BL066-26 Page 1

April 7, 2026

INVITATION TO BID

BL066-26

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified service providers for the Provision of WebEOC Administrator Services for the Office of Emergency Management on an Annual Contract for the Office of Emergency Management.

Bids should be typed or submitted in ink and returned in a sealed container marked on the outside with the BL# and Company Name. Bids will be received until 2:50 P.M. local time on Monday, April 27, 2026, at the Gwinnett County Purchasing Office, 75 Langley Drive, Lawrenceville, Georgia 30046. Purchasing is located on the second floor of the Gwinnett Justice and Administration Center. Any bid received after this date and time will not be accepted. Bids will be publicly opened and read at 3:00 P.M. The bid opening will be virtual ONLY. To access the bid opening virtually, visit this Teams Meeting Link. Or, dial 323-676-6170, and enter Conference ID 521 008 656#. Apparent bid results will be available the following business day on our website www.GwinnettCounty.com. Bids are legal and binding upon the bidder when submitted.

Questions regarding bids should be directed to Bethany White, Purchasing Associate II at Bethany.White@GwinnettCounty.com, no later than 3:00 P.M. on Thursday, April 16, 2026.

Successful service providers will be required to meet insurance requirements. The Insurance Company should be authorized to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating of A-10 or higher.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or activities.

Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program or activity of Gwinnett County Government should be directed to the ADA Coordinator at the Gwinnett County Justice and Administration Center, 770-822-8165.

The written bid documents supersede any verbal or written prior communications between the parties.

Award will be made to the service provider(s) submitting the lowest responsive and responsible bid. Gwinnett County reserves the right to reject any or all bids, to waive technicalities, and to make an award deemed in its best interest. Bids may be split or awarded in entirety. Gwinnett County reserves the option to negotiate terms, conditions and pricing with the lowest responsive, responsible bidder(s) at its discretion.

Award notification will be posted after award on the County website, www.GwinnettCounty.com and service providers submitting a bid will be notified via email.

We look forward to your bid and appreciate your interest in Gwinnett County.

Bethany White

Bethany White Purchasing Associate II

The following pages should be returned in duplicate as your bid: Bid Schedule, Page 7-8 References, Page 9

Contractor Affidavit and Agreement, Page 10 Code of Ethics Affidavit, Page 11 https://teams.microsoft.com/meet/21860117132292?p=tPjZiCm82MrLVaxVUz http://www.gwinnettcounty.com/ mailto:Bethany.White@GwinnettCounty.com http://www.gwinnettcounty.com/

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1. Introduction

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from service providers to provide WebEOC Software Administrator Services on an Annual Contract with four (4) options to renew for the Office of Emergency Management.

2. Current Environment

The County utilizes WebEOC Professional to support the mission of crisis management, public safety, and emergency response. In addition to the core functionality, the County has purchased and installed the following WebEOC Plugins:

ArcGIS Extension; Checklists; File Library; Active WebEOC Users; Contacts Manager; External Content Manager; IPAWS Messaging; Messages Manager; MapTac; Single Sign On; and User Importer. Various custom processes have been developed and are currently in use. The County maintains the following software support agreements with Juvare:

WebEOC Software Maintenance; Term Comprehensive Module Care Plan Maintenance; Double-Take Standard Maintenance; and Perpetual – Disaster Recovery Maintenance. WebFusion processes are utilized to connect to multiple WebFusion Servers. Gwinnett County does not own or maintain a WebFusion Server.

3. Project Description

The County is seeking bids from service providers to provide WebEOC Software Administrator Services which include:

effectively managing the WebEOC Software System to transfer critical information to and from local, regional, and state entities; administering the system process flow using a methodical configuration of groups, positions, and users;

designing, configuring, testing and implementing process permissions; designing, configuring, testing and implementing administrator profiles; designing, configuring, testing and implementing complex boards and processes to include input views, display views, sorting, filtering, data-linking; process permissions; mapping, charts, dashboards, and report generation; and integrating WebEOC with other applications. The service provider will develop and maintain system documentation; assist in the writing of user guides; provide administrator and end-user WebEOC training; and provide technical advice, assistance, and guidance to County staff to include advice related to the implementation of future software version releases. The service provider will also be available for on-site emergency services during activations of the Gwinnett County Emergency Operations Center (EOC), this may include services outside of standard business hours.

Services provided during an activation of the EOC may include all services listed in Section 4 Scope of Work. Responses to crisis events are dynamic, challenging, and may include working in high-pressure environments. The service provider is expected to remain flexible, calm, and professional while adapting technological solutions to achieve success.

4. Scope of Work

The service provider shall furnish all personnel, technical expertise, tools, and professional support necessary to provide consultation services, system administration, development, training, and support/services related to the migration, by Juvare, from the County’s existing on premises Juvare WebEOC system to the cloud based Juvare WebEOC Nexus platform.

The scope of migration related services shall include, without limitation, the following:

a) System Support and Availability

The service provider shall provide subject matter expert consultation and operational support for WebEOC and WebEOC Nexus, including all associated components, plug-ins, integrations, and custom developed functionality. Support services shall be available onsite or remotely via phone, email, or video conference, as requested by the County.

The service provider shall designate qualified key personnel or provide an on-call contact number available twenty-four (24) hours per day, three hundred sixty-five (365) days per year to initiate support

BL066-26 Page 3 requests. Upon notification by the County, the service provider shall acknowledge receipt of a support request within thirty (30) minutes and shall assign appropriate resources to address the issue in accordance with County priorities.

Timelines and Scheduling Requirements

Within thirty (30) calendar days of contract award, and thereafter as requested or as necessary to reflect any change, the service provider shall develop and submit to the County for review and approval a written support and migration timeline that defines, at a minimum:

1. Support coverage hours and on-call availability

2. Planned response and resolution targets by issue severity

3. Migration related phases, milestones, and dependencies, where applicable

4. Cutover readiness checkpoints and County approval gates

5. Post migration stabilization duration and support expectations

The approved timeline shall serve as a binding performance baseline. No material deviation from an approved timeline, milestone, or sequence of activities shall occur without prior written approval from the County.

The service provider shall promptly notify the County in writing of any risks, constraints, or dependencies that may impact approved timelines and shall propose mitigation strategies for County consideration.

Service Levels and Escalation

The service provider shall comply with service level agreements, response targets, resolution objectives, and escalation procedures established by the County and set forth in service levels shall apply to routine operations, migration activities, cutover events, post migration stabilization, and transition assistance.

The County shall retain sole authority to determine issue severity classifications and to require adjustments to service levels during declared incidents, activations, or other critical operational periods.

The service provider shall maintain provide identification of primary and secondary escalation contacts, and shall escalate unresolved issues in accordance with County direction.

b) Training Support

The service provider shall provide both virtual and onsite instructor led training covering all facets of WebEOC and WebEOC Nexus, including, but not limited to, general user orientation, board usage, workflows, dashboards, reporting, integrations, and plug ins. Training content shall be tailored to the County’s specific system configuration and operational requirements and shall address functional differences between the on premises and Nexus platforms.

c) System Configuration, Board, Dashboard, and Process Development

The service provider shall assist the County with configuration and optimization of WebEOC and WebEOC Nexus, including associated plug-ins and components. Services shall include analysis, design, development, implementation, testing, and evaluation of boards, dashboards, workflows, forms, permissions, reports, and process automation to enhance operational effectiveness.

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The service provider shall facilitate process discovery sessions to identify requirements for updating existing processes or creating new functionality. Work may be performed through a combination of onsite engagement and virtual support, as directed by the County.

d) Custom Development and Integrations

The service provider shall provide custom development services, including development, modification, and support of integrations, interfaces, APIs, webpages, dashboards, reports, and mobile applications required to support County operations. These services shall support both the existing WebEOC environment and the WebEOC Nexus platform and may be delivered through a combination of onsite and virtual engagement.

The service provider shall coordinate with third party vendors and the County’s Department of Information and Technology Services, as applicable, to support integration functionality and issue resolution, all of which is subject to ongoing County oversight and approval.

e) WebEOC Nexus Migration Services

The service provider shall be prepared to plan, coordinate, and oversee the migration of the County’s existing on premises WebEOC system to the cloud based WebEOC Nexus platform. Migration services shall include, at a minimum:

1. Development of a comprehensive migration plan, including timelines, task sequencing, dependencies, risk identification, mitigation strategies, and communication protocols.

2. Migration of system configurations, boards, workflows, dashboards, forms, permissions, reports, attachments, historical data, and related components.

3. Configuration and validation of all existing plug-ins, integrations, and custom developed components within the Nexus environment, or identification and implementation of County approved updates or replacements.

4. Coordination with the County’s Department of Information and Technology Services and other stakeholders to address security controls, access management, authentication, compliance standards, and technical requirements.

5. Support for functional testing, integration testing, performance testing, and user acceptance testing.

6. Documentation, tracking, and timely resolution of migration related defects and issues.

f) Cutover Control, Rollback, and Legacy System Support

The service provider shall not execute a final migration cutover or a transition to production use of WebEOC Nexus without prior written approval from the County.

In the event of migration failure, performance degradation, or functional deficiency, the service provider shall support rollback to the legacy environment or delayed cutover, as directed by the County, and at no additional cost.

The service provider shall continue to support the legacy WebEOC environment until the County has provided written acceptance of the Nexus migration.

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g) Post Migration Stabilization and Hypercare

Following County approved cutover, the service provider shall provide a post migration stabilization period during which priority support, defect remediation, and operational assistance shall be provided to address migration related issues identified under real-world usage.

Remediation of migration related defects during this period shall be provided at no additional cost to the County.

h) Data Retention, Archival, and Historical Access

The service provider shall ensure preservation of historical incident data, system logs, attachments, and records in accordance with County data retention, legal, and audit requirements. For data elements that cannot be directly migrated, the service provider shall document limitations and propose archival or access solutions subject to County approval and in coordination with the County’s Department of Information and Technology Services.

i) Licensing, Feature Parity, and Performance Validation

The service provider shall validate that all required licenses, features, plug ins, and modules necessary to support County operations are enabled and available in WebEOC Nexus. Any functional differences, limitations, or feature gaps shall be documented and submitted to the County for review and approval.

The service provider shall support validation of system performance and usability under expected operational and surge conditions and shall coordinate with Juvare to address migration related performance issues.

j) Documentation and Knowledge Transfer

The service provider shall provide complete, current, and accurate documentation of system configurations, workflows, dashboards, integrations, security settings, and administrative procedures.

Documentation shall be delivered in County approved formats and ownership of all documentation shall reside with the County’s Department of Information and Technology Services.

The service provider shall conduct comprehensive knowledge transfer sessions and support for County staff when requested, including live sessions and recorded materials, to ensure continuity of operations and administrative independence.

k) Change Control During Migration

The service provider shall adhere to the County’s formal change control process during migration activities. Any changes impacting scope, schedule, cost, or functionality shall require prior County review and approval. Emergency changes shall be documented and communicated in accordance with County direction, and shall adhere to the County’s formal emergency change control process.

l) Transition, Disengagement, and Continuity Support

In the event that migration or rehosting activities overlap with any contract transition, or upon contract expiration or termination, the service provider shall provide complete documentation, full knowledge transfer, and reasonable transition assistance to ensure uninterrupted continuity of services and successful completion of the migration to WebEOC Nexus.

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The County shall be the final and undisputed arbiter of the scope, sufficiency, timing, and acceptance of all transition and disengagement activities and deliverables. The service provider shall certify that all County data has been returned to the County and that no County data remains in the possession or control of the service provider.

5. Requirements

The service provider must clearly demonstrate that they are capable of performing the services outlined in this bid. The service provider will be responsible for the overall administration and coordination of projects as assigned. The service provider will be responsible for submission of documentation and execution of all services in an efficient and cost-effective manner. The service provider will also be responsible for establishing and maintaining project schedules and administration from inception to completion for all projects as assigned. The service provider is responsible for conducting and attending project review meetings on pre-defined schedules, based on the project plans. The service provider is expected to identify a single project manager or point of contact for all projects as assigned. In an effort to eliminate administrative redundancy, reduce overhead charges, assure rapid communication and quality control, the County will expect assignment of a project manager based on the specific project requirements. The service provider is expected to work with County’s Office of Emergency Management staff to prepare and maintain all project plans and documentation.

6. References

Service providers are to provide a minimum of three (3) references for previous projects similar in size, scope, nature, and complexity to the services the County is requesting in this solicitation.

7. Rates

a. The bid schedule identifies estimated annual quantities. These quantities may be adjusted throughout the contract period.

b. An on-site day will be eight (8) hours of work time.

1. If an on-site day is unable to be worked, it may be changed into eight (8) off-site hours with prior approval by both the Service Provider and the County.

2. An on-site day may be broken up into two (2) four (4) hour On-site days when agreed upon beforehand by both the service provider and the County on a case-by-case basis. Service providers shall furnish unit prices for the items listed below. The totals for lines 1,2,3 shall be summed to yield a total monthly price to be inserted on line 4. The undersigned agrees to furnish all services, labor and materials required by them in accordance with this bid document, for the total monthly sum as follows:

c. Three days of on-site work per month are expected, which may include training support; system configuration and board development; or custom development and EOC activation support per specifications.

d. Sixteen hours of off-site or virtual work per month are expected, which may include training support; system configuration and board development; or custom development and EOC activation support per specifications.

e. All pricing submitted is to include any travel time, mileage, or other expenses. No additional fees will be added.

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FAILURE TO RETURN THIS PAGE AS PART OF BID DOCUMENT MAY RESULT IN REJECTION OF BID.

BID SCHEDULE

ITEM #

APPROX

ANNUAL

QTY

DESCRIPTION DELIVERY

A.R.O.

UNIT PRICE

TOTAL PRICE

SECTION A

1. 12 EA Monthly fee for system support per specifications

SECTION A TOTAL $

SECTION B

2.

36 DAYS

Daily Fee for on-site work may include training support; system configuration and board development; or custom development and EOC activation support per specifications

3.

192 HRS

Off-site or virtual work may include training support; system configuration and board development; or custom development and EOC activation support per specifications

SECTION B TOTAL $

BID TOTAL $

Service Provider Name:

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FAILURE TO RETURN THIS PAGE AS PART OF YOUR BID PACKAGE MAY RESULT IN REJECTION OF BID.

BID SCHEDULE CONTINUED

Gwinnett County requires pricing to remain firm for the duration of the initial term of the contract. Failure to hold firm pricing for the initial term of the contract will be sufficient cause for Gwinnett County to declare bid non-responsive. Contract to begin upon Board of Commissioners approval.

Unless otherwise noted, quoted prices will remain firm for four (4) additional 12-month periods. If a percentage increase/decrease is a part of the renewal options, please note this in the space provided together with an explanation.

Renewal Option 1: % Increase % Decrease Explanation Renewal Option 2: % Increase % Decrease Explanation Renewal Option 3: % Increase % Decrease Explanation Renewal Option 4: % Increase % Decrease Explanation

Certification Of Non-Collusion in Bid Preparation Signature Date

The undersigned acknowledges receipt of the following addenda, listed by the number and date of each:

Addendum No. Date Addendum No. Date

In compliance with the attached specifications, the undersigned acknowledges all requirements outlined in the "Instructions to Vendors" and all documents referred to therein, if this bid is accepted by the Board of Commissioners within ninety (90) days of the date of bid opening, to furnish any or all of the items upon which prices are bid, at the price set opposite each item bid, delivered to the designated point(s) within the time specified in the bid schedule. By submission of this bid, I understand that Gwinnett County uses Electronic Payments for remittance of goods and services. Vendors should select their preferred method of electronic payment upon notice of award. For more information on electronic payments, please refer to the Electronic Payment information in the instructions to vendors.

Legal Business Name

Complete Address

Does your company currently have a location within Gwinnett County? Yes No

Representative Signature Printed Name

Telephone Number E-mail address

FAILURE TO RETURN THIS PAGE AS PART OF YOUR BID PACKAGE MAY RESULT IN REJECTION OF BID.

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REFERENCES

The County requests a minimum of three (3) references where contracts of a similar size and scope are in place or have been completed. Do not submit a contract list in lieu of this form.

1. Company Name

Brief Description of Contract

Completion Date

Contract Amount $ Start Dates

Contact Person Telephone

E-Mail Address

2. Company Name

Contract Amount $ Start Date

3. Company Name

Contract Amount $ Start Date

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BL066-26 - Provision of WebEOC Administrator Services for the Office of Emergency Management on an Annual Contract - Page

CONTRACTOR AFFIDAVIT AND AGREEMENT

(THIS FORM SHOULD BE FULLY COMPLETED AND RETURNED WITH YOUR SUBMITTAL)

By executing this affidavit, the undersigned contractor verifies its compliance with The Illegal Immigration Reform Enhancements for 2013, stating affirmatively that the individual, firm, or corporation which is contracting with the Gwinnett County Board of Commissioners has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security] to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act, in accordance with the applicability provisions and deadlines established therein.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services or the performance of labor pursuant to this contract with the Gwinnett County Board of Commissioners, contractor will secure from such subcontractor(s) similar verification of compliance with the Illegal Immigration Reform and Enforcement Act on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form.

Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the Gwinnett County Board of Commissioners at the time the subcontractor(s) is retained to perform such service.

E-Verify * User Identification Number Date Registered

Legal Company Name

Street Address

City/State/Zip Code

BY: Authorized Officer or Agent Date (Contractor Signature)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

_______ DAY OF ______________________, 20_______

Notary Public My Commission Expires: ___________________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is “E-Verify” operated by the U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

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BL066-26 - Provision of WebEOC Administrator Services for the Office of Emergency Management on an Annual Contract - Page 11

CODE OF ETHICS AFFIDAVIT

PLEASE RETURN THIS FORM COMPLETED WITH YOUR SUBMITTAL. SUBMITTED FORMS ARE REQUIRED PRIOR TO

EVALUATION.

In accordance with Section 54-33 of the Gwinnett County Code of Ordinances the undersigned bidder/proposer makes the following full and complete disclosure under oath, to the best of their knowledge, of the name(s) of all elected officials whom it employs or who have a direct or indirect pecuniary interest in or with the bidder/proposer, its affiliates or its subcontractors:

1. __________________________________________________________________________________________ Company Submitting Bid/Proposal

2. Please select one of the following:

No information to disclose (complete only section 4 below) Disclosed information below (complete section 3 & section 4 below)

3. If additional space is required, please attach list:

Gwinnett County Elected Official Name Gwinnett County Elected Official Name

Gwinnett County Elected Official Name Gwinnett County Elected Official Name

BY:

Authorized Officer or Agent Signature

Printed Name of Authorized Officer or Agent

Title of Authorized Officer or Agent of Contractor

Sworn to and subscribed before me this day of , 20

Notary Public

(seal)

BL066-26 Page 12

FAILURE TO RETURN THIS PAGE MAY RESULT IN REMOVAL OF YOUR COMPANY FROM COMMODITY LISTING.

BL066-26

Buyer Initials: BW

IF YOU DESIRE TO SUBMIT A "NO BID" IN RESPONSE TO THIS PACKAGE, PLEASE INDICATE BY CHECKING ONE

OR MORE OF THE REASONS LISTED BELOW AND EXPLAIN.

Do not offer this product or service; remove us from your bidder's list for this item only.

Specifications too "tight"; geared toward one brand or manufacturer only.

Specifications are unclear.

Unable to meet specifications

Unable to meet bond requirements

Unable to meet insurance requirements

Our schedule would not permit us to perform.

Insufficient time to respond.

Other

COMPANY NAME

AUTHORIZED REPRESENTATIVE

SIGNATURE

PROFESSIONAL SERVICES INSURANCE REQUIREMENTS (FOR PROJECTS LESS THAN $5M) 13 | 29

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GWINNETT COUNTY FINANCIAL SERVICES │ RISK MANAGEMENT

PROFESSIONAL SERVICES INSURANCE REQUIREMENTS

(FOR PROJECTS LESS THAN $5,000,000)

Insurance:

Contractor shall provide evidence of insurance for at least the coverage and amounts set forth below. All insurance shall be maintained in the form and with a company (or companies) satisfactory to the Gwinnett County Board of Commissioners. The Contractor and their Subcontractor’s/Vendor’s Certificate of Insurance shall require that the County be notified in writing thirty (30) days prior to cancellation, modification or non-renewal of any insurance policy listed on Certificate. Upon request, Contractor shall provide the County with certified copies of all required insurance policies.

A. Minimum Coverage

Commercial General Liability (Occurrence Form):

General Aggregate (other than Prod/Comp Ops Liability) $2,000,000 Products/Completed Operations Aggregate $2,000,000 Personal & Advertising Injury Liability $1,000,000 Each Occurrence $1,000,000

• Gwinnett County Board of Commissioners to be named as Additional Insured

• Additional Insured Endorsement CG 20 10 (edition dates of 07/04, 04/13, 12/19 or a substitute endorsement providing equivalent coverage) and CG 2037 (edition dates of 07/04, 04/13, 12/19 or a substitute endorsement providing equivalent coverage) must be provided with your Certificate of Insurance.)

• Primary and Non-Contributory Endorsement to be specified in writing

• Dedicated Limits per Project Site or Location (CG 25 03 or CG 25 04)

• Contractual Liability

• Broad Form Property Damage

• Severability of Interest

• Underground, explosion, and collapse coverage

• Personal Injury (deleting both contractual and employee exclusions)

• Incidental Medical Malpractice

• Hostile Fire Pollution Wording

• Include Waiver of Subrogation in favor of Gwinnett County Board of Commissioners

• If project or operations are within 50 ft of a railroad, Contractor is required to name the specific Railroad as an Additional Insured and provide a copy of the Additional Insured Endorsement CG2417 or its equivalent.

• In the event the General Liability insurance required by this Contract is written on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract; and that either continuous coverage will be maintained or an extended discovery period will be exercised for a period of five (5) years or applicable statute of limitation period following completion of the work.

PROFESSIONAL SERVICES INSURANCE REQUIREMENTS (FOR PROJECTS LESS THAN $5M) 14 | 29

BL066-26 Page 14

Automobile Liability to include:

Combined Single Limit – Each Accident $1,000,000

• Comprehensive form providing coverage for bodily injury, death of any person, and property damage arising out of the ownership, maintenance, and use of all owned, non-owned, leased, hired, borrowed vehicles, and any other statutorily required automobile coverage.

• Gwinnett County Board of Commissioners to be named as Additional Insured

• Additional Insured Endorsements must be provided with the Certificate of Insurance

• Coverage to include loading and unloading

• Contractual Liability

Worker’s Compensation & Employer’s Liability Coverage to include:

Workers Compensation Georgia State Statutory Limits Employers Liability

Bodily Injury by Accident – Each Accident $ 500,000 Bodily Injury by Disease – Policy Limit $ 500,000

Bodily Injury by Disease – Each Employee $ 500,000

• Waiver of Subrogation in favor of Gwinnett County Board of Commissioners

Umbrella/Excess Liability Insurance with policy limits as determined by Contract Sums (higher limits may be required depending on the extent of contract):

Each Occurrence and Aggregate Limit $1,000,000

• Gwinnett County Board of Commissioners to be named as Additional Insured

• Additional Insured Endorsements must be provided with the Certificate of Insurance

• Concurrency of Effective Dates with Primary

• Blanket Contractual Liability

• Drop Down Feature

• Umbrella Policy must be as broad as the primary policy.

• Coverage excess over General Liability, Business Auto Liability, and Employers Liability

• In the event the Umbrella/Excess Liability insurance required by this Contract is written on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract; and that either continuous coverage will be maintained or an extended discovery period will be exercised for a period of five (5) years or applicable statute of limitation period following completion of the work.

Builder's Risk Insurance or Installation Floater Insurance (with the exception for work where the County secures project Builders Risk):

On all new structures, bridges, overpasses, culverts, and railroad crossings, the Contractor shall purchase and maintain insurance in an amount sufficient to cover the full contract amount, from a company licensed, and authorized to do business by the Office of the Insurance and Safety Fire Commissioner of Georgia (“Insurance Commissioner”), with the exception of non-admitted carriers, in which case the broker placing coverage should be licensed by the Insurance Commissioner. All agents placing coverage should be licensed by the Insurance Commissioner, either as a resident or non-resident.

Property Insurance:

The Contractor is fully and solely responsible for any physical loss or damage to all tools, equipment, construction office trailers and their contents, vehicles or any other personal property utilized in the

PROFESSIONAL SERVICES INSURANCE REQUIREMENTS (FOR PROJECTS LESS THAN $5M) 15 | 29

BL066-26 Page 15 performance of the Contractor’s work. Contractor agrees to waive its rights of recovery and cause its insurers, if any, to waive their rights of subrogation against Owner and Company for any such damage or loss, however caused.

Professional Liability (Errors and Omissions): Claim/Wrongful Act:

$1,000,000 limit of insurance General Aggregate: $2,000,000 limit of insurance

• In the event that any professional liability insurance required by this Contract is written on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract; and that either continuous coverage will be maintained, or an extended discovery period will be exercised for a period of five (5) years or applicable statute of limitation period following completion of the work, unless such coverage becomes unavailable in the market on a commercially reasonable basis, in which case the Contractor shall notify the Insurance Manager. If the Director of the Department for which the Contractor is doing the work and the Insurance Manager both agree that such coverage is not commercially reasonably available (such agreement not to be unreasonably withheld), the Contractor may for the period such coverage is not commercially reasonably available, elect not to provide such coverage.

Pollution Liability Insurance: Applies if scope of work requires the handling and/or transportation of hazardous materials including, but not limited to, asbestos, lead, silica, contaminated soil, or any other hazardous material as defined by applicable law. Could add “or scope of work involves grading, concrete, de-watering, underground utilities, exterior insulation and finish systems (EIFS); fire protection; HVAC; plumbing; roofing; exterior siding, stucco, or skin of any type, flashing, installation of skylights, windows, storefronts, or exterior doors;

waterproofing, exterior sheet metal; rough carpentry; or any other trades as The County may designate”, then the following Pollution Liability Insurance shall meet or exceed the following minimum requirements: Per Incident Limit $1,000,000 Aggregate Limit $2,000,000

• Limits for Bodily Injury, Property Damage, Environmental Damage or Clean-Up Costs, including coverage for Non-Owned Disposal Sites.

• For Subcontractors whose scope of work includes transportation of hazardous materials, the insurance must also include coverage for pollution conditions arising from the transportation of hazardous materials.

• Whether written on an “Occurrence” basis or on a “Claims Made” basis, coverage shall either be renewed continuously or shall provide an extended claims reporting period of five (5) years or applicable statute of limitation period following completion of the work.

• Gwinnett County and their respective officers, directors and employees, and any other parties required by The County shall be Additional Insureds during the term of the subcontract agreement and through all applicable statutes of limitation and repose.

• Additional Insured Endorsements must be provided with the Certificate of Insurance

• The policy shall stipulate the insurance afforded to the Additional Insureds applies as primary insurance and that any other insurance carried by the Additional Insureds will be excess only.

Crane Insurance: Applies if any work to be performed involves the use of any owned, leased, chartered, or hired crane of any type:

Occurrence Limit $5,000,000

• Evidence of coverage in the form of a Certificate of Insurance shall be provided to The County prior to start of work.

• Gwinnett County Board of Commissioners and their respective officers, directors and employees, and any other parties required by the County shall be Additional Insureds.

PROFESSIONAL SERVICES INSURANCE REQUIREMENTS (FOR PROJECTS LESS THAN $5M) 16 | 29

BL066-26 Page 16

• Additional Insured Endorsements must be provided with the Certificate of Insurance

Riggers Liability Insurance:

If any work to be performed involves the rigging, lifting. lowering or moving of property or equipment, then those parties performing such work shall carry Rigger’s Liability Insurance in an amount adequate to insure against the physical loss or damage to the property or equipment in its care.

Crime or Fidelity Insurance:

Limit of Insurance $1,000,000

• The Contractor shall maintain employee dishonesty and computer fraud coverage including, but not limited to, dishonest acts of Contractor, its employees, agents, subcontractors and anyone under Contractor’s supervision or control.

• Contractor shall be liable for money, securities, or other property of County

• Such coverage shall include an owner coverage endorsement for County and County shall be included as a loss payee.

Cyber Liability Insurance: Applies if scope of work includes the storage or transfer of any County data or sensitive data, including but not limited to personally identifiable, health, or payment card data or the related hosting of database(s) or internet site(s):

Limit of Insurance per Claim $1,000,000 Aggregate Limit $1,000,000

• The Contractor shall maintain insurance coverage for network security and privacy risks, including, but not limited to, insurance for data breach or introduction of virus or malicious codes, consumer notification, whether or not required by law, forensic investigation, public relations and crisis management and credit or identity monitoring or similar remediation services, unauthorized access, failure of security information theft, damage to destruction of or alteration of electronic information, breach of privacy perils, wrongful disclosure and release of private information, collection, or other negligence in the handling of confidential information, and including coverage for related regulatory fines, defenses, and penalties allowed by law.

Aviation Insurance: Applies if scope of work requires the use of aircraft, including helicopters, unmanned aircraft systems (e.g., drones) and/or fixed-wing aircraft:

Maintain (or require aircraft owner or operator to maintain), and Contractor shall furnish proof of Aircraft Liability insurance with minimum limits of $10,000,000 per occurrence for bodily injury and property damage of all aircraft.

Unmanned aircraft systems, minimum limits of $2,000,000 for bodily injury, property damage, and personal injury (including invasion of privacy) for unmanned aircraft systems, and guest voluntary settlement bodily injury coverage (for any aircraft except unmanned aircraft systems)

• Such policy shall include contractual liability covering all owned and non-owned aircraft

• If the party providing the Aircraft Liability insurance is not Contractor, then Contractor shall require such party to (a) waive any subrogation rights of recovery they and/or their insurance carriers may have against County and any other indemnified parties and (b) name County and such other parties as Additional Insureds

• The Contractor shall (or shall require aircraft owner or operator) to hire, employ, and utilize pilots certified by the Federal Aviation Administration to operate any such aircraft.

B. Gwinnett County Board of Commissioners (and any applicable Authority) must be specified in writing as an additional insured on General Liability, Auto Liability, Umbrella Liability, Pollution, Crane and Aviation (if applicable) policies.

PROFESSIONAL SERVICES INSURANCE REQUIREMENTS (FOR PROJECTS LESS THAN $5M) 17 | 29

BL066-26 Page 17

C. Gwinnett County should be provided with a minimum of 30 days advance written notice of cancellation, material change, or non-renewal of policies required by the contract.

D. Certificate Holder should read:

Gwinnett County Board of Commissioners 75 Langley Drive Lawrenceville, GA 30046-6935

E. Insurance Company, except Worker' Compensation carrier, must have an A.M. Best Rating of A-10 or higher.

Certain Workers' Comp funds may be acceptable by the approval of the Insurance Unit. European markets including those based in London and domestic surplus lines markets that operate on a non-admitted basis are exempt from this requirement provided that the contractor’s broker/agent can provide financial data to establish that a market is equal to or exceeds the financial strengths associated with the A.M. Best’s rating of A-10 or better.

F. Insurance companies providing coverage should be licensed, and authorized to do business by the Office of the

Insurance and Safety Fire Commissioner of Georgia (“Insurance Commissioner”), with the exception of non-admitted carriers, in which case the broker placing coverage should be licensed by the Insurance Commissioner.

All agents placing coverage should be licensed by the Insurance Commissioner, either as a resident or non-resident.

*See above note regarding Professional Liability

G. Certificates of Insurance, and any subsequent renewals, must reference each corresponding bid/contract by project name and project/bid number.

H. The Contractor shall agree to provide complete certified copies of current insurance policy(ies) or a certified letter from the insurance company(ies) if requested by the County to verify compliance with these insurance requirements.

I. All insurance coverage required to be provided by the Contractor will state that it is primary over any insurance program carried by the County.

J. Contractor shall incorporate a copy of the insurance requirements as herein provided in each and every subcontract with each and every Subcontractor in any tier and shall require each and every Subcontractor of any tier to comply with all such requirements. Contractor agrees that if for any reason Subcontractor fails to procure and maintain insurance as required, all such required Insurance shall be procured and maintained by Contractor at Contractor's expense.

K. No Contractor or Subcontractor shall commence any work of any kind under this Contract until all insurance requirements contained in this Contract have been complied with and until evidence of such compliance satisfactory to Gwinnett County as to form and content has been filed with Gwinnett County. The ACORD Certificate of Insurance or a preapproved substitute is the required form in all cases where reference is made to a Certificate of Insurance or an approved substitute.

L. The Contractor and its insurer(s) shall agree to waive all rights of subrogation against the County, the Board of

Commissioners, its officers, officials, employees, and volunteers from losses arising from work performed by the contractor for the County.

M. Special Form Contractors’ Equipment and Contents Insurance covering owned, used, and leased equipment, tools, supplies, and contents is required to perform the services called for in the Contract. The coverage must be on a replacement cost basis. The County will be included as a Loss Payee in this coverage for County owned equipment, tools, supplies, and contents.

N. The Contractor shall make available to the County, through its records or records of its insurer, information regarding any claim related to a County project. Any loss run information available from the contractor or their insurer relating to a County project shall be made available to the County upon its request.

BL066-26 Page 18

O. Compliance by the Contractor and all Subcontractors with the foregoing insurance requirements shall not relieve the Contractor and Subcontractors of liability under the Contract and any applicable law.

P. The Contractor and all Subcontractors are to comply with the Occupational Safety and Health Act of 1970, Public Law 91-956, and any other laws that may apply to this Contract.

Q. The Contractor shall at a minimum apply risk management practices accepted by the Contractor’s industry.

R. The Contractor shall advise the County if required limits of insurance become eroded or impaired.

Surety Bonds (if required) All of the surety requirements will stay the same except the Surety Company must have the same rating as set forth in item E above.

BL066-26 Page 19

GWINNETT COUNTY

DEPARTMENT OF FINANCIAL SERVICES – PURCHASING DIVISION

GENERAL INSTRUCTIONS FOR VENDORS, TERMS AND CONDITIONS

***ATTENTION***

FAILURE TO RETURN THE FOLLOWING DOCUMENTS MAY RESULT IN SUBMITTAL BEING DEEMED NON-

RESPONSIVE AND AUTOMATIC REJECTION. THE COUNTY SHALL BE THE SOLE DETERMINANT OF

TECHNICALITY VS. NON-RESPONSIVE SUBMITTAL:

1. FAILURE TO USE COUNTY QUOTE/BID/FEE SCHEDULE.

2. FAILURE TO RETURN OR ACKNOWLEDGE APPLICABLE COMPLIANCE/SPECIFICATION

SHEETS.

3. FAILURE TO RETURN OR ACKNOWLEDGE APPLICABLE ADDENDA.

4. FAILURE TO PROVIDE INFORMATION ON ALTERNATES OR EQUIVALENTS.

5. FAILURE TO PROVIDE BID BOND, WHEN REQUIRED, WILL RESULT IN SUBMITTAL BEING

DEEMED NON-RESPONSIVE AND AUTOMATIC REJECTION. BID BONDS ARE NOT REQUIRED

ON ALL SOLICITATIONS. BOND REQUIREMENTS ARE CLEARLY STATED ON THE INVITATION

PAGE. IF CLARIFICATION IS NEEDED, CONTACT THE PURCHASING ASSOCIATE LISTED IN THE

INVITATION. IF BONDS ARE REQUIRED, FORMS WILL BE PROVIDED IN THIS SOLICITATION

DOCUMENT.

6. FAILURE TO PROVIDE CONTRACTOR AFFIDAVIT AND AGREEMENT, WHEN REQUIRED, MAY

RESULT IN SUBMITTAL BEING DEEMED NON-RESPONSIVE AND REJECTED. THE CONTRACTOR

AFFIDAVIT AND AGREEMENT IS NOT REQUIRED ON ALL SOLICITATIONS. IF CLARIFICATION IS

NEEDED, CONTACT THE PURCHASING ASSOCIATE LISTED IN THE INVITATION.

7. FAILURE TO PROVIDE AN ETHICS AFFIDAVIT WHEN REQUIRED, MAY RESULT IN SUBMITTAL

BEING DEEMED NON-RESPONSIVE AND REJECTED. THE ETHICS AFFIDAVIT IS REQUIRED ON

ALL FORMAL SOLICITATIONS OVER $100,000.00. IF CLARIFICATION IS NEEDED, CONTACT

THE PURCHASING ASSOCIATE LISTED IN THE INVITATION.

BL066-26 Page 20

I. PREPARATION OF SUBMITTAL

A. Each vendor shall examine the drawings, specifications, schedule, and all instructions. Failure to do so will be at the vendor’s risk, as the vendor will be held accountable for their submittal.

B. Each vendor shall furnish all information required by the solicitation form or document. Each vendor shall sign the submittal and print or type his or her name on the quote/bid/fee schedule.

The person signing the submittal should initial erasures or other changes. An authorized agent of the vendor must sign the submittal.

C. Fee schedule pricing should have only two decimal places unless otherwise stated. In the event of a calculation error in total price, the unit pricing prevails.

D. Except for solicitations for the sale of real property, individuals, firms, and businesses seeking an award of a Gwinnett County contract may not initiate or continue any verbal or written communications regarding a solicitation with any County officer, elected official, employee, or other County representative other than the Purchasing Associate named in the solicitation between the date of the issuance of the solicitation and the date of the final award. The Purchasing Director will review violations. If determined that such communication has compromised the competitive process, the offer submitted by the individual, firm or business may be disqualified from consideration for award. Solicitations for the sale of real property may allow for verbal or written communications with the appropriate Gwinnett County representative.

E. Sample contracts (if pertinent) are attached. These do NOT have to be filled out with the submittal but are contained for informational purposes only. If awarded, the successful vendor(s) will be required to execute these documents prior to County execution.

F. Effective July 1, 2013 and in accordance with the Georgia Illegal Immigration Reform

Enhancements for 2013, an original signed, notarized, and fully completed Contractor Affidavit and Agreement should be included with vendor’s submittal, if the solicitation is for the physical performance of services for all labor or service contract(s) that exceed $2,499.99 (except for services performed by an individual who is licensed pursuant to Title 26, Title 43, or the State Bar of Georgia). Failure to provide the Contractor Affidavit and Agreement with your submittal may result in being deemed non-responsive and automatic rejection.

II. DELIVERY

A. Each vendor should state time of proposed delivery of goods or services.

B. Words such as “immediate,” “as soon as possible,” etc. should not be used. The known earliest date or the minimum number of calendar days required after receipt of order (delivery A.R.O.)

should be stated. If calendar days are used, include Saturday, Sunday, and holidays in the number.

III. EXPLANATION TO VENDORS

Any explanation desired by a vendor regarding the meaning or interpretation of the solicitation, drawings, specifications, etc. must be requested by the question cutoff deadline stated in the solicitation for a reply to reach all vendors before the deadline of the solicitation. Any information given to a prospective vendor concerning a solicitation will be furnished to all prospective vendors as an addendum to the solicitation if such information is necessary or if the lack of such information would

BL066-26 Page 21 be prejudicial to uninformed vendors. The written solicitation documents supersede any verbal or written communications between the parties. Receipt of addenda should be acknowledged in the submittal. It is the vendor’s responsibility to ensure they have all applicable addenda prior to their submittal. This may be accomplished by contacting the assigned Purchasing Associate prior to the submittal or visiting the Gwinnett County website.

IV. SUBMISSION OF FORMAL OFFERS/SUBMITTALS

A. Formal bid and proposal submittals shall be enclosed in a sealed package or envelope, addressed to the Gwinnett County Purchasing Division with the name of the vendor, the date and hour of opening and the solicitation number on the face of the package or envelope.

Facsimile or emailed submittals will not be considered.