25_06051_P_CP Mental ServicesFinal.pdf

Purchasing Services

130 Trinity Avenue, S.W.

4th Floor

Atlanta, Georgia 30303

Request for Proposals (RFP)

For

Mental Health Services

August 1, 2025

RFP Number: 25-06051-P-CP

Due Date: August 19, 2025 Time Due: 11:00 a.m., ET

NIGP Commodity Code(s): 91867, 94876, 95262, 95867

ATLANTA PUBLIC SCHOOLS

RFP 25-06051-P-CP

ADVERTISEMENT FOR REQUEST FOR PROPOSALS

The Atlanta Independent School System (hereinafter, “Atlanta Public Schools” or “APS”) invites qualified contractors to submit proposals for mental health services.

In using this method for solicitation, we request that you provide the best value for our requirements.

To be eligible for consideration, online proposals shall be presented per this solicitation's instructions and within the specified timeframe. The selected offeror shall be responsible for meeting all specifications and guidelines set forth herein. Atlanta Public Schools, at its discretion, determines the criteria and process by which proposals are evaluated and awarded. No damages shall be recoverable by any challenger due to these determinations or decisions by Atlanta Public Schools.

If you cannot download these documents, contact the assigned procurement officer, Canettra Petty, at

(404) 802-2471 or canettra.petty@atlanta.k12.ga.us.

(Pre-Proposal) - Virtual

A Pre-Proposal conference will be held via Teams on Wednesday, August 06, 2025, at 11:00 a.m. ET.

Join Teams Meeting

Use meeting ID and Password:

Meeting ID: 270 616 754 333 1 Passcode: r9et3vr2

(Please NOTE: Attendance is not mandatory but strongly encouraged)

All questions or requests for clarification must be sent via Bonfire under Message - Opportunity Q&A:

https://aps.bonfirehub.com/opportunities/194138.

All addenda related to this solicitation will be posted on the Bonfire website at https://aps.bonfirehub.com/opportunities/194138. It is the offeror’s responsibility to check the Bonfire website for any addendums, responses to offeror questions, or other communications related to this solicitation.

Proposals shall be submitted online at https://aps.bonfirehub.com/opportunities/194138. The Office of Procurement Services will only accept proposals submitted online. Proposal submissions are due no later than 11:00 a.m. ET, August 19, 2025.

APS will only accept online submissions for proposals. Proposals can be submitted online at:

https://aps.bonfirehub.com/opportunities/194138.

Proposals submitted after the bid close date will not be accepted. Note: Any proposal submitted in any other format (email, paper, fax, mail, etc.) will not be accepted for any reason.

TENTATIVE TIMELINE

08/01/2025 Release RFP

08/06/2025 Pre-proposal conference Via Team, 11:00 a.m. ET 08/07/2025 Deadline for written questions, 12:00 p.m., ET 08/11/2025 Response to questions to be posted to Bonfire 08/19/2025 RFP due online at Bonfire by 11:00 a.m., ET 08/20/2025 Administrative Review 08/18/2025 Initial Shortlist Evaluation 08/25/2025 Phase 2 On-Site Interview/Presentations (if applicable) 09/08/2025 Recommendation to the APS Board of Education

TABLE OF CONTENTS

Section 1 Introduction Section 2 Scope of Work Section 3 Requirements for In–School Mental Health Partner Services Section 4 Requirements for Mental Health Services Duties Section 5 Proposal Submission Requirements Section 6 Company Qualifications and Experience Section 7 Methodology and Operations Section 8 Evaluation Section 9 Additional Requirements Section 10 General Requirements Section 11 General Terms and Conditions Section 12 Award Section 13 Contract

Attachments:

Attachment 1: Offeror Affirmation Form Attachment 2: Offeror Information Form Attachment 3: Offeror Inclusion Form Attachment 4: Offeror Reference Form Attachment 5: Primary Vendor/Subcontractor Utilization Form Attachment 6: Promise of Non-Discrimination Attachment 7: Joint Venture Affidavit Attachment 8: Contract Exceptions Attachment 9: E-Verify Affidavit of Compliance

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

2. Subcontractor Affidavit under O.C.G.A. 13-10-91 (b)(3); if applicable

3. Affidavit of Exception (if applicable)

Attachment 10: Local Preference Attachment 11: No Influence and Non-Collusion Affidavit Attachment A: Cost Proposal

1.0 INTRODUCTION

1.0.1 To be entitled to consideration, proposals shall be submitted online at https://aps.bonfirehub.com/opportunities/194138. The Office of Procurement Services will only accept proposals submitted online. Proposal submissions are due at 11:00 a.m.

ET on the date outlined in the solicitation (as determined by the time stamp clock when submitted online).

1.0.2 Proposals can be submitted online at: https://aps.bonfirehub.com/opportunities/194138.

Proposals submitted after the close date will not be accepted. Note: Any proposals submitted in any other format (email, paper, fax, mail, etc.) will not be accepted for any reason.

1.1 PURPOSE

1.1.1 The Atlanta Independent School System (hereinafter, “Atlanta Public Schools” or “APS”) invites qualified vendors to submit proposals to provide the APS Student Services Department with mental health services. This request aims to collect comprehensive information from mental health providers that will enable APS to screen, evaluate, and potentially select partners based on their ability to effectively and consistently meet students' and schools' needs.

1.1.2 APS is seeking experienced and qualified vendors to provide the district with mental health services, following all Local, State, and Federal regulations.

1.1.3 This solicitation is issued by applicable state and federal laws.

1.2 BACKGROUND

1.2.1 Atlanta Public Schools (APS) is the seventh-largest school system in Georgia and the eighty-ninth-largest school system in the nation. APS currently serves approximately 50,000 students. All schools are within the city limits of Atlanta.

1.2.2 Atlanta Public Schools uses multiple pre-approved vendors to provide mental health services for various APS schools.

1.3 CONTRACT TERM

The first term of the contract will be when the last signature is obtained through one (1) year. The contract will include an option of up to four (4) additional one-year contract renewals if agreed upon by both Atlanta Public Schools and the Vendor.

1.4 AWARD

1.4.1 APS reserves the right to make multiple awards, based on experience and qualifications, if it is deemed in the district’s best interest. APS reserves the right to negotiate with the highest-ranked proposer regarding proposal scope, quality, price, and any other issues it considers relevant to the awarded performance of the services.

1.4.2 If awarded to multiple vendors, the contract will be utilized by distributing service needs based on vendor capacity, geographic coverage, pricing, and specific expertise. This approach ensures flexibility, maintains competitive service quality, and allows us to allocate work efficiently across offerors to best meet our mental health requirements.

1.4.3 APS makes no guarantees as to the number or percentage of students that may utilize this service.

2.0 SCOPE OF WORK

Atlanta Public Schools (APS) prioritizes strong, collaborative relationships between school-based staff and mental health providers to ensure effective and coordinated student support. This partnership is closely linked to the passage of HB268. Payments will be contingent upon the enactment of House Bill 268 and the funding assigned thereto. Should HB 268 not be enacted, billing will be directed to the parents' private insurance or Medicaid for payments. All partnered mental health agencies are expected to fulfill the following school partnership and engagement responsibilities:

The vendor must have proven experience meeting the proposal's requirements in sections 3.0 and 4.0. The vendor must comprehensively describe the methodology and procedures to fulfill the requirements outlined in this RFP for APS. The selected vendor will be accountable for meeting the specifications and guidelines outlined herein. The projects encompass schools and administrative facilities spread across the district, and the vendor(s) must demonstrate the capability to deliver services.

3.0 REQUIREMENTS FOR MENTAL HEALTH PROVIDERS

3.1 Standards and Qualifications of Mental Health Providers

3.1.1 Mental health providers in Georgia must be certified or licensed according to Georgia state law. The vendor must be certified as an in-house school mental health provider under the laws of the State before performing any duties under the contract unless one of the two exceptions is met.

i. The Contractor has submitted the application, fingerprint cards, and records fee for the individual’s certifications, and the Secretary of State has not disapproved the application.

ii. The mental health provider must obtain certification through the Georgia Professional Standards Commission (GaPSC). There are different pathways to certification, including completing a state-approved school counseling program or holding specific credentials such as the National Certified School Counselor (NCSC) or a State of Georgia Licensed Professional Counselor (LPC).

3.1.2 The contractor must ensure that their mental health providers are properly trained before performing any duties required under the contract.

3.1.3 The mental health provider must have a master’s degree or higher in counseling, social work, psychology, or the human services.

3.1.4 The mental health providers must be at least twenty-one (21) years of age.

3.1.5 Mental health providers must have at least one year of counseling experience with children.

3.1.6 Must have experience in substance abuse and mental health counseling.

3.1.7 Must have experience working with children/adolescents.

3.1.8 The mental health provider must be able to speak, read, and write English clearly and concisely.

3.1.9 Mental health providers must be able to meet and deal positively and courteously with the APS students and staff.

3.2 Qualifications Contracts

3.2.1 On the first day of the Contract, the Contractor shall submit copies of the following documents to the Student Services Director or designee for any mental health providers assigned to Atlanta Public Schools:

i. Mental Health Providers certification card and driver's license as a form of ID.

ii. Mental Health Providers degree or equivalent certificate

iii. Mental Health Providers resume that reflects five years of experience in mental health.

iv. Mental Health Providers background check from the APS Student Services

Department.

3.3 The Contractor Shall

3.3.1 Be responsible for arranging and providing all necessary or required job-related training and training facilities on an ongoing and consistent basis for the contract term at no additional cost to APS.

3.4 School Partnership and Engagement Expectations

3.4.1 Therapist Presence in Schools:

3.4.1.1 Each assigned therapist must be physically present at their designated school(s) at least one full day per week to provide direct services, collaborate with school staff, and participate in team-based support meetings.

3.4.1.2 The therapist must attend and participate in Whole Child Intervention (WCI) meetings or other designated multi-disciplinary student support meetings that involve students on their caseload.

3.4.1.3 During meetings, the therapists shall provide clinical insights on FERPA/HIPAA-compliant boundaries, contribute to support planning, progress monitoring, and coordinate interventions with the school team.

3.4.1.4 The therapist must attend key family engagement events at their assigned school(s), including open houses, curriculum nights, and other school-sponsored family involvement nights when feasible and relevant to their caseload. The goal is to increase visibility, build trust with families, and promote awareness of available mental health support.

3.4.1.5 The contractor must ensure that therapists maintain regular and timely communication with the school leadership, counselors, and other student support staff. The contractor must also designate a consistent point of contact for district and school-level communication.

3.4.1.6 The therapist is encouraged to become an active, supportive member of the school environment by supporting school-wide wellness initiatives, collaborating on social-emotional learning efforts, and responding flexibly to school-specific needs.

3.4.1.7 The contractor may be asked to support schools during a crisis, such as the death of a student or staff member.

3.4.1.8 Contractors are encouraged to offer free professional learning opportunities for staff members, including trauma and mental health.

3.4.2 Clinical Supervision and Clearance Expectations:

3.4.2.1 Atlanta Public Schools (APS) holds all mental health partners to high professional conduct, supervision, and student safety standards. The contractor must ensure that all therapists and behavioral health staff providing services to

APS schools meet all requirements and pass a background check before entering any APS school building or initiating services with students. No individual may begin services or have student contact until APS confirms official clearance. The contractor is responsible for ensuring the timely submission of required documentation for background screening by the APS guidelines.

3.4.2.2 Therapists who are not fully licensed must receive weekly clinical supervision by a licensed mental health professional. The supervision must be in accordance with state licensing board requirements and include case consultation, ethical review, and skills development.

3.4.2.3 Each therapist must receive on-site observation by a clinical supervisor at least once per academic semester. The observation must include a review of the therapist's interaction with students and alignment with APS standards of care.

The contractor must document these observations, maintain them, and provide a copy to APS upon request.

3.4.2.4 The supervisors must be fully licensed mental health professionals with demonstrated experience in school-based mental health. They must also be accessible during school hours to respond to clinical questions and provide guidance and support for immediate needs.

3.4.2.5 The contractor must keep clear records of all supervision sessions, observations, and compliance with licensure supervision requirements. All documentation must include session dates, duration, key topics, and follow-up actions. APS may audit these records to ensure program integrity.

3.4.3 Internship Program Expectations:

3.4.3.1 Atlanta Public Schools (APS) recognizes the value of supporting the professional development of future mental health professionals through supervised internship experiences. However, when interns provide services to meet expectations: The interns must receive a minimum of one (1) hour of individual clinical supervision per week from a licensed clinician affiliated with the vendor. The state licensure standards must qualify the supervisor and require experience in school-based mental health services.

3.4.3.2 During the first semester of the internship, interns may observe and co-facilitate services but may not independently provide direct therapy to students. In the second semester, interns may provide one-on-one or group therapy services only if a licensed therapist is present within the school building and readily available to provide in-the-moment consultation or intervention. Interns may only conduct therapy sessions without a physical parent/guardian consent and clinical supervisor approval.

3.4.3.3 Families must be fully informed if services will be provided by an intern, including the distinction between intern- and clinician-led services. Before an intern initiates services, written informed consent must be obtained from the student’s parent or legal guardian.

3.4.3.4 APS must be notified in writing before any services interns provide are started.

This includes intern names, supervisor assignments, schools served, and a summary of the intended scope of services.

Any changes to intern status, supervision, or assigned location must be communicated to APS promptly.

3.4.3.5 Contractors are responsible for ensuring the quality and ethical standards of services delivered by interns. The supervising clinician and agency leadership must regularly review intern performance and client safety.

APS reserves the right to request an intern's removal from the program if concerns arise regarding service quality, safety, or professionalism.

4.0 IN-SCHOOL MENTAL HEALTH PROVIDERS DUTIES

4.1 Mental Health support to be provided shall include, but are not limited to, the following:

4.1.1 Services will be available to APS students daily as determined by the needs of individual schools. The designated school contact will develop and approve a schedule with the contractor that works best for the student population to receive services during the day and after school.

4.1.2 Provides weekly school visits to conduct individual and/or group counseling for APS students to enhance mental health and behavioral functioning. The provider and the individual student/school schedule will determine the length of the sessions during the school visits.

4.1.3 Provides individual and group mental health counseling for PK-12 students at any of our 15 school sites. The provider will determine the group's make-up; however, ideal groups should not have more than six students.

4.1.4 Provides substance abuse counseling as needed.

4.1.5 Consults with parents, students, and school personnel to facilitate appropriate student services.

4.1.6 Develops a support system for students using family members, peers, school stakeholders, social support networks, and community agencies and institutions.

4.1.7 Maintains and submits a monthly quantitative data report that indicates the number and types of interactions with students to the Executive Director for Student Services or their designee.

4.1.8 Responsible for maintaining continuing education credits and license.

4.1.9 Contractors' Employees will comply with law, regulations, and agency policies and procedures.

4.1.10 Coordinates and monitors service delivery with school personnel to assure the adequacy and implementation of the individual service plan, goal attainment, need for additional assistance, and continued appropriateness of the service setting.

4.1.11 Assesses needs and planning services, evaluates individual strengths and needs, assesses the appropriateness of and need for various community mental health and substance abuse services, develops individual service plans, and monitors and evaluates client status.

5.0 PROPOSAL SUBMISSION REQUIREMENTS

5.1 MANDATORY REQUIREMENTS (See list in section 5.2 below)

5.1.1 Vendors are instructed to carefully read all terms, conditions, and specifications outlined in the RFP. Responses must be either typed or written in ink. Any correction made within the RFP submission (whiteout or strike-through) must be initialed by an authorized company representative submitting the proposal, or APS may reject the proposal.

5.1.2 The offeror shall submit an online proposal with a response that fully responds to Sections 5, 6, and 7 in the Bonfire Portal. Failure to respond to Sections 5, 6, and 7 may result in the proposal being deemed non-responsive. The offeror must reference each section as listed below.

Proposals must be submitted online via the following link by the given due date: https://aps.bonfirehub.com/opportunities/194138.

5.2 List of Mandatory Attachment Documents

Responses must be on the forms furnished within this RFP and completed in their entirety.

Attachment 1: Offeror Affirmation Form Attachment 2: Offeror Information Form Attachment 3: Offeror Inclusion Form Attachment 4: Offeror Reference Form Attachment 5: Primary Vendor/Subcontractor Utilization Form Attachment 6: Promise of Non-Discrimination Attachment 7: Joint Venture Affidavit Attachment 8: Contract Exceptions Attachment 9: E-Verify Affidavit of Compliance

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

2. Subcontractor Affidavit under O.C.G.A. 13-10-91 (b)(3); if applicable

3. Affidavit of Exception (if applicable)

Attachment 10: Local Preference Attachment 11: No Influence and Non-Collusion Affidavit Attachment A: Cost Proposal

6.0 COMPANY QUALIFICATIONS AND EXPERIENCE

6.1 Provide a brief history of the company, including the number of years in business, at least five (5) years providing In-School Mental Health Provider Services to large/other Georgia school districts.

6.2 Specifically, provide the following:

6.2.1 Information on experience that will demonstrate competence to perform the work involved in this project.

6.2.2 Organizational Chart, company size, and your main office location.

6.2.3 The number of professional staff available at your agency, broken down by role/title, for this engagement.

6.2.4 List of Government Agency Contracts/Partnerships

6.2.5 List of assessment tools used for clinical diagnosis.

6.2.6 Description of skills-based supports offered, such as the activities performed, previous training, research, reporting samples, etc.

6.2.7 Provide Detailed Information on Internship Programs.

6.2.7.1 How do parents/guardians receive informed consent?

6.2.7.2 Are there additional meetings/conversations with parents/guardians regarding intern vs clinician services?

6.2.7.3 How will APS be notified that interns are providing services?

6.2.7.4 What is the supervision process for interns?

6.2.8 Provide a sample copy of the Monthly Report Template with solicitation, as required.

6.3 Provide three (3) references that your company has or is currently providing services similar to the specifications of this solicitation, mental health services.

6.4 Provide resumes, which include qualifications, certifications, education, and responsibilities of staff expected to be assigned to this project.

6.4.1 Copies of active licenses currently held relative to in-school mental services.

6.5 Indicate and describe the scope and volume of business with other school systems in Georgia. Please provide each school system's average number of contracts and/or professional staff.

7.0 METHODOLOGY AND OPERATIONS

7.1 Describe your company’s capabilities to service a school district of this size.

7.1.1 Describe the type of behavior support positions you have on staff and their typical duties and responsibilities.

7.1.2 Describe the type of mental health services you can provide to students who are in emotional turmoil due to issues surrounding conflict, violence, instability, abuse, loss, exploitation, or the many other issues children and youth face regularly.

7.1.3 Describe the ability of your organization's scale to serve multiple schools within the district. How many students does your organization have the capacity to serve?

7.2 Describe Your Company Insurance & Access

7.2.1 Do you provide services for privately insured students/families? If yes, please list the private insurance you accept and any other resources provided for these families (e.g., super bill).

7.2.2 How does your agency support students who are uninsured or underinsured?

Please provide a breakdown of services offered and the cost to the family.

7.2.3 Does your agency provide services for Medicaid recipients? Please list all Medicaid plans your company accepts.

7.2.4 Does your agency have a presence of Insurance Navigator of Staff?

7.2.5 Provide the of clinicians paneled for each insurance company your company accepts.

7.3 Describe your company’s Clinical Staffing.

7.3.1 Does your agency have multilingual therapists on staff? If so, please provide the language spoken by the therapist who will be available in school for APS students.

7.3.2 How many licensed clinicians does your agency employ?

7.3.3 Please provide the staff supervisor model that your agency uses.

7.3.4 Will students on your caseload have access to psychiatrists or psychiatric nurse practitioners?

7.3.5 Can you specify other behavioral support roles your agency provides?

7.4 Indicate which services your agency provides

7.4.1 APS-specific Staff Professional Development

7.4.2 Crisis Intervention Support

7.4.3 Virtual Therapy Availability

7.4.5 Family Therapy Services

7.4.6 Small Group Counseling

7.4.7 Individual Counseling

7.4.8 Availability of Services During Summer/

Evening Hours

7.4.9 If applicable, describe the professional learning opportunities that you can provide APS in the area of behavior management, including conflict resolution.

Also indicate if there would be a cost to APS for these services.

7.5 Describe your Agency School Integration & Communication

7.5.1 Does your agency have a marketing strategy, website, and social media presence?

7.5.2 Please provide the timeline from referral receipt to intake appointments.

7.5.3 How will the school be notified if this timeline is exceeded?

7.6 Company Capabilities and Expertise

7.6.1 Describe your experience performing mental health services for governmental entities, preferably K-12 school districts.

7.6.2 Describe your firm’s certification program for mental health providers.

7.6.3 Describe the firm’s emergency response procedures.

7.6.4 Describe the firm’s hiring process, including recruiting, screening, and training.

7.6.5 Describe the training provided to your providers. (List Certifications held, certification of classes completed).

7.7 PRICING/PAYMENTS

7.7.1 Payment will depend upon passing House Bill 268 and the funding allotted. If HB 268 is not enacted, the costs will be charged to the parents' private insurance or Medicaid.

8.0 EVALUATION

8.1 To be eligible for consideration, proposals shall be presented in accordance with the instructions of this solicitation and within the specified timeframe. The awarded contractor is responsible for meeting all specifications and guidelines set forth herein.

8.2 An APS evaluation committee will evaluate each proposal that is deemed responsive. At its sole discretion, APS determines the criteria and process by which proposals are evaluated and awarded. No damages shall be recoverable by any challenger due to the determinations or decisions by APS.

8.3 APS reserves the right to contact offerors who submit proposals during the evaluation process and request additional information or clarification necessary to complete the evaluation.

8.4 After the closing date and time, Procurement Services will conduct an administrative review of all proposals received to determine responsiveness. Proposals deemed responsive will be submitted to the evaluation committee for review. Proposals deemed non-responsive will not be evaluated or considered for the award.

8.5 APS will evaluate all proposals and reserves the right to develop a competitive range for consideration. The competitive range is defined as a group for competitive negotiation, as determined during the evaluation process, composed of only those proposals considered to have a reasonable chance of being selected for an award and who are, therefore, chosen for additional discussions and negotiations. Proposals not in the competitive range are given no further consideration.

8.6 Proposals will be evaluated on the following criteria:

8.7 The formula to evaluate prices is as follows:

(Lowest price/price of the proposal being evaluated) x points possible for price = score

(If applicable)

# Criteria for Phase I Points Possible

1 Company Qualifications and Experience 500

2 Methodology and Operations 500

Total 1000

8.8 It is anticipated that the top evaluated proposals submitted in Phase 1 will be shortlisted and may be asked to participate in presentations/interviews as a part of Phase 2 of the evaluation process. APS, at its sole discretion, will determine which/if any, proposals will move forward into Phase 2.

8.9 APS reserves the right to NOT hold a Phase 2 presentation/interview.

8.10 PHASE 2: Criteria for Phase 2 Presentation/Interview: (Solely at APS discretion)

8.10.1 Offerors who have been shortlisted may be invited to participate in the presentation/interview Phase of the RFP process.

8.10.2 The shortlisted offerors will be emailed outlining their scheduled invitation's date/time/agenda.

8.10.3 Offerors who choose not to participate in the presentation/interview process will be removed from consideration for an award.

8.10.4 Phase 1 scores will not be considered as part of Phase 2 scoring. Phase 2 scores will be the final score of the evaluation process.

8.10.5 Phase 2 Presentation/interview evaluation criteria will be provided to the shortlisted offerors.

Phase 1 scores will not be considered as part of Phase 2 scoring. Phase 2 scores will be the final score of the evaluation process unless BAFOs are requested.

8.10.6 APS reserves the right to request the best and final offer (BAFO) from offerors during either Phase 1 or Phase 2 of the evaluation process.

8.10.7 APS reserves the right to negotiate terms and conditions, scope of work, price, and/or non-price terms and conditions with selected vendor(s) to meet the district's needs.

8.10.8 Negotiations may be:

Concurrent, which may be conducted concurrently with multiple offerors.

Exclusive, which may be conducted with the offeror whose proposal is the highest rated overall.

# Criteria for Phase II Points Possible

Interview/Presentations 500

Total 500

9.0 ADDITIONAL REQUIREMENTS

9.1 All submitted responses become APS's property and are subject to applicable open records policies and laws.

9.2 Proposals cannot be withdrawn after they are submitted to APS unless the offeror requests in writing to the Executive Director of Purchasing Services prior to the time set for receiving bids or unless the Executive Director of Purchasing Services fails to accept or reject the bids within one hundred and twenty (120) days after the due date of the bid.

9.3 Proposals that contain irregularities of any kind and/or do not comply fully with the requirements stated in the solicitation documents may be rejected at the discretion of the Executive Director of Purchasing Services.

9.4 APS reserves the right to waive any minor informality or error in the solicitation or offeror’s bid that will not adversely affect competition.

9.5 By submitting a response, the offeror certifies that this bid is made without prior understanding, agreement, or connection with any corporation, company, or person submitting a bid for the same service and is in all respects fair and without collusion or fraud; that collusive pricing is understood to be a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. It is further agreed that the offeror agrees to abide by all conditions of the solicitation, notice of award, and/or purchase order(s) of APS and that the person signing this bid is duly authorized to bid on behalf of the offeror.

9.6 Failure to provide correct information in an online submission may result in the bid being rejected. If further information is required to demonstrate responsibility, such as copies of licenses or permits (other than those mentioned in 6.4), certificates, etc., the offeror will be notified in writing and given five (5) days from notification to supply such information.

9.7 After the closing date and time, Procurement Services will conduct an administrative review of all bids received to determine responsiveness. Bids that are deemed to be responsive will be evaluated. Bids that are deemed to be non-responsive will not be evaluated or considered for award

10.0 GENERAL REQUIREMENTS

10.1 All work conducted must be in accordance with all local, state, and federal guidelines.

10.2 CONTRACT EXCEPTIONS:

The terms and conditions contained in this solicitation comprise the contract terms and conditions proposed by APS. APS does not intend to make changes to those terms and conditions, unless necessary to clarify the scope of work and/or technical requirements.

In order for any exceptions to be considered by APS, you must submit your exception request on the contract exception form through the Bonfire System by the due date as noted in the Submission Requirements.

10.3 WMBE OUTREACH EFFORTS:

The Atlanta Public Schools’ Equity and Social Justice Supplier Diversity efforts aim to eliminate discrimination against businesses on the basis of race, color, national origin, and gender. You may access the Atlanta Public Schools’ Equity Policy by clicking the link.

Below:

Atlanta Public Schools' Equity Policy

If your firm plans to use subcontractors for this project, the following organizations may help with identifying qualified Minority and Female-Owned firms:

GMSDC

NAMC

The National Association of Women in Construction

National Association of Black Women in Construction

Georgia Hispanic Chamber of Commerce

City of Atlanta Supplier Diversity

You may also seek assistance from the Atlanta Public Schools’ Supplier Diversity. You may access information regarding APS Supplier Diversity by clicking the link below:

Supplier Diversity

10.4 Vendor Conduct

10.4.1 The vendor’s employees are expected to exhibit professional, courteous conduct and an appropriate appearance at all times. Any conduct or appearance deemed inappropriate by an APS representative will be grounds for removal from APS property.

10.4.2 A vendor’s employees are to be respectful to faculty, students, and visitors;

these employees are prohibited from fraternizing with these groups. Flirtatious behavior, soliciting monies, names, addresses, and other such inquiries will result in the employee being removed from the premises.

10.4.3 Also, radios or audible music are not allowed at worksites. Vendors shall assign the required staff to each location to be serviced to ensure the work can be conducted quickly and efficiently.

10.5 Lost/Damaged APS property

10.5.1 The vendor shall be responsible for repairing or replacing, to the satisfaction of APS, any damage caused by any willful or negligent act of its employees. The

Contractor is also liable for any theft proven to be committed by its employees or made possible by its employees' willful or negligent action.

10.5.2 If APS incurs any costs due to illegal or inappropriate conduct by the

Contractor’s employees, the Contractor will reimburse APS for such costs. Such costs shall include, but are not limited to, the following:

10.5.3 Re-keying or restoring of locks; Service charges levied by security alarm

Contractors, law enforcement agencies, or security companies in response to false alarms;

10.5.4 Payments to law enforcement agencies or security companies for investigations of conduct that proves an employee’s inappropriate or illegal conduct.

10.5.5 Replacement costs of missing or damaged items due to the employee’s conduct.

10.5.6 APS reserves the right (in its sole discretion) to remove the Contractor from the site based on the severity of the acts committed by the Contractor’s staff.

10.6 Additional APS Requirements for working on APS property

10.6.1 Standard business hours are 7:00 a.m. EST to 2:30 p.m. EST unless otherwise indicated. Facilities Hours are: 7:00 a.m. EST to 5:00 p.m. EST.

10.6.2 No work shall be performed in an area where children are present.

10.6.3 All areas of work shall be left clean, and all debris shall be removed daily upon completion of service.

10.6.4 APS is a tobacco-free environment; tobacco use is prohibited on all APS properties.

10.7 Vendor/Contractor Requirements:

10.7.1 APS policy requires that all contractors, consultants, or vendors providing services on APS premises be fingerprinted and submit to a criminal record check initiated by APS prior to providing services to APS. There is a $45 fee

(plus a service fee) for background checks. There is an administration fee of

$2.23 for processing the payment, which totals $47.23 for the background checks.

10.7.2 This may be paid in advance using our online payment option:

(https://www.atlantapublicschools.us/domain/15266).

10.7.3 Please keep your digital receipt for your records and proof of payment. The payment of this fee is the sole responsibility of the contractor, consultant, vendor, or the employing company. Any contract awarded pursuant to this solicitation is contingent upon compliance with this requirement and a satisfactory background check determined by APS.

10.8 Use of Subcontractors:

10.8.1 If subcontractors will be used in the performance of this contract, the contractor must complete and submit with its response the Primary

Contractor/Subcontractor Utilization form.

10.8.2 The contractor shall not assign any duties to perform services nor to provide goods to APS under this contract to a subcontractor that is not listed in the contractor’s response to this solicitation.

10.8.3 If a subcontractor is removed from the contract at any time during the term, the contractor must notify APS Procurement Services in writing with the subcontractor's name, reason for removal, and effective date.

10.8.4 If the contractor desires to add a subcontractor at any time during the contract's term, the contractor must submit to APS Procurement Services in writing the following information on the subcontractor: company name, address, telephone and fax number, service they will be providing, and proposed effective date. Subcontractors may not begin providing service until approved by APS.

10.8.5 The contractor is responsible for ensuring that all subcontractors who provide goods or services under this contract comply with the terms and conditions of the contract.

10.8.6 The contractor shall give APS immediate notice in writing of any claim, action, or suit filed against the contractor by any subcontractor.

10.8.7 APS reserves the right to require that a subcontractor be removed from the contract.

The contractor must complete and submit with their proposal the applicable documentation related to Georgia House Bill 87 (commonly known as the “Illegal Immigration Reform and

Enforcement Act of 2011”).

10.9.1 Information on Georgia House Bill 87 may be viewed on the APS website at:

https://www.atlantapublicschool.us/Page/22476

10.9.2 Failure to provide the required Georgia House Bill 87 documentation may result in the offeror’s response to the solicitation being deemed non-responsive and ineligible for evaluation.

10.9.3 The Atlanta Board of Education desires that the Atlanta Public Schools operate in the most ethical and conscientious manner possible. Employees are expected to not only avoid any direct conflict of interest but also to avoid even the appearance of impropriety. In an effort to comply with Board policy and to ensure that our relationship with contractors is above reproach, contractors are prohibited from giving any APS employee any gift, favor, loan, reward, political contribution, gratuity, entertainment, transportation, lodging, or meal except those of nominal value (less than $50.00), which must be disclosed to the immediate supervisor and the Department of Internal Auditing. Advertising items and instructional products that are widely distributed may be accepted.

(Refer to Policy GAG and GAJB -https://www.atlantapublicschools.us/Domain/3944 ).

10.9.4 All contractors who desire to do business with APS as an awarded contractor shall be required to comply with Board policy GAG, Staff Conflict of Interest.

All awarded contractors to APS solicitations shall provide persons with equal opportunity without regard to race, color, sex, religion, national origin, marital status, sexual orientation, age, or disability.

10.9.5 Contractors shall not contact APS Board members individually for the purpose of soliciting a purchase or contract between the time a request for proposal, request for qualifications, or invitation to bid is formally under development and a recommendation is made by the administration to the Board, if applicable. If a contractor violates this prohibition during this time frame, consideration of the contractor for the award shall be invalidated. Board members shall be notified of possible violations and actions taken.

10.9.6 APS policy requires that all vendors providing services on APS premises be fingerprinted and submit to a criminal record check initiated by APS prior to providing services to APS. There is a $45 fee (plus a service fee) for background checks. This may be paid in advance using our online payment option:

Background Check Payment Online. Please keep your digital receipt for your records and proof of payment. The payment of this fee is the sole responsibility of the contractor, consultant, vendor, or the employing company. Any contract awarded pursuant to this solicitation is contingent upon compliance with this requirement and a satisfactory background check determined by APS.

10.9.7 The contractor agrees to and shall extend all of the same pricing, terms, and conditions quoted to Atlanta Public Schools (APS), to all APS-authorized charter schools through a separate legal agreement with the charter school (with the expectation that payment and coordination of services will be worked out individually between the contractor and the respective charter school). While charter schools are separate legal entities from APS; they serve APS students and are a part of the APS school district.

10.9.8 The vendor must have proven experience providing the goods specified in this bid.

10.9.9 The vendor must have adequate equipment, qualified personnel, and the financial ability to provide the services specified in this bid.

10.9.10 The contractor must include the required information, such as the Company name, address, contact information, RFQ reference number, date, itemized pricing, unit price quantity, and total cost, in PDF format.

11.0 GENERAL TERMS AND CONDITIONS

By submitting a response to this request, the offeror accepts the responsibility of reading, understanding, and abiding by the General Terms and Conditions below:

11.1 OWNER

The Owner for whom the work will be executed is Atlanta Independent School System

(hereinafter “APS”, “District”, or the “Board”).

11.2 PURCHASING POLICY

11.2.1 The APS Purchasing Policy, Procedures, and Regulations are incorporated in this solicitation (and, therefore, any contract awarded as the result of this solicitation) by reference. By participating in this solicitation, the Offeror agrees to be bound by the APS Purchasing Policy, Procedures, and Regulations in any issue or action related to this solicitation or subsequent contract resulting from this solicitation.

11.2.2 Addendum(s) issued in writing during the time of solicitation will be incorporated in the subsequent contract. No oral interpretations will be made to the Offeror as to the meaning of the solicitation documents. Requests for such interpretations shall be made in writing to the Executive Director of

Procurement Services not later than seven (7) days prior to the time for receiving bids and failure on the part of the successful vendor to submit a written request for interpretation shall not relieve them of the obligation to execute such work in accordance with a later interpretation by the APS.

11.2.3 All interpretations made to the offerors shall be made in the form of an addendum to the solicitation documents and sent to all who have obtained these solicitation documents from the APS Procurement Services Department.

If solicitation documents were obtained via the APS website, review the website for any addendum(s) up until the date and time the bid is due.

11.2.4 It is the offeror’s responsibility to check Bonfire for any addendums, responses to vendor questions, or other communications regarding the solicitation.

11.3 VENDOR ELIGIBILITY AND FORMAL SOLICITATION INFORMATION

11.3.1 Vendor Registration

If the offeror/contractor is awarded a contract under this solicitation, in order to do business with APS, the offeror/contractor must first register with the district and complete and submit an electronic application to Procurement

Services.

The application is available at https://b2gnow.gob2g.com/?TN=APS.

The application process can take 5-7 business days to complete. Once the application has been processed, the offeror/contractor will be assigned an offeror/contractor number. Offerors/contractors are responsible for notifying

Procurement Services of any company or company contact information changes.

11.3.2 Eligibility

Because APS is committed to awarding contracts to responsible parties, entities listed on the United States Government’s System for Award Management (sam.gov) with an active exclusion will not be eligible for a contract award.

APS policy requires that all contractors, consultants, or vendors providing services on APS premises be fingerprinted and submit to a criminal record check initiated by APS prior to providing services to APS. There is a $45 fee (plus a service fee) for background checks. This may be paid in advance using our online payment option: Background Check Payment Online. Please keep your digital receipt for your records and proof of payment.

The payment of this fee is the sole responsibility of the contractor, consultant, vendor, or the employing company. Any contract awarded pursuant to this solicitation is contingent upon compliance with this requirement and a satisfactory background check determined by APS.

11.3.3 Formal Solicitations

Under board policy DJEA, a formal solicitation is required for all purchases and contracts exceeding $50,000. The Procurement Service Department must conduct all formal solicitations. All contracts with a total value over $100,000 require board approval.

All formal solicitations are advertised on:

(1) Bonfire website at https://aps.bonfirehub.com/portal/?tab=openOpportunities

(2) Georgia Procurement Registry at http://ssl.doas.state.ga.us/PRSapp/PR_login.jsp

Vendors are encouraged to visit the APS website periodically to view outstanding solicitations and register as a supplier with the Georgia Procurement Registry.

11.4 INDEMNIFICATION

The vendor shall indemnify, hold harmless, and defend the Board, its agents, servants, and employees from and against any and all claims, liability, losses, charges, expenses (including attorney fees), and/or cause of action, which may arise from any negligent act or omission of the vendor, its agents, servants, or employees in the performance of services under this contract.

The vendor further agrees to indemnify, hold harmless, and defend the Board, its agents, servants, and employees from and against any claim, demand, liability loss, charges, expenses (including attorney fees), and or cause of action of whatever kind or nature arising out of any conduct or misconduct of the vendor not included in the paragraph above and for which the board, its agents, servants or employees are alleged to be liable.

Nothing contained herein is intended to be a waiver in any respect whatsoever of the Board’s right to assert under any circumstances whatsoever its claims of governmental and or official immunity from any liability or damages asserted against it by any natural person or entities created by law.

11.5 INSURANCE

Upon receipt of Intent to Award, the vendor shall provide a current certificate of insurance as required within five (5) days after notification is issued by the APS Procurement Services Department.

11.5.1 The following general insurance requirements apply to any and all work under this contract by all vendors and subcontractors of any tier.

11.5.2 The Vendor shall provide a current certificate of insurance as required within five (5) days after notification issued by the APS Procurement Services

Department.

11.5.3 All insurance required by this Agreement shall be maintained during the entire length of this Agreement, including any extensions thereto, and until all work has been completed to the satisfaction of the APS. All insurance must be on an occurrence basis unless otherwise specified.

11.5.4 Policies written on a “claims made” basis (typically, cyber, professional liability, and pollution liability) shall include the following provisions:

11.5.5 The retroactive date must be shown on the certificate of insurance.

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

11.5.7 Coverage is canceled or non-renewed after the work has been completed and/or the Agreement has ended. The Vendor must purchase the extended reporting period for at least two (2) years.

11.5.8 The Vendor or any of its subcontractors shall not commence work under the

Agreement until all insurance requirements have been complied with and until evidence of all insurance requirements in each contract with each subcontractor of any tier is provided, and the Vendor shall require the same to comply with all such requirements.

11.5.9 APS does not represent that coverage and limits will necessarily be adequate to protect the Vendor. Insurance provided by the Vendor shall not limit the

Vendor’s obligation to indemnify and defend APS for claims or suits which result from or are connected with the performance of this contract.

11.5.10 APS shall be covered as an Additional Insured, where applicable, under all insurance required by this Agreement. Confirmation of this shall appear on all certificates of insurance and on all applicable policies. The title of the awarded

Agreement shall also appear on all applicable policies.

11.5.11 APS shall be given no less than thirty (30) days’ notice of cancellation, material change, or nonrenewal of insurance policies required under this Agreement.

11.5.12 Each and every insurance agent shall warrant when signing the certificate of insurance that she/he is acting as an authorized representative on behalf of the company or companies affording insurance coverage under the Agreement and that the State of Georgia licenses her/him to conduct insurance business in the

State of Georgia and that the State of Georgia currently licenses the companies affording insurance coverage and are currently in good standing with the

Commissioner of Insurance for the State of Georgia.

11.5.13 All companies providing insurance required by this Agreement shall meet the minimum financial security requirements set forth below. The rating for each company must be indicated on the certificate of insurance. For all contracts, regardless of risk, companies providing insurance under this Agreement must have a current:

a) Best’s Rating not less than A-

b) Best’s Financial Size Category not less than Class VII

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