ITB 2026_300 Hampton City Hall Roof Replaceme.pdf

INVITIATION FOR SEALED BIDS

ITB NO. 2026-300

Hampton City Hall Roof Replacement for the City of Hampton, Georgia

SCHEDULE OF EVENTS DATE

DELIVERY OF BID LOCATION

AND PUBLIC OPENING DATE

(Hand or Special Delivery):

City of Hampton Attn: Office of the City Manager

17 East Main Street South Hampton, GA 30228 c/o James Turner, Interim City Manager

Tuesday, November 17, 1:00 p.m. (EST)

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TABLE OF CONTENTS

1. INFORMATION AND INSTRUCTIONS TO PROPONENTS

2. SCOPE OF WORK

3. MINIMUM QUALIFICATIONS

4. PROJECT DESCRIPTION

5. SPECIFICATIONS………………………………………………………………………10

6. PROPOSAL PREPARATION AND GUIDELINES

7. APPENDICES

Appendix A – Cost Bid Form

Appendix B - Insurance and Bonding Requirements

Appendix C – Required Forms Submittals

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1. INFORMATION AND INSTRUCTION TO PROPONENTS

1.1 Services Required: This Invitation to Bid (“ITB”) is for qualified Proponents (“Proponent” or “Proponents”) to provide Contracting Services necessary and incidental to the City of Hampton, Georgia (“City”). The City of Hampton seeks contracting services to provide all labor, materials and management to remove and replace the roofing to the specifications outlined. The contractor will also be bonded and insured AND licensed in the State of Georgia.

1.2 Solicitation Method: This solicitation is being conducted in accordance with all applicable provisions of the City Code requirements. By submitting a Bid 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, which laws are incorporated into this ITB by reference.

1.3 Minimum Qualifications: Each Proponent and team member shall have the minimum experience set forth in this ITB.

1.4 Certificate of Authority to Transact Business in Georgia: Each Proponent must submit documentation that demonstrates it is duly authorized to conduct business in the State of Georgia with its bid. This requirement also applies to Joint Venture (JV) Team Members, Sub-Consultants and Sub-Proponents.

1.5 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 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 requested 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.

1.6 State Contractor License: Proponent must attach a copy of any contractor license required by this ITB with its response.

1.7 No Offer by City and Firm Offer by Proponent: This solicitation does not constitute an offer by the City to enter into an agreement and cannot be accepted by any Proponent to form an Agreement. 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 ITB, and other applicable law.

1.8 Proposal Duration: Proposals submitted in response to this ITB shall remain valid for ninety (90) calendar days from the Qualification Submission Deadline and must be marked as such. Qualification Submission Deadline: Responses to this ITB will be received until 1:00 P.M., Eastern Standard Time (E.S.T.) on Tuesday, ITB NO. 2026-300 Hampton City Hall Roof Replacement for the City of Hampton, Georgia Page 4 of 38

November 17, 2026 at 17 East Main Street South, Attn: Office of the City Manager, Hampton, Georgia. Late Proposals will not be considered.

1.9 Solicitation Questions/Prohibited Contacts: Any questions regarding this RFP should be submitted in writing to City of Hampton, Attn: Wanda D. Moore, PLA, Director of Community Development, 17 East Main Street South, Hampton, Georgia 30228 or emailed to wmoore@hamptonga.gov, on or before Monday, November 9, 2026 at 5:00 P.M., E.S.T. Questions received after the designated period may not be considered. Responses made by the City will be provided in writing to all Proponents by addendum, Tuesday, November 10, 2026. It is the responsibility of each Proponent to obtain a copy of any Addendum issued for this solicitation by monitoring the City’s website at https://www.hamptonga.gov. No Proponent may rely on any verbal response to any question submitted concerning this ITB. All Proponents and representatives of Proponents are strictly prohibited from contacting any other City employees, City Officials or any third-party representative of the City on any matter having to do with this ITB.

1.10 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 records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.]”.

1.11 Evaluation of Financial Information: The City’s evaluation of financial information concerning 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 Qualification Statement. The City will review the Financial Information disclosed by Proponent and attached to this ITB. Further, if this ITB requires a successful Proponent that is awarded an Agreement 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 Qualification a notarized letter from an appropriate financial institution indicating that it is willing to issue such performance guarantee for the Proponent if an Agreement is awarded to it Proponent.

1.12 Examination of Qualification Documents:

1.12.1 Each Proponent is responsible for examining with appropriate care the complete ITB 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 qualifications in the Qualifications Statement.

1.12.2 Each Proponent shall promptly notify City in writing should the Proponent find discrepancies, errors, ambiguities or omissions in the Qualification Documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the ITB. Replies to such notices

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1.12.3 The City may in accordance with applicable law, by Addendum, modify any provision or part of the ITB at any time prior to the Qualification Submittal due date and time.

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

1.13 Solicitation, cancellation or rejection of Proposal. The City may waive any technicalities and formalities in the qualification statement received. Additionally, the City reserves the right to cancel the ITB in its entirety. Proponents may withdraw their qualification Statement as long as it is done prior to opening. Proponents must submit on company letterhead the request to withdrawal their qualification statement. Withdrawal is not automatically granted and will be allowed solely at the City of Hampton’s discretion.

1.14 Award and Execution of Agreement: If the City awards an Agreement pursuant to this solicitation, the City will prepare and forward to the Proponent an Agreement for execution. Upon approval of the Proponent by the City of Hampton, the City will provide the Successful Proponent with an unsigned Agreement. The Proponent shall execute and return three (3) Agreements, with required insurance certificates and other documents as listed in this ITB or required by the City, within no more than ten (10) calendar days from receipt of the Agreements.

1.15 Illegal Immigration Reform and Enforcement Act: This ITB is subject to the Illegal

Immigration Reform and Enforcement Act of 2011 (“Act”), formerly known as the Georgia Security and Immigration 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 Proponent Affidavit, Illegal Immigration Reform and Enforcement Act Forms attached herein Appendix B, Required 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 forms. Where the business structure of a Proponent is such that Proponent is required to obtain an Employer Identification Number (EIN)

ITB NO. 2026-300 Hampton City Hall Roof Replacement for the City of Hampton, Georgia Page 6 of 38 from the Internal Revenue Service, Proponent must complete the Proponent 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 Proponent must submit a separate Proponent Affidavit. 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 educating 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. Additional information on completing and submitting the Proponent Affidavit can be found preceding this form in this RFP.

1.16 Multiple Awards: The City reserves, in its sole discretion, the right to make one (1) award, no award, or award to multiple Proponents.

1.17 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 ITB.

1.18 Conflict of Interest: Proponents are advised to read and familiarize themselves with the conflict-of-interest provisions of this ITB. The City reserves the right to issue ITBs for specific projects that are independent of ITB 2026-300 Hampton City Hall Roof Replacement for City of Hampton, Georgia. Except as stated in this ITB these Instructions, and the Notice to Proponents concerning Conflicts of Interests, successful Proponents under this ITB are not precluded from responding to such solicitations.

1.19 Tax Exemption Status: The City is exempt from Federal Excise Tax or Georgia

Sales Tax with regard to goods and services purchased directly by City of Hampton.

Exemption certificates furnished upon request.

1.20 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 Proponent. All materials, labor and construction must comply with all applicable rules and regulations of local, state and/or national codes, laws and ordinances of all authorities having jurisdiction 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.

1.21 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 ITB. The City may require the submission of Best and Final Offers and may require that this ITB and Proponent’s response be incorporated in full or in part as Contract Documents. The ITB and all responses, supplemental information, and other submissions provided by Proponent during

ITB NO. 2026-300 Hampton City Hall Roof Replacement for the City of Hampton, Georgia Page 7 of 38 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.

BALANCE OF PAGE INTENTIONALLY LEFT BLANK

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2. SCOPE OF WORK

The contractor will be responsible for providing all materials, installation requirements, and performance expectations for the contractor to remove and replace the roofing with the specifications outlined. Contractors may attend an in person Prebid inspection only meeting of city hall roof conditions, Friday, November 6, 2026 @ 10:00 AM, EST.

Individuals shall be permitted access to the roof for site observation of existing conditions.

No further instruction will be provided. Questions from the site observation visit and other inquiries shall be submitted in accordance with ITB 2026-300 provisions.

3. MINIMUM REQUIREMENTS

To be considered for selection, the Contractor ("Proponent") shall demonstrate the qualifications, experience, and capacity necessary to successfully complete the services described herein. Failure to meet the minimum requirements may result in the proposal being deemed non-responsive.

A. Firm Qualifications

The Proponent shall:

1. Be legally authorized to conduct business in the State of Georgia and maintain a current Business License.

2. Maintain State of Georgia Contractor’s license for proposed classification of work to be performed.

3. Have successfully completed at least three (3) comparable projects within the last five (5) years for municipalities, governmental entities, or similarly sized public-sector clients.

4. Maintain sufficient staff, resources, and contracting capabilities to perform the required services within the project schedule.

B. Relevant Experience

The Proponent shall provide:

1. A description of the firm's history and qualifications.

2. Resumes of key personnel assigned to the project.

3. A minimum of three (3) references for projects comparable in scope and complexity.

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4. PROJECT DESCRIPTION

Provide a description of your proposal for the removal and replacement of the roofing materials. The proposed project is approximately 7,400 Sq Ft of old roofing materials. Work shall include the following:

• Full roof tear-off project.

• New 60-mil mechanically attached GAF TPO system.

• R-25 minimum insulation with tapered insulation.

• New edge metal, coping, counterflashing, and drain retrofits.

• 20-year GAF Diamond Pledge NDL warranty.

• FM 1-90 minimum wind uplift requirement.

• 25-sheet wood deck replacement allowance to be included.

• Add Alternate: 1/4" cover board beneath the membrane.

• Remove any existing roof top HVAC or equipment and reinstall if required

• Contractor will provide their own Porta Potty

• Contractor will provide a dumpster for debris and remove upon completion of work

• Contractor will keep the areas around City Hall free of construction debris at all times

• Must meet all applicable building codes. The contractor shall secure a building permit from the City of Hampton Community Development Department.

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5. SPECIFICATIONS

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6. PROPOSAL PREPARATION AND GUIDELINES

6.1 Proposal Format

6.1.1 Labeling of Submittal: Proponents are required to submit their proposals labeled as described under section 7.4 of this ITB.

6.1.2 Letter of Transmittal: The letter is not intended to be a summary of the proposal itself. The letter of transmittal must contain statements and information as listed below:

6.1.2.1.1 Company name, address, phone number(s), and website.

6.1.2.1.2 Name, title email address and phone number of the person to contact and who are authorized to represent the contractor and to whom correspondence should be directed.

6.1.2.1.3 Federal and State taxpayer identification number of the business.

A brief statement of your understanding of the services to be performed and make a positive commitment to providing services as specified.

6.1.2.1.4 A letter must be signed by a corporate officer or person authorized to bind the vendor to the proposal and cost schedule.

6.1.3 Cost Proposal: Bidders are to provide one (1) hard copy of their Cost

Proposal Work Sheet with their bid response.

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7. COST PROPOSAL WORKSHEET

APPENDIX A: COST BID FORM

Please provide total cost for each item listed, including all costs, direct and indirect, administrative costs, and all things necessary for complete Hampton City Hall Roof Replacement, as referenced in “Scope of Work” and “Specifications”.

Total project cost :

Bidder’s Company Name:

Authorized signature:

Authorized Representative Name Typed or Printed:

Date of Bid Cost Form Completion:

Cost Bid must be completed and submitted with Bid in a Separate and Sealed Envelope.

Item Description Unit

Approx.

Quantity

Unit Cost Total Cost

Scope of Work

1 Full Tear-off & Disposal of Existing Roof materials, insulation, flashings, and accessories down to the structural deck

LS 1

2 60-mil GAF TPO Roofing System w/ FM 1-90 Wind Uplift, R-25 Insulation, Deck Sheathing, Drains, Membrane, Metal Coping Edge, and Flashing Installation, Drain Retrofits

3 25-sheet Wood Deck Replacement Allowance LS 1

4 Allowance to remove existing roof top HVAC or equipment and reinstalled as required

5 2.07 Accessories per Specifications LS 1

4 Cleaning and disposal of construction debris LS 1

5 Temporary weatherproofing, night seal LS 1

6 Porta Potty, Dumpster for debris LS 1

No. 1 Add Alternate-1/4” Cover Boards LS 1

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APPENDIX B: INSURANCE REQUIREMENTS AND BONDING

7.1 Insurance Requirements

The proponent shall be responsible for his/her work and every part thereof and for all materials, tools, equipment, appliances, and properties of any and all description used in connection with this project. The proponent assumes all risks of direct and indirect damage or injury to the property of persons used or employed on or in connection with the work contracted for and of all damage or injury to any person or property where located, resulting from any action, omission, commission, or operation under the contract, or in connection in any way whatsoever with the contracted work. The proponent shall, during the continuation of all work under the contract, provide the following:

7.1.1 Statutory Worker’s Compensation and Employer’s Liability insurance as required by the Labor Code of the State of Georgia and Employers Liability Insurance. Evidence of qualified self-insured status may be substituted.

7.1.2 Commercial General Liability Insurance-The proponent agrees to maintain

Commercial General Liability Insurance in an amount not less than One Million Dollars ($1,000,000) per occurrence subject to a Two Million Dollars ($2,000,000) aggregate. The policy shall include the City of Hampton, its officers and its employees, as additionally insured, with primary overage as respects of the City of Hampton, its officers and its employees, all contain a severability of interest provisions.

7.1.3 Certificates of insurance shall be provided by the Proponent as evidence that policies providing the required coverage, conditions, and minimum limits are in full force and effect, and shall be subject to review and approval by the City.

No required coverage shall be cancelled, terminated or materially changed until at least 30 days prior written notice has been given to the City. The City reserves the right to request and receive a certified copy of any policy and any endorsement thereto.

7.1.4 Failure on the part of the Proponent to procure or maintain policies providing the required coverages, conditions, and minimum limits shall constitute a material breach of contract upon which the City may immediately terminate the Agreement, or at is discretion may procure or renew any such policy or any extended reporting period thereto and may pay any and all premiums in connection therewith, and all monies so paid by the City shall be repaid by the Contract to the City upon demand, or the City may offset the cost of the premiums against any monies due Proponent from the City.

7.1.5 Indemnification

Proponents shall agree to indemnify, defend, save and otherwise hold harmless the, City of Hampton, GA, its elected and appointed officials, departments, agencies, boards, authorities, directors, officers, employees, ITB NO. 2026-300 Hampton City Hall Roof Replacement for the City of Hampton, Georgia Page 19 of 38 and volunteers against and/or from any and all lawsuits, claims, demands, liabilities, losses and expenses, including court costs, attorneys’ fees and any other costs associated and/or related in any way to any claim or litigation for or on account of any property damage, injury or death to any person or action related to such brought by any person and/or estate which may arise or which may be alleged to have arisen out of or in connection with the work covered by this contract, except to the extent that such loss results from the negligence of The City of Hampton, GA. This indemnity provision shall include activities required for compliance with all applicable environmental laws, ordinances and regulations in effect during the term of the Agreement and continue for a period of two (2) years after termination thereof. The successful Proponent shall protect The City of Hampton, GA from claims involving infringements of patents and/or copyrights. The unauthorized use of patented articles is done at the risk of the Proponent. This indemnity includes any claim or amount arising out of or recovered under the Workers’ Compensation laws of the State of Georgia or arising out of the failure of such vendor to conform to any federal, state or local law, statute, ordinance, rule, regulation or court decree.

Proponent shall be responsible for primary loss investigation, defense and judgment costs where this indemnification is applicable. Proponent shall agree to waive all rights of subrogation and/or financial recovery of any kind in favor of the City of Hampton, Georgia, its departments, all elected and appointed officials for losses arising or alleged to have arisen out of any work performed in relation to the contract.

7.2 Bonding Requirements:

There are no Bonding Requirements for this ITB.

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APPENDIX C: REQUIRED FORM SUBMITTALS

7.3 Failure to submit any of the items below may cause rejection of the Proposal.

Vendor’s Information Form Vendor’s Execution of Proposal Form W-9 Form Business Entity Certificate Non-Conflict of Interest Non-Collusion Affidavit Acknowledgement of Proponent Reference and Release Form Acknowledgement of Insurance Requirements Certificate of Authority-Joint Venture Illegal Immigration Reform Act-Proponent Affidavit Illegal Immigration Reform Act-Sub-proponent Affidavit Copy of Business License ___Copy of Contractor License

7.4 Label the Sealed Bid Envelope as follows:

From:

ITB#2026-300 Hampton City Hall Roof Replacement for the City of Hampton, Georgia

ITB SUBMITTAL DATE:_ 11/17/2026 @ 1:00 PM EST

DELIVER ONLY TO:

City of Hampton Attn:

Interim City Manager 17 East Main Street South Hampton, GA 30228

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CITY OF HAMPTON

VENDOR’S INFORMATION FORM

Legal Business Name:

Street Address:

City, State & Zip:

Type of Business: State of Registration:

Name & Title of Authorized Signer:

Primary Contact:

Phone Fax:

Email:

Company Website:

Has your company ever been debarred from doing business with any federal, state or local agency: Yes No

If yes, please state the agency name, dates, and reason for debarment.

This page must be completed and submitted with proposal

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VENDOR’S EXECUTION OF PROPOSAL FORM

Date:

The potential Proponent certifies the following by placing an “X” in all blank spaces:

That this Request for Proposal was signed by an authorized representative of the firm.

That the potential Proponent has determined the cost and availability of all materials and supplies associated with performing the services outlined herein.

That all fees are listed in the Fee Schedule.

That the potential Proponent agrees to the conditions as set forth in this Request for Qualifications with no exceptions.

Therefore, in compliance with the foregoing proposal, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted within ninety (90) days from the date of opening, to furnish the services for the prices quoted within the timeframe required.

Business Name

Authorized Signature Date

Typed Name & Title

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BUSINESS ENTITY CERTIFICATE

(a) CORPORATE CERTIFICATE

I, , certify that I am the

(title) of the Corporation named as Bidder herein, same being organized and incorporated to do business under the laws of the State of ; that who executed this Bid on behalf of the Bidder was, then and there, (title) and that said Bid was duly signed by said officer for and on behalf of said corporation, pursuant to the authority of its governing body and within the scope of its corporate powers.

This day of , 20____.

(Printed Name)

(Signature)

(Corporate Seal must be affixed above)

(b) PARTNERSHIP, LLC AND OTHER ENTITIES

I, , certify that I am authorized to sign to commit named a Bidder in the foregoing Bid.

That said company is formed under the laws of the State of .

This day of , 20 .

(Printed Name)

(Signature)

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NON-CONFLICT OF INTEREST

By submitting a proposal in response to this solicitation, Proponent represents that in the preparation and submission of this 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).

Collusion and fraud in bid or proposal preparation shall be reported to the State of Georgia Attorney General and the United States Justice Department.

The proponent certifies that to the best of its knowledge, no circumstances exist which shall cause a conflict of interest in performing services for the City of Hampton, and that no company or person other than bona fide employees working solely for our firm has been employed or retained to solicit or secure an agreement resulting from this Request for Proposal.

Signature:

Type Name:

Title:

Firm:

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NON-COLLUSION AFFIDAVIT

I, of the City of , in the County of

, and the State of , of full age, being duly sworn according to law on my oath depose and say that: I am of the firm of .

The respondent making the Proposal for the above named Contract, and that I executed the said Proposal with full authority so to do; that said bidder has not, directly or indirectly, entered into any agreement, participate in any collusion, or otherwise taken any action in restraint of free, competitive bidding in connection with the above named Contract; and that all statements contained in said Proposal and in this affidavit are true and correct, and made with full knowledge that the City of Hampton relied upon the truth of the statements contained in said Proposal and in the statements contained in this affidavit in awarding the Contract for the said Proposal.

I further warrant that no person or selling agency has been employed or retained to solicit or secure such Contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, except bona fide employees or bona fide established commercial or selling agencies maintained by:

(Name of Vendor)

Subscribed and sworn to before me

(Signature of Notary Public)

Notary Public of

My Commission expires , 20

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ACKNOWLEDGEMENT OF PROPONENT

STATE OF GEORGIA

COUNTY OF HENRY

Before me, the undersigned authority a Notary Public in and for the State of , on this day personally appeared who, after having first been duly sworn, upon oath did depose and say; that the forgoing proposal submitted by hereafter called “Proponent” is duly authorized agent of said company and that the person signing said proposal has been duly authorized to execute the same. Proponent affirms that it is duly authorized to execute this Proposal, that this company, corporation, firm, partnership or individual has not prepared its proposal in collusion with any other Proponent, and that the contents of this proposal as to prices, terms or conditions of said proposal have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this proposal.

The undersigned certifies that the proposed costs contained in this proposal have been carefully checked and are submitted as correct and final and if proposal is accepted, agrees to furnish the articles and/or services listed and offered in this document at the prices and terms stated, subject to the conditions and specifications of this Request for Proposal.

Proponent Information:

(Company) (Signature)

(Address) (Printed Name)

(City, State, Zip) (Title)

Sworn to and subscribed before me this day of 20 .

Notary Public in and for the State of (Seal)

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REFERENCE AND RELEASE FORM

List at least three (3) references for the Proponent and each proposed sub-proponent using a separate Reference and Release Form for each. Provide the information requested in the form below for the contact person who will verify the Proponent’s experience and ability to perform the type of services listed in the ITB.

Reference #1:

Name of Company/Entity:

Mailing Address:

City/State/Zip Code:

Contact Person Name:

Contract Person Phone No.:

Date Work Performed:

Brief Description of Work Performed:

Reference #2:

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Reference #3:

REFERENCE CHECK RELEASE STATEMENT

I hereby authorize you to contact the references provided above for purposes of the ITB.

Signed Title

(Authorized Signature)

Company Name □ Proponent

□ Sub-proponent Date

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ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS

I , as an authorized agent of shall comply completely and promptly with all insurance requirements contained in ITB 2026-300 Hampton City Hall Roof Replacement Services for the City of Hampton, Georgia pertaining to insurance and/or bonding.

Proponent understands that it is required to share the City’s insurance and/or bonding requirements with the appropriate surety company(s) and/or insurance brokers, agents, underwriters, etc. prior to any award of a contract and to take all necessary steps to ensure compliance with the applicable bonding, insurance and endorsement requirements without delay. Proponent understands, acknowledges and agrees that its failure to fully comply with these requirements within five (5) days and no more than ten (10) days of the date proponent receives a final contract from the City, may result in the forfeiture of the bid guarantee submitted with its proposal and/or the disqualification of Proponent from further consideration for the contract.

By executing this Acknowledgement of Insurance Requirements, I represent that I am authorized to make the representations contained herein on behalf of . Further by signing below, I represent that understands and agrees to unconditionally comply with all requirements related to bonding and/or insurance contained in the City’s contract attached hereto as Appendix A.

Date: , 20 .

Corporate Proponent Non-Corporate Proponent

Name:

Name:

Notary Public (Seal) Notary Public (Seal) My Commission Expires: My Commission Expires:

ITB NO. 2026-300 Hampton City Hall Roof Replacement for the City of Hampton, Georgia Page 36 of 38

CERTIFICATE OF AUTHORITY – JOINT VENTURE

(Separate Certificate to be submitted by each joint venture partner)

I, , certify that:

(Name of secretary if Venturer is a corporation, Manager, or CEO if Venturer is a LLP of Venturer)

I am the of , (hereinafter “Venturer”);

(Title of person executing Certification) (Name of joint venture partner)

Venturer is a partner and participation in the joint venture having submitted the

Request for Proposal No. 2024-100 for Architectural Services.

Venturer is organized and incorporated to do business under the laws of the State of ; and

Said Request for Proposal No. 2026-008 was duly signed by said officer for and on behalf of said Venturer and the Proponent pursuant to the authority of the governing body of each and within the scope of its corporate powers.

I further certify that the names and addresses of the owners of all the outstanding stock or ownership interest in Venturer as of this date are as follows:

By:

Signature of Person Executing Certification

ITB NO. 2026-300 Hampton City Hall Roof Replacement for the City of Hampton, Georgia Page 37 of 38

ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT

Proponent Affidavit under O.C.G.A. § 13-10-91(b) (1)

By executing this affidavit, the undersigned proponent 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 for services on behalf of The City of Hampton, has registered with, 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. § 13-10-91. Furthermore, the undersigned proponent will continue to use the federal work authorization program throughout the contract period and the undersigned proponent will contract for the physical performance of services in satisfaction of such contract only with sub-proponents who present an affidavit to the proponent with the information required by O.C.G.A. § 13-10-91(b). Proponent hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization

Name of Proponent

RFP26 -008 Logo Design, Guidelines, and Branding Services Name of Project

The City of Hampton Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , 20 in (City), (State).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

Subscribed and sworn before me on this the day of . 20 .

Notary public My Commission Expires

ITB NO. 2026-300 Hampton City Hall Roof Replacement for the City of Hampton, Georgia Page 38 of 38

ILLEGAL IMMIGRATION AND ENFORCEMENT ACT

SUB-PROPONENT AFFIDAVIT under O.C.G.A. § 13-10-91(b) (3)

By executing this affidavit, the undersigned sub-proponent 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 under a contract with ( (name of proponent)) on behalf of the City of Hampton has registered with, 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. § 13-10-91. Furthermore, the undersigned sub-proponent will continue to use the federal work authorization program throughout the contract period and the undersigned sub-proponent will contract for the physical performance of services in satisfaction of such contract only with sub-sub-proponents who present an affidavit to the sub-proponent with the information required by O.C.G.A. § 13-10-91(b). Additionally, the undersigned sub-proponent will forward notice of the receipt of an affidavit from a sub-sub-proponent to the proponent within five business days of receipt. If the undersigned sub-proponent receives notice of receipt of an affidavit from any sub- sub-proponent that has contracted with a sub-sub-proponent to forward, within five business days of receipt, a copy of such notice to the proponent. Sub-proponent hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization

Name of Sub-Proponent

ITB 2026-300 Hampton City Hall Roof Replacement Name of Project

The City of Hampton Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , , 20 26 in (County), (State)

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

Subscribed and sworn before me on this , day of , 20 26 .

Notary Public (Seal) My Commission Expires