2026 JANITORIAL DUTIES UPDATED BID PACKET.pdf

Request for Bid

Janitorial Services #2027-24

Release Date: September 25, 2026

City of Covington 2194 Emory Street

Covington, Georgia 30014

The City of Covington is accepting proposals for the purpose of contracting for janitorial services for various City buildings. Sealed bids must be received by the Purchasing department, Attn: Maranna Gilbert at 2194 Emory Steet NW, Georgia 30014 at City Hall by Thursday, October 22, 2026 by

10:00AM.

The City of Covington will consider the competency and responsibility of bidders in making the award. City of Covington reserves the right to reject any and all bids, to waive informalities and technicalities, to reject portions of the bids and to award contracts in a manner consistent with the City and laws governing the State of Georgia.

SCOPE AND SPECIFICATIONS

Vendors are invited to submit a proposal for Janitorial Services for the City of Covington as specified in the bid packet. The contractor shall furnish all labor, material, and equipment necessary for the performance of such services in accordance with all the terms and conditions of this request for bid

Please submit two (2) hard copies and one (1) copy on USB Flash drive to:

City of Covington Purchasing Department

Janitorial Services RFP #2026-24

Attention: Maranna Gilbert

2194 Emory Street NW

Covington, Georgia 30014

If using USPS, mail to:

P.O. Box 1527

Covington, GA 30015

SPECIAL TERMS AND CONDITIONS

I. Submission of Bids

Bids shall be enclosed in sealed envelopes, addressed to the City of Covington Purchasing Department with the name of the bidder, the date and hour of opening and marked “Janitorial Services RFP 2026-24”. Proposals must be received in the Purchasing Department no later than Thursday, October 22, 2026 by 10:00 AM forth in the Invitation to Bid. It is the sole responsibility of the bidder to ensure that his or her bid reaches the Purchasing Department. Any addenda should be enclosed in the sealed envelopes as well. The bids will be publicly opened and read at the time and place set forth in the Invitation to Bid.

Unsigned bids will not be considered except in cases where bid is enclosed with other documents, which have been signed. The City will determine this.

City of Covington is exempt from federal excise tax and Georgia sales tax with regards to goods and services purchased directly by City of Covington. Suppliers and contractors are responsible for federal excise tax and sales tax, including any taxes for materials incorporated in City construction projects. Suppliers and contractors should contact the State of Georgia Sales Tax Division for additional information. Tax Exemption Certificates will be furnished upon request.

Information submitted by a bidder in the bidding process shall be subject to disclosure after the public opening in accordance with the Georgia Open Records Act. Each page of proprietary information must be identified. Entire bid may not be deemed proprietary.

References – Five references for current customers. Must include company name, contact name, phone number, overview of services, length of service, other relevant information.

II. Award

Award will be made to the lowest responsive and responsible bidder. Conditional bids are not acceptable. The quality of articles to be supplied, their conformity with the specifications, their suitability to the requirements of the City, and the delivery terms will be taken into consideration in making the award. The City may make such investigations as it deems necessary to determine the ability of the bidder to perform, and the bidder shall furnish to the City all such information and data for this purpose as the City may request. The City reserves the right to reject any bid if the evidence submitted by, or investigation of such bidder fails to satisfy the City that such bidder is properly qualified to carry out the obligations of the contract. The City reserves the right to reject or accept any or all bids and to waive technicalities, informalities, and minor irregularities in bids received. The Bidder does not have the exclusive right to fill all of the City’s requirements for the goods or services awarded nor will the City be obligated to purchase the estimated annual quantity or any quantity contained in the bid document.

The City reserves the right to make an award as deemed in its best interest, which may include awarding a bid to a single bidder or multiple bidders; or to award the whole bid, only part of the bid, or none of the bid to single or multiple bidders, based on its sole discretion of its best interest. In case of tie bid, the award will be made as follows:

1. The bid will be awarded to the in-City vendor.

2. The bid will be awarded to the in-State vendor.

3. The bid will be awarded to the vendor with the lesser total dollar volume.

5000.03 - LOCAL VENDOR PREFERENCE

It shall be the policy of the City of Covington to give local vendors preference given that the quality, prior performance, availability of service, supplies and materials, delivery schedule and price are equal.

III. Joint Purchasing

The Newton County Shared Cost Initiative is an effort to lower the cost of goods and services purchased by public agencies in Newton County through use of shared resources and economies of scale. Accordingly, public agencies located in Newton County and participating in the shared cost initiative shall be allowed to purchase identical items and services at the same price and upon the same terms and conditions as established in this contract.

Participating agencies include the following: Newton County Board of Commissioners; Newton County Board of Education; Newton County Water and Sewerage Authority; the City of Covington; City of Oxford; City of Porterdale; Town of Mansfield; and Town of Newborn.

INTRODUCTION:

The City of Covington is seeking a qualified, established, professional, cleaning firm to provide janitorial services for the City of Covington. It is the City’s goal to have the appearance of the requested facilities kept in a neat and clean fashion. Instructions for preparation and submission of a proposal are contained in this packet. Proposals must be typed or printed in ink.

The City of Covington provides equal opportunity for all businesses and does not discriminate against any person or business because of race, color, religion, sex, national origin, and handicap or veterans status. This policy ensures all segments of the business community have access to supplying the goods and services needed by the City of Covington.

CONTACT FOR THIS REQUEST:

All questions regarding this bid shall be made via email to Maranna Gilbert at mgilbert@cityofcovington.org The deadline to submit questions is 3:00 P.M. local time, Tuesday, October 13, 2026. The City will post “Response to Questions and/or Addenda”, if applicable, on the City website, www.cityofcovington.org under Business / Bids, by 5:00 P.M. on Friday, October 16, 2026.

CONTRACT TERM:

The contract shall be in effect for twelve (12) months with the option to renew for three (3) additional calendar years upon mutual agreement of both parties. Either party may terminate this contract with thirty days’ notice without cause and without further obligation except for payment due for services prior to date of such termination.

DUE DATE:

Sealed proposals must be received by the City of Covington Purchasing Department, 2194 Emory Street NW, Covington, Georgia 30014 by 10:00 A.M., local time on Thursday, October 22, 2026.

Proposals received after this time will not be accepted.

PRE-BID/BID MEETING:

There will be a mandatory pre-bid meeting held at 2116 Stallings Street NW, Covington, Georgia 30014 at 10:00 A.M., local time on Tuesday, October 6, 2026.

mailto:mgilbert@cityofcovington.org http://www.cityofcovington.org/

GENERAL INFORMATION:

RECEIPT OF BID:

No bids received after said time or at any place other than the time and place as stated in the notice shall be considered. No responsibility shall attach to City of Covington for the premature opening of a bid not properly addressed and identified.

WITHDRAWAL OF BID:

A bidder may withdraw their bid before the bid due date, without prejudice to the bidder, by submitting a written request of withdrawal to the City of Covington Purchasing Department.

REJECTION OF BID:

City of Covington may reject any and all bids and must reject a bid of any party who has been delinquent or unfaithful in any formal contract with the City of Covington. Also, the right is reserved to waive any irregularities or informalities in any bid in the proposing procedure. The City of Covington shall be the sole judge as to which bid is best, and in ascertaining this, will take into consideration the business integrity, financial resources, facilities for performing the work, and experience in similar operations of the various bidders.

STATEMENT OF EXPERIENCE AND QUALIFICATIONS:

The bidder may be required, upon request, to prove to the satisfaction of the City of Covington that he/she has the skill, experience, necessary facilities and ample financial resources to perform the contract(s) in a satisfactory manner and within the required time. If the available evidence of competency of any bidder is not satisfactory, the bid of such bidder may be rejected. The successful bidder is required to comply with and abide by all applicable federal and state laws in effect at the time the contract is awarded.

NON-COLLUSION AFFIDAVIT:

By submitting a bid, the bidder represents and warrants that such bid is genuine and not sham or collusive or made in the interest or in behalf of any person not therein named, that the bidder has not directly or indirectly induced or solicited any other bidder to put in a sham bid, or any other person, firm or corporation to refrain from proposing and that the bidder has not in any manner sought by collusion to secure to that bidder any advantage over any other bidder.

DOCUMENTS DEEMED PART OF THE CONTRACT:

The notice, invitation to bidders, general conditions, and instructions for bidders, special conditions, specifications, bid, and addenda, if any, will be deemed part of the contract.

GOVERNING LAWS:

This contract is made under and shall be governed and construed in accordance with the laws of the State of Georgia.

ERRORS AND OMISSIONS:

The vendor shall not take advantage of any errors or omissions in this Bid Request, and shall promptly notify the City of Covington of any omissions or errors found in this document.

STANDARD INSTRUCTIONS:

1. The instructions contained herein shall be construed as a part of any bid invitation and/or specifications issued by the City of Covington and must be followed by each bidder.

2. The written specifications contained in this bid shall not be changed or superseded except by written addendum from the City of Covington. Failure to comply with the written specifications for this bid may result in disqualification by the City of Covington.

3. All goods and materials shall be F.O.B. Destination Covington, Georgia and no freight or postage charges will be paid by the City of Covington unless such charges are included in the bid price.

4. The following RFP “Janitorial Services RFP 2026-24” must be written clearly on the outside of each bid envelope in order to avoid prior opening in error.

5. All bids must be received and in-hand at bid due date and time. Each bidder assumes the responsibility for having his/her bid received at the designated time and place of bid due date. Bids received after the stated time and date may be subject to rejection without consideration, regardless of postmark. The City of Covington accepts no responsibility for mail delivery.

6. Unless otherwise stated, all bids submitted shall be valid and may not be withdrawn for a period of 60 days from the due date.

7. Each bid form submitted must include the name of the business, mailing address, the name, title and signature of the person submitting the bid. When submitting a bid to the City of Covington, the first page of your bid package should be the bid form listing the price, delivery date, etc., unless the bid form is requested to be in a separate envelope.

8. The City of Covington reserves the right to accept a bid that is not the lowest price if, in the City’s judgment, such bid is in the best interest of the City and the public. The City of Covington reserves the right to reject any and all bids.

9. Telephone, Telegraphic or Facsimile bids will not be accepted.

10. No sales tax will be charged on any orders. City of Covington is exempt from federal excise tax and Georgia sales tax with regards to goods and services purchased directly by City of Covington.

Suppliers and contractors are responsible for federal excise tax and sales tax, including any taxes for materials incorporated in City construction projects. Suppliers and contractors should contact the State of Georgia Sales Tax Division for additional information. Tax Exemption Certificates will be furnished upon request.

11. If applicable, completed questionnaires must be signed manually. The City of Covington reserves the right to accept or reject any bid on the basis of incomplete or inaccurate answers to the questionnaire.

12. If applicable, warranty information shall be provided.

14. Bidders shall identify any subcontractors, and include an explanation of the service or product that they may provide.

QUALIFICATIONS / REQUIRMENTS OF OFFERORS:

Contractor must obtain a business license in Georgia and provide a copy of that license with the submittal of their bid response.

Successful bidder shall provide a complete criminal background check on all employees who work in City buildings No other form/type of criminal background checks will be accepted. The City’s Safety Risk Dept. will review each background check and at its sole discretion, determine whether an individual shall be allowed to work in City buildings. If any employee is found to be working within a City building and no GCIC criminal background check, approved by the City’s Safety Risk Department is on file with the Safety Risk Department, this will be terms for cancelling the contract.

Before submitting a bid, firms shall carefully examine the scope of work and shall fully inform themselves as to all existing conditions and limitations and shall indicate in the bid all and any exceptions to requirements.

Each interested party is required to attend the pre-bid meeting and all site visits with City staff.

INSURANCE:

Contractor and/or subcontractors shall maintain the following insurance, (a) comprehensive general liability, including blanket contractual, covering bodily injuries with limits of no less than $1,000,000 per occurrence; and (b) commercial automobile liability, including blanket contractual, covering bodily injuries with limits of no less than $1,000,000 per occurrence, and property damage with no limits of no less than $1,000,000 per accident, (c) statutory worker’s compensation insurance, including $1,000,000 employer’s liability insurance

Contractor shall include in their bid, a certificate or policy of insurance evidencing Contractor’s / Subcontractor’s compliance with this paragraph. Contractor shall abide by all terms and conditions of the insurance and shall do nothing to impair or invalidate the coverage.

ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT OF 2011

Vendors submitting a Qualification package in response to this RFP must complete the Contractor Affidavit under O.C.G.A. §13-10-91(b)(1) which is provided with the RFP package to verify compliance with the Illegal Immigration Reform and Enforcement Act of 2011.

A. The form must be signed by an authorized officer of the contractor or their authorized agent.

B. The form must be notarized.

C. The contractor will be required to have all subcontractors and sub-subcontractors who are engaged to complete physical performance of services under the final contract executed between the City and the contractor complete the appropriate subcontractor and sub-subcontractor affidavits.

SUPERVISION SAFETY AND SECURITY:

• Contractor shall be responsible for instructing his/her employees in all safety measures.

• All equipment used by the contractor shall be industrial equipment and in safe operating condition at all times, and free from defects or wear which may in any way constitute a safety hazard to any person or City property.

• All custodial keys and/or card swipes shall be issued to the contractor; and a fee will be charged for the loss of any keys/ card swipes and/or the cost of changing of locks as the result of any loss of keys.

• The contractor shall keep all exterior doors locked during the performance of work or as otherwise directed and shall ensure that all doors are locked at the end of the shift unless otherwise noted.

• The personnel shall be instructed to turn off all interior lights in building prior to exiting.

• The City will provide a secure area for contractor’s supplies and equipment. The contractor shall maintain the storage area in a clean, orderly, and safe condition at all times.

• All personnel shall be instructed to contact the Police Department (911) immediately should any issues arise regarding personal safety and/or building safety issues during the performance of their work.

• All personnel assigned to work in City facilities will be subject to a criminal background check and may be fingerprinted and photographed. Contractor must provide complete criminal background check to the Safety Risk Dept. prior to any individual starting work.

EQUIPMENT USAGE:

There shall be no usage of City equipment, telephones, computers, or facilities by the contractor or staff. Any violation shall result in immediate removal of employee from any City building and return of keys and/or card swipes.

REMEDY FOR FAILURE TO PREFORM REQUIRED SERVICE:

The contractor may be called back to correct deficiencies in adherence to the general specifications at no additional charge to the City. Response time should be as soon as possible, but no more than four (4) hours from the receipt of the call during the normal business day. The contractor shall provide a 24-hour emergency telephone number for dealing with problems.

DAMAGE TO CITY PROPERTY:

The contractor shall assume responsibility for damage to or theft of City property directly caused by the custodial contractor and staff during the custodial operations. A written report of same and cause of damage must be submitted to the City of Covington Facilities Maintenance Manager within a twenty-four (24) hours of occurrence.

METHOD OF PAYMENT:

The custodial services will be paid to the contractor in monthly installments after receipt of an invoice from the contractor at the end of each time period (month). The invoice will be for the previous month’s service period and will be paid within thirty (30) days after the end of each month.

Invoices are to be mailed or delivered to: City of Covington, Accounts Payable Department, 2194 Emory Street NW Covington Georgia, 30014 (Physical address) or P.O.Box 1527 Covington, Georgia 30015 (Mailing address)

SUBCONTRACTORS:

The contractor shall make no subcontract with any other party for furnishing any of the services herein without advance written approval of the City.

CANCELLATION:

The City reserves the right to cancel the whole or any part of this contract due to failure by the contractor to carry out any material obligation, term, or condition of the contract.

Buildings Requested for Janitorial Maintenance

City Hall Building – 2194 Emory Street NW Covington, Ga 30014

Hours to be serviced – after 5:00pm Monday - Friday

Location Contact: Luther Bouchillon

• Square Feet = 22,700

• Urinals = 6

• Toilets = 13 (This includes one at auto shop)

• Sinks = 17 (This includes one at auto shop)

• Water Fountains = 4 (This includes one at auto shop)

Court Services Building – 2116 Stallings Street Covington, Ga 30015

Hours to be serviced – after 5:00pm Monday – Thursday

Friday starting at 4 pm to clean Court offices

Location Contact: Luther Bouchillon

• Square Feet = 3515

• Urinals = 1

• Toilets = 4

• Sinks = 4

• Water Fountains = 1

Welcome Center – 1143 Oak Street Covington, Ga 30014

Hours to be serviced – after 6:00pm on Monday / Wednesday / Thursday / Friday / Saturday

Location Contact: Luther Bouchillon

• Square Feet = 9754

• Toilets/Urinals = 14

• Sinks = 12

Airport – 14100 Hwy. 142 Covington, Ga 30014

Location Contact: Adam Webb

• Square Feet = 7044

• Toilets/Urinals = 7

• Sinks = 6

• Showers = 1

Police Department – 13183 Harland Dr. NE. Covington, GA 30014

Location Contact: Luther Bouchillon

• Square Feet = 25600

• Toilets/Urinals = 22

• Sinks = 21

• Water Fountains = 3

• Showers = 5

911 Center – 10796 Hwy.36 Covington, Ga. 30014

Location Contact: Luther Bouchillon

• Square Feet = 9663

• Toilets/Urinals = 6/2

• Sinks = 6

• Water Fountains = 2

Public Restrooms – 1147 Washington Street Covington, Ga 30014

Hours to be serviced - 8 p.m. to 8 a.m., 7 days of the week, Mon. –Sun.

Location Contact: Luther Bouchillon

• Square Feet = Men’s - 405 / Ladies - 405

• Urinals = 3-Men’s

• Toilets =3-Men’s / 6 -Ladies

• Sinks = Men’s- 1 triple sink / Ladies – 1 triple sink / 1-utility sink in storage closet

Utility Center –11631 Hwy. 142 Covington, Ga 30014

Hours to be serviced - Hours to be serviced – after 5:00pm Monday - Friday

Location Contact: Luther Bouchillon

• Square Feet = 24705

• Urinals = 6

• Toilets =17

• Sinks = 24

• Water Fountains = 3

• Showers =3

Street Dept. 1115 Elm St. Covington, Ga 30014

Hours to be serviced - Hours to be serviced – after 5:00pm Monday - Friday

Location Contact: Luther Bouchillon

• Square Feet = 1323

• Toilets =2

• Sinks = 3

Street Dept. 5120 Turner St. Covington, Ga 30014

Hours to be serviced - Hours to be serviced – after 5:00pm Monday - Friday

Location Contact: Luther Bouchillon

• Square Feet = 2250

• Toilets =2

• Sinks = 3

• Showers = 2

City of Covington — Janitorial Duties

The following janitorial duties are recommended for maintaining a clean, safe, and professional environment at all City Buildings.

Daily Duties

Office Areas

• Empty trash cans and replace liners.

• Vacuum carpeted areas and sweep or mop hard floors.

• Dust and wipe desks, tables, counters, and other accessible surfaces.

• Clean and disinfect high-touch surfaces, including door handles, light switches, and handrails.

• Clean glass entry doors and interior glass as needed.

• Maintain cleanliness of hallways, stairways, and common areas.

Restrooms

• Clean and disinfect toilets, urinals, sinks, countertops, and fixtures.

• Clean mirrors and glass surfaces.

• Sweep and mop floors.

• Refill toilet paper, paper towels, soap, and other restroom supplies.

• Empty trash and sanitary disposal containers.

• Report plumbing leaks, damaged fixtures, or other maintenance concerns.

Public Areas

• Clean and maintain the main lobby, reception areas, and public seating.

• Wipe down public counters and tables.

• Maintain cleanliness around entrances and exits.

Weekly Duties

• Dust blinds, ledges, baseboards, and other areas not requiring daily cleaning.

• Vacuum corners and edges of carpeted areas.

• Thoroughly clean and mop hard-to-reach floor areas.

• Clean interior windows and glass partitions.

• Dust and clean furniture and fixtures.

• Clean break rooms, including countertops, sinks, and appliances.

• Check janitorial supply inventory and report items needing replenishment.

Monthly or As-Needed Duties

• Deep clean carpets and upholstery as scheduled.

• Clean exterior windows as assigned.

• Clean light fixtures and ceiling vents where safely accessible.

• Clean walls, doors, and other surfaces requiring additional attention.

• Assist with cleaning before and after special events, meetings, and court sessions.

• Perform additional cleaning as directed by the supervisor.

Safety and Work Responsibilities

• Use cleaning chemicals according to manufacturer instructions.

• Follow all City safety policies and procedures.

• Use appropriate personal protective equipment.

• Place wet-floor signs when mopping or performing other wet cleaning.

• Report damaged equipment, unsafe conditions, leaks, or building maintenance issues promptly.

• Secure cleaning supplies and equipment when not in use.

• Maintain a professional appearance and courteous attitude when working around City employees and the public.

SUPPLIES:

The contractor shall furnish all necessary cleaning supplies. The city will supply the consumables such as toilet tissue, paper towels hand soap, trash can liners etc. No material harmful to restroom sinks, basins, floors, or carpet is to be used as a cleaner. As such, any damage identified as the result of using such cleaning supplies will be the responsibility of the contractor to replace. This may include replacing an entire area if necessary to match the existing material (such as a carpeted area)

CITY’S RESERVATION RIGHTS

The City reserves the right to take any course of action the City deems appropriate at the City's sole and absolute discretion, which may include:

• Waiving any defects or informalities in any proposal or proposing procedure.

• Accepting or rejecting any or all proposals or any part of any or all proposals.

• Awarding a contract by individual line items, by group, all or none, or any other combination most advantageous to the City.

• Canceling the RFP in part or its entirety.

• Reissuing the RFP with or without modification.

• Negotiating with any qualified entity.

• Extending the deadline for proposals; or

• Requesting additional information from any or all proposers.

SAFETY

• All employees employed by the contractor will adhere to safety practices required by the U.S.

Government - they shall wear latex gloves while cleaning the bathroom facilities and work gloves at the time.

• The Contractor must provide his/her employers with proper personal protective equipment; they shall include but is not restricted to latex gloves, mask, etc.

• Contractor shall schedule routine cleaning requirements to ensure that these are done in the order and time frame that are most efficient and have the least impact on normal operations. They are to be performed on a daily basis.

The contractor shall conduct an initial site visit to obtain overview of the work.

WORKING HOURS

Daily hours of the restrooms are Sunday-Saturday from 8 a.m. to 8 p.m. The restrooms will be open during all events on the square that extend past the regular daily hours.

Please include in your bid an hourly rate for special events that take place on the downtown square during normal business hours, nights, weekends, and holidays.

2026-24 Janitorial Services RFP

Addenda Acknowledgements (if applicable)

Each bidder is responsible for determining that all addenda issued by the City of Covington have been received before submitting a RFB.

Addenda

Date Vendor Received / Reviewed Initials

"1"

"2"

"3"

"4"

"5"

"6"

"7"

"8"

"9"

"10"

City of Covington Janitorial Services RFP 2026-24

Response to Questions Acknowledgements (if applicable)

Each bidder is responsible for determining that response to questions were acknowledged that were posted on the City of Covington website have been reviewed before submitting a RFB.

Vendor Information:

Vendor Name __________________________________________

Address __________________________________________

Telephone __________________________________________

E-Mail __________________________________________

Representative (print name)_______________________________

Signature of Representative_______________________________

Date Submitted_________________________________________

Price Proposal Form – Janitorial Maintenance (Use this form for your price proposal)

Cleaning and Janitorial Services

For City Hall

Fixed price contract amount of $_______________ (per month) $______________ (per year)

Special Events Hourly Rate of $____________________

For Court Services

For the Welcome Center

(Continued on the next page)

For the Airport

For the Covington Police Dept.

For the 911 Center

For the Public restrooms

For the Utility Center

For the Street Dep. Elm Street

For the Street Dept. Turner Street

Grand Total Cost for ALL City locations listed above.

One (1) month fixed price contract amount of $_____________________________

One (1) year fixed price contract amount of $_______________________________

Janitorial Services RFP 2026-24

PROPOSAL SIGNATURE FORM

The undersigned, as proposal responder, declares that he/she has carefully examined all the items of the Specifications and Instructions herein that he/she fully understands and accepts the requirements of the same, and he/she agrees to furnish the specified items and/or services as requested at the price proposed on the price proposal form for the City of Covington.

Firm Name:

Date:

Address:

Telephone:

Signature:

(Person executing response & official capacity)

CITY OF COVINGTON

QUESTIONNAIRE SHEET

The undersigned guarantees the truth and accuracy of all statements and answers herein contained.

1. How many years has your organization been in business as a Janitorial Contractor?

2. What is the last project of this nature that you were awarded? Give project name and describe the scope of the project, contact person, address and telephone number.

(use additional pages as needed)

4. Have you ever failed to complete work awarded to you or removed from a work site? If so, where and why?

5. The following are named as all relevant corporations or individuals for which you have performed work in the last three (3) years: (Give company name, contact person, address, telephone number and the project name)

(Use additional pages as needed)

6. Will you sublet any part of this work? If so, specify all possible contractors, giving business name, phone, contact and type of work:

7. State the true, exact, correct and complete name of the partnership, corporation, or trade name under which you do business, and the address of the place of business. (If a corporation, state the name of the President and Secretary. If a partnership, state the names of all partners. If a trade name, state the names of the individuals who do business under the trade name.) It is absolutely necessary that this information be furnished.

Correct Name of Bidder

(a) The business is a (Proprietorship) (Partnership) (Corporation).

(b) The address of principal place of business is:

(c) The telephone number and facsimile number are:

(d) The names of the corporate officers, or partners, or individuals doing business under a trade name are as follows:

Name Title

Bidder

(e) The name(s) of the agent of the corporation registered with the Secretary of State and address:

Address

END OF SECTION

Affidavit Verifying Status for City Public Benefit Application

By executing this affidavit under oath, as an applicant for the award of a contract with the City of Covington, Georgia, I __________________________. [Name of natural person applying on behalf of individual, business, corporation, partnership, or other private entity] am stating the following as required by O.C.G.A. Section 50-36-1:

______ I am a United States citizen

OR

______ I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality Act 18 years of age or older and lawfully present in the United States.*

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section 16-10-20 of the Official Code of Georgia.

Signature of Applicant: Date

SUBSCRIBED AND SWORN Printed Name:

BEFORE ME ON THIS THE

____ DAY OF _________, 20____. ___________________________

Alien Registration number for non-citizens

Notary Public My commission Expires:

*Note: O.C.G.A. § 50-36-1(e)(2) requires that aliens under the federal Immigration and Nationality Act, Title 8 U.S.C., as amended, provide their registration number. Because legal permanent residents are included in the federal definition of “alien”, legal permanent residents must also provide their alien registration number. Qualified aliens that do not have an alien registration number may supply another identifying number below.

CITY OF COVINGTON

NON-COLLUSION AFFIDAVIT OF CONTRACTOR

State of ____________________)

County of ___________________)

________________________________, being first duly sworn, deposes and says that:

(1)He is____________________________________ (owner, partner officer, representative, or agent) of_______________________, the Vendor that has submitted the attached RFP;

(2) He is fully informed respecting the preparation and contents of the attached RFP and of all pertinent circumstances respecting such RFP;

(3) Such RFP is genuine and is not a collusive or sham RFP;

(4) Neither the said Vendor nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affidavit, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other Vendor, firm or person to submit a collusive or sham RFP in connection with the Contract for which the attached RFP has been submitted or refrain from proposing in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Vendor, firm or person to fix the price or prices in the attached RFP or of any other Vendor, or to fix any overhead, profit or cost element of the proposing price or the proposing price of any other Vendor, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Covington or any person interested in the proposed Contract; and

(5) The price or prices quoted in the attached RFP are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Vendor or any of its agents, representatives, owners, employees, or parties in interest, including this affidavit.

(Signed)

(Title)

Subscribed and Sworn to before me this ____________day of ____________,20

Name_____________________________________________

Title______________________________________________

Notary Public: My commission expires (Date)

DRUG-FREE WORKPLACE CERTIFICATION

The undersigned vendor hereby certifies that it will provide a drug-free workplace program by:

1. Publishing a statement notifying its employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the vendor’s workplace, and specifying the actions that will be taken against employees for violations of such prohibition;

2. Establishing a continuing drug-free awareness program to inform its employees about:

A. The dangers of drug abuse in the work place;

B. The vendor’s policy of maintaining a drug-free workplace;

C. Any available drug counseling, rehabilitation, and employee assistance programs; and D. The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace;

3. Giving all employees engaged in performance of the contract a copy of the statement required by subparagraph (1):

4. Notifying all employees, in writing, of the statement required by subparagraph (1), that as a condition of employment on a covered contract, the employee shall:

A. Abide by the terms of the statement; and B. Notify the employer in writing of the employee’s conviction under a criminal drug statute for a violation occurring in the workplace no later than five (5) calendar days after such conviction;

5. Notifying City of Covington in writing within ten (10) calendar days after receiving notice under subdivision (4) (A) above, from an employee or otherwise receiving actual notice of such conviction.

The notice shall include name and the position title of the employee;

6. Within thirty (30) calendar days after receiving notice under subparagraph (4) of a conviction, taking one or more of the following actions with respect to an employee who is convicted of a drug abuse violation occurring in the workplace:

A. Taking appropriate personnel action against such employee, up to and including termination; and/or B. Requiring such employee to satisfactorily participate in and complete a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state, or local health, law enforcement, or other appropriate agency; and

7. Making a good faith effort to maintain a drug-free workplace program through implementation of subparagraphs (1) through (6)

As the person authorized to sign this statement, I certify that this firm fully complies with the above requirements.

Signature:_______________________________ Date:____________________________

Print Name:______________________________

Company:_______________________________

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the physical performance of services on behalf of CITY OF COVINGTON has registered with, is authorized to use and uses the federal work authorization program commonly known as E- Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Name of Project

Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _________, _____, 202__ in _____________________(city), ______________(state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE ____ DAY OF ________________, 202__.

NOTARY PUBLIC

My Commission Expires: __________________________

Document Checklist - Required Forms to be submitted with bid

(Please arrange documents when submitting proposal in this order)

Documents Required

Janitorial-Price Proposal Forms and Proposal Signature Form

Copy of Georgia Business License

Insurance Certificate of Coverage

(As required in RFP documents)

Questionnaire Sheet

City Benefit Affidavit

Affidavit of Non-Collusion

Drug-Free Workplace Certification

Immigration & Security Form

Addenda Acknowledgements

(If applicable)

Response to Questions

( If applicable)