Solicitation No. 26-3005-RFP05 Courier Services

REQUEST FOR PROPOSAL (RFP) No. 26-3005-RFP05

COURIER SERVICES

February 24, 2026

Pre-Bid Conference via TEAMS: Thursday, March 5, 2026, at 10:30 am EST

Must Register to receive link: https://events.gcc.teams.microsoft.com/event/86a04cce-2a7f- 40d0-9d5c-d7c59403c141@512da10d-071b-4b94-8abc-9ec4044d1516

PROPOSAL DUE DATE

Thursday, March 26, 2026, at 2:30 p.m. EST.

Bids shall only be accepted via email at:

DPH-DCBOHpurchasing@dph.ga.gov Subject line 26RFP05 Courier Services

Any bid submitted in any other format (paper, fax, mail, etc.) will not be accepted.

Instructions to Bidders:

1. All communications regarding this solicitation must be directed to the Procurement and

Contracts Supervisor, Shakera Hall, shakera.hall@dph.ga.gov.

2. All questions or requests for clarification must be sent via email at

DPH-DCBOHpurchasing@dph.ga.gov In the subject line, use RFP Questions – 26RFP05 Courier Services. Questions are due no later than Wednesday, March 11, 2026, at 2:00 p.m. EST. Questions received after this date and time may not be answered.

3. Questions and clarifications will be answered in the form of an addendum. Any addenda, schedule changes, and other important information regarding the solicitation related to this solicitation will be posted on the Georgia Procurement Registry, and it is the Offeror’s responsibility to check the Georgia Procurement Registry for any addenda or other communications related to this solicitation.

4. DeKalb Public Health reserves the right to reject all bids and to waive technicalities and informalities and make an award in the best interest of DeKalb Public Health.

5. DeKalb Public Health is not responsible for any technical difficulties. It is highly recommended that all potential contractors submit their proposals before the due date of this solicitation.

https://events.gcc.teams.microsoft.com/event/86a04cce-2a7f-40d0-9d5c-d7c59403c141@512da10d-071b-4b94-8abc-9ec4044d1516 https://events.gcc.teams.microsoft.com/event/86a04cce-2a7f-40d0-9d5c-d7c59403c141@512da10d-071b-4b94-8abc-9ec4044d1516 mailto:DPH-DCBOHpurchasing@dph.ga.gov mailto:shakera.hall@dph.ga.gov mailto:DPH-DCBOHpurchasing@dph.ga.gov

SUBMISSION COVERSHEET

REQUEST FOR PROPOSAL

Courier Services

COMPLETE AND RETURN THIS PAGE ALONG WITH THE LIST OF ITEMS BELOW

Company Name

Contact Person

Address

Email Phone

You must complete and submit copies of the following items:

1. SUBMISSION COVERSHEET (page #2)

2. Exhibit B: COST PROPOSAL must be submitted separately from the Contractor’s bid and be titled, “Cost Proposal / Company Name.”

3. Exhibit C: Certificate of Insurance (COI)

4. Exhibit D: CORPORATION WITHOUT CORPORATE SEAL STATEMENT OF

CORPORATE RESOLUTION

5. Exhibit E: CONSOLIDATED CERTIFICATE REGARDING LOBBYING;

DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS; AND

DRUG-FREE WORKPLACE REQUIREMENTS

6. Exhibit F: E-VERIFICATION DOCUMENTATION – The Contractor Affidavit

7. Exhibit G: REFERENCE SHEET

8. PROVIDE ALL INFORMATION REQUESTED IN SUBMISSION REQUIREMENTS

SECTION 3.0 (Proposal)

By submitting a response to the RFP, the contractor is acknowledging that the contractor:

1. Has read all the information and instructions, and

2. Agrees to comply with all the terms and conditions, information, and instructions contained in this RFP.

It is understood and agreed that this statement of Proposal and proposal shall be valid and held open for a period of ninety (90) days from the opening date.

Person Authorized to Sign on Behalf of the Contractor:

Signature: __________________________________________________________________

Printed Name/Title__________________________________________________________

OVERVIEW

Pursuant to the State Purchasing Act (Official Code of Georgia Annotated §50-5-50 et. seq.), this Request for Proposal (“RFP”) is being issued to establish a contract with one qualified Vendor who will provide routine and non-routine laboratory courier services for the multiple DeKalb Public Health (hereinafter referred to as “DKPH”) as further described in this RFP.

Interested parties may obtain copies of the Request for Proposal (RFP), 26-3005-RFP05, online from the Georgia Procurement Registry and DeKalb Public Health’s website, https://dekalbpublichealth.com. Select “About Us,” then ”Procurement Opportunities,” “Contract Opportunities,” and Bid ID number 26-3005-RFP05.

INTRODUCTION

DKPH is soliciting proposals to enter into an agreement with one courier company for all DKPH Clinics and Laboratories. The Contractor will collect specimens containing infectious and pharmaceutical medications. This Scope of Work outlines requirements, responsibilities, and service standards for contracted lab couriers responsible for transporting pharmaceutical products and laboratory specimens, including prepared slides, between DeKalb County Board of Health (DKPH) clinic locations and designated laboratory partners.

The Contractor must maintain and utilize documented protocols, instructions, worksheets, and/or operating procedures that detail regularly recurring work processes conducted or followed within the organization. The procedures must be tailored to the organization and address the specific activities required to fulfill the requirements outlined in the RFP. The procedures must also assist in maintaining quality control and include quality assurance processes to ensure compliance with governmental regulations and DKPH Lab-Courier service requirements. The specific areas that must be addressed are:

•Policies & Procedures •Pickup and Delivery •Quality Assurance & Performance Plans •Automated Tracking •Compliance •Customer Service •Training

The seven (6) locations that require pick-up service are:

• DKPH operates five (5) public health laboratories in the following locations:

• E.L. Richardson Health Center, 445 Winn Way, Decatur, GA. 30030

• T.O. Vinson Health Center, 440 Winn Way, Decatur, GA. 30030

• Clifton Springs Health Center, 3110 Clifton Springs Road, Decatur, GA. 30034

• East Health Center, 2277 South Stone Mountain Lithonia Road, Lithonia, Ga 30058

• North Health Center, 3807 Clairmont Rd. NE, Chamblee, GA 30041

• Georgia Public Health Laboratory (GPHL), 1749 Clairmont Road, Decatur, Georgia 30033 https://dekalbpublichealth.com/

1.0 SCOPE OF SERVICES

The Contractor shall provide the following services:

DKPH Pharmacy Expectations for Courier Services:

1. Pharmacy dispenses two categories of pharmaceutical products:

• Pharmaceuticals purchased with local/DKPH funds

• 340B drugs purchased by the State for use in DKPH TB, STD, and STD-C clinics

2. Pharmaceutical products may require different temperature conditions:

• Refrigerated: 36°F to 46°F

• Frozen: -50°F to 5°F

• Unrefrigerated, when allowed

3. The Pharmacy packages all pharmaceuticals in suitable containers. Each container is labeled and includes an attached packing list.

Location:

Pharmacy shipments are picked up at:

North Health Center 3807 Clairmont Rd., Room #1128 Chamblee, GA 30341

4. Shipments are delivered to one of the following DKPH Health Centers:

• E.L. Richardson Health Center – 445 Winn Way, Decatur, GA 30030

• T.O. Vinson Health Center – 440 Winn Way, Decatur, GA 30030

• Clifton Springs Health Center – 3110 Clifton Springs Road, Decatur, GA 30034

• East Health Center – 2277 South Stone Mountain-Lithonia Road, Lithonia, GA 30058

5. Each Health Center houses multiple clinics (TB, STD, STD-C, IMMU).

6. Frequency of Shipments

The Pharmacy operates Monday–Thursday. Shipment frequency varies according to clinic operations:

• During peak periods (e.g., IMMU Rush), daily deliveries may occur.

• Typically, one or two Health Centers receive shipments on any given day.

• Several clinics may require deliveries on the same day during high-volume periods.

*Note:

DKPH is transitioning to a direct delivery model for vaccines purchased with local/DKPH funds.

This will reduce the number of containers picked up from the Pharmacy and decrease delivery frequency.

*Note:

The DKPH Pharmacist will text the Driver/Courier by 9:00 a.m. for pending Health Center deliveries.

DKPH Pharmacy Expectations

1. Regulatory Compliance:

• The Vendor must maintain current knowledge of Georgia DPH regulations regarding the transportation of drugs and vaccines.

• The Vendor is responsible for educating subcontractors and employees on these regulations.

2. Communication & Scheduling:

• The Driver/Vendor must reply to the Pharmacist’s text within 15 minutes.

• Deliveries must be picked up between 8:30 a.m. and 10:30 a.m.

• All deliveries must be made no later than 2:00 p.m.

• All items must be delivered the same day they are picked up.

• If delivery cannot be completed, the Vendor must notify the Pharmacist immediately and return items no later than 4:00 p.m.

• No Pharmacy items may be held overnight.

3. Temperature Control & Product Integrity:

• Products must be maintained within required temperature ranges.

• If items are damaged or temperature-compromised, the Vendor reimburses DKPH for 100% of the product cost.

• The DKPH Pharmacist determines product usability and reimbursement amounts.

4. Responsibility & Documentation:

• The Vendor is responsible for the actions of all subcontractors.

• The Vendor must return all signed packing slips.

• The Vendor must return all shipping containers to the Pharmacy.

• The Vendor must return packaged expired drugs upon clinic request.

DKPH Pharmacy Division of Clinical Services Expectations for Courier Services:

1. Laboratory Specimens

• Blood, urine, stool, swabs, and other diagnostic specimens.

• Must be transported in approved specimen transport containers provided

• by DKPH.

• Couriers must follow Universal Precautions and biohazard handling

• procedures.

2. Slides (Room Temperature)

• Prepared cytology, hematology, pathology, or microbiology slides not requiring cold storage.

• Must be transported in slide-safe couriers to prevent breakage or contamination.

• Must remain upright and secured during transport.

3. Slides (On Ice)

• Prepared slides requiring temperature-controlled transport.

• Must be placed in approved ice-pack or cold-chain containers.

• Temperature must remain between 2°C and 8°C during transport.

• Ensure no direct contact between ice and slides.

4. Pick-Up and Delivery Requirements

• Scheduled pick-ups as assigned by DKPH.

• On-demand requests must respond within 1 hour unless otherwise stated.

• Chain of Custody must be maintained.

• Delivery confirmation required.

5. All services are to be provided according to the following schedule:

• Laboratory-related items: Monday through Friday

• Pharmacy-related items: Monday through Thursday, or as needed

• No services are to be provided when the Board of Health is closed for state holidays or other announced closings, such as inclement weather.

6. Laboratory-related pick-up will be pre-packaged for transport and will occur from the following locations:

• E.L. Richardson Health Center, 445 Winn Way, Decatur, GA 30030

• T.O. Vinson Health Center, 440 Winn Way, Decatur, GA 30030

• Clifton Springs Health Center, 3110 Clifton Springs Road, Decatur, GA 30034

• East Health Center, 2277 So. Stone-Mountain-Lithonia Road, Lithonia, GA

30058

• North Health Center, 3807 Clairmont Rd. NE, Chamblee, GA 30041

7. Delivery of laboratory-related items, such as clinical specimens, will occur prior to

1:00 p.m. EST to the State of Georgia Public Health Laboratory, located at 1749 Clairmont Rd., Decatur, GA 30033

8. Pharmacy-related items will be picked up from the Board of Health District Pharmacy located at 395 Glendale Road, Scottdale, GA 30079, no later than 8:30 a.m. EST, in the provided storage container(s) and delivered to the following health centers, as directed by the District Health Pharmacist:

• E.L. Richardson Health Center, 445 Winn Way, Decatur, GA 30030

• T.O. Vinson Health Center, 440 Winn Way, Decatur, GA 30030

• Clifton Springs Health Center, 311O Clifton Springs Road, Decatur, GA

30034

• East Health Center, 2277 So. Stone-Mountain-Lithonia Road, Lithonia, GA

30058

• North Health Center, 3807 Clairmont Rd. NE, Chamblee, GA30041

9. All Board-provided storage containers will be returned to the Board, as needed.

10. All material picked up and/or delivered by the Contractor will conform to the standards for transport of pharmaceuticals or clinical specimens

11. All material picked up and/or delivered by the Contractor will be maintained at the proper temperature as directed by the Laboratory Supervisor or District Health

General Requirements

1. All services are to be provided according to the following schedule:

o Laboratory-related items: Monday through Friday 8:15 am – 2:00 pm o Pharmacy-related items: Monday through Thursday, 8:15 am-2:00 pm o No services are to be provided when the DKPH is closed for state holidays or other announced closings, such as inclement weather.

2. Laboratory-related pick up will be pre-packaged for transport and will occur from the following locations:

o E.L. Richardson Health Center, 445 Winn Way, Decatur, GA 30030 o T.O. Vinson Health Center, 440 Winn Way, Decatur, GA 30030 o Clifton Springs Health Center, 3110 Clifton Springs Road, Decatur, GA 30034 o East Health Center, 2277 So. Stone-Mountain-Lithonia Road, Lithonia, GA 30058 o North Health Center, 3807 Clairmont Rd. NE, Chamblee, GA 30041 Room# 1128

3. Delivery of laboratory-related items, such as clinical specimens, will occur before 1:00 p.m. EST to the State of Georgia Public Health Laboratory, located at 1749 Clairmont Rd., Decatur, GA 30033

4. Pharmacy-related items will be picked up from DKPH, in the provided storage containers(s), and delivered to the following health centers:

o E.L. Richardson Health Center, 445 Winn Way, Decatur, GA 30030 o T.O. Vinson Health Center, 440 Winn Way, Decatur, GA 30030 o Clifton Springs Health Center, 311O Clifton Springs Road, Decatur, GA 30034 o East Health Center, 2277 So. Stone-Mountain-Lithonia Road, Lithonia, GA 30058

5. All storage containers will be returned to DKPH, as needed

6. All signed packing slips associated with a Pharmacy delivery to the Pharmacy.

7. All undeliverable items must be returned to the pharmacy by 4:00 pm

8. All material picked up and/or delivered by the Contractor will conform to the DKPH standards for the transport of pharmaceuticals or clinical specimens.

9. All material picked up and/or delivered by the Contractor will be maintained at the proper temperature as directed by the Laboratory Supervisor or District Health Pharmacist.

10. Contractor will provide evidence of delivery as needed.

11. Contractor will submit invoice(s), with detailed supporting documentation of daily delivery and receipt for services rendered, no later than one month from the date of service delivery

12. Services covered are exempt from Federal Excise Tax and free from Georgia Sales and Use Tax.

2.0 REQUIRED QUALIFICATIONS

A successful contractor must have the following minimal qualifications:

• Contractor performing work described in this RFP must possess a minimum of three (3) consecutive years of recent courier service experience handling and transporting hazardous materials, dry ice.

• Contractor performing work described in this RFP must possess a minimum of three (3) consecutive years of recent courier service experience handling and transporting pharmaceuticals or dangerous drugs.

• The firm must have a policy and procedure outlining the handling and transportation of hazardous materials and dry ice and transporting pharmaceuticals or dangerous drugs.

• The Supplier's top management (Director, CEO) possesses at least three (3) consecutive years of direct experience operating a courier service.

• The Supplier must maintain a sufficient number and type of motor vehicles to provide the services required by this RFP. Suppliers shall own or permanently lease the vehicles used to transport the specimens. The motor vehicles and supplies necessary to operate the motor vehicles and perform under this contract must be:

o Suitable and properly configured for services required by this RFP, o In good operating condition, including receipt of regular preventative maintenance, o In compliance with all applicable federal, state, and local laws and regulations, and o Well maintained, clean, empty, watertight, and insect, rodent, and odor free.

• The Supplier must obtain and maintain a United States Department of Transportation number for the life of this contract.

• The supplier shall conduct criminal background checks and driver’s license verification checks on all employees and subcontractors performing work described in this RFP.

• The Supplier's system shall track the specimen packages electronically.

• Contractor will be responsible for providing laboratory courier services for the

DKPH on both a Routine and Non-Routine basis. Laboratory courier services may be required on occasion, at times and locations not designated in the Project Scope or otherwise in the RFP.

• The Supplier shall ensure the specimens’ integrity and temperature is continuously maintained from pick-up, during transportation, and through delivery consistent with the temperature designated by the District Offices on the package (“temperature stickers”

• The Supplier will maintain a temperature monitoring log documenting cold chain storage while the specimen(s) are in transit.

3.0 REQUEST FOR PROPOSAL PROCESS

The proposal must contain the information outlined below.

Please include a title on each page of your proposal and number the pages to ensure proper identification.

1. Cover Letter

2. Executive Summary

3. Evaluation and Selection Criteria

1. Cover/Transmittal Letter

Each proposal must have a Cover/Transmittal Letter briefly summarizing the qualifications and experience relevant to the scope. Please include in the letter the following:

i. Company’s information, including the name of the company (include any dba names); headquarters and parent company locations; and a brief history of the company.

ii. Company’s mailing address, contact person, telephone number for the primary contact person, and email address.

iii. A principal or officer of the company authorized to execute contracts or other similar documents on the firm’s behalf must sign the letter.

2. Executive Summary Executive Summary:

An executive summary letter should include the key elements of the respondent’s RFP and an overview of the team. Indicate the address and telephone number of the respondent’s office located nearest to DKPH, and the office from which the project will be managed.

3. Evaluation and Selection Criteria DKPH, at its discretion, may award the contract to the responsible and responsive consultant submitting the proposal which is deemed to be the most advantageous to DKPH. The following is the evaluation criteria the will consider in determining which proposal is most advantageous to DKPH:

A. Approach

1. Methodology(ies): This section should clearly describe the methodology or methodologies planned to be used to carry out the specific tasks described in the Scope of Work with clarity and thoroughness in addressing the task required.

2. Describe in detail your organization’s experience handling and transporting hazardous materials and dry ice. Please include a copy the organization's policy and procedure outlining this process.

3. Describe how your firm will manage Same Day and Express Courier Services, which will require pickup in less than 24 hours.

4. Describe in detail your firm’s electronic data collection, data tracking, and reporting system process for ensuring proof of pick-up and delivery and other detailed data about specimens from the origination site, to all stops between, and the final destination, with an online tracking system. Explain whether the system utilizes web-based bar coding, scanning, labeling and tracking.

5. Describe in detail the process in which specimen packages are electronically tracked. Describe how the tracking system allows the State Entity to continuously access.

B. Qualifications and Experience of the Firm(s)

1. List 3-5 similar projects completed in the last 5 five years.

2. Contracts on hand (schedule – showing gross amount of each contract and the approximate timelines).

C. Qualifications and Experience of Key Staff

1. Identify key individuals to be assigned to this project and include the function and/or responsibility of each identified individual. Experience summaries of these key individuals must be provided with emphasis on previous experience in similar roles on comparable projects, and a copy of their resumes if applicable.

D. Cost Proposal

1. Contractors must submit Exhibit B cost proposal for consideration. This proposal must include labor, equipment, supplies, and materials, etc., to complete the project as specified in this solicitation.

Proposals submitted in response to this RFP will be evaluated and scored, in accordance with the criteria outlined below, by an evaluation committee established by the client.

4.0 SUBMISSION REQUIREMENTS

RFP Number: 26-3005-RFP05 Pre-bid Conference: Thursday, March 5, 2026, at 10:30am Questions Due: Wednesday, March 11, 2026, at 2:00 pm EST

Proposal Due Date: Thursday, March 26, 2026, at 2:30 p.m. EST

Proposals are only accepted via email at: DPH-DCBOHpurchasing@dph.ga.gov

All submissions are due at the location specified above no later than the date and time specified herein. The RFP package must include detailed information relative to Request for Proposal Process and Selection Criteria, as required. The Submission Coversheet included as page two (2) of this RFP and Exhibits B-G must be attached and must be signed by a person authorized to legally bind the company.

5.0 EVALUATION:

DKPH evaluation committee will evaluate each proposal properly submitted in accordance with the instructions of this solicitation and within the timeframe specified. DKPH at its sole discretion determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of the determinations or decisions by DCBH.

Contract award will be made to the Contractor that submits the proposal considered most advantageous to DKPH based on the process and the evaluation criteria set forth below.

Proposals that are deemed to be responsive will be submitted to the evaluation committee for review. Proposals that are deemed to be non-responsive will not be evaluated or considered for award.

DKPH reserves the right to develop a competitive range. The competitive range is defined as a group of competitive negotiation, as determined during the evaluation process, consisting of those proposals that are considered to have a reasonable chance of being selected for an award and who are, therefore, chosen for additional discussion and negotiations. Proposals not in the competitive range are given no further consideration.

Criteria Points Approach 30 Qualifications and Experience of the Firm(s) 20 Qualifications and Experience of Key Staff 20 Cost 30 Highest Possible Score 100 mailto:DPH-DCBOHpurchasing@dph.ga.gov

DKPH reserves the right to evaluate proposals on the non-price related criteria only.

Proposals that do not meet at least 70% of the non-price points possible may be eliminated from further consideration. Proposals that do not contain pricing information will not be considered for an award.

6.0 SUPPLEMENTAL INFORMATION:

Cost Proposal The DeKalb County Board of Health provides a fee-for-service payment. No upfront payment or deposit will be provided. The contractor is required to itemize invoices for services and submit them to DKPH upon completion and inspection of the project.

Please submit your cost proposal in detail for both the daily/routine rate and the on-demand/non-routine rate. Depending on the final budget, some elements may need to be modified or eliminated. Your cost proposal must be included in your submission to be considered for the award.

TERMS AND CONDITIONS ___________________________________________________

1. CONTRACT: The request for proposal invitation, terms and conditions, the specifications and the proposal received form the contract and they shall be fully part of the contract, as if thereto attached, or therein repeated. These documents represent the entire agreement between the successful vendor and DKPH and supersede any prior discussions or negotiations, representations, or agreements, either written or oral. Contracts, if awarded, will be awarded to responsible proposers whose proposals will be most advantageous to DKPH, cost and other factors considered. The determination will be solely at the discretion of DKPH.

Based upon the availability of funding and the assumption of satisfactory performance by the responders awarded the initial contract, it is the intent of DKPH to enter into a series of one-year renewable contracts. The contract shall not bind, nor purport to bind, DKPH for any contractual commitment in excess of the original contract period, which is anticipated to be upon execution.

In the event that DKPH exercises the right to renew, all terms, conditions, and specifications of the original contract, as amended, shall remain the same and apply during the extension period, a period not less than one year or no more than four years, in duration. If an extension option is exercised, such shall be accomplished in writing between the contractor and DKPH’s Purchasing.

2. DKPH reserves the right to reject or accept any or all proposals and to waive informalities, minor irregularities and technicalities in proposals received, whichever is deemed to be in the best interest of DKPH, and to re-advertise.

3. DKPH may accept any items or group of items of any proposal unless the proposer qualified his proposal by specific limitations.

4. COMPLETION: The Offeror shall read the proposal carefully, complete all entries, and submit all documents or information requested. Failure to do so may result in rejection of the proposal.

5. CONTRACT RENEWAL: After the initial contract term, DKPH reserves the right to renew the contract for four (4) additional years if the vendor and DKPH mutually agree.

Renewing the contract would imply doing so under the same terms and conditions unless proposed changes are mutually agreed upon by both parties.

6. FUNDING: If for the term of this contract, DKPH for any reason, fails to appropriate funds for these services, DKPH will notify the vendor immediately and will no longer be obligated under the contract.

7. EXCEPTIONS: Proposals meeting the requirements of this document shall be considered.

Offerors taking exception to any of the terms, conditions or offering substitutions shall state these exceptions plainly on the Exceptions Page of this document.

8. DEVIATIONS to any/all requested options in this proposal are subject to approval by DKPH prior to any resultant award.

9. QUANTITIES: Unless otherwise noted, any quantities provided for this Request for Proposal are estimated volume and do not represent a purchase contract quantity. DKPH reserves the right to purchase quantities that are fewer, greater, or even none for the line items presented based on needs at given times during the period of this pricing contract. DKPH reserves the right to not consider a proposal if a service charge, minimum dollar, or minimum quantity is applied.

10. OFFER TIMELINE: Offeror agrees to hold their offer open for acceptance by DKPH for no less than ninety (90) days from the CSP response date and time.

11. COMPLIANCE: Under this contract, DKPH Procurement Supervisor will have the responsibility to ensure compliance with contract requirements, such as but not limited to acceptance and inspection of equipment and services provided.

12. UNDERSTANDING: Offeror, by making his/her proposal, represents that he/she has read and understands the request for proposal.

13. CONTRACT AND PURCHASE ORDER: DKPH limits its purchases through the use of properly approved and authorized contracts and purchase orders. The successful vendor must be able to accept purchase orders via email (preferred) or facsimile (FAX). Therefore, the contract number or purchase order number shall appear on ALL itemized invoices to ensure payment.

14. Any contracts or agreements signed by any DKPH employee other than the District Health Director or their designee is considered null and void.

15. INVOICING: The vendor shall submit itemized invoices within a timely manner during DKPH’s fiscal year in which the items were purchased. Invoices shall indicate the vendor contract number with DKPH along with the purchase order number, if applicable. Invoices shall be issued only for items received. Payment shall not be due until the invoice(s) are submitted after delivery of services or product. Payments will be made within thirty (30) days of receipt of an accurate, non-disputed invoice.

All invoices must be e-mailed to the Program Manager and/or DCBOHAPINVOICES@dph.ga.gov. Invoices will be accepted and honored in accordance with the finalized budget. All deliverables under the terms of this contract are due prior to the release of final payment.

TAX EXEMPTION: DKPH, by law, is exempt from most taxes. Offeror to retain on file a copy of a tax-exempt form submitted by DKPH. Offeror is encouraged to allow for an automated tax exemption, not requiring the department buyer to request exemption. Do not mailto:DCBOHAPINVOICES@dph.ga.gov include tax in your bid totals. If awarded contract, Offeror may obtain a copy of DKPH Tax Exemption Certificate by contacting DKPH Purchasing Department.

16. SIGN-IN AND IDENTIFICATION BADGES: For safety purposes, all vendors will sign-in at DKPH or administration front desk when entering a DKPH facility. All vendors will be expected to show their driver’s license or other government issued photo identification card to the employee at the front desk at the administration office.

17. FAILURE TO ABIDE BY TERMS: If at any time, a vendor fails to fulfill or abide by the terms, conditions or specifications of the contract, or to perform by providing the items/services at the price submitted or within the specified time frame, DKPH reserves the right, upon written notice to the vendor to cancel the contract.

18. DEFAULT: Prior to the cancellation of the contract for default, DKPH’s Purchasing will advise the vendor, in writing, of their intentions, and the reasons for such intentions. The vendor will be allowed fifteen (15) days to cure the default condition. If such condition is not cured to the satisfaction of DKPH after that time, then the cancellation of the contract may be executed.

19. GIFTS: Please note that a “gift to a public servant” is a Class A misdemeanor offense if the recipient is a government employee who exercises some influences in the purchasing process of the governmental body. This would certainly apply to anyone who helps establish specifications or is involved in product selection or directs a purchase.

20. INTERLOCAL AGREEMENTS, PURCHASING COOPERATIVES: DKPH reserves the right to utilize other DKPH contracts, State of Georgia contracts, contracts awarded by other Governmental Agencies, other Boards, or cooperative agreements in lieu of any offer received, or award made as a result of this proposal, if it is in DKPH’s best interest to do so.

21. VENUE: Both parties agree that venue for any litigation arising from this contract shall lie in DeKalb County, Georgia.

22. INSURANCE. Prior to beginning work, the successful contractor is required to furnish Certificates of Insurance as may be required by DKPH and described in the specifications (Exhibit C)

23. PERFORMANCE: Prospective vendor must affirmatively demonstrate responsibility through a satisfactory performance record. Each Offeror is required to submit with their proposal a list of three (3) references of organizations for which they currently or have provided products/services to within the last three (3) years. The list shall include the company/entity name, address, contact name, and telephone number.

24. PLACES OF BUSINESS: Prospective vendor may be required to furnish evidence in writing that they maintain permanent places of business and have adequate places of business and have adequate equipment, finances, and personnel to furnish the items/services offered satisfactorily and expeditiously.

25. EXCEPTIONS: Offerors taking exception to the terms and conditions or specifications of this proposal shall state these exceptions plainly on the Exception Page of the proposal document. If no exceptions are indicated on the submitted form, it will be assumed that your proposal complies with our document.

26. PRICING: Negotiation may be a part of this process. Therefore, vendors are cautioned to submit their most competitive price for their product and service the first time through on the Proposal Response forms. If the scope of the proposal and all other requirements are met initially, there may not be any need for negotiation with any vendor.

27. AWARD: It is the intention of DKPH to establish a contract with one offeror that successfully responds to this RFP. DKPH does not guarantee any work or dollar amounts relating to this proposal. Purchases will be based upon DKPH’s needs throughout the period covered by this proposal. Therefore, this RFP contains information based on previous spend data. At the time of need, the department will select an approved vendor and submit exact specifications, quantities, delivery times, and any other relative information the vendor may need to provide a quote for that order to the requester per contracted pricing. DKPH reserves the right to purchase more or less than quoted.

28. NOTIFICATION OF AWARD: ALL vendors properly responding on time to this proposal with all the required documents complete will be considered for award. DKPH may elect to issue subsequent proposals and approve additional vendors for the same or similar items/services during the agreement period, if it is determined to be in the best interest of

DKPH.

29. CANCELLATION: DKPH shall have the right to cancel for default all or any part of the undelivered portion of this order/service if vendor breaches any of the terms hereof including warranties of vendor or if the vendor becomes insolvent or commits acts of bankruptcy. Such right of cancellation is in addition to and not in lieu of any other remedies, which DKPH may have in law or equity.

30. FORCE MAJEURE: If by reason of Force Majeure (unforeseeable circumstances), either party hereto shall be rendered unable wholly or in part to carry out its obligations under this agreement, then such party shall give notice and full particulars of Force Majeure in writing to the other party within a reasonable time after occurrence of the event or cause relied upon, and the obligation of the party giving such notice, so far as it is affected by such Force Majeure, shall be suspended during the continuance of the inability then claimed, except as hereinafter provided, but for no longer period, and such party shall endeavor to remove or overcome such inability with all reasonable dispatch. The term Force Majeure as employed herein, shall mean acts of God, acts of public enemy, orders of any kind of government of the United States or the State of Georgia or any civil or military authority; insurrections; epidemics; landslides;

land sinkage; lightning; earthquakes; fires; hurricanes; storms; floods; washouts; droughts;

arrests; restraint of government and people; civil disturbances; explosions; breakage or accidents to machinery, pipelines or canals, or other causes not reasonably within the control of the party claiming such inability.

31. ASSIGNMENT DELEGATION: No right or interest in this contract shall be assigned or delegation of any obligation made by vendor without the written permission of DKPH. Any attempted assignment or delegation by vendor shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

32. WAIVER: No claim or right arising out of a breach of this contract can be discharged in whole or in part by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved.

33. INTERPRETATION PAROLE EVIDENCE: This writing is intended by the parties as a final expression of their agreement and is intended also as a complete and exclusive statement of the terms of their agreement. No course of prior dealings between the parties and no usage of the trade shall be relevant to supplement or explain any term used in this agreement.

Acceptance or acquiescence in a course of performance rendered under this agreement shall not be relevant to determine the meaning of this agreement even though the accepting or acquiescing party has knowledge of the performance and opportunity for objection. Whenever a term defined by the Uniform Commercial Code is used in this agreement, the definition contained in the Code is to control.

34. ADVERTISING: The vendor shall not advertise or publish, without DKPH’s prior consent the fact that DKPH has entered into this contract, except to the extent necessary to comply with proper requests for information from an authorized representative of the federal, state or local government.

35. RIGHT TO ASSURANCE: Whenever a party to this contract in good faith has reason to question the other party’s intent to perform, he/she may demand that the other party give written assurance of his/her business intent to perform. In the event that a demand is made, and no assurance is given within five (5) days, the demanding party may treat this failure as anticipatory repudiation of the contract.

36. DISCLOSURES: By signing this proposal, a vendor affirms that he/she has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, special discount, trip, favor, or service to a public servant in connection with the proposal submitted. Vendor shall note any and all relationships that might be a conflict of interest and include such information with the proposal (Conflict of Interest Questionnaire). By signing this proposal, a vendor affirms that, to the best of his/her knowledge, the proposal has been arrived at independently and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give them an unfair advantage over other vendors in the award of this proposal.

37. TERMINATION OF CONTRACT: It is understood that DKPH retains the option to terminate this Agreement for any reason at the end of each contract year without pecuniary risk or penalty or at any point during the contract term with evidence of just cause. The termination will become effective, and this Agreement shall terminate sixty (60) days prior to the end of the contract year or for just cause. The termination will become effective, and this Agreement shall terminate sixty (60) days following written notification of intent.

DKPH may terminate this contract, in whole or in part, for DKPH's convenience, or because of failure of the Contractor to fulfill the obligations herein in any respect. DKPH shall terminate by delivering to the Contractor, with at least five (5) days’ notice, a Notice of Termination specifying the nature, extent, and effective date of termination. Contractor shall be paid for services rendered up to the date of termination. Notice shall be given in accordance with Article 11 herein.

Notwithstanding the foregoing, this contract is subject to the availability of funds to DKPH to provide reimbursement for services rendered. In the event that the source of reimbursement no longer exists, then this contract shall terminate immediately upon the giving of notice of such to the Contractor, without further obligation of DKPH, and the Contractor shall be paid as provided herein for services rendered up to the date of termination. Notice shall be given in accordance with Article 11 herein.

38. CONFIDENTIAL OR TRADE SECRETS If any of the information is confidential or a trade secret belonging to the vendor and, if release would give advantage to a competitor or vendor, that information should be filed with the proposal in a separate envelope marked

“CONFIDENTIAL – DO NOT DUPLICATE WITHOUT PERMISSION”.

Acceptance of such materials does not constitute an admission by DKPH that the materials are confidential or a trade secret. CRIMINAL RECORDS HISTORY: The vendor shall ensure that all entities with which it contracts shall supply information regarding criminal records history of any employee, agent or consultant who shall be present on DKPH’s property at any time. Under no circumstances shall any entity be allowed to use employees, agents or consultants present on site who have been convicted of a felony or a crime involving sexual misconduct.

39. COMPETITIVE PROCUREMENT: This RFP is part of a competitive procurement process which helps to serve DKPH’s best interest. It also provides vendors with a fair opportunity for their products to be considered. The process of competitive negotiation being used in this case shall not be confused with the different process of competitive sealed bidding.

The latter process is usually used where the goods or services being procured can be described precisely and price is generally the determinative factor, although it may be, and DKPH has the flexibility it needs to negotiate with vendors to arrive at a mutually agreeable relationship.

40. LENGTH OF CONTRACT: All responses to the RFP shall be valid for the date of approval with the possibility of four (4) additional annual renewals between DKPH and the Vendor.

41. ACCEPTANCE: This will be a single or multi-vendor award. DKPH reserves the right to accept or reject any or all the proposals submitted, waive minor technicalities, and accept the offer most advantageous to DKPH. Contract, to awarded vendor, will be based on the determined “best value for DKPH”.

42. OTHER REQUIREMENTS: The warranty, general, special terms and conditions, insurance, submittal documents and specifications as stated herein shall apply and shall not be nullified, voided or altered in any way by the inclusion of the Offeror’s pre-printed forms with this proposal or any other document submitted during delivery of product, invoicing, acknowledgement letters, emails, faxes, routing communications between the contracted parties, of subcontract employees, or third parties unless specifically acknowledged and agreed to in writing by DKPH.

43. PERFORMANCE. The responsibility for compliance with this solicitation and the subsequent contract shall be with the submitting Offeror. Awarded Offerors are expected to provide prompt service that is due under this contract including warranties. Past performance of the Offeror may be a factor in awarding future contracts.

Any problems or discrepancies that are not covered by the above requirements should be directed to DKPH Office of Purchasing for a determination or clarification prior to any action taken on said problem or discrepancy. If the Offeror fails to make such request, no excuse will thereafter be entertained for failure to carry out the work in a satisfactory manner. All bidders shall provide detailed explanations of any variances or exceptions the Offeror has with any requirement or terms specified in this RFP and thoroughly explain any alternate service offered. DKPH is not responsible for any costs incurred by the vendor for the preparation or distribution of this bid. Respondents or other authorized representatives are expected to fully inform themselves as to all conditions, requirements, and specifications before submitting offers. Failure to do so will be at the Offeror’s own risk. Proprietary information, if any, submitted to DKPH in response to this bid should be identified as such. Any information identified as proprietary will be handled in accordance with the provisions of the Georgia Open Records Public Information Act as it applies to such information.

44. DKPH LICENSING PROGRAM: DKPH logo cannot be used without the expressed, written permission of DKPH

45. INCREASES. If deemed appropriate by DKPH, extension period percentages of increase shall be negotiated with the contractor. If a mutual agreement cannot be reached, DKPH reserves the right to rebid.

46. ADDITIONAL SERVICES. DKPH reserves the right to request the contractor to provide additional services not outlined herein. In the event this occurs, compensation will be negotiated at that time.

47. COST. Unless otherwise specified herein, the contractor shall be responsible for furnishing all material, labor, facilities, equipment, and supplies necessary to perform the services required herein.

48. INDEPENDENT CONTRACTOR. The contractor represents itself to be an independent contractor offering such services to the general public and shall not represent itself or its employees to be employed by DKPH. The sole relationship between DKPH and the contractor is as established by this contract. The contractor acknowledges responsibility for filing all returns and paying all taxes, FICA, employee fringe benefits, workers compensation, employee insurance, minimum wage requirements, overtime, etc., associated with the performance of the contractual requirements herein, and agrees to indemnify, save, and hold DKPH, its officers, agents, and employees, harmless from and against, any and all losses, costs, attorney fees, and damage of any kind related to such matters. Upon request, the contractor will provide DKPH with evidence of compliance with these requirements.

49. SUBCONTRACTORS. The contractor shall not subcontract work hereunder without the prior written consent of the DeKalb County Board of Health (DKPH). Any contractor subcontracting work without the prior written consent of DKPH shall be null and void. If contractor proposes to subcontract any of the work hereunder, it shall submit to DKPH the name of each proposed Subcontractor, with the proposed scope of work which its proposed Subcontractor is to undertake. Alternatively, the Contractor shall provide a statement that there are no subcontractors for the work proposed hereunder.

50. COMMUNICATION ON PROJECTS. The contractor shall fully coordinate its activities in the performance of the contract with those of DKPH. As the work of the contractor progresses, advice and information on matters covered by the contract shall be made available by the contractor to DKPH throughout the contract period.

51. OWNERSHIP OF MATERIALS. The contractor shall agree and understand that all reports and material developed or acquired by the contractor as a direct requirement specified in the contract shall become the property of DKPH. No reports or material prepared, as required by the contract, shall be released to the public without the prior written consent of DKPH.

52. INDEMNIFICATION. The contractor shall understand and agree that DKPH cannot save and hold harmless and/or indemnify the contractor or employees against any liability incurred or arising as a result of any activity of the contractor or any activity of the contractor's employees related to the contractor's performance under the contract. Therefore, the contractor must acquire and maintain adequate liability insurance in the form(s) and amount(s) sufficient to protect DKPH, its agencies, its employees, its clients, and the general public against any such loss, damage and/or expense related to his/her performance under the contract. The insurance shall include an endorsement that adds DKPH as an additional insured. The contractor shall not be responsible for any injury or damage occurring as a result of any negligent act or omission committed by DKPH, including its Board and employees.

53. CONFIDENTIAL INFORMATION. Inasmuch as under the contract the contractor may acquire confidential information, the contractor agrees to use such information only for the sole benefit of DKPH and to keep confidential such information, as well as all information developed in the conduct of the work contracted for including information disclosed by DKPH to contractor or any other person engaged in the contracted work. The contractor further agrees that all data, technical information, and reports developed by contractor or any person engaged in the contracted work are the property of DKPH and shall not be disclosed to others at any time or used for any other purpose other than for the sole benefit of DKPH, and that upon termination of the contract, or at any other time DKPH requests, the contractor or any other person involved in the contracted work will transmit to DKPH any written, printed, or other materials embodying such confidential information, including all copies and excerpts thereof, given to, prepared by or for the contractor, or any other person involved in the contracted work.

It is further understood and agreed that this obligation to keep such information confidential shall continue at all times beyond the completion of the contracted work. W-2 tax information would be the most sensitive file DKPH would send to the contractor (once annually).

The contractor shall agree and understand that all exhibits, materials, digital files, artwork, design features and concepts developed as a result of the contract shall become the property of DKPH, with all rights and interests for present and future publication, display, sale, copyright, or other use as deemed appropriate by DKPH.

54. COMPLY WITH APPLICABLE LAW. The contractor must comply with all existing or future applicable laws, including but not limited to, those pertaining to soy-based ink and recycled paper.

55. NO EXCLUSIVE ARRANGEMENT. The contractor agrees and understands that the contract shall not be construed as an exclusive arrangement and further agrees that DKPH may secure identical and/or similar services from other sources at any time in conjunction with or in replacement of the contractor's service.

56. VIOLATIONS. If the contractor is found to be in violation of this requirement or the applicable state, federal and local laws and regulations, and if DKPH has reasonable cause to…