5-25-06050-P-LP Natural Turf Athletic Field Maintenance.docx

Purchasing Services 130 Trinity Avenue, S.W.

4th Floor Atlanta, Georgia 30303

Request for Proposals (RFP)

For

Natural Turf Athletic Field Maintenance

July 16, 2025

RFP Number: 25-06050-P-LP

NIGP Commodity Code(s): 90917, 51582, 80515, 65062, 79002

ADVERTISEMENT FOR REQUEST FOR PROPOSALS

The Atlanta Independent School System (hereinafter, “Atlanta Public Schools” or “APS”) invites qualified offerors to submit proposals to provide Natural Turf Athletic Field Maintenance.

In using this method for solicitation, we are requesting that you provide the best value for our requirements. To be eligible for consideration, online proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the selected offeror to meet all specifications and guidelines set forth herein. Atlanta Public Schools, at its discretion, determines the criteria and process by whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decisions by Atlanta Public Schools.

If you are unable to download these documents, you may contact the assigned procurement officer, Lorenzo Presley, at (404) 802-1564 or lorenzo.presley@atlanta.k12.ga.us.

(Pre-Proposal)

A Conference will be held at the address below on Wednesday, July 23, 2025, at 10:00 a.m. ET.

July 23, 2025, 10:00 a.m. – 1:00 p.m., ET:

(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/194307.

All addenda related to this solicitation will be posted on the Bonfire website at https://aps.bonfirehub.com/opportunities/194307. 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/194307. The Office of Procurement Services will only accept proposals submitted online. Proposal submissions are due no later than 11:00 a.m. ET, August 15th, 2025.

APS will only accept online submissions for proposals. Proposals can be submitted online at: https://aps.bonfirehub.com/opportunities/194307. 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

TABLE OF CONTENTS

Appendices:

Attachments:

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)

1.0 INTRODUCTION

1.0.1 To be entitled to consideration, proposals shall be submitted online at https://aps.bonfirehub.com/opportunities/194307. 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/194307. Proposals submitted after the proposal 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.

1.1 PURPOSE

1. The Atlanta Independent School System (hereinafter, “Atlanta Public Schools” or “APS”) invites qualified offerors to submit proposals to provide the APS Athletics Department with natural turf athletic field maintenance per the frequency tables listed in the RFP for 23 service sites.

1.1.2 APS is seeking experienced and qualified contractors to provide Natural Turf Athletic Field Maintenance to the district in accordance with all Local, State, and Federal regulations.

1.1.3 This solicitation is issued in accordance with 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 and operates schools and administrative facilities ranging in size from 31,000 square feet to 485,000 square feet. Some campuses are comprised of a single structure, while others have multiple structures. All schools are within the city limits of Atlanta.

1.2.2 The APS Athletics Department currently maintains thirty-nine athletic fields spread across 23 natural turf field locations. (See Appendix 1 for a current list of schools.) APS boasts a variety of natural field athletic facilities, including eight (8) high school softball fields, seven (7) high school baseball fields, one (1) high school baseball/softball conversion, Ten (11) middle school football/soccer fields, eight (7) middle school softball fields, one (1) middle school softball/baseball conversion, and alternative sites hosting one (1) football/soccer field, one (1) baseball field, one (1) baseball/softball conversion, and one (1) softball/baseball field.

1.3 CONTRACT TERM

The first term of the contract will be when the last signature is obtained through June 30, 2026. 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 Offeror.

1.4 AWARD

1.4.1 It is the intent to award a contract to a primary and an alternate offeror. In the event the primary offeror cannot fulfill the contract requirements, the alternate offeror will be required to complete the contract. APS reserves the right to make multiple awards, based on experience and qualifications, if it is deemed to be 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 offerors, the contract will be utilized by distributing service needs based on factors such as offeror 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 security requirements.

2.0 SCOPE OF WORK

The offeror must have proven experience in meeting the solicitation requirements as described in sections 2.0, 3.0, and 4.0. In addition, the offeror’s proposed solution must provide a description of the functionality, the user's process for utilizing the services, and implementation requirements and dependencies. The Offeror must describe functionality for its ability to meet each of the required specifications.

The offeror must comprehensively describe the methodology and procedures intended to fulfill the requirements outlined in this RFP for APS. The selected Offeror will be accountable for meeting the specifications and guidelines outlined herein. The projects encompass schools and facilities spread across the district, and the offeror(s) must demonstrate the capability to deliver services.

2.1 FIELDS

0. The project encompasses thirty-nine athletic fields spread across the district, and the offeror(s) must demonstrate the capability to deliver services for each natural turf field.

1. SIGNAGE AND NOTIFICATION DISPLAYS

0. The offeror is responsible for providing and positioning appropriate signs and/or notices in areas that have been treated with chemicals.

0. MAINTENANCE AND REPAIR OF IRRIGATION SYSTEMS

2.3.1 The offeror is responsible for the operation and scheduling of all automatic irrigation systems.

2.3.2 Athletic fields will receive sufficient irrigation to encourage deep rooting and maintain turf health and vigor.

2.3.3 Maintenance of all automatic irrigation systems falls under the offeror's responsibility.

2.3.4 The offeror will inspect and operate all irrigation systems and make necessary adjustments to heads and time clocks.

2.3.5 Any major deficiencies will be promptly reported to the designated APS representative.

2.3.6 Once per month, the offeror will conduct a system check and perform preventative maintenance on all irrigation components, including valves, pumps, and controllers.

2.3.7 The offeror will provide labor and materials to repair or replace any damage to the irrigation system, from lateral pipes out to the heads, attributable to typical use, including head or nozzle replacement.

2.3.8 In the event of an emergency, the company shall respond within 24 hours of the request.

1.4 REPAIR AND MAINTENANCE OF MAINLINE VALVES AND CONTROLLERS

2.4.1 Valves and controllers are not to be replaced or repaired without prior approval.

2.4.2 If replacement or repair is necessary, the offeror will provide a quote/estimate for the repair or replacement; any repair exceeding $10,000.00 will require additional approval by the APS Director of Athletics before the offeror completes the repair.

2.4.3 The offeror is not responsible for vandalism of the irrigation system.

2.4.4 The offeror will be responsible for winterizing and starting up all irrigation systems.

2.4.5 In the event of an emergency, the company shall respond within 24 hours of the request.

2.4.6 APS reserves the right to seek quotes/estimates from other resources for repairs exceeding $10,000.00.

2.5 EQUIPMENT

2. The offeror is responsible for supplying all equipment necessary to complete the specified work.

2.6 MONTHLY MAINTENANCE SCHEDULE

2.6.1 The offeror must submit a monthly service schedule via email in Microsoft Excel format, indicating the dates each location will be serviced according to the specifications of this solicitation. Reports shall be submitted to the APS Director of Athletics via email in PDF format once monthly or upon request.

2.6.2 The schedule must be submitted to the APS Director of Athletics by the 28th of the month prior to the month when services will be provided.

2.6.3 Any deviations from the schedule must be mutually agreed upon by the offeror, the APS Director of Athletics.

2.6.4 Frequency Service Schedule for Football / Soccer Fields with Natural Turf

0. Frequency Service Schedule for Baseball Fields with Natural Turf

0. Frequency Service Schedule for Softball Fields with Natural Turf

0. Fields will receive monthly service according to the frequencies outlined in the table, covering tasks listed in sections 2.0, 3.0, and 4.0, though not limited to them. It's important to note that not all tasks may be performed during every service visit.

3.0 REQUIREMENTS FOR NATURAL TURF FIELDS

0. Litter Removal

3.1.1 All litter and debris shall be removed before mowing.

3.1.2 All debris, including but not limited to cardboard boxes, bottles, paper, branches, and other miscellaneous items considered trash, will be removed during every service visit.

3.1.3 All debris must be cleared from the APS site after every visit and disposed of following state and local regulations and ordinances.

0. Leaf Removal

0.2.1 Leaves will be cleared from the turf area, especially during the fall months, and as needed thereafter.

0.2.2 All debris must be cleared from the APS site after every visit and disposed of following state and local regulations and ordinances.

0. Core Aeration

0. Soil Compaction Relief/Soil Prep Application

0. This service necessitates deep tine aeration (minimum 3.5 inches) to be conducted in April for compaction relief, in mid-summer (June) for further compaction relief, and in late summer (August) for both compaction relief and soil preparation.

0. The offeror(s) shall ground prep for applications, fertilization, and overseeding.

0. Aeration cores will not be collected.

0. Herbicide Application

0.4.1 Weed Control Applications

0. This service will be conducted as a two-round application, scheduled once in April and once in September.

0. If additional applications are necessary, the offeror will perform this task as needed to maintain reasonable control over all broadleaf and grassy weeds.

0. The weed control product utilized must not change the color or degrade the track surfacing.

0. The offeror must provide a Material Safety Data Sheet (MSDS) for all products intended for use in this service.

0. Fertilization Application

0. Turf Growth/Nourishment Application.

0. This service will consist of six (6) rounds of application.

0.5.1.2 The timing for this service will be determined by the offeror and approved by APS to ensure optimal results.

0. Before each application, the offeror will conduct a soil test to obtain the correct chemical pH blend and balance necessary to maintain a premium athletic field appearance.

0. The offeror will provide APS with a copy of the test results and adhere to the manufacturer's specifications for these applications.

0. The offeror must provide a Material Safety Data Sheet (MSDS) for all products intended for use in this service.

0. The offeror shall provide APS with a copy of the test results.

0.5.1.7 The fertilization application product must not change color or degrade the track surface.

0. Pesticide Application

3.6.1 Insect/Disease Control Applications

0. The offeror(s) are responsible for insect control applications.

0. Insecticide/fungicide treatments will be administered as needed.

0. The offeror will identify pests/diseases and demonstrate control methods to APS. Good Integrated Pest Management (IPM) techniques will be utilized in service fields.

0. Treatment for fire ants may be requested and provided within reasonable limits.

0.6.1.5 The offeror must provide a Material Safety Data Sheet (MSDS) for all products intended for use in this service.

0.6.1.6 All pesticides must be applied by a Georgia-licensed applicator according to label instructions, approved industry practices, and all relevant state and local legal requirements.

0. The pesticide application product must not alter the color or degrade the track surfacing.

1. Turf Maintenance, Edging, and Trimming

0. Before mowing, all litter and debris must be cleared away.

0. Grass cutting, blowing/sweeping (removal of clippings), edging, trimming (walkways, curbs, gutters), and all other necessary tasks for proper natural turf care will be conducted during each service visit, except during the winter months when the turf is dormant.

0. Weeds growing in pavement joints, fracture lines, curb areas, drain covers, and other relevant field areas will be removed as needed to control weed growth.

0. All debris, including but not limited to cardboard boxes, bottles, paper, branches, and other miscellaneous items considered trash, will be removed during every service visit.

0. Leaves will be cleared from the turf area, especially during the fall months, and subsequently as needed.

0. The offeror is accountable for the prompt removal of all debris from the APS site after each visit, ensuring disposal in accordance with state and local regulations and ordinances.

0. Top Dressing

0. The top-dressing product will comprise sand-based soil, meeting or exceeding the quality standards necessary for premium athletic fields.

0. The top-dressing product will be applied between the hash marks of the field to rectify deficiencies and encourage positive turf germination.

0. Football / Soccer

0. This service will be conducted twice annually, once in early spring (April) and immediately after the regular football season concludes (November), to prepare for the upcoming soccer season.

0. Baseball / Softball

0. Skinned surfaces and the pitcher's mound will undergo inspection and preparation one month prior to the start of the baseball season to address surface deficiencies, including leveling lips around all turf, trimming grass lines, and filling any holes around home plate and the base of the pitcher's mound.

0. Reconstruction of the pitcher's mound and home plate will be carried out to meet the specifications of the Georgia High School Association (GHSA) and the National Federation of State High School Associations (NFHS).

0. The offeror will handle both minor and major repairs to the mound and home plate surfaces.

0. The offeror will supply the materials needed to make repairs on the fields.

0. Brick dust is not permitted as a top dressing for skinned areas.

0. Only calcined clay or vitrified clay is an approved product to be used on skinned surfaces.

0. In skinned areas requiring additional infield mix, the offeror will supply up to 12 tons per field.

0. Warning Tracks Application for Baseball / Softball

0. The top dressing for the warning tracks (granite chips) will be replenished and maintained through routine grooming as needed.

0. The offeror will ensure that this service is scheduled during the playing season.

0. The schedule will be coordinated through the APS Athletic Field Maintenance Manager.

0. The offeror will supply the materials needed for this service.

4.0 ESSENTIAL SERVICES FOR FIELDS FEATURING NATURAL TURF

0. Infield Moisture Absorbent, Baseball/Softball

0. This service will be conducted during the practice and playing seasons as needed to quickly dry the field to support moderate rain on game days by grooming the product into the infield clay.

0. The product must be comparable to Surface.

0. Field Drainage and Underground Storage Tank Systems, Football/Soccer

1. This service will be conducted quarterly, involving the inspection and clearance of silt and debris from the track drain system, as well as the inspection and removal of debris from the underground storage tank system accessed through the manhole on the field.

4.3 Inspection and Maintenance of Field Equipment/Accessories, Baseball/Softball

0. This service will be conducted during each site visit.

0. The offeror will inform APS of any deficiencies identified with the field's fencing and equipment/accessories (such as bases, shafts, pitchers’ rubber, etc.).

0. APS will provide all materials needed to make repairs to the field equipment/accessories.

1. Backstop Care and Maintenance, Baseball/Softball

1. The backstop and netting will be maintained to prevent any foliage from encroaching on the surface.

1. Any growth will be removed from the surface, regardless of the height of the fencing/netting.

4.5 Area Maintenance, Sand Pit, and Shot-Put

4.5.1 Sandpits and shot-put court materials will be raked level and maintained within their borders during every site visit.

0. Areas will be kept free of weeds.

0. Sand will be replenished and maintained to an even level up to the borders of the pits as needed.

0. Gravel materials in the shot-put courts will be replenished and maintained to an even and level surface within the court area borders as needed.

4.6 Crack Weeds, Weeds

0. Weeds growing out of pavement joint areas, fracture lines, curb areas, drain covers, and all other relevant field areas will be removed as needed to control weed growth.

0. All debris at the APS site must be cleared after each visit and disposed of in compliance with state and local regulations and ordinances.

5.0 PROPOSAL SUBMISSION REQUIREMENTS

5.1 MANDATORY REQUIREMENTS (See list in section 5.2 below)

5.1.1 Offerors are instructed to read all terms, conditions, and specifications set forth in the RFP carefully. 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 representative of the company submitting the proposal, or the proposal may be rejected by APS.

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/194307

5.2 List of Mandatory Attachment Documents

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

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)

6.0 COMPANY QUALIFICATIONS AND EXPERIENCE

6.1 Provide a brief history of the company, including the number of years in business, a minimum of five (5) years providing Natural Turf Athletic Field Maintenance to large/other Georgia school districts.

6.2 Specifically, provide the following:

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

6.2.2 Organization and size of the company, and whether it is local, regional, national, or international in operations and capabilities.

6.2.3 The number of and/or professional staff available to be employed on this engagement.

6.2.4 Description of the range of activities performed, such as previous training, research, reporting samples, etc.

6.3 Provide three (3) references that your company has or is currently providing services similar to the specifications of this solicitation, Natural Turf Athletic Field Maintenance to large/other Georgia school districts or facilities.

6.4 Provide the following for each reference:

6.4.1 Name and address of school district or company.

6.4.2 Name and title of primary contact with telephone number, fax number, and e-mail address.

6.4.3 Description of the services provided, including dates and number of sites serviced.

6.5 Provide resumes, which include qualifications, certifications, education, and responsibilities of the Agronomist and/or professional staff expected to be assigned to this project.

6.5.1 Copies of active licenses currently held relative to Natural Turf Athletic Field Maintenance.

6.6 Indicate and describe the scope and volume of business with other school systems in Georgia. Please specifically provide the average number of contracts and/or professional staff provided to each school system.

6.7 Indicate the names, addresses, and degree of utilization of any and all subcontractors that would be used in the performance of this contract.

7.0 METHODOLOGY AND OPERATIONS

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

7.2 Describe in detail your company’s start-up plan, including timelines and procedures to prepare for this contract with APS when the last signature is obtained.

7.3 Company Capabilities and Expertise

7.3.1 Expert Level Competencies

7.3.1.1 Describe the company’s hiring and recruiting process.

7.3.1.2 Describe the company’s process for selecting Agronomists for APS.

7.3.1.3 Describe how the company will ensure all Agronomists provided to APS will be able to meet the duties of the scope of work.

7.3.1.4 Provide details on the company’s response time of 24 hours after an emergency call.

7.1.2 Turf Care Competencies

7.1.2.1 Describe in detail the process of soil compaction and soil prep applications.

7.3.2.2 Describe the process for herbicide application and weed control.

7.3.2.3 Provide details about fertilization applications along with turf growth and nourishment procedures.

7.3.2.4 Describe in detail the process of pesticide treatment, insect, and disease control application. Including integrated pest control management techniques.

7.3.2.5 Provide details about your company's top-dressing products, meeting or exceeding the quality standard necessary for premium athletic fields.

7.4 Describe in detail your company’s plan to service all 23 sites and 39 fields per the frequency charts.

7.5 Describe the company’s moisture Absorption and field drainage process. Also, describe the inspection and clearance of silt and debris from the track drainage system and underground storage tanks.

7.6 Provide details about the inspection and maintenance of field equipment and backstop care, as well as sand pit and shot-put areas.

7.7 List the available reports and incorporate sample reports into your proposal. (Examples: deficiencies report, preventative and maintenance report, service schedule report, soil testing reports, etc.)

7.8 Describe how your customer service framework is structured to provide high-quality service consistently.

7.9 PRICING

7.9.1 Provide pricing on the APS price proposal form, which is included in the solicitation. Pricing sheets must be completed 100%. Attachment A

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 timeframe specified. It shall be the responsibility of the awarded contractor to meet all specifications and guidelines set forth herein.

8.2 An APS evaluation committee will evaluate each proposal that is deemed responsive. APS, 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 APS.

8.3 APS reserves the right during the evaluation process to contact offerors who submit proposals 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 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 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 that are 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)

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 sent an email outlining the date/time/agenda of their scheduled invitations.

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 offeror(s) to meet the needs of the district.

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.

9.0 ADDITIONAL REQUIREMENTS

9.1 All responses submitted become the property of APS 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 makes a request in writing to the Executive Director of Purchasing Services prior to the time set for receiving proposals or unless the Executive Director of Purchasing Services fails to accept or reject the proposals within one hundred and twenty (120) days after the due date of the proposal.

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 proposal that will not adversely affect competition.

9.5 By submitting a response, the offeror certifies that this proposal is made without prior understanding, agreement, or connection with any corporation, company, or person submitting a proposal 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 proposal is duly authorized to propose on behalf of the offeror.

9.6 Failure to provide an online submission with correct information may result in the rejection of the proposal. If further information is required to demonstrate responsibility, such as providing copies of licenses or permits (other than those mentioned in 6.5.1), 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 proposals received to determine responsiveness. Proposals that are deemed to be responsive will be evaluated. Proposals that are deemed to be non-responsive will not be evaluated or considered for the 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:

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 Offeror Conduct

10.0 11.0

10.4.1 Offeror’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.

10.0 11.0 12.0 11.1 12.1

10.4.2 A offeror’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 cause for the employee to be removed from the premises.

12.0

10.4.3 Also, radios or audible music are not allowed at worksites. Offerors 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 offeror 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 either committed by its employees or made possible by the willful or negligent action of its employees.

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 items missing or damaged, 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

12.0 12.5.1

10.6.1 Standard business hours are 7:00 a.m. EST to 2:30 p.m. EST unless otherwise indicated herein. 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 in a clean condition, and all debris shall be removed daily and upon completion of service.

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

10.7 Offeror/Contractor Requirements:

10.7.1 APS policy requires that all contractors, consultants, or offerors 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, offeror, or the employing company. Any contract awarded pursuant to this solicitation is contingent upon compliance with this requirement and a satisfactory background check as 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 name of subcontractor, reason for removal, and effective date.

10.8.4 If the contractor desires to add a subcontractor at any time during the term of the contract, the contractor must submit to APS Procurement Services in writing the following information on the subcontractor; company name, address, telephone and fax number, and 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.

10.9 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 proposal 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 award shall be invalidated. Board members shall be notified of possible violations and actions taken.

10.9.6 APS policy requires that all offerors 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, offeror, or the employing company. Any contract awarded pursuant to this solicitation is contingent upon compliance with this requirement and a satisfactory background check as 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 do serve APS students and are a part of the APS school district.

10.9.8 The offeror must have proven experience in providing the goods specified in this proposal.

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

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 proposals and failure on the part of the successful offeror 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 proposal is due.

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

11.3 OFFEROR ELIGIBILITY AND FORMAL SOLICITATION INFORMATION

11.3.1 Offeror Registration

If the offeror/contractor is awarded a contract under this solicitation, in order to do business with APS, an offeror/contractor must first register with the district. The offeror/contractor must 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 changes in company or company contact information.

11.3.2 Eligibility

11.3.3 Formal Solicitations

Under board policy DJEA, a formal solicitation is required for all purchases and contracts that exceed $50,000. All formal solicitations must be conducted by the Procurement Service Department. 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

Offerors 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 offeror 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 offeror, its agents, servants, or employees in the performance of services under this contract.

The offeror 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 offeror 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 offeror 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 offerors and subcontractors of any tier.

11.5.2 The Offeror 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 Offeror must purchase the extended reporting period for at least two (2) years.

11.5.8 The Offeror 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 Offeror 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 Offeror. Insurance provided by the Offeror shall not limit the Offeror’s obligation to indemnify and defend APS for claims or suits which result from or are…