SYSTEM

PROPOSAL Number 2024-HR-33

OCTOBER 2024

CLAYTON COUNTY WATER AUTHORITY

1600 Battle Creek Road Morrow, GA 30260

Virtual Teams Proposal Opening Meeting Thursday, November 7, 2024 at 2:00 p.m.

Clayton County Water Authority October 2024 2024-HR-33 Human Resources Information System

Table of Contents Division 1 General Overview Section 1 Request for Proposals Section 2 General Information

2.1 Background

2.2 Scope of Work

2.3 Proposed Schedule

2.4 Submission

2.5 Addenda

2.6 Proposal Package

2.7 Evaluation Criteria

Division 2 Proposal Requirements Section 1 Instructions to Proposers Section 2 Risk Management Requirements Section 3 Proposal Submittals

3.1 Proposal Submittal Requirements

3.2 Required Post Award Submittals

Section 4 Proposal Form Section 5 Georgia Proposal Bond (Not Required) Section 6 Proposer Qualification Information Section 7 Contractor Affidavit & Agreement Section 8 Small Local Business Enterprises (SLBE) General Information ...28 Division 3 Contract Forms Section 1 Agreement Form Section 2 Performance Bond (Not Required) Section 3 Payment Bond (Not Required) Section 4 Non-Collusion Certificate Section 5 Certification of Absence of Conflict of Interest for Development of Specifications of Scope of Work Appendix

A. HCM Requirements Attachments

B. W-9 Form C. Vendor Information Form

END OF TABLE OF CONTENTS

Clayton County Water Authority October 2024

Division 1 General Information Section 1: Request for Proposals

Clayton County Water Authority 1600 Battle Creek Road Morrow, Georgia 30260

Name of Project: 2024-HR-33 Human Resources Information System

The Clayton County Water Authority will open sealed proposals from vendors via a Virtual Teams Meeting on November 7, 2024 at 2:00 p.m. for the Human Resources Information System. Any proposals received after the specified time will not be considered.

Please use the following call-in instructions to attend the Proposal Opening meeting:

Join Microsoft Teams Meeting Meeting ID: 250 753 261 185 Passcode: KUPpWk

Dial in by phone +1 912-483-5368,,834218228# United States, Savannah Find a local number Phone conference ID: 834 218 228#

CCWA encourages Small Local, Minority and Women-Owned business to participate and respond to this proposal request.

In an effort to promote responsible environmental practices this proposal package is available in electronic (Adobe PDF) format and can be requested by calling 770-960- 5223, M-F, 8:00 am - 5:00 pm, or by e-mail to ccwa_procurement@ccwa.us. Proposer will need to provide contact information and an email address, and any file size transfer limits to ensure email transmittals can be made. A hardcopy proposal package can also be requested at a cost of $25.

Clayton County Water Authority

By: Dr. Cephus Jackson, Chairman

END OF SECTION

tel:+19124835368,,834218228 https://dialin.teams.microsoft.com/39bf213b-c2b2-402d-baa0-32d31baf6811?id=834218228

Clayton County Water Authority October 2024

Division 1 General Information Section 2: General Overview

2.1 Background

The Clayton County Water Authority (CCWA) currently serves as the water, sewer and stormwater utility for Clayton County and the Cities of Forest Park, Lake City, Morrow, Jonesboro, Riverdale, and Lovejoy. The service area represents a population of approximately 297,000 residents and includes over 89,000 active customer accounts.

CCWA’s major facilities include three water production plants, five water supply reservoirs, ground and elevated storage tanks and booster pump systems, three advanced treatment water reclamation facilities, engineered constructed wetlands treatment and almost 3000 miles of water distribution and wastewater collection pipelines. Water production facilities currently operate at approximately 28 million gallons per day (MGD), with a combined permitted capacity of 42 MGD. Water reclamation facilities currently operate at approximately 23 MGD, with a permitted capacity of 34.4 MGD, Stormwater utility operations manage approximately 40,000 structures and almost 500 miles of conveyance infrastructure.

2.2 Scope of Work

CCWA is seeking a robust Human Resources Information System including but not limited to:

2.2.1 Applicant Tracking System to maintain a repository of applicants, post jobs, and serve as the official system for our recruitment process.

2.2.2 Onboarding System- after an applicant is selected for hire, change the employee status from “interviewing” to “hired” and begin the onboarding process which includes automating all electronic forms required for signature (i.e. I-9, tax forms, general company forms, etc.). We are currently using some functionality from Employee Navigator, but most of our process is still paper and manual.

2.2.3 Benefits Administration- employee completes their initial and future open enrollments in the system. All information including new enrollments, changes, updates, and cancellations are fed directly to the benefits carriers through a carrier connection.

2.2.4 Employee Self Service- employees are able to access their payroll and tax information without being required to be on CCWA’s network, limiting employee’s access to their personal information.

2.2.5 Position Control- manage funded positions to include classification and compensation changes; reporting for personnel requests each budget year.

2.2.6 Learning Management System- library of training courses and system to maintain training records.

2.2.7 Performance Management System- create and maintain performance reviews.

Clayton County Water Authority October 2024

2.2.8 COBRA- manage sending information to separating employees regarding their eligibility for continued benefits.

2.2.9 Time and Leave Management - system to allow non-exempt employees to clock in/out using a web-based system, allow managers to approve/disapprove requests for leave, employees and managers know leave balances and can run reports on leave usage.

2.2.10 Product

2.2.10.1 Recruiting including Position Management and Applicant Tracking.

2.2.10.2 Onboarding And Off-Boarding.

2.2.10.3 Core Human Capital Administration.

2.2.10.4 Employee Portal for active and terminated employees.

2.2.10.5 Payroll.

2.2.10.6 Benefits Enrollment.

2.2.10.7 Time Management including Scheduling, Timekeeping, Absence

Management, and Leave Management.

2.2.10.8 Talent Management including Performance Cycles, Succession

Planning And Compensation Planning.

2.2.10.9 Reporting & Analytics.

2.2.10.10 Learning Management.

2.2.10.11 360 Integrations for Anthem and Kaiser.

2.2.11 Optional Product Scope

2.2.11.1 Integration or data files for:

2.2.11.1.1 MetLife.

2.2.11.1.2 Wex.

2.2.11.1.3 Greater Georgia Life.

2.2.11.1.4 Nationwide Retirement Solutions.

2.2.11.1.5 Nationwide.

2.2.11.1.6 Clayton County BoC.

2.2.11.1.7 Trustmark.

2.2.12 Services

2.2.12.1 Implementation of above modules.

2.2.12.2 Historical data migration.

2.2.12.3 One year plus current year of employee and job history.

2.2.12.4 Document history.

2.2.12.5 One (1) year plus current year of pay statements and tax statements.

2.2.12.6 Payment, Garnishment, and Tax Services.

2.2.12.7 Product support and training.

2.2.13 Optional Services

2.2.13.1 Check printing services.

2.2.13.2 Year-end Tax Statements.

2.2.13.3 COBRA Administration Services.

Clayton County Water Authority October 2024

2.2.13.4 ACA Reporting Services.

2.2.13.5 Change Management.

2.2.13.6 Application Management Services.

2.2.13.7 Paycard.

2.3 Proposed Schedule

The planned schedule for proceeding with the selection process for a short-term interim funding vehicle is shown below:

Issuance of RFP October 23, 2024 Deadline for Questions October 28, 2024 at 2:00 p.m.

Issue Last Addendum November 1, 2024 Proposal Opening November 7, 2024 at 2:00 p.m.

Introductory Demonstrations Week of November 18 – 22, 2024 Final Presentations Week of December 9 – 13, 2024 CCWA Board Approval February 6, 2025 Planned Start Date March 2025

2.4 Submission:

All RFP submissions must be submitted in hard copy format to the address below:

Clayton County Water Authority 1600 Battle Creek Road Morrow, Georgia 30260 All proposals and accompanying documentation will become the property of CCWA and will not be returned. CCWA expressly reserves the right to utilize any and all ideas submitted in the proposals received unless covered by legal patent or proprietary rights which must be clearly noted in the proposal submitted in response to the RFP. Late proposals will not be accepted, nor will additional time be granted to any individual Contractor. CCWA will not accept submitted proposals via email.

2.4.1 Proposal Submission

One (1) original and one (1) Flash Drive (in compatible electronic format) of the proposal shall be submitted in a sealed, opaque container and delivered by hand, courier service, or mailed via the United States Postal Service. At the time specified for the proposal opening deadline, the sealed containers shall be publicly opened, and the names of Firms shall be read aloud.

The Cost Proposal– Provide pricing based on the Scope of Work and the HCM Requirements, that will encompass all deliverables, implementation, and any additional administrative costs. Cost Proposal must be provided in a separate sealed envelope and placed within the completed sealed proposal submittal. No other references or mention of costs should be included in any other section of your proposal submittal. The Cost Proposal Form is to be opened after evaluation of the proposals.

Clayton County Water Authority October 2024

2.5 Addenda

To be considered, all questions must be received via email by 2:00 p.m. EDT October 28, 2024, at CCWA_Procurement@ccwa.us. Any and all responses to questions will be issued in the form of an addendum by email. All addenda issued shall become part of the submittal package.

2.6 Proposal Package

Proposal response for below Sections 1 through 4 shall be limited to a maximum length of forty (40) pages. Each Proposal Package should be prepared and presented to include the information outlined below and be tabbed to denote the sections noted below. In order for the Proposal Package to be considered responsive, Sections 1 through 4 must be complete as described below.

Section 1 - Cover Letter and Firm Identification

A letter (4 pages maximum) of introduction and interest on letterhead. Provide the full legal name, Firm’s principal business office with address and satellite offices, if any, and indicate the location from which these professional services for the CCWA would be conducted. Specifically offer the location of the client and project manager. Include information on the Firm’s history, business activities, size, employees (per office), and ownership. Include telephone number, point of contact and official signature of an authorized company representative. Indicate whether you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are incorporated and/or licensed to operate.

Section 2 - Company Experience

CCWA Expects the Firm to have sufficient depth and breadth in all or most project categories (as outlined in Section 2.3 above) (or project categories) to support CCWA’s needs. Company Experience will be scored based on all project categories, with a higher score assigned for experience in more categories.

Provide a table/matrix demonstrating company experience (projects) against the project categories in Section 2.3. Only include projects completed in the last ten (10) years or projects that are at least 75% complete in the table. The table can be provided on an 11” x 17” page.

Provide a brief summary of as many of the key projects from the table as desired. The summaries should include the project description, the Firm’s role in the project, and the staff who worked on the project that are included on the Project Team in Section 3.

Include a summary of Firm’s experience with specific, applicable software or technical resources. Describe any equipment, software, tools, and technology that will be used for the work and the level of specific expertise your Firm has with these resources.

Project team member experience at a different Firm cannot be used to demonstrate Company Experience. All experience included in Section 2 should be specific to the experience of the Firm.

Provide a summary of professional liability (E&O) claims and lawsuits for the last five

(5) years. This summary should include any judgments, claims, arbitration proceedings

Clayton County Water Authority October 2024 or suits pending or outstanding against The Firm, proposed partners and any proposed subcontractors.

Section 3 - Project Team

Provide an organizational chart showing the proposed project team and office location, including any subcontractors (including their title) proposed for the work. The organizational chart can be provided on an 11”x17” page. All teaming relationships must be clearly identified and defined. Where “Prime/Subcontractor” relationships are proposed, the prime contractor (i.e., the proposing Firm) will be required to provide the majority of the work under the Master Services Agreement. Note that where a specific project arises that requires a subcontractor with specific expertise, those subcontractors can be added to the Firm’s project team at a later date.

Provide a table that demonstrates that summarizes the key staff in the organizational chart, their proposed role on the project team, and which of the projects in Section 2 they were involved in. For those individuals that are deemed key individuals in the organizational chart, provide a summary resume, percentage availability, office location, years of experience, years of experience with the proposing Firm, and discipline or role for this Master Services Agreement. For these key individuals, also summarize their previous experience in the type of role for which they are being proposed.

Provide a summary of company-wide resources. Note the total employees and resources of the company, number of offices/locations/local staff and office breakdowns by operating business units.

Full resumes may be included in an Appendix and will not be included in the page limit.

Section 4 - Project References

Provide up to five (5) project descriptions that best represent the project categories.

The projects included should be completed in the last ten (10) years, or be at least 75% complete, and should demonstrate experience that highlights the project team’s ability to successfully complete projects in the Project Categories. The project references should be included in the table in Section 2.

On each reference sheet, provide the name of client, a brief description of the work, dates/completion status, reference contact information (phone, email, and mailing address), schedule and cost outcomes, and a list of any people listed in Section 3 who worked on the project, as well as their specific role on the project.

Section 5 – Cost Proposal (separate envelope)

In order for the Proposal Package to be considered responsive, a Cost Proposal must be provided. Proposer shall provide pricing based on the Scope of Work and the HCM Requirements, that will encompass all deliverables, implementation, and any additional administrative costs.

Clayton County Water Authority October 2024

Please note this cost section of the submittal package must be placed in a sealed separate container from the rest of the Proposal submission. CCWA reserves the right to negotiate costs with any and all Firms that may be awarded work under this Request for Proposal. Additionally, CCWA reserves the right to negotiate parity in any and all costs with any and all Firms. Such negotiations are at the sole discretion of the CCWA.

2.7 Evaluation Criteria

Proposals will be evaluated by CCWA staff and ranked based on the following criteria to develop a short list of the top-ranked Firms. After a short-list of top ranked Firms is completed, intro demonstrations and finalist demonstrations will be conducted along with a review of the cost submission portion of the proposal to complete the selection process. Ranking of proposals and proposed contract award will be made at the sole discretion of the CCWA.

Item Criteria Points

1 Requirements 105

2 Intro Demo Presentation 85

3 Finalist Presentation 155

4 Project References 10

5 SLBE Preference Points 10

Total Possible Points 365

Clayton County Water Authority October 2024

Division 2 Proposal Requirements Section 1: Instructions to Proposers

These instructions are to be followed by every entity proposing to provide the Clayton County Water Authority (CCWA) with goods and/or services. These instructions constitute an integral part of the proposal, and any Proposer agrees that tender of a proposal constitutes acknowledgment and acceptance of its obligation to adhere to these instructions, which are to be incorporated into and considered part of any contract the Proposer ultimately executes with the CCWA.

1. If there is any question whatsoever regarding any portion of the specifications, it shall be the Proposer’s responsibility to seek clarification immediately from the CCWA, as early as possible prior to the proposal opening. Regarding public works projects, requests for interpretations of specifications must be made in writing to the department proposing out the project not later than five (5) days prior to receipt of proposals.

2. Unless it is otherwise stated in the proposal documents, it shall be the responsibility of the Proposer to inform itself as to all conditions of the work site and to make and take account thereof in calculating and submitting its proposal.

Documents may be made available by the CCWA during the proposal process;

no warranty of accuracy is made in regard to these documents, and it is the responsibility of the Proposer to make its own investigations as to the nature of the work and the conditions under which it shall be performed, and to make its own independent assumptions as to these matters. The burden of anticipating unforeseen circumstances, either hidden or latent, and the conditions of the work site and all related circumstances, and the cost of accommodating therefore should unanticipated circumstances be later encountered shall rest upon the proposer.

3. In the event that, after the acceptance of a proposal by the Board of Directors of the CCWA, any unsuccessful Proposer wishes to contest such action, a written “Notice of Contest” must be filed with the General Manager no later than close of business on the 5th business day after the selection of successful Proposer by the Board. Failure to timely file such notice shall forever preclude the filing of a contest of the award, or any civil action in the courts of the State of Georgia or of the United States.

4. Information submitted by the Proposer in the proposal process shall be subject to disclosure after proposal award in accordance with the Georgia Open Records Act. Proprietary information must be identified and be accompanied by a signed affidavit outlining the redacted information. Entire proposals may not be deemed proprietary.

Clayton County Water Authority October 2024

5. Proposals must be made on the enclosed Proposal Form. Unless otherwise requested, one (1) original and one (1) copy via flash drive of the proposal Form need to be submitted, and these copies must be typewritten or printed in ink. All copies of any proposal Forms must be signed in ink by the person or persons authorized to sign the proposal Form. The person signing the proposal Form must initial any changes or corrections.

6. The name of the person, firm, or corporation making the proposal must be printed in ink, along with the Proposer’s signature, on all separate sheets of the proposal Form. If a proposal is made by an individual, his name and post office address must be shown. If made by a firm, or partnership, the name and the post office address of each member of the firm or partnership must be shown. If made by a corporation, the person or persons signing the proposal must show the name of the State under the laws of which the Corporation is chartered and his, or their, authority for signing same. The names, titles and addresses of the President, Secretary and the Treasurer and the corporate authority for doing business in this state shall be listed and returned with the proposal Form.

7. All proposals must be hand delivered, delivered by courier service, or mailed via the United States Postal Service. No facsimiles or emails will be accepted. The person, firm, or corporation making the proposal shall submit it in a sealed envelope on or before the date and time specified in the proposal package. The envelope shall be marked “Sealed Proposal” and carry the proposal title, Contractor’s License Number and date and time of opening as set forth in the proposal package. The envelope shall also bear the name of the party making the proposal and the party’s address. Address proposals to Clayton County Water Authority, 1600 Battle Creek Road, Morrow, Georgia, 30260. Even if a proposal is not submitted, the proposal form should be returned signed and with an explanation, otherwise the result will be deletion from the mailing list.

8. If published price books are a part of your proposal, one price book must be included with your proposal Form, and the successful Proposer is required to furnish additional current price books after award of the proposal.

9. Alterations to the documents are strictly prohibited and shall result in automatic disqualification of the Proposer’s proposal. If there are "exceptions" to the specifications or comments to any of the solicitation requirements or other language, then the Proposer may ask questions regarding those requirements or submit additional documentation as to the variation from the specifications but may not alter any of the language contained in the solicitation.

10. In the case of goods, the person, firm or corporation making the proposal may propose all items. All items may be considered separately, at the discretion of the

CCWA.

Clayton County Water Authority October 2024

11. Proposals shall not be withdrawn or cancelled by the Proposer past the proposal opening date and time. The Proposer may make modifications/corrections to the proposal by submitting a corrected seal proposal but only if the change is prior to the proposal opening. The corrected document should be clearly marked that it supersedes the proposal originally submitted. No modification or corrections will be allowed subsequent to the proposal opening.

12. By tendering a proposal, a Proposer agrees to leave the proposal open for acceptance by the CCWA for one hundred twenty (120) days after the date set for the opening thereof.

13. By tendering a proposal, the Proposer certifies that the Proposer has carefully examined these instructions and the terms and specifications applicable to and made a part of the proposal. The Proposer further certifies that the prices shown in any schedule of items on which the Proposer is proposing are in accordance with the conditions, terms and specifications of the proposal and that they are aware that any exception taken thereto may disqualify the proposal. Proposers are required to inform themselves fully as to the availability of materials and the conditions relating to construction and labor under which any work will be or is now being performed. No error or misjudgment nor any lack of information on local conditions, general laws or regulations on the part of the Proposer shall merit withdrawal of the proposal.

14. Copies of all communication pertaining to proposals must be sent to the Contracts, Compliance and Risk Management Section.

15. The purpose of this proposal is to establish contract prices. Unit price extension and net total must be shown if applicable. Cash discounts should be indicated separately. Any applicable sales taxes should be included in the unit prices for all materials to be provided by the successful Proposer

16. Proposers are hereby notified and agree by submission of a proposal Form that if additional items not listed in the proposal Form become necessary and require unit prices not established by the proposal Form, the unit prices of such items shall be negotiated and shall be directly proportional to the established unit prices of similar items in the proposal Form.

17. All prices on goods shall be for delivery, our destination, f.o.b. freight prepaid Jonesboro, Georgia, and/or Morrow, Georgia, unless otherwise shown. Any deliveries shall be made as needed and requested throughout the contract period.

18. Quantities when shown are estimates only, based on anticipated needs. The CCWA reserves the right to purchase more or less based on actual need at contract price. If a Proposer intends to offer minimum or maximum shipment quantities, such intent and such quantities should be specified on the proposal

Clayton County Water Authority October 2024

Form. Otherwise, none will be assumed.

19. The time for completion of the work is stated in the proposal Form. Failure to complete the work within this period shall result in payment to the CCWA of liquidated damages in an amount provided for by contract for each calendar day in excess of the Contract time.

20. The Proposer must employ such methods and means in carrying out the work as will not cause any interruption of or interference with any other Proposer.

21. The successful Proposer must comply with the applicable Risk Management Requirements prior to beginning performance, and during the contract period.

22. The Contract between the CCWA and the Proposer shall be executed on a form provided by CCWA and will be subject to all requirements of the contract documents (which include but may not be limited to the Contract, these instructions, any Purchase Orders, and the Risk Management Requirements), and shall form a binding contract between the contracting parties.

23. Failure to execute the Contract, any required Surety Performance and Payment Bonds, or to furnish any required satisfactory proof of carriage of required insurance within ten (10) days from the date of notice of award of the Contract shall be just cause for the annulment of the award and for forfeiture of the proposal guaranty to the CCWA, not as a penalty, but in liquidation of damages sustained.

At the discretion of the CCWA, the award may then be made to the next lowest responsible vendor, or the work may be re-advertised or constructed by the

CCWA.

24. Any Contract and Contract Bonds shall be executed in duplicate.

25. Award of this proposal shall be by action of the CCWA Board at its regular monthly meeting.

26. The CCWA reserves the right, with or without notice or cause, to accept any proposal regardless of the cost thereof; to reject any proposal, or any number of proposals; to negotiate with any Proposer for a reduction of or alterations in its proposal; to reject all proposals and to call for additional proposals upon the same or different invitations to proposal, plans or specifications; to be sole judge, in its discretion, on all questions as to whether or not a proposal complies with the invitation to proposal, the plans or the specifications, and as to the solvency and sufficiency of any and all sureties on all bonds.

27. The apparent low proposal for goods shall be considered to be the lowest aggregate total price of specified products at their unit prices times the estimated required quantities of these specified products.

Clayton County Water Authority October 2024

28. Proposals received from two (2) or more vendors that are identical in price, delivery and meet the requirements of the proposal specifications shall be awarded on the following basis:

a. The proposal submitted by a vendor who does not have a documented negative vendor performance record.

b. The proposal submitted by a vendor who is located within Clayton County.

c. The proposal submitted by a vendor who is certified by our Small Local Business Enterprise Program.

d. If the tie proposals meet all the above criteria, and it is not in CCWA’s best interest (at its sole discretion) to split the award, the proposal award is based on the toss of a coin by CCWA staff in a public session. The vendors involved will be invited to attend the coin toss at a stated date and time. One or more witnesses from both CCWA Procurement and the Request Department may be present. A simple coin toss (called by the vendor listed first in the alphabet) will break the tie and decide the award.

29. While price is the prime criteria, and the CCWA intends to purchase at the lowest responsible proposal available, price shall not be the sole criteria utilized by the CCWA in evaluating the proposal package submitted. The following criteria shall also be utilized by the CCWA in determining the lowest responsible proposal:

a. Ability of Proposer to perform in the time frame needed by the CCWA.

b. Reputation of the Proposer in its industry.

c. Reasonableness of the proposal in relation to anticipated costs.

d. Ongoing relationships with the CCWA based on above-average prior performance of work with CCWA.

e. Preference for local vendors where there is no significant variance in price or service.

30. Proposers are notified that CCWA reserves the right except in the case of public works contracts to include among the factors considered in awarding the contract the proximity of each Proposer’s place of business to any affected Authority facility. CCWA further reserves the right to award the contract to a Proposer other than the Proposer offering the lowest price where: (a) the difference in price between the low Proposer and the preferred Proposer is nominal: and (b) CCWA's Board determines that the preferred proposal provides the most cost-effective option due to the closer proximity of the preferred Proposer’s place of business to the affected Authority facility or facilities. In such a situation, by responding to this proposal, the Proposer waives any cause of action against CCWA for frustration of proposal or under any similar legal theory; furthermore, the Proposer agrees to

Clayton County Water Authority October 2024 pay all costs and expenses, including but not limited to attorney fees, incurred by CCWA in defending against any such claim.

31. It is the policy of the Clayton County Water Authority (CCWA) to promote award of sub-agreements for goods and/or services to qualified minority and women-owned businesses. Proposers are encouraged to solicit minority and women-owned businesses whenever they are potential sources.

32. Proposers are encouraged to utilize the services and assistance of the U.S. Small Business Administration (SBA), and the office of the Department of Commerce Minority Business Development Agency (MBDA). These agencies can provide assistance in securing the names of qualified minority and women-owned businesses. Additionally, it is encouraged that Proposers access certified Small Local Business Enterprise (SLBE) vendors from Clayton County, DeKalb County, and City of Atlanta.

The Georgia Department of Transportation (DOT) has established a list of qualified Disadvantaged Business Enterprises. Information is available online under the tab for “Directories”, link for “UCP Directory - Excel” at:

http://www.dot.ga.gov/PS/Business/DBE.

The successful Proposer will be asked to provide, along with his Request for Payment each month a list of qualified SLBE and MBE/WBE businesses utilized on this Project.

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT OF 2006

37. Pursuant to the Georgia Security and Immigration Compliance Act of 2006, the successful Proposer understands and agrees that compliance with the requirements of O.C.G.A.13-10-91 and Georgia Department of Labor Rule 300- 10-02 are conditions of this proposal and contract document. The Proposer further agrees that such compliance shall be attested by the Proposer and any of his Subcontractors by execution of the appropriate Affidavit and Agreement included after the Agreement Form of these documents.

http://www.dot.ga.gov/PS/Business/DBE

Clayton County Water Authority October 2024

Section 2: Risk Management Requirements The Contractors and any potential CCWA approved Subcontractors will provide minimum insurance coverage and limits as per the following:

The Contractor/Subcontractor will file with the Clayton County Water Authority (the “Authority”) Certificates of Insurance, certifying the required insurance coverage and stating that each policy has been endorsed to provide a minimum of thirty (30) day advance written notice to the Authority in the event of cancellation, material change, or nonrenewal of policies required under the contract to the Authority. All bonds and insurance coverage must be placed with an insurance company approved by the Authority, licensed, or approved to do business in the State of Georgia, and rated Secure (“A-”, “VII” or better) by A.M. Best’s Insurance Guide throughout the duration of the contract. The letter denotes the company’s financial strength, and the Roman numeral represents the financial size of the carrier. Worker’s Compensation self-insurance for individual Contractors must be approved by the Worker’s Compensation Board, State of Georgia and/or Self-Insurance pools approved by the Insurance Commissioner, State of Georgia. The insurer shall agree to waive all rights of subrogation against the Authority, its elected or appointed officers, officials, agents, authorized volunteers, and employees for losses paid under the terms of this policy which arise from work performed by the Named Insured for the Authority, but this provision applies regardless of whether or not the Authority has received a waiver of subrogation from the insurer.

As the Risk Management Requirements herein are minimum required insurance coverage and limits, the Authority’s Risk Manager may require additional and/or increase in coverage and limits driven by the complexity of the relevant contract.

The Authority requires insurance on an “occurrence” basis whenever possible. Policies written on a “claims made” basis (e.g. cyber, professional liability and pollution liability) require the inclusion of the following provisions:

(a) The retroactive date must be shown on the certificate of insurance (or provided a copy of the declarations page showing it).

(b) Insurance must be maintained for at least two (2) years after completion of the work and/or contract.

(c) If coverage is canceled or non-renewed after the work has been completed and/or the contract has ended, the contractor must purchase the extended reporting period for at least two (2) years.

Clayton County Water Authority October 2024

APPLICABLE TO ALL CONTRACTS AS APPLICABLE (Marked with an “X”)

Worker’s Compensation – Required for all contracts, including any sole proprietor, individual consultants, or small businesses.

Worker’s Compensation coverage on a statutory basis for the State of Georgia with an Employer’s Liability MINIMUM limits of $500,000 bodily injury for each Accident, $500,000 bodily injury for each Disease, and $500,000 bodily injury by Disease for each Employee. Other States: If any work is performed out of state including any remote workers, then those states must be covered as well. Maritime endorsements: If there is an exposure of injury to any contractors or providers to any maritime exposures then coverage shall include the appropriate endorsements such as USL&H (United States Longshore and Harbor Workers Comp Act), Jones Act or other federal statutes. Waiver of subrogation: The insurer agrees to waive all rights of subrogation against the Authority, its elected or appointed officers, officials, agents, authorized volunteers, and employees for losses paid under the terms of this policy which arise from work performed by the Named Insured for the Authority, but this provision applies regardless of whether or not the Authority has received a waiver of subrogation from the insurer. An umbrella policy may increase the employer’s liability limits to meet the minimum requirements.

Commercial General Liability – Required for all contracts. Coverage to be provided on “occurrence” not “claims made” basis. The coverage is to include Contractual liability, Per Project Limit of Liability, losses caused by Explosion, Collapse and Underground (“xcu”) perils, the “Clayton County Water Authority” is to be added as an Additional Insured and Products and Completed Operations coverage is to be maintained for three (3) years following completion of work. The general aggregate and products & completed operations aggregate

Crime Liability – Required for all contracts involving any use, care, custody, or control of any cash, money, securities, and/or wire transfers.

Any use of crypto currencies must be pre-approved by the Risk Management Department.

Cyber Liability – Required for all software, computer hardware installation, data access, data integrations, data usage, cloud storage, SaaS, and or technology related contracts.

Coverage shall include the minimum: a) Information Security & Privacy Liability; b) Regulatory Fines and Penalties; c) Payment Card Industry (PCI) if credit cards and/or banking information is obtained or accessed, and d) Ransomware. Since cyber insurance policies are written on a claims-made basis, insurance must be maintained for at least two (2) years after completion of the work and/or contract.

Professional Liability Insurance (Errors & Omissions) – Required for all professional service contracts. This shall include any consultants, medical, legal, technical, insurance agents, or other professions that require proper licenses. Since professional insurance policies are written on a claims-made basis, insurance must be maintained for at least two (2) years after completion of the work and/or contract.

Terrorism Liability – Required on specific contracts stated by the Risk Management Department including but not limited to: 1) all contracts involving access or use of any water, gas, electric utilities shall require third parties to have TRIA and third-party liability limits of at least $5,000,000; and 2) all special events that are highly visible, politically sensitive, or have more than 1,000 attendees should require at least $1,000,000 of terrorism liability for any event sponsors.

Clayton County Water Authority October 2024 should be at least twice the minimum required occurrence limit. Policy shall be written on an Insurance Services Office (ISO) industry form CG0001 2010 or newer. Contracts involving any youths or children under 18 should also be required to provide proof of coverage for sexual abuse & molestation coverage that it is either;

clearly not excluded on the general liability or purchased as a stand-alone policy. Should the coverage be on a claims-made basis, insurance should remain in force for the life of the contract and up to the date to which the youngest youth/child at the start of the contract turns age 18 plus two years.

Automobile Liability – Required for all contracts except for products or services that are remote only or are delivered by a professional delivery service. ISO policy form CA0001 or its equivalent liability coverage. Coverage shall be included for any owned, leased, hired, or non-owned autos (ISO symbol 1 is preferred). For any contracts involving the transportation of hazardous materials, limited pollution endorsement ISO form CA9948 or its equivalent shall be on the policy. Sole proprietors shall provide the same limits as stated above via a personal auto policy plus an umbrella. Uninsured motorist coverage should be equal to the per occurrence limit except for contracts with other governmental entities.

Aviation Liability – Required for all Drones/UAV (Unmanned Aerial Vehicles), general aviation contracts, and Fixed base operators (FBO). Coverage should include owned, hired, and non-owned aircraft/aviation.

Liquor Liability – Required for all third-party services and contracts involving selling, distributing, or serving alcohol. Coverage should be full liquor liability and not “host” liquor if it is being sold.

Sexual Abuse & Molestation Liability – Required for all contracts and services involving youths, children, special needs, or senior citizens. Must be maintained for at least two (2) years after completion of the work and/or contract.

Builder’s Risk – Recommended for most construction projects. The limit of coverage should be equal to the value of the contract or GREATER. Covered perils should be at least fire, wind, theft, vandalism, flood, and earthquake.

Umbrella Liability – Recommended for all contracts. The umbrella or Excess Liability Policy may be used to combine with underlying policies to obtain the limits required. The Management of the Authority may elect to require higher limits.

The underlying coverage shall be General Liability, Automobile Liability, and Employers Liability (Workers Compensation). Concurrent policy dates with primary liability policies except for Workers Compensation.

MINIMUM LIMITS OF LIABILITY ON NEXT PAGE

Clayton County Water Authority October 2024

INSURANCE COVERAGE LIMIT

Worker’s Compensation Bodily Injury by Accident - Each Accident $500,000 Bodily Injury by Disease – Each Disease $500,000 Bodily Injury by Disease – Each Employee $500,000

Commercial General Liability

General Aggregate $2,000,000 Products & Completed Operations Aggregate $2,000,000 Each Occurrence $1,000,000 Personal & Advertising Injury $1,000,000 Damages to Premises / Fire Legal $500,000 Medical Payments $5,000

Automobile

Combined Single Limit OR $1,000,000 Per Person $500,000 Per Occurrence $500,000 Property Damage $100,000 Medical Payments $1,000

Crime

Employee Dishonesty $1,000,000 Funds Transfer Fraud $1,000,000 Money & Securities $100,000 Computer Crime $1,000,000 Social Engineering or its equivalent $100,000

Cyber Insurance

Each Claim/Wrongful Act $1,000,000 Annual Aggregate $2,000,000 Business Interruption $1,000,000 Data Recovery $1,000,000 Cyber Extortion Expenses $500,000 Cyber Extortion/Ransom Payments $50,000

Professional Liability Each Claim/Wrongful Act $1,000,000 General Aggregate $2,000,000

Terrorism Access/use of water, electric or gas utilities $5,000,000 Special events $1,000,000

Aviation Each Occurrence $5,000,000 Automobile Liability $1,000,000 Pollution Liability (FBOs Only) $1,000,000

Liquor Each Occurrence $1,000,000 General Aggregate $2,000,000

Sexual Abuse & Molestation Each Claim/Wrongful Act $1,000,000 General Aggregate $2,000,000

MINIMUM LIMITS OF LIABILITY

Clayton County Water Authority October 2024

Section 3: Required Proposal Submittals

3.1 Proposal Submittal Requirements:

The following items are required to be included as part of the proposal submittal.

Failure to include any of these items may result in the proposal being deemed non-responsive:

For your convenience, a check box is provided next to the required items, which include but are not limited to:

A. Proposal Form – Proposers must submit their completed and signed Proposal Form.

B.

Proposer Qualification Information Form, including References. Failure to provide satisfactory references will result in the proposal being deemed non-responsive.

C. Georgia Security and Immigration Compliance Act of 2006 form.

D. Contractor Affidavit and Agreement form.

E. Subcontractor Affidavit form.

An indication of “N/A” for “not applicable” must be noted as appropriate.

If a Contractor/Subcontractor will not be performing any services under this contract, the Contractor/company submitting the proposal MUST also complete, sign, date, and have both Affidavit forms notarized and make proper notation of "N/A" - Not Applicable.

CCWA cannot consider any proposal which does not include completed affidavits.

It is not the intent of this notice to provide detailed information or legal advice concerning the Georgia Security & Immigration Compliance Act of 2006, as amended on May 11, 2009. All Proposers intending to do business with CCWA are responsible for independently apprising themselves and complying with the requirements of that law and its effect on CCWA procurements and their participation in those procurements.

F.

CCWA SLBE Certificate and/or required SLBE Forms (as applicable).

An indication of “N/A” for “not applicable” must be noted as appropriate.

G. Non-Collusion Certificate.

H. Certification of Absence of Conflict of Interest.

I. Vendor Information Form. Company name must match the W-9 Form.

Clayton County Water Authority October 2024

J. W-9 Form. Company name must match the Vendor Information Form and must be registered with the Georgia Secretary of State.

K. Copies of all licenses required to perform the work (if applicable).

L. Proposers’ corporate minutes that include officers’ names and titles with authority to sign contracts.

M.

Any other items as required in this RFB including but not limited to the items contained in the Instructions to Proposers, Proposal Form and Specifications sections.

N. All addenda issued.

O. Appendix A – HCM Requirements (submitted as spreadsheet via flash drive).

3.2 Required Post Award Submittals:

The following is required from the successful Proposers:

a. A current Certificate of Insurance.

b. An endorsement including CCWA as an additional insured for the Commercial General Liability only.

c. A 30-day cancellation endorsement for ALL policies on your Certificate of Insurance.

https://ecorp.sos.ga.gov/BusinessSearch

Clayton County Water Authority October 2024

Section 4: Proposal Form

Proposal of (Hereinafter "Proposer"), organized and existing under the laws of the State of , doing business as _____________________________________(insert "a corporation," "a partnership," or "an individual" or such other business entity designation as is applicable).

To the Clayton County Water Authority (hereinafter "Owner").

In compliance with the Request for Proposals, Proposer hereby proposes to perform all Work for Human Resources Information System, in strict accordance with the Contract Documents as enumerated in the Request for Proposals, within the time set forth therein, and at the prices stated below.

By submission of this proposal, Proposer certifies, and in the case of joint proposal each party thereto certifies as to the party’s own organization that this proposal has been arrived at independently, without consultation, communication, or agreement as to any matter relating to this proposal with any other Proposer or with any competitor. Proposer also certifies compliance with the Instructions to Proposers.

In submitting this proposal, Proposer certifies Proposer is qualified to do business in the state of Georgia as required by laws, rules, and regulations or, if allowed by statute, covenants to obtain such qualification prior to contract award.

CONTRACT EXECUTION:

The undersigned Proposer agrees, if this proposal is accepted, to enter into an Agreement with OWNER on the form included in the Documents to perform and furnish Work as specified or indicated in the Documents for the Contract Price derived from the proposal and within the times indicated herein and in accordance with the other terms and conditions of the Documents.

Proposer accepts the terms and conditions of the Documents.

INSURANCE:

Proposer further agrees that proposal amount(s) stated herein includes specific consideration for the specified insurance coverages.

CONTRACT TIME:

ADDENDA:

Proposer acknowledges receipt of the following Addenda:

Clayton County Water Authority October 2024

Section 6: Proposer Qualification Information

COMPANY NAME OF PROPOSER: _____________________________________

NUMBER OF YEARS IN BUSINESS

BUSINESS ADDRESS OF COMPANY:

TELEPHONE NUMBER:

POINT OF CONTACT NAME: _____________________________________

POINT OF CONTACT EMAIL ADDRESS: ________________________________

COMPANY TAX ID NUMBER:

COMPANY WEBSITE: _____________________________________

ENTITY TYPE: Individual/Sole Proprietor Employee Owned Company

Privately Held Corporation/LLC Partnership

Publicly Owned Company Attorney

Other (specify): _______________________________________

NAME OF PRINCIPAL OFFICERS:

Clayton County Water Authority October 2024

Section 6: Proposer Qualification Information

REFERENCES

The proposal must contain at least three (3) references of similar experience in the past five

(5) years. References must include a contact person, address, and phone number. The Clayton County Water Authority should not be included as a reference.

COMPANY/GOV’T ENTITY NAME: ______________________________________________

CONTACT NAME: ___________________________________________________________

ADDRESS: ___________________________________________________________

PHONE NUMBER: ___________________________________________________________

COMPANY/GOV’T ENTITY NAME: ______________________________________________

CONTACT NAME: ___________________________________________________________

Clayton County Water Authority October 2024

Section 7: Contractor Affidavit and Agreement

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT OF 2006

A. Pursuant to the Georgia Security and Immigration Compliance Act of 2006, the Contractor understands and agrees that compliance with the requirements of O.C.G.A. § 13-10-91 and Georgia Department of Labor Rule 300-10-.02 are conditions of this Agreement. The Contractor further agrees that such compliance shall be attested by the Contractor through execution of the contractor affidavit required by Georgia Department of Labor Rule 300-10-1-.07, or a substantially similar contractor affidavit. The Contractor’s fully executed affidavit is attached hereto and is incorporated into this Agreement by reference herein.

B. By initialing in the appropriate line below, the Contractor certifies that the following employee-number category as identified in O.C.G.A. § 13-10-91 is applicable to the Contractor:

1. 500 or more employees.

2. 100 or more employees.

3. Fewer than 100 employees.

C. The Contractor understands and agrees that, in the event the Contractor employs or contracts with any subcontractor or subcontractors in connection with this Agreement, the Contractor shall:

1. Secure from each such subcontractor an indication of the employee-number category as…