Comprehensive IT Support Request for Proposal.pdf

Request for Proposal 2025-006

Server Cloud

Migration

03/06/2025

2 | P a g e

3 | P a g e

Table of Contents

SCHEDULE

INTRODUCTION

CONTACT

EXECUTIVE SUMMARY

OVERVIEW

SCOPE OF SERVICES

INTENT

SYSTEM ARCHITECTURE

SYSTEM INSTALLATION AND DOCUMENTATION

SYSTEM ACCEPTANCE

PROPOSER SUPPORT AND SERVICE REQUIREMENTS

RESPONSE TIME AND SERVICE HOURS

PREVENTATIVE MAINTENANCE

DELIVERY AND INSTALLATION

WARRANTY

CONTRACT

BID EVALUATION

AWARD

BOND REQUIREMENTS

INSURANCE REQUIREMENTS

PREPARATION OF PROPOSAL

SUBMISSION OF PROPOSALS

REJECTION OF PROPOSALS

WITHDRAWAL OF PROPOSALS

LATE PROPOSALS

LOCAL, STATE, AND FEDERAL COMPLIANCE

Title VI Compliance

COLLUSION

AWARD OF REQUEST FOR PROPOSAL

NOT RESPONSIBLE FOR COSTS

BONDS

Bid Bond:

4 | P a g e

PUBLIC INFORMATION

ADDITIONAL INFORMATION

QUESTIONS

INDEMNIFICATION AND INSURANCE

INSURANCE

-LOSS DEDUCTIBLE

-SUBCONTRACTOR’S INSURANCE

-CERTIFICATE OF INSURANCE

-WORKERS’ COMPENSATION INSURANCE

-LIABILITY INSURANCE

-PROPERTY INSURANCE

Local Vendor Preference

SCHEDULE

DATE – Mandatory Pre-Bid Meeting 03/12/2025 at 2:00 p.m.

Spalding County Annex

DATE – Last Date for Questions 04/01/2025 3:00pm

DATE – 04/03/2025 at 2:00 pm Deadline for receiving Bids, Bid Opening to follow immediately after

5 | P a g e

INTRODUCTION

We invite qualified IT firms to submit proposals for comprehensive Information Technology support services. This encompasses the migration of applications and data from on-premises servers to a secure and scalable cloud environment, including networking, PC support, printer management, and all other IT services. The selected firm will manage and support our network infrastructure, maintain and troubleshoot personal computers, oversee printer systems, and provide comprehensive IT support.

The IT firm will be responsible for acquiring, managing, and providing ongoing support for licenses for Microsoft Suite, the County's Azure account (or equivalent cloud-based support), and multifactor authentication.

The scope of services requires continuous support for all software programs used throughout the county, including Tyler Technologies software and software supporting the enhanced E-911 system. This includes on-site or remote repairs, installation and configuration of new hardware, and resolution of issues related to the Records Management System (RMS), Jail Management System (JMS), in-car and bodycam programs, various investigative programs, and other software. Specified minimum and emergency response times are essential to ensure timely support.

Additionally, the firm will be responsible for regular maintenance and support for network switches and all other local hardware components. Proposals should include a detailed company overview, highlighting the firm's experience and expertise in providing IT support services, along with case studies or references from similar projects.

Service Level Agreements (SLAs) must be clearly defined, including key performance indicators (KPIs), uptime guarantees, and penalties for non-compliance. Security and compliance measures should be outlined, covering data protection, encryption, secure access controls, and adherence to relevant industry standards and regulations.

The proposal should address user training programs, comprehensive documentation of all systems, processes, and procedures, and a detailed breakdown of costs for all services, including any one-time fees and ongoing support charges. Payment schedules and terms of payment should be specified.

A detailed implementation plan for the migration and setup process, including timelines and milestones, should be provided, along with a description of the project management methodology to be used. The proposal should also include a technology roadmap for future upgrades and advancements, as well as innovative solutions that could benefit our organization.

Finally, the vendor evaluation criteria should be outlined, detailing the process and scoring system for evaluating and selecting the vendor. We look forward to receiving your proposals and partnering with a firm that can provide exceptional IT support services to meet our county's needs.

Submittals will be received until 2:00 PM on [DATE]. Bids received after this date and time WILL NOT be considered, and it is the responsibility of the bidding firm to ensure its Proposal is submitted before the deadline.

6 | P a g e

The RFP submittal (1 original, 3 copies) and a CD or memory stick containing the entire submittal formatted to be read with Microsoft® software products or Adobe® PDF software must be delivered to Spalding County Administrative Services Department in a sealed package, clearly marked on the outside and addressed to:

Spalding County Mitzy Campbell, Purchasing Agent Attn Server Cloud Migration RFP 2025-006 119 E. Solomon Street Griffin, GA 30223 Office: (770) 467-4226

CONTACT

Questions regarding this RFP must be directed in writing to the Spalding County representative below. All questions must be in writing and are to be emailed to the contact with the subject, "Server Cloud Migration Question". NO PHONE CALLS

Spalding County Mitzy Campbell, Purchasing Agent Attn. Server Cloud Migration RFP 2025-006 119 E. Solomon Street Griffin, GA 30223 mcampbell@spaldingcounty.com mailto:mcampbell@spaldingcounty.com

7 | P a g e

EXECUTIVE SUMMARY

Spalding County currently utilizes an outsourced IT provider to manage and maintain their on-premises servers, data and applications. The selected vendor will work with this provider to ensure the selected servers will migrate seamlessly to the cloud and operate across the various internet providers, County locations, and not interfere or disrupt daily activities– our intent is to ensure continuity of service in all aspects of our daily business.

OVERVIEW

Spalding County serves 70,884 residents, housing 650 employees that depend on access to 19 on-premises servers. The County wishes to move from a Capital Expense model to an Operating Expense model for its applications and data, receiving a monthly bill (or annual with an annual subscription discount), per user and/or device, rather than costly expenses to maintain an on-premises system. The two existing Scale Hosts clusters are reaching capacity, and the operating systems are at the end of their life cycle. The purpose of this RFP is to move to a cloud-based, integrated, state-of-the-art system that will enhance the County’s data, applications, security and disaster recovery capabilities.

SCOPE OF SERVICES

Spalding County is initiating this Request for Proposals (RFP) to migrate applications and data hosted within an on-premises data center to a cloud environment. The solutions from qualified vendors should include planning, analysis, technical requirements, and implementation of migrating Spalding County’s on-premises data and applications to a cloud-based environment. The estimates should include all costs for re-factoring, re-hosting, and re-platforming/engineering as necessary.

Vendors responding should have extensive experience with the following:

1. VMWare, Vcenter, and Scale Hosts hardware

2. Cloud solution service providers, (e.g., AWS, Azure, Google Cloud).

3. Relevant certifications and expertise in cloud technologies.

4. Developing migration strategies that encompass both custom-complex unique and off-the-shelf applications; and have a proven record of successful implementation.

5. Experience managing cloud migrations, with minimal need to re-engineer applications to take advantage of current cloud technology.

6. Knowledge of security best-practices for cloud environments.

7. Ability to provide references from similar projects.

Important notes:

1. The vendor(s) may provide different options for the proposed cloud provider.

2. The vendor(s) may provide alternate locations for the platform as service.

3. The vendor(s) should ensure that the proposed location is in alignment with the proposed recovery time.

4. Spalding County currently has an Azure tenant, with Office 365.

8 | P a g e

INTENT

The Scope of Work is an integral part of this RFP and as such, successful Vendors will need to address all requirements within this RFP document, Exhibits, and Attachments not just items contained in this section. The intent of this document is to set forth the requirements of the system's performance. This Scope of Work and the details within this RFP are to be used as a general guide and are not intended to be a complete list of all the work necessary to complete the project. It is intended to include all labor and materials, equipment, tools, and transportation necessary for the proper implementation of the project and to require the complete performance of the Vendor's work in spite of any omission of specific reference to any minor component of the project, and to act as a guide to the Vendor so that all necessary items and costs necessary for the project will be incorporated into proposal pricing. Vendors shall provide pricing to include all required hardware, software, mounting apparatus, cabling, installation, licenses, and training. The system shall be fully operational at the completion of the installation with seamless implementation into the county's business processes.

SYSTEM ARCHITECTURE

Vendors will need to provide cloud platform selection and server migration by:

- Conducting a comprehensive assessment of our current IT infrastructure.

- Developing a migration plan that includes timeline, resource allocation, and risk management.

- Migration of servers and applications to the chosen cloud platforms utilizing existing assessments.

- Configuration and optimization of cloud resources for performance and security, with conditional access control, wherever possible.

- Thorough collaborative testing of migrated applications and functionality.

- Verification of data integrity and performance in the cloud environment.

- Scalability and elasticity: the ability to efficiently scale resources up or down to meet changing business needs.

- Cost-effectiveness: reduced operational expenses through pay-as-you-go pricing and eliminating hardware maintenance costs.

- Enhanced security and compliance: robust security features and compliance with relevant industry standards.

- High availability and disaster recovery: minimized downtime and ensured data integrity through reliable disaster recovery solutions.

- Ease of management: user-friendly interface and intuitive management tools for efficient cloud resource management.

- Broad range of services: comprehensive suite of cloud services and features to support various business needs.

- Openness and flexibility: ability to integrate with existing on-premises infrastructure and future technologies.

SYSTEM INSTALLATION AND DOCUMENTATION

It is the responsibility of the awarded vendor to conduct a thorough site survey to

9 | P a g e determine which components may require additional hardware or software, and to procure and install all such necessary items. At the end of the project, the vendor will provide all system documentation that encompasses all user access, manuals, system connectivity diagrams, and other information as required by the county. Deliver comprehensive documentation on the migration process, new cloud environment, and any changes made to systems.

SYSTEM ACCEPTANCE

Following migration of data and applications, the county will work with the Vendor to ensure successful acceptance of equipment, design, and programming of and access to the system(s). System acceptance will ensure each element of the installed system performs as required by the scope of work and contract and as expected by county staff.

Evaluation of system feature performance and system accuracy will be evaluated as a part of the project acceptance in accordance with all applicable standards.

PROPOSER SUPPORT AND SERVICE REQUIREMENTS

This part of the proposal reflects planning, engineering, design, implementation, servicing, and maintenance support requirements for the proposed services during the length of the agreement and/or warranty period. The proposer(s) must attach a copy of the proposed solution, service, and maintenance policies and procedures to which the proposer(s) will adhere throughout the length of the agreement. Spalding County is actively seeking a sole vendor to commit to supporting this project, both operationally and technically, for a minimum of 3 years, with a Master Service Agreement for a one-year term with the ability to renew under the same terms for up to 3 additional years.

The sole vendor shall be the same vendor who plans, engineers, designs, and implements the project.

• The county minimally requires the levels of support in the following primary areas. All proposers must present their proposed level of support within the areas and requirements presented below. They are:

• Operational support: Proactive and dynamic support of the short and long-term critical operation and maintenance of the proposer(s) provided solution. This includes engineering, design, implementation, troubleshooting, servicing, and maintenance. Utilizing ongoing monitoring techniques that will diagnose problems and allow for circumstance-sensitive recovery procedures acceptable to the county. Operational support must meet all required service levels as defined, specified, and proposed.

• Technical support: Provide ongoing assessment and troubleshooting support of the proposer(s)' solution and services, at various levels and costs, for the County to review and choose from. This includes the ability to manage cybersecurity and threat detection, ensuring the protection of the county's data and systems from potential cyber threats. Proposers must outline their cybersecurity measures, including threat detection and response protocols, to

10 | P a g e ensure robust protection against cyber incidents. This should cover threat detection from both external sources (e.g., hackers, malware) and internal sources (e.g., insider threats, unauthorized access).

RESPONSE TIME AND SERVICE HOURS

1. A mandatory pre-bid conference will be held on March 12, 2025 at 11:00am at Spalding County Annex, 119 E. Solomon Street, Griffin, GA 30223. Attendance at this conference is required for all prospective bidders. The purpose of the pre-bid conference is to provide an overview of the project, clarify any questions regarding the Request for Proposal (RFP) documents, and ensure that all bidders have a clear understanding of the project requirements and expectations. This meeting will also offer an opportunity to discuss the scope of work, timelines, and any specific conditions or constraints related to the project.

Bidders are encouraged to come prepared with any questions or concerns they may have. Failure to attend the pre-bid conference will result in disqualification from the bidding process.

2. Proposer(s) submitting solutions shall furnish service technicians to respond to emergency requests with a two-hour response time. The proposer(s) shall present procedures for responding to emergencies, including the number of qualified and trained technical staff within the immediate region in direct support of the county. Proposer(s) must acknowledge their clear understanding of the county's requirements and their commitment to meet the same.

3. The proposer(s) shall furnish around the clock service, 24 hours per day/7 days a week/365 days per year, including weekend and county observed holiday schedules and provide necessary service procedures and qualified personnel.

PERFORMANCE GUARANTEE

Proposer(s) guarantees that services acquired or already in use during the term of the resulting Agreement will:

1. Perform to the county's satisfaction or, at the county's option, will be replaced at no charge to the county. There will be no removal charge on services removed because of non-performance.

2. The proposer(s) must present their proposed services configuration and contingency plan that will support a "no downtime" scenario.

3. Successful Proposer(s) must identify and present problem resolution and escalation procedures.

PREVENTATIVE MAINTENANCE

11 | P a g e

Maintenance and service, including regularly scheduled non-disruptive preventative maintenance work must be performed by the Proposer(s)' designated service representatives only. The county must be advised with ample lead time (minimum of 5 business days or longer so we can plan for the event, emergencies will be handled as such and handled through the established escalation process) of any network services maintenance activity which will require downtime of network facilities and/or services.

The proposer(s) and county will mutually determine when the desired maintenance window will occur.

DELIVERY AND INSTALLATION

Proposed server migration services shall be completely provided and installed by the successful proposer(s). Proposer(s) must specify the time required for complete installation of services conversion, testing, acceptance, and training. Proposed migration services shall conform to all applicable Federal, State, Regional, Local, and Industry codes pertaining to services and installation.

WARRANTY

Following server migration acceptance by Spalding County, the warranty period shall begin. The equipment and installation shall be guaranteed by the vendor for a minimum of one year. Additional warranty options will be considered by the county and should be submitted with the vendor's proposal.

The Vendor shall ensure continued functioning and compliance of all equipment and programming, during the warranty period agreed upon, at no cost to the county. Any equipment that fails during the warranty period shall be replaced with a spare until the failed unit is repaired or replaced with a fully functioning unit by the vendor. All warranties, repairs, and replacements should be provided free of charge and in a timely manner.

CONTRACT

Vendors are expected to provide proposals and associated agreements for a for a one-year term with the ability to renew under the same terms for up to 3 additional years.

Spalding County plans on signing agreements prior to the end of the 2025 calendar year, thus vendors are expected to include all and any promotional offerings that run through the end of 2025. Vendors are advised to craft agreements with the consideration that this type of solution is being bid and it is important to note that, although agreements can be signed prior, the actual purchase of services, labor or maintenance cannot officially take place until January 3, 2026. In addition, vendors must provide the County with a legal agreement clause that permits the County to terminate the contract with 60 days prior notice, with or without cause, if the County deems it to be in our best interest.

The Vendor must understand that generally one board of commissioners may not bind future boards, and that all contracts of the County are subject to the availability of funding subject to the budget approved by the board of commissioners.

12 | P a g e

QUALIFICATIONS

Qualified vendors must be licensed or authorized to provide the requested products and services; demonstrate the technical and professional capacity to deliver the products and services described or requested in this RFP; and demonstrate a successful history of satisfactory product delivery or service provision regarding these products and services. In addition, the county will consider the following factors:

• A company with at least five (5) years' experience in providing server migration and management

• A company licensed to conduct business in the State of Georgia.

• A company which has demonstrated to the satisfaction of the county that it has adequate financial resources, experienced personnel assigned to the project, and expertise to perform the required services.

• A company experienced in providing service to Local Governments.

The county reserves the right to request additional information or to meet with vendors to discuss points in the proposal before and after submission, all of which may be used in forming a staff recommendation to the Board of Commissioners, and for the Board of Commissioners to interview vendors. This is to include demonstrations of vendor's solutions.

The county reserves the right to reject any and/or all proposals. The county reserves the right to accept or reject in part or in whole any and/or all proposals submitted, and to waive any technicalities or informalities for the best interest of the county. Spalding County reserves the right to award based upon individual line items, sections, or total proposal. The county may also accept or reject any of the alternatives that may be set forth in this proposal. The county may reject the proposal of a vendor who is not, in the opinion of the county, in a position to satisfactorily perform the contract. The county reserves the right to reject any proposal if the evidence submitted by, or investigation of, such vendor fails to satisfy that such vendor is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

PROPOSAL PACKAGE

The Proposal Package submitted by each Bidder shall include the following minimum information:

• Cover Letter

• Bidder's Proposal Details o Itemization of all system components o Service and maintenance policies

• Qualifications and Experience o Description of similar projects

13 | P a g e

Three (3) current written references directly related to the requirements of this

RFP

• Evidence of required Licenses/Certifications/Certificates of

Insurance to legally provide services requested

• Exhibit A - Bid Proposal Form

• Exhibit B - Bid Bond

• Contractor Affidavit (notarized)

• Subcontractor Affidavit (notarized)

• W-9

• Itemize Pricing Addendum (if applicable)

• Exceptions or Limitations Addendum (if applicable)

• Certified Letter of adherence to Title VI

Vendors that do not address each section listed above may be considered as nonresponsive bidders by the county.

BID EVALUATION

Although the cost of the product/service is of primary concern, the ability to accommodate growth and change and the total cost of operation (TCO) within the county are, in many ways, more important. Do not assume the lowest bid will be awarded the project.

To achieve this goal, bids will be evaluated on several factors.

• Prices/charges

• Prior experience

• Understanding of needs

• Financial stability

• Personnel qualifications

• Ability to upgrade and adapt to technological advances

• Completeness of response and adherence to bid specifications

• Summary of project implementation plan.

AWARD

All proposals will be considered on proposal merit and based upon the results of the Bid Evaluation. The county shall award based on the most responsive and qualified proposer whose proposal is determined to be the most advantageous to the county.

Spalding County reserves the right, based upon its deliberations and in its opinion, to accept or reject any or all proposals. The county also reserves the right to waive minor irregularities or variations to the specifications and in the proposal process.

BOND REQUIREMENTS

If proposer is notified in writing by statutory mail of the acceptance of this bid within thirty-five days after time set for the opening of bids, proposer agrees to execute within

14 | P a g e ten days the Contract for the Work for the above stated Bid, as adjusted by the accepted Alternates, and at the same time to furnish and deliver to Spalding County a Performance Bond in an amount of equal to 100 percent of the Contract Sum.

INSURANCE REQUIREMENTS

Insurance requirements are outlined in the General Conditions of this Request for Proposal. The Bidder must provide proof of Workers Compensation and General Liability Insurance upon award of the bid.

PREPARATION OF PROPOSAL

A. REQUEST FOR PROPOSAL shall be prepared in accordance with the following:

1. The enclosed Proposal Form, attached hereto as "Exhibit A", shall be used when submitting your REQUEST FOR PROPOSAL.

2. All information required by the Proposal Form shall be furnished. The

CONTRACTOR shall print or type his/her name and manually sign the Form and any continuation sheet on which an entry is made.

3. Unit prices shall be shown and where there is an error in extension of price, the unit price shall govern.

4. Alternate Proposals will not be considered unless authorized by the

REQUEST FOR PROPOSAL.

5. CONTRACTORS will not include federal taxes nor State of Georgia sales, excise, and use taxes in prices, as the county is exempt from payment of such taxes. An exemption certificate will be signed where applicable upon request.

6. The CONTRACTOR shall make all investigations necessary to thoroughly inform themselves about any and/or all conditions related to the performance of the contract. Plea of ignorance by the CONTRACTOR of conditions that exist or may hereafter exist because of failure or omission on the part of the CONTRACTOR to make the necessary examinations and investigations, or failure to fulfill in every detail the requirements provided for in the Purchasing Policy, Purchasing Ordinance and/or State and Federal Statutes.

7. Prices quoted must be FOB Spalding County Georgia with all transportation charges prepaid unless otherwise specified in the REQUEST FOR

PROPOSAL.

8. Deliveries are to be FOB Destination unless otherwise specified in the

REQUEST FOR PROPOSAL.

9. Deliveries are to be made during regular business hours.

10. Proposals shall be valid for a minimum of ninety (90) days, unless otherwise stated on the REQUEST FOR PROPOSAL

15 | P a g e

SUBMISSION OF PROPOSALS

1. Proposals and changes thereto shall be enclosed in sealed envelopes & addressed as instructed on the Proposal Form. The name and address of the CONTRACTOR, the date and hour of the REQUEST FOR PROPOSAL opening and the material or service shall be placed on the outside of the envelope.

2. REQUEST FOR PROPOSAL must be submitted on the forms furnished.

Electronic proposals will not be considered unless allowed by the county and stated in REQUEST FOR PROPOSAL.

REJECTION OF PROPOSALS

The county reserves the right to accept or reject any or all proposals, to waive irregularities and technicalities, and to request resubmission or to re-advertise the services. The county shall be the sole judge of the submittals. The county's decision shall be final.

WITHDRAWAL OF PROPOSALS

1. Proposals may not be withdrawn after the time set for the opening for a period as specified.

2. Proposals may be withdrawn prior to the time set for the opening. Such a request must be in writing.

LATE PROPOSALS

1. REQUEST FOR PROPOSAL and modifications received after the time set for the opening will not be considered.

2. Modifications in writing received prior to the time set for the opening will be accepted.

LOCAL, STATE, AND FEDERAL COMPLIANCE

1. PROPOSERS/CONTRACTORS shall comply with all local, state, and federal directives, orders, and laws as applicable to the REQUEST FOR PROPOSAL and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO), Minority Business Enterprise (MBE), and OSHA as applicable to this contract.

2. Spalding County requires that the CONTRACTOR selected will not discriminate under the contract against any person, in accordance with federal, state, and local government regulations.

16 | P a g e

Title VI Compliance

All bidders must comply with Title VI of the Civil Rights Act of 1964, which prohibits discrimination on the basis of race, color, or national origin in programs and activities receiving federal financial assistance. The successful bidder will be required to ensure that their services and operations do not discriminate against any individual or group based on these protected characteristics.

The bidder must provide a statement confirming their adherence to Title VI requirements and outline the measures they have in place to prevent discrimination. This includes, but is not limited to:

• Implementing policies and procedures that promote equal access and opportunity.

• Providing training to staff on Title VI compliance.

• Establishing a process for addressing complaints of discrimination.

• Ensuring that all communications and materials are accessible to individuals with limited English proficiency.

Failure to comply with Title VI requirements may result in the termination of the contract and other legal actions as deemed necessary.

COLLUSION

1. The CONTRACTOR, by affixing their signature to the Proposal Form, agrees to the following:

"The CONTRACTOR certifies that their REQUEST FOR PROPOSAL is made without previous understanding, agreement, or connection with any person, firm or corporation making a Proposal for the same item(s) and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action".

AWARD OF REQUEST FOR PROPOSAL

1. The REQUEST FOR PROPOSAL will be awarded to the qualified CONTRACTOR with the best value Proposal whose Proposal, conforming to the REQUEST FOR PROPOSAL, is most advantageous to Spalding County, price and other factors considered.

2. Spalding County reserves the right to accept and award item by item, and/or by group, or in the aggregate.

3. A written award of acceptance (Purchase Order) mailed or otherwise furnished to the successful CONTRACTOR shall result in a binding contract subject to the terms herein, without further action by either party.

4. Unless otherwise noted in the specifications, the length of the agreement shall be one year, with 2 one-year renewals possible based on the mutual consent of the parties.

5. Upon award, for construction projects, the Contractor will be required to complete/execute Spalding County’s Contract and General Conditions for Construction Services.

17 | P a g e

NOT RESPONSIBLE FOR COSTS

The county shall not be responsible for any cost incurred by a prospective CONTRACTOR in responding to this REQUEST FOR PROPOSAL.

BONDS

If the proposal is greater than $200,000 a Bid Bond and Payment and Performance Bond is required. For proposals less than $200,000, the county may waive the requirement as it deems necessary.

Bid Bond:

If the Base Bid or the Base Bid plus the sum of any alternates falls into the criteria above requiring a Bid Bond, the bidder shall enclose a Certified Check or Bid Bond with each bid. A Certified Check or Bid Bond shall be for an amount not less than five percent (5%) of the Bid price and shall be made payable to Spalding County as a guarantee that the Bidder will not withdraw its bid for a period of ninety (90) calendar days after Bid closing time. Bid Bonds or Certified Checks will be returned to unsuccessful bidders within 10 days of the bid award.

Successful bidders will receive their Certified Check or Bid Bond after the contract/agreement has been signed and a Performance and Payment Bond is received.

Performance and Payment Bonds:

In the event the Contract is awarded to the Bidder, Bidder will thereafter enter a written contract with Spalding County and furnish a Payment and Performance Bond in an amount equal to the contract price. Failing to do so, Bidder shall forfeit its bid security. Payment and Performance Bond shall be secured from or countersigned by an agency or surety company recognized in good standing and authorized to do business in the State of Georgia. The following exceptions to the bidder providing Performance and Payment Bonds are as follows: In lieu of the Performance and Payment Bonds, a contractor may file with the county an alternative form of security in the form of cash, a money order, a certified check, a cashier's check, an irrevocable letter of credit. Any such alternative form of security shall be for the same purpose and be subject to the same conditions as those applicable to the bonds. The value of an alternative form of security shall be in the amount of the bid.

PUBLIC INFORMATION

All information contained in this Proposal is public information, and as such will be handled in accordance with Georgia O.C.G.A. Title 50 Section 18.

18 | P a g e

ADDITIONAL INFORMATION

Spalding County reserves the right to require Firms to provide references for and information on previous similar experience prior to award of the contract.

QUESTIONS

Any questions about the REQUEST FOR PROPOSAL should be communicated according to the instructions in the REQUEST FOR PROPOSAL.

INDEMNIFICATION AND INSURANCE

The CONTRACTOR agrees to assume liability for and indemnify, hold harmless, and defend the county, its commissioners, officers, employees, agents, and attorneys of, from, and against all liability and expense, including reasonable attorney's fees, in connection with any and all claims, demands, damages, actions, causes of action, and suits in equity of whatever kind or nature, including claims for personal injury, property damage, equitable relief, or loss of use, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the CONTRACTOR, its agents, officers, contractors, subcontractors, employees, or anyone else employed or utilized by the CONTRACTOR in the performance of this Agreement.

The CONTRACTOR's liability hereunder shall include all attorney's fees and costs incurred by the county in the enforcement of this indemnification provision. This includes claims made by the employees of the CONTRACTOR against the county and the CONTRACTOR hereby waives its entitlement, if any. The obligations contained in this provision shall survive termination of this Agreement and shall not be limited by the amount of any insurance required to be obtained or maintained under this Agreement.

INSURANCE

The CONTRACTOR shall not commence any Work until they have obtained all the following applicable types of insurance, and such insurance has been approved by the county, has named Spalding County as an additional insured, except for Worker's Compensation Coverage, nor shall the CONTRACTOR allow any Subcontractor to commence Work on his subcontract until all similar insurance required of the Subcontractor has been so obtained.

Such insurer shall have a currently valid Certificate of Authority issued by the State of Georgia, Department of Insurance authorizing it to write insurance policies in the State of Georgia and be doing business in the State of Georgia. Insurers shall have at least a Policy Holders Rating of A-, and Financial Rating of Class VI as identified in the latest issue of "Best's Key Rating Guide" unless otherwise accepted by the county in writing.

The CONTRACTOR's insurance, and the insurance of any other party bound to the CONTRACTOR, shall be considered primary. The county's insurance, if any, shall be considered excess, as may be applicable to claims which arise out of indemnifications, 19 | P a g e insurance, certificates of insurance and any additional insurance provisions.

Certificates of Insurance acceptable to Spalding County for the CONTRACTOR's insurance must be received within five (5) days of Notification of Selection and at time of signing Agreement.

Certificates of Insurance and the insurance policies required will include a provision that policies, except Workers' Compensation, are primary and noncontributory to any insurance maintained by the CONTRACTOR. Certificates of Insurance and the insurance policies required shall contain a provision under General Liability, Auto Liability, and Workers' Compensation to include a Waiver of Subrogation clause in favor of Spalding County.

Certificates of Insurance and the insurance policies required shall contain a provision under General Liability, Auto Liability, and Excess Liability to include Spalding County as Additional Insured, including Completed Operations (Form CG 20 10 and CG 2037 or equivalent). Other Additional Insured forms might be acceptable but only if modified to include ongoing and completed operations. A copy of the endorsement to the policy shall be provided with the certificate of insurance. All Certificates of Insurance shall be dated and shall show the name of the insured CONTRACTOR, the specific job by name and job number, the name of the insurer, the policy number, its effective date and its termination date and a list of any exclusionary endorsements.

All the above referenced Insurance coverage is required to remain in force for the duration of the project and for the duration of the warranty period. Accordingly, at the timeof submission of final application for payment, CONTRACTOR shall submit an additional Certificate of Insurance along with evidence of continuation of such coverage. The failure of Spalding County to demand certificates of insurance and endorsements evidencing the required insurance or to identify any deficiency in contractors’ coverage based on the evidence of insurance provided by the contractor shall not be construed as a waiver by Spalding County of contractor’s obligation to procure, maintain, and pay for required insurance.

The insurance requirements set forth herein shall in no way limit Contractors liability arising out of the work performed or related activities. The inclusions, coverage and limits set forth herein are minimum inclusion, coverage, and limits. The required minimum policy limits set forth shall not be construed as a limitation of CONTRACTOR's right under any policy with higher limits, and no policy maintained by the CONTRACTOR shall be construed as limiting the type, quality, or quantity of insurance coverage that CONTRACTOR should maintain. CONTRACTOR shall be responsible for determining appropriate inclusions, coverage, and limits, which may be more than the minimum requirements set forth herein.

The failure of CONTRACTOR to always comply fully and strictly with the insurance requirements set forth herein shall be deemed a material breach.

-LOSS DEDUCTIBLE

20 | P a g e

If the insurance of any CONTRACTOR or any subcontractor contains deductible(s), penalty(s) or self-insured retention(s), the CONTRACTOR or Subcontractor whose insurance contains such provision(s) shall be solely responsible for payment of such deductible(s), penalty(s), or self-insured retention(s).

-SUBCONTRACTOR’S INSURANCE

CONTRACTOR shall require each of his Subcontractors to likewise purchase and maintain at their expense Commercial General Liability insurance, Workers' Compensation, Employer's Liability coverage, Automobile Liability insurance, and Excess Liability insurance coverage meeting the same limit and requirements as the CONTRACTOR's insurance. CONTRACTOR shall also obtain from each subcontractor a written indemnification in form and substance identical to the indemnity as set forth in Part 1 above.

-CERTIFICATE OF INSURANCE

The county shall be furnished with proof of insurance coverage as follows:

• The name of the insured CONTRACTOR, the specific job by name and job number, the name of the insurer, the number of the policy, its effective date, and its termination date.

• Statement that the insurer will mail notice to the county and a copy to the county’s representative at least thirty (30) days prior to any material changes in provisions, cancellation, renewal, or non-renewal of the policy.

• The Certificate of Insurance shall be in the form as approved by the county and such Certificate shall clearly state all the coverage required in this Article.

• If requested by the county, the CONTRACTOR shall furnish complete copies of the awarded bidder’s and subsequent Subcontractor's insurance policies, forms, and endorsements; and

• Receipt of certificates or other documentation of insurance or policies or copies of policies by the CONTRACTOR or by any of its representatives which indicate less coverage than required by the Contract Documents does not constitute a waiver of the CONTRACTOR's obligations to fulfill the requirements of this Article.

-WORKERS’ COMPENSATION INSURANCE

The CONTRACTOR shall take out and maintain Workers' Compensation and Employer's Liability Insurance for all his employees connected with the Work of this Project, and in case any work is sublet, the CONTRACTOR shall require the Subcontractor similarly to provide Workers' Compensation Insurance for all the latter's employees, unless such employees are covered by the protection afforded by the CONTRACTOR. Such insurance shall comply with the Georgia Workers' Compensation Law.

21 | P a g e

The CONTRACTOR shall purchase and maintain at the contractor's expense Workers' Compensation and Employer's Liability insurance coverage for the life of this Subcontract.

The Limits of this insurance shall not be less than the following limits:

Part One: Workers' Compensation Insurance - Unlimited Statutory Benefits as provided in the Georgia Statutes; and

Part Two: Employer's Liability Insurance

Bodily Injury by Accident $100,000 Each Accident Bodily Injury by Disease $500,000 Policy Limit Bodily Injury by Disease $100,000 Each Employee

In case any class of contract at the Project Site is not protected under the Workers' Compensation statute, the CONTRACTOR shall provide adequate insurance, satisfactory to county requirements for the protection of employees not otherwise protected.

-LIABILITY INSURANCE

The CONTRACTOR shall take out and maintain Commercial General Liability and Commercial Automobile Liability Insurance as shall be required to protect SpaldingCounty from claims for damage, for bodily injury, and personal injury, including accidental death, as well as claims for property damages which may arise from operating under this Agreement, whether such operations are by themself or by anyone directly or indirectly employed by CONTRACTOR, and the amount of such insurance shall be minimum limits as follows:

-Commercial General Liability

The Contractor shall purchase and maintain at the Contractor's expense Commercial General Liability insurance coverage (ISO or comparable Occurrence Form) (Modified Occurrence or Claims Made forms are not acceptable).

Each Occurrence Limit $1,000,000

Personal & Advertising Injury Limit Fire Damage Limit (any one fire) $1,000,000

Medical Expense Limit (any one person) $ 50,000 Products & Completed Operations Aggregate Limit $ 5,000 General Aggregate Limit (other than Products & Completed Operations) Applies Per Project

$2,000,000

The Limits of this insurance shall not be less than the following limits: $2,000,000

22 | P a g e

General liability coverage shall continue to apply to "bodily injury" and to "property damage" occurring after all work on the Site of the covered operations to be performed by or on behalf of the additional insured's has been completed and shall continue after that portion of "your work" out of which the injury or damage arises has been put to its intended use.

• Coverage shall include premises, operations, products, completed operations, independent contractors, contractual liability covering this Agreement, contracts and leases, broad form property damage coverage's, personal injury, and bodily injury.

• If Umbrella or Excess liability coverage is used to satisfy the requirements of this Section, it shall not be more restrictive than the underlying insurance policy coverages.

-Commercial Automobile Liability

The PROFESSIONAL/CONTRACTOR shall purchase and maintain at the contractor's expense Automobile Liability insurance coverage.

The Limits of this insurance shall not be less than the following limits:

Combined $1,000,000 Each Accident Single Limit $1,000,000 Bodily Injury – Per Accident

OR

Split Limits

$500,000 Property Damage – Per Accident

Covered Automobiles shall include any auto owned or operated by the insured Contractor, insured Contractor including autos which are leased, hired, rented, or borrowed, including autos owned by their employees which are used in connection with the business of the respective contractor. Coverage shall include bodily injury and property damage arising out of ownership, maintenance, or use of any auto, including owned, non-county, and hired automobiles and employee non-ownership use.

-PROPERTY INSURANCE

This additional coverage will be required if the contract includes construction of or additions to above-ground buildings or structures, or installation of machinery or equipment. The contractor shall provide Builder's Risk insurance or an Installation Floater. The minimum amount of insurance shall be 100% of the completed value of such addition(s), building(s), or structure(s), or the installed replacement cost of value.

Local Vendor Preference

23 | P a g e

For purchases, bids, proposals, or contracts less than $100,000 the local vendor may be given an opportunity to match the lowest price proposal, if the quotation or bid of the local vendor is within 5% of the lowest price proposal by a non-local vendor. In the event a local vendor matches the lowest price proposal, including all other terms, quality, service, and conditions, then the local vendor shall be awarded the contract.

In the event the price proposal of more than one local vendor is within 5% of the lowest overall price proposal of a non-local vendor, the local vendor with the lowest proposal will be given the first opportunity to match the lowest overall price proposal. If this local vendor declines to match the price proposal, then the local vendor with the next bid within 5% will be given the opportunity to match the lowest proposal. This process will continue with all local vendors having proposals within 5% of the lowest overall bid by a non-local vendor.

Local Vendor means a bidder or offeror which operates and maintains a brick-and-mortar business, i.e. a physical business address, within the limits of the State of Georgia and has a current business license, has paid in full all real and personal taxes owed the City, County, and State; as applicable, is considered a vendor in good standing with the Cit y and can obtain an active vendor status. Priority will be given to local vendors within the municipal boundaries of Spalding County, second priority will extend to local vendors within Georgia.

The remainder of this page was intentionally left blank.

24 | P a g e

Countywide Server Migration RFP #2025-006 Proposal Form

Exhibit A

Total Cost of Turnkey Server migration $

The following statement must be signed and submitted with bid. Failure to sign this statement will render the bid invalid.

“I certify that this bid is made without prior understanding, agreement or connection with any corporation, firm or person submitting a bid for the same materials, supplies, or equipment, and is in all respect fair and without collusion or fraud. I understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid and certify that I am authorized to sign this bid for the bidder.”

Company Name: Person Authorized to Sign:

Address: Title:

City:

State: Zip Signature:

Telephone Number: ( ) Email:

This Day of , 2025.

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE D A Y OF ,2025

NOTARY PUBLIC: - My Commission Expires:

Countywide Server Migration Services

25 | P a g e

BID BOND

Exhibit B

STATE OF GEORGIA COUNTY OF SPALDING

KNOW ALL MEN BY THESE PRESENTS, that we, as Principal, and , as Surety, are held and firmly bound unto Spalding County for the sum of

- - - - - - Dollars ($ ) lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, personal representatives, successors, and assigns, jointly and severally, firmly by these presents.

WHEREAS, the Principal has submitted to the Owner a Proposal for construction of:

Countywide Server Migration RFP

#2025-006

NOW THEREFORE, the conditions of this obligation are such that if the Bid be accepted, the Principal shall within ten days after receipt of conformed contact documents execute a contract accordance with the Bid upon the terms, conditions and prices set forth therein, and in the form and manner required by the Owner and execute a sufficient and satisfactory Performance Bond and Payment Bond payable to the Owner, each in an amount of one hundred percent (100%) of the total contract price, in form and with security satisfactory to the Owner, or in the event of the failure of the Contractor to execute and deliver the Contract Agreement and give said Performance and Payments Bonds, the Contractor shall pay the Owner the difference not to exceed the penalty hereof between the amount specified in said Proposal and such larger amount for which the Owner may in good faith contract with another party to perform the work covered by said Proposal, and execute the Special Assurances form, then this obligation shall be void;

otherwise, it shall be and remain in full force and virtue in law; and the Surety shall, upon failure of the Principle to comply with any or all of the foregoing requirements within the time specified above, immediately pay to the aforesaid Owner, upon the demand, the amount hereof in good and lawful money of the United States of America not as a penalty, but as liquidated damages.

This bond is given pursuant to and in accordance with the provisions of O.C.G.A §36-10- 1 et seq and all the provisions of the law referring to this character of bond as set forth in said sections or as may be hereinafter enacted and these are hereby made a part hereof to the same extent as if set out herein in full.

IN WITNESS WHEREOF, the said Principal has hereunder affixed its signature and said Surety has hereunto caused to be affixed its corporate signature and seal, by its duly authorized officers, on this day of ________2025.

PRINCIPLE:

Signed and sealed in the presence of:

By: Title:

SURETY:

Signed and sealed in the presence of:

26 | P a g e

Contractor Affidavit under O.C.G.A. §13-10-91(b)(l)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. §13- 10-91 , stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services, has registered with Spalding County, and is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. §13-10-9 1.

Furthermore, the undersigned contractor will continue to use the federal work authorization…