CATERING SERVICES RFP 24_18 4_12_2024.pdf

City of South Fulton

REQUEST FOR PROPOSALS NUMBER 24-18

CITYWIDE CATERING SERVICES

ISSUED DATE: April 12, 2024

Lindell Y. Miller, CPPO, MBA, Purchasing Department 4715 Frederick Dr. SW South Fulton, GA 3033

PURCHASING DEPARTMENT 4715 Frederick Dr. SW South Fulton, Ga 30336

REQUEST FOR PROPOSALS (RFP) No. 24-18

TABLE OF CONTENTS

1. INFORMATION AND INSTRUCTIONS TO PROPONENTS

2. SUBMITTAL CHECKLIST

3. INTRODUCTION

4. MINIMUM REQUIREMENTS

5. SCOPE OF SERVICES

6. EVALUATION PROCESS

7. PROPOSAL PREPARATION AND GUIDELINES

8. STANDARD CITY CONTRACT

9. APPENDICES

Appendix A – Bonding and Insurance Requirements Appendix B – Required Form Submittals Appendix C – Required Content of Proposal

10. ATTACHMENTS

Attachment A – Scope of Services Attachment B – Proposal Cost Form Attachment C – Draft City Contract

THIS PROPOSAL SOLICITATION FORM

MUST BE SIGNED AND SUBMITTED WITH PROPOSAL

COMPANY NAME: DATE:

MAILING ADDRESS: PHONE:

CITY: FAX:

STATE: ZIP: SSN OR FEDERAL TAX ID#:

EMAIL: TITLE OF AUTHORIZED REPRESENTATIVE:

PRINTED NAME: AUTHORIZED SIGNATURE:

REQUEST FOR PROPOSALS (RFP) NO. 24-18

CITYWIDE CATERING CONTRACT

The City of South Fulton, (hereafter referred to as “the City), is issuing this REQUEST FOR PRO- POSALSs (“RFP”) for Citywide Catering Services (“Contractor”) for the City of South Fulton. This pro-posal will provide services to include food service offerings that are culturally desired and have been adapted to meet city and client-centered preferences within the City as described in this RFP.

Solicitation Method: This solicitation is being conducted in accordance with all applicable provisions of the City of South Fulton Purchasing Policy codified in Sec. 1-9001 et seq. of the City of South Fulton Code of Ordinances. By submitting a Proposal in reference to this solicitation, a Proponent acknowledges that it is familiar with all laws applicable to this solicitation, including, but not limited to, the City’s Code of Ordinances, Protest Guidelines and procedures, which laws are incorporated into this RFP by reference.

Minimum Qualifications: In addition to meeting all other requirements of this RFP, all responding Pro-posers shall furnish verifiable evidence that their firm and personnel, at a minimum, meet the following qualifications.

a. Proposer must already possess or be able to obtain a business license from the City prior to execution of the License and be licensed to do business within the State of Georgia.

b. Proposer has completed at least five (5) years of similar work with verifiable references.

Certificate of Authority to Transact Business in Georgia: Each Proponent must submit documenta-tion that demonstrates it is duly authorized to conduct business in the State of Georgia with its proposal.

This requirement also applies to Joint Venture (JV) Team Members, Sub-Consultants and Sub-Con-tractors.

Business License: Proponent is requested to submit a copy of its current, valid business license with its Proposal. If the Proponent is a Georgia corporation, Proponent is requested to submit a valid City or city business license. If Proponent is a joint venture, Proponent is requested to submit valid business licenses for each member of the joint venture. If the Proponent is not a Georgia corporation, Proponent is re-quested to submit a Certificate of Authority to Transact Business in the State of Georgia and a copy of its current, valid business license issued by its home jurisdiction.

Professional License: Proponent must attach a copy any professional license required by this RFP with its response.

No Offer by City and Firm Offer by Proponent: This solicitation does not constitute an offer by City to enter into an agreement and cannot be accepted by any Proponent to form a Contract. This solicitation is only an invitation for offers from interested Proponents and no offer shall bind City. A Proponent’s offer is a firm offer and may not be withdrawn except as provided in this RFP, and in the City’s Code of Ordinances and other applicable law.

Proposal Duration: Proposals submitted in response to this RFP must be valid for a period of One Hundred and Twenty (120) calendar days from the Proposal Submission Deadline and must be marked as such.

Proposal Submission Deadline: Responses to this RFP will be accepted online at https://www.bidnetdi-rect.com/georgia/cityofsouthfulton until Friday, M a y 1 7 , 2 0 2 4 , by 3:00 PM, Eastern Time (ET).

Meeting ID: 241 538 987 695 Passcode: JFnsn7 Download Teams | Join on the web Or call in (audio only) +1 470-582-0113,51483856# United States, Atlanta Phone Conference

ID: 514 838 56#

Non-Mandatory Pre-Proposal Conference: A Non-Mandatory Pre-Proposal Conference has been scheduled for F r i d a y , A p r i l 2 6 , 2 0 2 4 , at 10:00 AM., ET., and will be hosted virtually by our staff and responsible person(s).

Meeting ID: 226 479 536 319 Passcode: 4eRG2Q Download Teams | Join on the web Or call in (audio only) +1 470-582-0113,799088675# United States, Atlanta Phone Conference ID: 799 088 675# Find a local number | Reset PIN https://www.bidnetdirect.com/georgia/cityofsouthfulton https://www.bidnetdirect.com/georgia/cityofsouthfulton https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting https://dialin.teams.microsoft.com/ba83620b-2648-4bd3-9555-378ecf04647b?id=799088675 https://dialin.teams.microsoft.com/usp/pstnconferencing

Attendance at the Pre-Proposal Conference is voluntary for Proponents responding to this RFP; however, Proponents are encouraged to attend. During the Pre-Proposal Conference, the general requirements of the project will be discussed. Any questions during the Pre-Proposal Conference will not be authorita-tive. Each Proponent must be fully informed regarding all existing and expected conditions and matters, which might affect the cost or performance of the Services. It should be emphasized, however, that noth-ing stating or discussed during the court of this Pre-Proposal conference shall be considered to modify, alter, or change the requirement of the solicitation documents, unless it shall be subsequently incorpo-rated into an addendum to the solicitation documents.

Solicitation Questions/Prohibited Contacts: Any questions and communications regarding this RFP shall be submitted in writing by logging into https://www.bidnetdirect.com/georgia/cityofsouthfulton on or before Thursday, May 2, 2024 by 3:00 PM., ET. Questions received after the designated period may not be considered. Any response made by the City will be posted online at https://www.bidnetdi-rect.com/georgia/cityofsouthfulton by addendum. No Proponent may rely on any verbal response to any question submitted concerning this RFP. The Purchasing Agent assigned to this project is Jerell Jones, Sr. Purchasing Analyst.

EVENT

DATE

REQUEST FOR PROPOSALS Issued to Public

Friday April 12, 2024

Non-Mandatory Pre-Bid

Friday, April 26, 2024, 10:00 AM, ET.

Last Day for Questions to be Submitted

Friday, May 3, 2024, 3:00 PM, ET.

RFP Submittal Due Date

Friday, May 17, 2024, 3 PM, ET.

Presentations

TBA

https://www.bidnetdirect.com/georgia/cityofsouthfulton https://www.bidnetdirect.com/georgia/cityofsouthfulton

INFORMATION AND INSTRUCTIONS TO PROPONENTS

1. All Proponents, and/or representatives of Proponents, seeking an award of a City of South Fulton

Contract may not initiate or continue any verbal or written communications regarding a solicita-tion with any City officer, elected official, employee or other City representative other than the Department of Finance employee named in the solicitation, between the date of the issuance of the solicitation and the date of the final Contract award by the City Council, unless specified otherwise herein.

Attempting to influence the outcome of any given Contract prior to a recommendation of award to the City Council is strictly prohibited. The Director of Purchasing will review al-leged violations of this prohibition. If the Director of Purchasing determines that such a commu-nication has compromised the competitive process, the proposal submitted by that Proponent may be disqualified from consideration for award, and that Proponent may, among other things, be placed on the ineligible source list. Violations of this prohibition may also be subject to pros-ecution under federal, state, or local laws. City of South Fulton employees, officials, and their family members are prohibited from seeking, requesting, or receiving any material payment, gift, job offer, security, promise of future benefit, or any other tangible or intangible thing of value when such receipt has the potential to influence a procurement decision or to gain unfair advantage in a procurement competition, and as outlined in Sec. 1-9004 (d) of the City of South Fulton Code of Ordinances and all other applicable policies.

2. Ownership of Proposals: Each Proposal submitted to the City will become the property of the City, without compensation to a Proponent, for the City’s use, in its discretion. The City shall not be liable for any proposal preparation costs incurred by Proponents.

3. Georgia Open Records Act: Information provided to the City is subject to disclosure under the Georgia Open Records Act, O.C.G.A. § 50-18-70 et. seq. Pursuant to O.C.G.A. § 50-18- 72(a)(34), “[a]n entity submitting records containing trade secrets that wishes to keep such rec-ords confidential under this paragraph shall submit and attach to the records an affidavit affirm-atively declaring that specific information in the records constitute trade secrets pursuant to Arti-cle 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.]”.

4. Bonding and Insurance Requirements: The Bonding and Insurance requirements for any Con-tract that may be awarded pursuant to this RFP are set forth in Appendix A: Bonding and Insur-ance Requirements. Proponent must provide a copy of a current certificate of insurance evidenc-ing any existing commercial general liability policies issued for Proponent, if any. For purposes of this section, “Proponent” shall mean an individual, corporation or other corporate entity sub-mitting a proposal in connection with this solicitation, including each Joint Venture partner if Pro-ponent is a Joint Venture.

5. Evaluation of Financial Information: The City’s evaluation of financial information concern-ing a Proponent and its consideration of such information in determining whether a Proponent is responsive and responsible may involve a review of several items of information required to be included in a Proposal. The City will review the Financial Information disclosed by Proponent and attached to this RFP. Further, if this RFP requires a successful Proponent that is awarded a Contract pursuant to this solicitation to post some type of performance guarantee (e.g. letter of credit, guaranty agreement, etc.), a Proponent must submit with its Proposal a notarized letter from an appropriate financial institution indicating that it is willing to issue such a performance guarantee for the Proponent if a Contract is awarded to it.

6. Sub-Consultants and Manufacturers: Proponents are required to submit, in writing, the ad-dresses of any proposed Sub-Consultants or equipment manufacturers listed in the Proposal and may be required to submit other material information relative to proposed Sub-Consultants. The City reserves the right to disapprove any proposed Sub-Consultants whose technical or financial ability, or resources, or experience are deemed inadequate.

7. Examination of Proposal Documents:

7.1 Each Proponent is responsible for examining with appropriate care the complete RFP and all Addenda and for informing itself with respect to all conditions which might in any way affect the cost or the performance of any Services. Failure to do so will be at the sole risk of the Proponent, who is deemed to have included all costs for performance of the Ser-vices in its Proposal.

7.2 Each Proponent shall promptly notify the City in writing should the Proponent find dis-crepancies, errors, ambiguities or omissions in the solicitation documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the RFP. Replies to such notices may be made in the form of an addendum to the RFP, which will be issued simultaneously to all potential Proponents. No oral responses are binding on the City.

7.3 The City may in accordance with applicable law, by Addendum, modify any provision or part of the RFP at any time prior to the Proposal due date and time.

7.4 Each Proponent must confirm all Addenda has been received and acknowledge receipt by executing the Acknowledgment of Addenda form provided with each Addendum.

7.5 The City may waive any technicalities and formalities in this solicitation. Additionally, the City reserves the right to cancel the RFP in its entirety.

8. Oral Presentations/Interviews: Responsive Proponents may be required to make an oral presentation of their proposed solution to the City’s Evaluation Committee. Representatives of the Key Personnel as identified in the Proponent’s proposal, and those with decision-making ability and authority speak on behalf of and to bind the Proponent, must be active participants in the oral presentation. If required, the city will notify responsive Proponents of the date, time and location for the presentation, and will supply an agenda or topics for discussion.

The City reserves the right to negotiate the fee and/or Scope of Services with the highest ranked Proposer. If negotiations cannot be completed successfully, then the City reserves the right to negotiate with the second highest ranked Proposer. Recommendations for an award will be the Proposer with whom potential contract negotiations were successful.

The EC may provide a list of subject matter for the discussion. The individuals / firms will have equal time to present but the question-and-answer time may vary. Proposers / Providers may be requested to demonstrate the nature of their offered solution to the SC. After receipt of submit-tals, all firms will receive a description of, and arrangements for, the desired demonstration. A copy of the demonstration (hard copy, DVD, CD, or a combination of both) should be given to the Purchasing Agent at the meeting to retain it in the Purchasing files. The purchasing Director makes the recommendation to the Council and the final proposal/bid is awarded by the Council.

9. Award and Execution of Contract: If the City awards a Contract pursuant to this solicitation, the City will prepare and forward to the Proponent a Contract for execution substantially in the form of the Draft Contract included in this RFP. Changes may be made to reflect the Proponent’s proposal, Scope of Services, and Cost Proposal Forms. All Proponents should thoroughly review the Draft Contract prior to submitting a Proposal. Any proposed revisions to the terms or lan-guage of the Draft Contract must be submitted in writing with the Proponent’s response to the RFP. Since the proposed revisions may result in a proposal being rejected if the revisions are un-acceptable to the City, Proponent should review any proposed revisions with an Authorized Rep-resentative having the authority to execute the Contract. Upon approval of the Proponent by the City of South Fulton City Council, the City will provide the Proponent with three (3) unsigned Contracts. The Proponent shall execute and return the three (3) Contracts, with required insur-ance certificates and other documents as listed in this RFP or required by the City, within no more than ten (10) calendar days from receipt of the agreements.

10. Illegal Immigration Reform and Enforcement Act: This RFP is subject to the Illegal Immigration Reform and Enforcement Act of 2011 (Act), formerly known as the Georgia Security and Immigra-tion Compliance Act. Pursuant to Act, the Proponent must provide with its Proposal proof of its registration with and continuing and future participation in the E-Verify Program established by the United States Department of Homeland Security. Completed Contractor Affidavit, Illegal Immigra-tion Reform and Enforcement Act Forms attached herein as Form F6.6 and F6.7, Appendix B: Re-quired Form Submittals must be submitted with the Proposal at the time of submission. Under State Law, the City cannot consider any Proposal which does not include the completed F6.6 form. Where the business structure of a Proponent is such that Proponent is required to obtain an Employer Identification Number (EIN) from the Internal Revenue Service, Proponent must complete the Contractor Affidavit on behalf of, and provide a Federal Work Authorization User ID Number issued to, the Proponent itself. Where the business structure of a Proponent does not require it to obtain an EIN, each entity comprising the corporate entity must submit a separate Contractor Af-fidavit. It is not the intent of this notice to provide detailed information or legal advice concerning the Act. All Proponents intending to do business with the City are responsible for independently apprising themselves of and complying with the requirements of the Act and assessing its effect on City solicitations and their participation in those solicitations. For additional information on the E-Verify program or to enroll in the program, go to: https://e-verify.uscis.gov/enroll. Addi-tional information on completing and submitting the Contractor Affidavit can be found preceding this form in this RFP.

11. Multiple Awards: The City reserves, in its sole discretion, the right to make one.

(1) award, no award, or award to multiple Proponents. This will be a rotating multiple award of qualified vendors. Per task order(s).

12. Joint Ventures: Each party to a Joint Venture will be required to fully complete and submit the Required Submittal Forms unless otherwise indicated in this RFP.

13. Conflict of Interest: Proponents are advised to read and familiarize themselves with the conflict-of-interest provisions of this RFP. Except as stated in this RFP these Instructions, and the Notice to Proponents concerning Conflicts of Interests, successful Proponents under this RFP are not precluded from responding to such solicitations.

14. Tax Exemption Status: The City is exempt from Federal Excise Tax or Georgia Sales Tax with regard to goods and services purchased directly by the City of South Fulton. Exemption certif-icates furnished upon request.

15. Codes, Permits, Fees, Licenses and Laws: All permits, fees, arrangements for inspections, licenses, and costs incurred for the same shall be the sole responsibility of the successful Pro-ponent. All materials, labor and construction must comply with all applicable rules and regula-tions of local, state and/or national codes, laws and ordinances of all authorities having juris-diction over the project, which shall apply to the Contract throughout and will be deemed to be included in the Contract the same as though herein written out in full.

16. Negotiations/Best and Final Offers: The City reserves the right to negotiate specifications, terms and conditions, which may be necessary or appropriate for the accomplishment of the intent of this RFP. The City may require the submission of Best and Final Offers. The City may require that this RFP and Proponent’s response be incorporated in full or in part as Contract Documents.

The RFP and all responses, supplemental information, and other submissions provided by Pro-ponent during discussions or negotiations may be held by the City as contractually binding upon Proponent. The City may seek clarification from a Proponent at any time during the procurement process, and failure of a Proponent to timely respond may be cause for rejection of Proponent’s proposal.

17. TITLE VI SOLICITATION NOTICE - The City of South Fulton, GA, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations (28 CFR Part 42), hereby notifies all bidders or offe-rors that it will affirmatively ensure that for any Contract entered into pursuant to this advertise-ment, disadvantaged business enterprises will be afforded a full and fair opportunity to submit bids in response to this invitation and will not be, on the grounds of race, color, or national origin, excluded from participation in, denied the benefits of, or subject to discrimination in consideration for an award for any program or activity that receives Federal funds or other Federal financial assistance.

REQUEST FOR PROPOSALS (RFP) NO. 24-18

1. INTRODUCTION

The City of South Fulton, (hereafter referred to as “the City), is issuing this REQUEST FOR PRO- POSALS (“RFP”) for a qualified CITYWIDE CATERING SERVICES proponent to provide food service offerings with the City of South Fulton and to provide a (“Contractor”) culturally desired and have been adapted to meet city and client-centered preferences within the City as described in his RFP.

REQUEST FOR PROPOSALS No. 24-18 is for a qualified proponent to partner with the City of South Fulton to provide CITYWIDE CATERING SERVICES. The proponent(s) will provide a variety of menus and related serving supplies established by the City of South Fulton.

1.1 COMMUNITY BACKGROUND

The City of South Fulton was chartered in 2017. The City is comprised of all the land that had remained unincorporated in southwest Fulton County except for the Fulton Industrial Boulevard corridor. The communities of Red Oak, Cooks Crossing, Stonewall Tell, Fife, (part of) Campbelltown, Ben Hill, Sandtown, Cliftondale, and Peters Woods (a few of which were towns founded before the American Civil War) are located in the City of South Fulton.

The City of South Fulton is the third largest local government in metro Atlanta based on population behind the City of Sandy Springs and the City of Atlanta. By 2030, the City’s population is estimated to grow to over 127,000.

1.2 INTENT TO AWARD

The City of South Fulton desires to complete the award process in a timely manner. The City of South Fulton reserves the right to reject or accept any or all proposals, whole or any parts hereof, by item or group of items, by section or geographic area, or make multiple awards and be the final approval of proposal(s) selection which would be the most advantageous to the City with price and other factors considered. The City of South Fulton may elect to waive any technicalities. The proposal will be awarded to the lowest responsive, responsible or highest scored proposer(s), based upon the qualifica-tion requirements herein.

City of South Fulton reserves the right to reject any proposal if the evidence submitted by or investiga-tion of the proposer fails to satisfy the City that the proposer is properly qualified to carry out the obligations of the Contract. If the successful proposer defaults on their proposal, an award may be made to the next low responsive and responsible proposer or highest scored proposer(s).

Multiple Awards: The City reserves, at its sole discretion, the option to award to multiple Proponents.

Responsibility - The determination of the proposer's responsibility will be made by the City based on whether the proposer meets the following minimum standard.

Requirements:

• Relevant knowledge, experience and qualifications of firm and team members.

• Proposed methodology and work plan to be used in the process.

• Understanding of the project and overall completeness of submission.

• Experience on similar projects/References

• The ability, capacity and skill of the Bidder to perform and/or provide the Work required.

• The City reserves the right to reject any bid if the evidence submitted by, or investigation of, the bidder fails to satisfy the City that he/she is properly qualified to carry out the obligations of any Contract that is made from this award;

• Has adequate financial means to meet obligations incidental to the work; and

• Such other factors as the City deem to be pertinent to either the bid or the contract.

Responsiveness - The determination of the proposer's responsiveness will be made by the City based on a consideration of whether the proposer has submitted complete proposal documents meeting pro-posal requirements without irregularities, excisions, special conditions, or alternatives proposals for any item unless specifically requested in the proposal solicitation.

The City is subject to making records available for disclosure after the City of South Fulton approval of the recommendation. The award shall be made by the City Council of South Fulton unless the lowest, qualified bid is less than the City Councils' approval limit.

No claim shall be made by the selected Contractor for loss of profit if the contract is not awarded or awarded for less work than is indicated and for less than the amount of the proposal. The total of the awarded contract shall not exceed the available funds allocated for the proposal project.

1.3 TERM OF CONTRACT

1.3.1 The initial term of this Contract shall be for one (1) year and may be renewed for four (4) successive one (1) year terms upon written notice by the City under the same terms and conditions. The services to be performed under this Contract shall commence on the effective date of this agreement and termi-nate absolutely and without further obligation on the part of the City at the end of every Term, unless terminated earlier in accordance with the termination provisions of this Contract.

1.3.2 The Contract shall commence within ten (10) calendar days after receipt of written Notice to Proceed

(NTP).

1.3.3 PROPOSAL SECURITY AND PERFORMANCE BONDS (NOT APPICABLE)

1.3.3 NEGOTIATION AND AWARD

It is the City’s intent to conduct the first negotiation meeting no later than thirty (30) days after City.

Council approval of the final ranking by the Committee. At least one (1) of the representatives for the firm participating in negotiations with the City must be authorized to bind the firm. In the event that the negotiations are not successful within a reasonable timeframe (notification will be provided to the firm) an impasse will be declared and negotiations with the first-ranked firm will cease. Negotiations will begin with the next ranked firm. This process shall continue until the City successfully negotiates a Contract.

1.4 CONFLICT OF INTEREST NOTICE TO PROPONENTS

1.4.1 All firms, Sub-Consultants and their employees are notified and advised to avoid potential conflicts of interests. Full and prompt disclosure of involvement in any project or services to other clients that may conflict with financing, construction, operation and management of the City’s projects shall be made to the City in the technical response of the firm’s proposal, and in advancement of assignment so that real or potential conflicts of interest can be avoided.

1.4.2 In any circumstance where Proponent, including any joint venture partners, parent or subsidiary com-panies, or affiliates under common control, is providing Services or work under another Contract with the City and a dispute, claim or conflict of interest arises between the City and such Proponent under this Contract or another agreement, the City may in its sole determination and discretion, suspend all existing work under this Contract and may or may not issue any further work to the Proponent under this Contract unless and until such dispute, claim or conflict of interest is resolved to the City’s satis-faction. Should the City take such action, Proponent shall not be entitled to any additional costs of any kind resulting from such action except that Proponent may be paid for any authorized Services pro-vided to the City under this Contract prior to the effective date of the suspension of the work. This provision shall not be deemed exclusive and shall be supplemental to any rights and remedies available to the City under this Contract, any other agreement or as may be available under applicable law.

1.5 SUB-CONSULTANTS AND SUB-CONTRACTORS

1.5.1 Proponent must ensure the responsibility standards for each of its Sub- Consultants and Sub-Contrac-tors as listed below and in each and every part of this RFP are met. Verification must include docu-mentation that each Sub-Consultant or Sub-Contractor meets the responsibility criteria required to perform the work including any professional license, certification, insurance requirements of this RFP, any governmental agency having jurisdiction over the matter, or any law or regulation pertaining to the work or requirements. Proponent must not furnish any statement, representation, or certification in connection with Sub- Consultants or Sub-Contractors that is materially false, deceptive, incorrect or incomplete. Failure of the Proponent to provide information concerning the responsibility of any Sub- Consultant or Sub-Contractor may result in a finding that the Proponent is not responsible.

1.5.2 All proposed Sub-Consultants and Sub-Contractors must be listed in the Proponent’s response. Pro-ponent must ensure that all proposed Sub- Contractors have adequate personnel, past experience, ade-quate facilities, finances and business systems to perform the scope of services. The City reserves the right to approve all Sub-Contractors and Sub-Consultants.

1.5.3 Proponent must have the responsibility of verifying the existence, authenticity, and dates of expiration of all licenses required by all Sub- Consultants and Sub-Contractors engaged in the work of this RFP.

The lack of a valid license from the Proponent or any Sub-Consultant or Sub- Contractor shall be grounds for default, and for immediate termination for cause with prejudice as it relates to the Propo-nent, and the removal of any unlicensed entity from the project. In the event Proponent, a Sub- Con-sultant or Sub-Contractor is required to be licensed or certified as a condition precedent to providing goods or services under this RFP, the revocation or loss of such license or certification may result in immediate termination of the Proponent’s Contract effective as of the date on which the license or certification is no longer in effect.

1.5.4 All Sub-Consultants and Sub-Contractors must be approved by the City prior to performing. Proponent must receive written permission to add Sub-Consultants or Sub-Contractors not initially submitted with Proponent’s response. Sub-Consultants and Sub-Contractors shall not subcontract any portion of their work pursuant to this RFP without the written consent of the City. Failure of the Proponent to obtain from the City prior approval of each Sub-Consultant or Sub-Contractor performing work on the project may result in suspension of work by that Sub- Contractor, removal of work performed by unap-proved Sub-Contractor(s) and all permissible sanctions against the Proponent.

2. SCOPE OF SERVICES

The Proponent shall provide CITYWIDE CATERING SERVICES for the City of South Fulton, as specified in this RFP and Attachment A: Scope of Services (SOS) attached hereto and incorporated herein by reference.

3. MINIMUM REQUIREMENTS

3.3 The Proponent shall have a minimum of five (5) years of experience in providing CITYWIDE CA- TERING SERVICES as specified in this RFP and Attachment A, Scope of Services (SOS), attached hereto and incorporated herein by reference. Please be sure to include the necessary references to support this requirement in Appendix B, Required Form Submittals, F6.10 – Reference Form.

The successful proposer shall be able to provide the following CITYWIDE CATERING SERVICES at a minimum, if needed:

4. EVALUATION PROCESS

The following criteria will be used to evaluate Proposals:

The City desires to select the Proponent whose proposal is determined to be the most advantageous to the City considering the technical and price evaluation criteria listed below.

The Evaluation Committee (EC) will be responsible for ranking and recommending the most quali-fied firms(s) to City Council for award. The process for this procurement may proceed in the fol-lowing manner: The Purchasing Director delivers the RFP submittals to agency staff for summari-zation for the Evaluation Committee members. The appropriate department will review the litigation history and the Finance Department will review the financial portion of the submittals. Staff will also identify any incomplete responses. The Purchasing Director Procurement will review the infor-mation and will make a recommendation to the Evaluation Committee as to each firm’s responsive-ness to the requirements of the RFP.

The final determination of responsiveness rests solely on the decision of the Evaluation Committee.

All firms that are found to be both responsive and responsible to the requirements of the RFP may have an opportunity to make an oral presentation to the SC and discuss their proposal to illustrate to the Evaluation Committee their approach to the scope of work. If interviews are requested by the City, staff may provide a list of subject matter for the discussion and each firm will be given equal time to present but the question and answer may vary.

The final determination of responsiveness rests solely on the decision of the Evaluation Committee.

All proposals will be evaluated using the Evaluation Criteria listed in the solicitation. All Proposals will be evaluated by an Evaluation Committee in accordance with the City’s Code of Ordinances and the criteria specified in this RFP as follows:

4.1 PRESENTATIONS / DEMONSTRATIONS / INTERVIEWS (WHEN APPLICABLE)

The City reserves the right to negotiate the fee and/or Scope of Services with the highest ranked.

Proposer. If negotiations cannot be completed successfully, then the City reserves the right to nego-tiate with the second highest ranked Contractor. Recommendations for an award will be the Proposer with whom potential contract negotiations were successful.

The EC may provide a list of subject matter for the discussion. The individuals / firms will have equal time to present but the question-and-answer time may vary. Proposers / Providers may be requested to demonstrate the nature of their offered solution to the EC. After receipt of submittals, all firms will receive a description of, and arrangements for, the desired demonstration. A copy of the demonstration (hard copy, DVD, CD or a combination of both) should be given to the Purchasing Agent at the meeting to retain in the Purchasing files.

PROPOSAL EVALUATION – SELECTION CRITERIA

City's selection of a firm shall be based upon the demonstrated competence and qualifications of the firms to provide the type of service required. Each proposal will be evaluated and scored through a process by the City's staff. The Proposer's submittal must fully address the requirements listed in this solicitation and the Firm's degree of experi-ence, knowledge, and ability to provide experienced and qualified support staff. The proposal is not to have any exclusions, conditions or provisions applied to the aforementioned request. It is the City's intention to select a firm which is the most qualified to meet the City's needs. The award shall be based on but not limited to the following factors:

REQUEST FOR PROPOSALS WEIGHT

Work Experience/References This criterion considers (i) the proposer’s past performance on City contracts or similar contracts, (ii), the results of reference checks and (iii) the proposer’s experience in providing catering services

Qualifications Provide all culinary education and training of staff/sub-contractors

Approach and Compliance with Requirements This criterion considers the proposer’s project approach and compliance with all of the terms and conditions, license/certification/insurance requirements, the City’s delivery requirements and the scope of work for providing catering services

MAXIMUM SCORING POINTS TOTAL 100

Based on the collective ranking of the highest rated proposals, the evaluation committee will develop a short list of proposers to continue with further evaluation through an interview process which is subject to an oral presentation and food sampling. The short list will be selected using the criteria identified above. Additional discovery may be performed to assist in selecting the short list vendors. The short list vendors will be contacted regarding their status as short‐listed vendors. The City reserves the right to award contract, or to forego awarding contract without notice. Thus, short listed proposers may be afforded the opportunity for oral presentations and sampling to the committee.

The City reserves the right to select as many short-listed vendors as they see fit and in the best interest of the City.

5.0 OVERVIEW OF PROPOSAL REQUIREMENTS

Proposers shall submit Proposals in accordance with the content and format requirements set forth in this RFP. Proposals should be clearly organized and structured in a manner that allows materials included in the document to be located easily.

The City reserves the right to request additional information that, in the City’s opinion, is necessary to assure that the Proposer’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to contract. determine, at its sole discre-tion, whether any aspect of the Proposal meets the requirements set forth in this section.

Response packages do not have to be professionally produced nor professionally packaged.

Regarding the Evaluation Criteria: each firm has a continuing obligation to provide the City with any material changes to the information requested. The City reserves the right to obtain additional information from interested individuals /firms. To assure consistency, proposals must conform to the format contained herein. Paper size: 8½” x 11”. Larger charts and graphs may be provided if folded neatly to 8½” x 11” and the following items, in the order presented below, with tabs between the sections must be included:

Evaluation Criteria Tab Number The Proposal shall include the appropriate and requested information in enough detail to demonstrate the Proposer’s knowledge, skills, and abilities to provide requested services and will be reviewed and evaluated based on each Proposer’s responses to the criteria described below.

Provide answers below. If you are submitting a response as a joint venture, you should respond to each question for each entity forming the joint venture. When entire response cannot be entered, a summary, followed with a page number reference where a complete response can be found is acceptable.

Section 1 – Company Information The purpose of the Executive Summary is to provide an overview of the Proponent’s qualifi-cations to accomplish the project. At a minimum, the Company Information Summary must contain the following information:

a. Company's local name, address, and telephone number

b. Primary local contact person(s) and telephone number(s)

c. Total number of company's local full-time employees

d. Year company was established.

e. Description of the company's background and size.

f. Description of the company’s corporate structure, including whether the company is.

under the control of any other corporation or organization. Include the legal status of the organization.

Tab 1

Section 2 – Organizational Qualifications/Personnel:

Proponent shall provide the organization’s experience and ability to provide the scope of services described in Attachment A.

a. Describe Responder's experience, capabilities and other qualifications for this project.

b. How many years has proposer operated under current company name?

c. Has proposer ever been debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from doing business with a Federal, State, or local government agency?

d. Statement of qualifications - including any experience with government agencies.

e. Professional credentials and experience in providing the services enumerated in this.

REQUEST FOR PROPOSALSs, i.e. certifications, awards, etc.

f. Description of the competitive advantage that your company possesses versus other.

potential providers.

g. Staffing Plan, Including Resumes. Please provide details about key staff that will be associated with the City of South Fulton.

• Provide résumés or a summary of skills, abilities and experience for each person who will represent your company as related to this proposal including the owner, project manager(s), superintendent(s).

• Key management personnel proposed shall not be changed without written City approval in advance of the change. Provide list of major subconsultants the company intends to use for the following services.

Tab 2

Section 3 – Past Performance

Past Performance – Describe proposer’s experience on projects of comparable nature, scope, complexity and duration along with evidence of satisfactory completion, both on time and within budget, for the past five (5) years regarding the proposer. Include the following for each project:

a. Project name

b. Project Budget

c. Location

d. Date of completion (month, year)

e. Company role and responsibility for the project.

Tab 3

f. List Proposer’s key personnel involved on the project.

g. Provide references including contact name, title, organization, address, phone and email address for all cited projects completed and active.

h. Provide names, email addresses and phone numbers of three government customers with comparable volumes and origination types, who have been contracting the services requested in this RFP.

Section 4 – Project Approach/Plan

Provide a Project Approach/Plan for Citywide Catering Services.

Proposals should include an explanation of your proposed course of action.

References should be made to the requirements of this RFP and your plan for meeting those requirements.

Tab 4

Section 5 – Location

Identify the office location responsible for this project. Supply legal firm name, head-quarters address, local office addresses, satellite offices and warehouse addresses, if applicable. State of incorporation, and key firm contact names with their phone num-bers and e-mail addresses.

Tab 5

Section 6 - Recent, Current, and Projected Workloads of the Firms – List all projects, including project number, during the past five (5) years, both com-pleted and active with approximate percent complete.

Tab 6

Section 7- Proposer Financial Information

The proposer must demonstrate sufficient financial resources to carry out its responsi-bilities as outlined in this RFP and to back up its contractual obligations. Proposers will be evaluated on the basis of their credit references, demonstrated ability to finance the required equipment, and ability to provide the performance bond.

Financial Capacity

1. Provide evidence of the development team’s financial ability to undertake and successfully complete the proposed project including the following:

2. Bank letter of credit of interest in lending for the project

3. Financial Statements:

a. If available, submit audited financial statements for the past two years for each development entity that is part of the development team.

Tab 7

b. If audited financial statements are not available, provide documented ev-idence of prior development transactions in which substantially all of the funding was obtained by the developer/development team. This infor-mation should include letter from the project lenders that identify the size of the loans and the repayment terms, as well as letters from the equity investors that identify the investment amounts and summaries of the transaction terms.

c. It is the practice of the City to conduct a review of a firm’s financial responsibility in order to determine the firm’s capability to successfully perform the work.

d. If submitting as a Joint Venture, Partnership, Limited Liability Corpo-ration or Limited Liability Partnership, the financials must be submitted for each entity that comprises the prime Proposer.

4. The proponent has within the past ten (10) years filed (or had filed against it) any bankruptcy or insolvency proceedings, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee or assignee for the benefit of creditors. If so, please provide an explanation;

Section 8 – Litigation

The City will consider a vendor's litigation history information in its review and deter-mination of responsibility. All vendors are required to disclose to the City all "material" cases filed, pending, or resolved during the last three (3) years prior to the solicitation response due date, whether such cases were brought by or against the vendor, any parent or subsidiary of the vendor, or any predecessor organization.

A complete disclosure of any alleged significant prior or on-going contract failure, any civil or criminal litigation or investigation pending which involves the Proposer and/or Proposers employees proposed or assigned to this contract or in which the Proposer has been judged guilty or liable within the last three (3) years. If there is no negative history to disclose, state that in the Bid.

If the vendor is a Joint Venture, the information provided should encompass the Joint Venture (if it is not newly formed for purposes of responding to the solicitation) and each of the entities forming the Joint Venture. Although the review of a vendor's litiga-tion history is an issue of responsibility, the failure to provide litigation history as re-quired in the Evaluation Criteria may result in a recommendation of non-responsiveness by the Purchasing Director.

Tab 8

Section 9 - Business Licenses, Licenses, and Insurance

Evidence that your proposer and/or persons performing the work are licensed to do business in the State of Georgia. Proof of insurance as listed/Evidence of possession of required licenses or business permits.

Tab 9

Section 10 – References

The proposer is required to submit completed Reference Verification Forms for previ-ous projects referenced in its submittal. The proposer should use the appropriate refer-ence form to distribute to its reference organization/firm to complete and return to the proposer’s attention. The proposer should submit the completed Reference Verification Form with its response. The City will verify references provided as part of the review process. Provide a minimum of five (5) references that are comparable in scope, size, and clients within the last five (5) years. Governmental/Public entities are preferred.

See Attached – Reference Verification Form

Tab 10

Section 11 – Documents and forms required by the city.

Please provide all other documents and forms not included in the above sections.

Provide statement detailing whether the contractor’s team members have ever filed for bankruptcy or had projects that have been declared in default or foreclosed upon. If yes to any of these questions, list the dates and describe the circumstances. Due to the sen-sitive nature of the financial information requested the City, the contractors may choose to provide a secure download site address link and share access with the City.

Tab 11

Section 12 – Contract Exceptions

The Contract that the City intends to use is identified as Attachment C. Any excep-tions to the Contract must be identified on Form 6.12 Exceptions Form.

Tab 12

Section 13 Financial Proposal – Please enclosed in a sealed separate envelope.

The financial proposal shall state the total cost for the service as specified in this docu-ment.

Proposers must submit the fee schedule and billing process for this project. The cost proposal must provide the basic fee structure and indicate the hourly rates of the staff member(s). An organizational chart for all staff necessary for the performance of the duties should also be included, including a schedule of wages and salaries for those included on the organizational chart. The cost proposal should state assumptions on which the firm’s fee would be predicated and any factors that would change the actual fee. The Proposer should state what it considers to be the most appropriate method for determining a reasonable fee for this representation, and state the rationale for this determination.

Tab 13

The Financial Proposal shall also include any and all costs the Proposer desires to have con-sidered in any contract entered into with the City. Taxes. Any taxes other than State and Local Sales and Use Taxes, from which the City is exempt, shall be assumed to be included in the Proposer’s costs.

Other. -- Potential costs and/or charges, if any, for any and all proposed services associ-ated with the implementation and administration of this RFP which should be considered by the Corporation shall be submitted in the proposal. Each Cost Proposal must also include a detailed listing of all expenses or fees that the Proposer deems as Additional Services which are to be paid directly to a subcontractor or vendor. These expenses shall be based on the actual costs incurred with no mark-up for overhead and/or profit al-lowed.

PURCHASING DEPARTMENT 4715 Frederick DrSW South Fulton, Ga 30336

REQUEST FOR PROPOSALSS (RFP) NO. 24-07

APPENDIX A

INSURANCE REQUIREMENTS

BALANCE OF PAGE INTENTIONALLY LEFT BLANK

PURCHASING DEPARTMENT 4715 Frederick DrSW South Fulton, Ga 30336

REQUEST FOR PROPOSALSS (RFP) NO. 24-07

APPENDIX B

REQUIRED FORM SUBMITTALS

REQUEST FOR PROPOSALS (RFP) NO. 24- 18

F6.1 W-9 FORM

F6.2 NON-CONFLICT OF INTEREST

By submitting a proposal in response to this solicitation, Proponent represents that in the preparation and submission of its proposal, said Proponent did not either directly or indirectly, enter into any combination or arrangement with any person, Proponent, Corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. Section I or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1 – 68.6 through 59.68.8). Collu-sion and fraud in bid or proposal preparation shall be reported to the State of Georgia Attorney General and the United States Justice Department.

Prop…