Mini_Grant DCBOH Community Outreach Projects .pdf

Mini Grant DKPH Community Outreach

24-7047-RFP02

REQUEST FOR PROPOSAL

For

MINI GRANT

COMMUNITY OUTREACH PROJECTS

NUMBER 24-7047-RFP02

Offered By:

DEKALB PUBLIC HEALTH

INTERNAL SERVICES, PURCHASING

445 WINN WAY, SUITE 398

DECATUR, GEORGIA 30030

AMENDED RELEASE DATE: MAY 30, 2024

Original Release Date: March 12, 2024

Solicitation Close Date: August 31, 2024, 5:00 PM EST

Issuing Officer: Addrenna Latham/ DeKalb Public Health/Internal Services/ Procurement Supervisor Email Address: addrenna.latham@dph.ga.gov mailto:addrenna.latham@dph.ga.gov

SUBMISSION INSTRUCTIONS

To be considered, a proposal must be received by August 31, 2024, 5:00 p.m. EST. Applications are to submit to: dph-dcbohpurchasing@dph.ga.gov. For the email subject, use “Request for Proposal – Mini-

Grant– COMMUNITY OUTREACH PROJECTS.” Proposals received after August 31, 2024, 5:00 p.m. EST will not be accepted.

Contractor’s must be registered with the State of Georgia to receive the bid award. If you are not registered with the State, please register via the link provided here: https://doas.ga.gov/state-purchasing/supplier-services/getting-started-as-a-supplier.

The Contractor is encouraged to not wait until the last minute to submit their proposal as unforeseen technical issues can create unforeseen challenges to submitting proposals by the due date and time.

Responses should be submitted via document file, (PDF) format.

Please use caution in creating electronic files. If DKPH is unable to open an electronic file due to a virus or because the file is corrupt, the Contractor’s response may be considered incomplete and disqualified from consideration.

Budget Proposal with Justification

All proposals should contain budget information relative to the details outlined in this RFP. The proposed budget must be submitted with justification in the sample format provided.

Questions

All questions regarding this solicitation must remit via email to addrenna.latham@dph.ga.gov.

Restrictions on Communicating with DKPH Staff

From the issue date of this RFP until the final award is announced (or the RFP is officially canceled), the

Contractors are not allowed to communicate with any DKPH staff regarding this solicitation except through mailto:dph-dcbohpurchasing@dph.ga.gov https://doas.ga.gov/state-purchasing/supplier-services/getting-started-as-a-supplier https://doas.ga.gov/state-purchasing/supplier-services/getting-started-as-a-supplier the Issuing Officer named herein. Prohibited communication includes all contact or interaction, including but not limited to telephonic communications, emails, faxes, letters, or personal meetings, such as lunch, entertainment, or otherwise. DKPH reserves the right to reject the response of any Contractor violating this provision.

PURPOSE

According to the Centers for Disease Control and Prevention (CDC), vaccinations are among the most effective tools to fight illnesses and improve public Health. To control vaccine-preventable illnesses, DeKalb Public Health (DKPH) is seeking proposals for a limited number of community outreach projects to increase DeKalb County's adult vaccination awareness and vaccination rate, specifically for racial and ethnic groups.

OVERVIEW OF CONTRACT FOR LEAD DEKALB INITIATIVE

The DeKalb Public Health (DKPH), Health Assessment and Promotion Department (HAP) created the Local Efforts towards Addressing Disparities in DeKalb (LEAD DeKalb) initiative. This initiative aims to improve health, prevent chronic disease, and reduce health disparities in DeKalb County. The LEAD DeKalb program is funded by the Centers for Disease Control and Prevention (CDC) as part of their Racial and Ethnic Approaches to Community Health (REACH) program. DKPH has received the REACH grant for a third 5-year term, with a current performance period of September 2023 through September 2028.

DKPH and its partners collaborate to implement tailored, community-based, participatory initiatives that

(1) improve nutrition, physical activity, and weight management among the African American and Latinx populations in target census tracts and (2) increase vaccine uptake among African American and Latinx populations.

With this solicitation, we aim to increase the adult vaccination rate, improve access to vaccination opportunities and spread adult vaccination awareness by addressing barriers to adult vaccinations in DeKalb County. The community outreach projects should prioritize their services to individuals who are underinsured and uninsured through routine adult vaccination efforts, including but not limited to COVID- 19, flu, shingles, pneumonia, and Hepatitis B in communities that have low adult vaccination rates. Zip codes of concern include but are not limited to 30032, 30038, 30058, 30083, and 30083. "Moreover, funds may be used to host educational townhall meetings to discuss vaccination barriers and increase awareness of the benefits to vaccinations such as preventing the development of Long COVID-19."

In addition, REACH LEAD DeKalb will equip, educate, and empower trusted messengers in the community to support vaccine education and delivery. Each mini grant recipient will be trained as a trusted messenger to assist with increasing vaccination confidence in DeKalb County. A train-the-trainer model will be utilized to train the mini grant recipients and other trusted messengers during the contract term. Each mini grant recipient is required to train a minimum of 5 trusted messengers per grant cycle.

DKPH encourages applicants to be innovative and creative in developing their outreach programs as long as the organization meets the requirements of the solicitation guidelines. All questions regarding this solicitation can be sent in writing via email to addrenna.latham@dph.ga.gov.

FUNDING

Mini-grant funding activities CAN be used for the following:

• Community outreach events o Examples include vaccination drives and mobile unit outreach.

• Training - – trusted messengers o Train 5 trusted messengers per grant cycle

• Printing/copies

• Workshops/townhalls/grassroots efforts such as door-to-door community education

• Purchase of Personal Protective Equipment (PPE)

• Stipends/Incentives o Can be used for volunteers or trusted messengers supporting the program.

o Limited to $25 per person

• Mileage

• Marketing for community outreach events

Mini-grant funding CANNOT be used for:

• Purchase of food

• Purchase of vaccine

• Dues

• Operating deficits

• Publication of books

• Capital improvements/building projects

• Chairs or professorships

• Endowments, annual fund drives, direct mail solicitation or fundraising events

• Projects intended to influence legislation or support candidates for political office

• Subawards to other organizations

EVALUATION

Reporting – prepare reports summarizing successes, challenges, and program progress. DKPH will provide templates for reporting.

• Event Summary Form – to be completed after each event held under this contract term. Data reported for this document include the name of the event, number of people attended, number of people vaccinated, number of materials disseminated, etc.

• Program Summary Form – to be completed at the end of the contract term. This form includes the cumulative data from all events hosted during the contract term.

Our evaluation team will collect and analyze all data from these documents.

ADDITIONAL REQUIREMENTS

• Meet with DKPH within fourteen (14) business days of contract execution to discuss the mini grant program.

• Complete documentation, reports, and other documentation as required.

• Mini grantees must be available for monthly phone meetings throughout the award period term.

• In-person meetings/site visits will be scheduled as needed, with a minimum of one (1) in-person meeting required.

• Community outreach/vaccination events are the primary focus of the mini-grant initiative. All awardees are required to host a minimum of one (1) vaccination event during the contract term.

Supplemental activities, such as disseminating vaccination information, hosting training and workshops, etc. are encouraged but are secondary to community engagement efforts.

• Mini grantees must obtain approval from DKPH before using any funds, purchasing materials/products/supplies, or providing any activity funded through this agreement.

• Provide a final report at the end of the grant funding term.

• Designate a point of contact and/or at least one staff member to participate in conference calls once a month to discuss challenges, success stories, and progress.

• Collaborate with Live Healthy DeKalb Coalition to support an action team (vaccination access) to address barriers, successes, and areas of improvement to increase the adult vaccination rate within DeKalb County

• All awardees will be required to submit an annual report no later than September 13, 2024, 5:00 p.m. EST of each award year with the final invoice for the contract period. If the Contractor abides by the contract terms and produces quality deliverables, there is an optional yearly renewal opportunity until August 2028.

NOTE: Any marketing material created by mini grant recipients to promote this partnership supported in whole or in part by this grant, must be approved by DKPH before dissemination and include the required funding statement. The DKPH logo cannot be used without the expressed, written permission of DKPH, including but not limited to flyers, social media posts, websites, etc.

AWARD INFORMATION

• All responses must be received by the due date and time. Any application received after the due date and time will not be accepted. Any application missing the required information or requested materials will not be accepted.

• DKPH staff will objectively evaluate grant applications meeting the requirements for submission based on weighted criteria.

• Grantee payments will be reimbursed by DKPH after receipt and acceptance of itemized invoices for services performed in conjunction with this initiative.

• DKPH will provide templates for reporting.

APPLICATION PROCESS:

(sample application, Exhibit E)

• An organization can submit only one application.

• The application must include a proposed budget with justification, refer to Exhibit F.

• The amount of funding may not exceed $10,000.00.

• The application must be limited to the forms provided.

• The application and proposed budget with justification, must be received no later than August 31, 2024, 5:00 p.m. EST.

• Applications must be received via email to dph-dcbohpurchasing@dph.ga.gov. All emails will receive an email confirmation of receipt.

• Applications submitted after 5:00 p.m. EST on August 31, 2024, will not be considered.

GRANTEE REQUIREMENTS:

Grantees will be required to participate in a mandatory orientation meeting scheduled after the award of contract. The awarded grantee shall be responsible for implementing the activities. A resource packet will be provided at the meeting that will include:

1. Information sheets;

2. Posters;

3. Flyers;

4. Additional resources.

Templates and final versions will be in Word and pdf formats.

Grantees will be required to complete all project forms, including documenting activities and lessons learned.

DKPH will provide technical assistance to mini grantees.

PAYMENT TO GRANTEES:

DeKalb Public Health will make payment in accordance with the applicant's accepted justified Budget Proposal. All submitted receipts and invoices must be itemized/detailed in accordance with the awarded grantees approved Budget.

mailto:dph-dcbohpurchasing@dph.ga.gov

TERMS AND CONDITIONS:

1. CONTRACT: The invitation to bid, terms and conditions, the specifications and the received bid from the Contractor shall be fully part of the contract as if thereto attached, or therein repeated. These documents represent the entire agreement between the successful Contractor and DKPH and supersede any prior discussions or negotiations, representations or agreements, either written or oral.

Contract(s), if awarded, will be awarded to the responsible Contractor whose proposal is most advantageous to DKPH, cost and other factors considered. The determination will be solely at the discretion of DKPH.

Based upon the availability of funding and the assumption of satisfactory performance by the responder(s) awarded the initial contract, it is the intent of DKPH to enter into a series of one-year renewable contracts. The contract shall not bind, nor purport to bind, DKPH for any contractual commitment in excess of the original contract period which is anticipated to be upon execution through August 31, 2028.

2. DKPH reserves the right to reject or accept any or all proposals and to waive informalities, minor irregularities and technicalities in proposals received, whichever is deemed to be in the best interest of

DKPH. DKPH reserves the right to re-advertise its solicitation(s) as deemed appropriate.

3. DKPH may accept any item or group of items of any proposal, unless the Contractor qualified his proposal by specific limitations.

4. COMPLETION: Contractor shall read the proposal carefully, complete all entries, and submit all documents or information requested. Failure to do so may result in rejection of the proposal.

5. CONTRACT RENEWAL: After the initial contract term, DKPH reserves the right to renew the contract for four (4) additional years if the Contractor and DKPH mutually agree. Renewing the contract would imply doing so under the same terms and conditions as outlined in the Professional Services contract unless proposed changes are mutually agreed upon by both parties.

6. FUNDING: If for any fiscal year (September 30th to September 29th) of this contract, DKPH for any reason, fails to appropriate funds for these services, DKPH will notify the Contractor immediately and will no longer be obligated under the contract.

7. EXCEPTIONS: Proposals meeting the requirements of this document shall be considered. The

Contractors taking exception to any of the terms, conditions or offering substitutions shall state these exceptions plainly on the Exceptions Page of this document.

8. DEVIATIONS to any/all requested options in this proposal are subject to approval by DKPH prior to any resultant award.

9. QUANTITIES: Unless otherwise noted, any quantities provided for this Request for Proposal are estimated volume and do not represent a purchase contract quantity. DKPH reserves the right to purchase quantities that are fewer, greater or even none for the line items presented based on needs at given times during the period of this pricing contract. DKPH reserves the right to not consider a proposal if a service charge, minimum dollar, or minimum quantity is applied.

10. OFFER TIMELINE: Contractor agrees to hold their offer open for acceptance by DKPH for no less than ninety (90) days from the bid response date and time.

11. COMPLIANCE: Under this contract, DKPH Procurement Supervisor will have the responsibility to ensure compliance with contract requirements, such as, but not limited to acceptance and inspection of equipment and services provided.

12. UNDERSTANDING: Contractor, by making his/her proposal, represents that he/she has read and understands the request for proposal.

13. PURCHASE ORDER: DKPH limits its purchases through the use of properly approved and authorized purchase orders. The successful Contractor must be able to accept purchase orders via email

(preferred) or facsimile (FAX). Therefore, the purchase order number shall appear on ALL itemized invoices to ensure payment.

14. Any contract or agreement signed by any DKPH employee other than the District Health Director or their designee is considered null and void.

15. INVOICING: Contractor shall submit itemized invoices within a timely manner during DKPH’s fiscal year in which the items were purchased. Invoices shall indicate the Contractor contract number with DKPH along with the purchase order number. Invoices shall be issued for only items received. Invoices are to be submitted after service delivery. Payments will be made within thirty (30) days of receipt of an accurate non-disputed invoice. All invoices can be emailed directly to the Program Specialist at melissa.barnhill@dph.ga.gov and DKPH, Accounts Payable, DCBOHAPINVOICES@dph.ga.gov or mailed to DKPH Attention: Accounts Payable Department, P.O. Box 987, Decatur, Georgia 30031.

16. TAX EXEMPTION: DKPH, by law, is exempt from most taxes. The Contractor is to allow for an automated tax exemption, not requiring the department buyer to request an exemption. Do not include tax in your bid totals. If awarded contract, the Contractor may obtain a copy of DKPH Tax

Exemption Certificate by contacting DKPH Purchasing Department.

17. SIGN-IN AND IDENTIFICATION BADGES: For safety purposes, all Contractors will sign-in at DKPH or administration front desk when entering a DKPH facility. All Contractors will be expected to show their driver’s license or other government-issued photo identification card to the employee at the front desk at the administration office.

18. FAILURE TO ABIDE BY TERMS: If at any time, a Contractor fails to fulfill or abide by the terms, conditions or specifications of the contract, or to perform by providing the items/services at the price submitted or within the specified time frame, DKPH reserves the right, upon written notice to the

Contractor, to cancel the contract.

19. DEFAULT: Prior to cancellation of the contract for default, DKPH’s Procurement Specialist will advise the Contractor, in writing, of their intentions, and the reasons for such intentions. The Contractor will be allowed fifteen (15) days to cure the default condition. If such a condition is not cured to the satisfaction of DKPH, after that time, then the cancellation of the contract may be executed.

mailto:tyler.hinson@dph.ga.gov mailto:DCBOHAPINVOICES@dph.ga.gov

20. GIFTS: Please note that a “gift to a public servant” is a Class A misdemeanor offense. All DKPH employees are government employees, thereby public servants. Employees within the Procurement and Contracts Department exercise some influence in the purchasing process. As such, Contractors are to refrain from offering any gift(s) of any nature to DKPH staff.

21. INTERLOCAL AGREEMENTS, PURCHASING COOPERATIVES: DKPH reserves the right to utilize other

DKPH contracts, State of Georgia contracts, contracts awarded by other Governmental Agencies, other public health departments, Boards, or cooperative agreements in lieu of any offer received, or award made as a result of this proposal, if it is in DKPH’s best interest to do so.

22. VENUE: Parties to this contract agree that the venue for any litigation arising from this agreement shall lie in DeKalb County, Georgia.

23. INSURANCE. Prior to beginning work, the successful Contractor is required to furnish Certificates of

Insurance as required by DKPH and described in the specifications at Exhibit A.

24. PERFORMANCE: The prospective Contractor must affirmatively demonstrate responsibility through a satisfactory performance record. Each Contractor is required to submit with their proposal a list of three (3) references of organizations for which they currently or have provided products/services within the last three (3) years. The list shall include the company/entity name, address, contact name, and telephone number.

25. PLACES OF BUSINESS: The prospective Contractor may be required to furnish evidence in writing that he maintains a permanent place of business, an adequate place of business and adequate equipment, finances, and personnel to provide satisfactory and expeditious service(s) and/or item(s) to perform all requirements of this solicitation.

26. EXCEPTIONS: Contractors taking exception to the terms and conditions or specifications of this proposal shall state these exceptions plainly on the Exception Page of the proposal document. If no exceptions are indicated on the submitted form, it will be assumed that your proposal complies with

DKPH’s Terms and Conditions and solicitation requirements.

27. PRICING: Negotiation may be a part of this process. Therefore, Contractors are cautioned to submit their most competitive price for their product and service the first time through on the Proposal

Response form. If the scope of the proposal and all other requirements are met initially, there may not be any need for negotiation.

28. AWARD: It is the intention of DKPH to establish a list of Contractors that successfully respond to this RFP. DKPH does not guarantee any quantities or dollar amounts relating to this proposal, as items and/or services will be purchased on an “as needed” basis with available funding. Purchases will be based upon DKPH’s needs throughout the period covered by this proposal.

29. NOTIFICATION OF AWARD: ALL Contractors properly responding on time to this proposal with all of the required documents complete, will be considered for award. DKPH may elect to issue subsequent proposals and approve additional Contractors for the same or similar items/services during the agreement period, if it is determined to be in the best interest of DKPH.

30. CANCELLATION: DKPH shall have the right to cancel for default all or any part of the undelivered portion of this order/service if the Contractor breaches any of the terms hereof including warranties of the Contractor, or if the Contractor becomes insolvent or commits acts of bankruptcy. Such right of cancellation is in addition to, and not in lieu of, any other remedies, which DKPH may have in law or equity.

31. FORCE MAJEURE: If by reason of Force Majeure (unforeseeable circumstances), either party hereto shall be rendered unable wholly, or in part, to carry out its obligations under this agreement, then such party shall give notice and full particulars of Force Majeure in writing to the other party within a reasonable time after occurrence of the event or cause relied upon, and the obligation of the party giving such notice, so far as it is affected by such Force Majeure, shall be suspended during the continuance of the inability then claimed, except as hereinafter provided, but for no longer period, and such party shall endeavor to remove or overcome such inability with all reasonable dispatch. The term Force Majeure as employed herein shall mean acts of God, acts of public enemy, orders of any kind of government of the United States or the State of Georgia or any civil or military authority;

insurrections; epidemics; landslides; land sinkage; lightning; earthquakes; fires; hurricanes; storms;

floods; washouts; droughts; arrests; restraint of government and people; civil disturbances;

explosions; breakage or accidents to machinery, pipelines or canals, or other causes not reasonably within the control of the party claiming such inability.

32. ASSIGNMENT DELEGATION: No right or interest in this contract shall be assigned or delegation of any obligation made by the Contractor without the written permission of DKPH. Any attempted assignment or delegation by The Contractor shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

33. WAIVER: No claim or right arising out of a breach of this contract can be discharged in whole, or in part, by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved.

34. INTERPRETATION PAROLE EVIDENCE: This writing is intended by the parties as a final expression of their agreement and is intended also as a complete and exclusive statement of the terms of their agreement. No course of prior dealings between the parties and no usage of the trade shall be relevant to supplement or explain any term used in this agreement. Acceptance or acquiescence in a course of performance rendered under this agreement shall not be relevant to determine the meaning of this agreement even though the accepting or acquiescing party has knowledge of the performance and opportunity for objection. Whenever a term defined by the Uniform Commercial Code is used in this agreement, the definition contained in the Code is to control.

35. ADVERTISING: Contractor shall not advertise or publish, without DKPH’s prior consent the fact that

DKPH has entered into this contract, except to the extent necessary to comply with proper requests for information from an authorized representative of the federal, state, or local government.

36. RIGHT TO ASSURANCE: Whenever one party to this contract in good faith has reason to question the other party’s intent to perform, he/she may demand that the other party give written assurance of his/her business intent to perform. If a demand is made, and no assurance is given within five (5) days, the demanding party may treat this failure as an anticipatory repudiation of the contract.

37. DISCLOSURES: By signing this proposal, Contractor affirms that he/she has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the proposal submitted. The Contractor shall note any and all relationships that might be a conflict of interest and include such information with the proposal (Conflict of Interest Questionnaire). By signing this proposal, the Contractor affirms that, to the best of his/her knowledge, the proposal has been arrived at independently, and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give them an unfair advantage over other

Contractors in the award of this proposal.

38. TERMINATION OF CONTRACT: It is understood that DKPH retains the option to terminate this

Agreement for any reason at the end of each contract year without financial risk or penalty or at any point during the contract term with evidence of just cause. The termination will become effective, and this Agreement shall terminate sixty (60) days prior to the end of the contract year or for just cause.

The termination will become effective, and this Agreement shall terminate sixty (60) days following written notification of intent.

39. CONFIDENTIAL OR TRADE SECRETS: If any of the information Contractor submits is confidential, or a trade secret belonging to the Contractor and, if released would give advantage to a competitor or

Contractor, that information should be filed with the proposal in a separate envelope marked

“CONFIDENTIAL – DO NOT DUPLICATE WITHOUT PERMISSION.” DKPH’s acceptance of such material does not constitute an admission by DKPH that the materials are confidential or a trade secret.

40. CRIMINAL HISTORY RECORDS: The Contractor shall ensure that all entities with which it contracts shall supply information regarding criminal records history of any employee, agent or consultant who shall be present on DKPH’s property at any time. Under no circumstances shall any entity be allowed to use employees, agents or consultants present on site who have been convicted of a felony or a crime involving sexual misconduct.

41. COMPETITIVE PROCUREMENT: This RFP is part of a competitive procurement process that helps to serve DKPH’s best interest. It also provides Contractors with a fair opportunity for their products to be considered. The process of competitive negotiation, if used in this process, shall not be confused with the different process of competitive sealed bidding. The latter process is usually used where the goods or services being procured can be described precisely and the price is generally the determinative factor, although it may be, and DKPH has the flexibility it needs to negotiate with the

Contractors to arrive at a mutually agreeable relationship.

42. LENGTH OF CONTRACT: All responses to the RFP shall be valid for the date of DKPH approval with the possibility of four (4) additional annual renewals between DKPH and the Contractor.

43. ACCEPTANCE: This will be a single or multi-year Contractor award. DKPH reserves the right to accept or reject any or all of the proposals submitted, waive minor technicalities, and accept the offer most advantageous to DKPH. Contract, to be awarded to the Contractor, will be based on the determined

“best value for DKPH”.

44. OTHER REQUIREMENTS: The warranty, general, special terms and conditions, insurance, submittal documents and specifications as stated herein shall apply and shall not be nullified, voided or altered in any way by the inclusion of the Contractor’s pre-printed forms with this proposal or any other document submitted during delivery of product, invoicing, acknowledgment letters, emails, faxes, routing communications between the contracted parties, of subcontract employees, or third parties unless specifically acknowledged and agreed to in writing by DKPH.

45. PERFORMANCE. The responsibility for compliance with this solicitation and the subsequent contract shall be with the submitting Contractor. The awarded Contractor(s) are expected to provide prompt service that is due under this contract including warranties. The past performance of the Contractor may be a factor in awarding future contracts.

46. Any problems or discrepancies that are not covered by the above requirements should be directed to

DKPH Office of Procurement & Contracts for a determination or clarification prior to any action taken on said problem or discrepancy. If the Contractor fails to make such a request, no excuse will thereafter be entertained for failure to carry out the work in a satisfactory manner.

All Contractors shall provide detailed explanations of any variances or exceptions to the requirement or terms specified in this RFP and thoroughly explain any alternate service(s) offered. DKPH is not responsible for any costs incurred by the Contractor for the preparation or distribution of this bid.

Respondents or other authorized representatives are expected to fully inform themselves as to all conditions, requirements, and specifications before submitting offers. Failure to do so will be at the

Contractor’s own risk. Proprietary information if any, submitted to DKPH in response to this bid should be identified as such. Any information identified as proprietary will be handled in accordance with the provisions of the Georgia Open Records Public Information Act as it applies to such information.

47. DKPH LICENSING PROGRAM: DKPH logo cannot be used without the expressed, written permission of

DKPH.

48. PURCHASE ORDER. Contractor must accept the ordering of services via DKPH purchase order. This portion of the RFP pertains to the Contractor selected for the final contract award (“Contractor”).

49. INCREASES. If deemed appropriate by DKPH, extension period percentages of the increase shall be negotiated with the Contractor. If a mutual agreement cannot be reached, DKPH reserves the right to rebid.

50. ADDITIONAL SERVICES. DKPH reserves the right to request the Contractor to provide additional services not outlined herein. In the event this occurs, compensation will be negotiated at that time.

51. COST. Unless otherwise specified herein, the Contractor shall be responsible for furnishing all material, labor, facilities, equipment, and supplies necessary to perform the services required herein.

52. INDEPENDENT CONTRACTOR. Contractor represents itself to be an independent Contractor offering such services to the general public and shall not represent itself or its employees to be employed by

DKPH. The sole relationship between DKPH and the Contractor is as established by this contract. The

Contractor acknowledges responsibility for filing all returns and paying all taxes, FICA, employee fringe benefits, workers compensation, employee insurance, minimum wage requirements, overtime, etc., associated with the performance of the contractual requirements herein, and agrees to indemnify, save, and hold harmless DKPH, its officers, agents, and employees, from and against, any and all losses, costs, attorney fees, and damage of any kind related to such matters. Upon request, the Contractor will provide to DKPH evidence of compliance with these requirements.

53. COMMUNICATION ON PROJECTS. Contractor shall fully coordinate its activities in the performance of the contract with those of DKPH. As the work of the Contractor progresses, advice and information on matters covered by the contract shall be made available by the Contractor to DKPH throughout the contract period.

54. OWNERSHIP OF MATERIALS. Contractor shall agree and understand that all reports and material developed or acquired by the Contractor as a direct requirement specified in the contract shall become the property of DKPH. No reports or material prepared, as required by the contract, shall be released to the public without the prior written consent of DKPH.

55. INDEMNIFICATION. Contractor shall understand and agree that DKPH cannot save and hold harmless and/or indemnify the Contractor or Contractor’s employees against any liability incurred or arising as a result of any activity of the Contractor or any activity of the Contractor's employees related to the

Contractor's performance under the contract. Therefore, the Contractor must acquire and maintain adequate liability insurance in the form(s) and amount(s) sufficient to protect DKPH, its agencies, its employees, its clients, and the general public against any such loss, damage and/or expense related to his/her performance under the contract. The insurance shall include an endorsement that adds DKPH as an additional insured.

Contractor shall not be responsible for any injury or damage occurring as a result of any negligent act or omission committed by DKPH, including its Board of Directors and employees.

56. CONFIDENTIAL INFORMATION. Inasmuch as under the contract the Contractor may acquire confidential information, the Contractor agrees to use such information only for the sole benefit of DKPH and to keep confidential such information, as well as all information developed in the conduct of the work contracted for including information disclosed by DKPH to the Contractor or any other person engaged in the contracted work. The Contractor further agrees that all data, technical information, and reports developed by the Contractor or any person engaged in the contracted work are the property of DKPH and shall not be disclosed to others at any time or used for any other purpose other than for the sole benefit of DKPH and that upon termination of the contract, or at any other time DKPH requests, the

Contractor or any other person involved in the contracted work will transmit to DKPH any written, printed, or other materials embodying such confidential information, including all copies and excerpts thereof, given to, prepared by or for the Contractor, or any other person involved in the contracted work. It is further understood and agreed that this obligation to keep such information confidential shall continue at all times beyond the completion of the contracted work. W-2 tax information would be the most sensitive file DKPH would send to the Contractor (once annually).

57. Contractor shall agree and understand that all exhibits, materials, digital files, artwork, design features and concepts developed as a result of the contract shall become the property of DKPH, with all rights and interests for present and future publication, display, sell, copyright or other use as deemed appropriate by DKPH.

58. COMPLY WITH APPLICABLE LAW. The Contractor must comply with all existing or future applicable laws, including but not limited to, those pertaining to soy-based ink and recycled paper.

59. NO EXCLUSIVE ARRANGEMENT. Contractor agrees and understands that the contract shall not be construed as an exclusive arrangement and further agrees that DKPH may secure identical and/or similar services from other sources at any time in conjunction with or in replacement of the Contractor's service.

60. VIOLATIONS. If Contractor is found to be in violation of this requirement or the applicable state, federal and local laws and regulations, and if DKPH has reasonable cause to believe that Contractor has knowingly employed individuals who are not eligible to work in the United States, DKPH shall have the right to cancel the contract Immediately without penalty or recourse and suspend or debar the

Contractor from doing business with DKPH. DKPH may also withhold up to twenty-five percent of the total contract amount due to the Contractor.

61. AUDIT. The Contractor shall agree to fully cooperate with any audit or investigation from federal, state or local law enforcement agencies.

62. CONTRACT MODIFICATIONS: With the exception of specifically designated persons in the Office of Purchasing selected for this purpose by DKPH, employees of DKPH are not authorized to modify, interpret, or clarify such terms, conditions, or specifications. The Contractor shall not rely on the presentments of employees or agents other than those with express authority to make such presentments.

EXHIBIT A

CERTIFICATES OF INSURANCE

Along with the contract documents sent to DKPH for execution, the Contractor shall furnish Certificates of Insurance from companies doing business in the State of Georgia or written evidence of self-insurance acceptable to DKPH covering:

(a) Statutory Workers' Compensation Insurance, or proof the Contractor is not required to provide such coverage under State law. The Contractor agrees to confirm that all subcontractors likewise carry statutory

Workers' Compensation Insurance, and to provide proof of such confirmation to DKPH.

(b) Professional liability insurance on the services in this contract with a limit of one million dollars

($1,000,000.00).

(c) Comprehensive liability insurance covering all operations and automobiles;

(1) With limits of $100,000/300,000 bodily injury.

(2) With limits of $100,000 property damage.

(d) "Umbrella" or "excess" coverage cannot be used to reach limits stated in (b) and (c).

Certificates of insurance must be executed in accordance with the following provisions:

(a) Certificates to contain policy number, policy limits and policy expiration date of all policies issued in accordance with this contract;

(b) Certificates to contain the location and operations to which the insurance applies;

(c) Certificates to contain the following clause:

"Re: change or cancellation. Policy certified will not be changed or canceled without ten (10) days prior notice to the DeKalb Public Health, as evidenced by return receipts of registered or certified letters."

(d) Certificates to contain endorsement incorporating indemnification agreement assumed by the Contractor further agree as follows:

(1) On the front of the certificate, the certificate is to contain the following clause:

"Re: Indemnification Agreement. Contract liability is included. See the Indemnification

Agreement clause on the reverse side of the certificate.";

(2) Type the following indemnification agreement statement on the reverse side of the certificate:

"The Contractor shall defend, indemnify and hold harmless DKPH for any claims, charges or suits that arise due to the Contractor's error, omission, negligence or acts."

(e) The Contractor shall be wholly responsible for securing certificates of insurance coverage as set forth above from all subcontractors who are engaged in this work.

EXHIBIT B

STANDARD CONTRACT DOCUMENT FOR PROFESSIONAL SERVICES

STATE OF GEORGIA CONTRACT NO.:

COUNTY OF DEKALB 24-0000-Co000-00

PROFESSIONAL SERVICES CONTRACT

ARTICLE 1 - CONTRACT BETWEEN

This contract is between the DeKalb County Board of Health doing business as DeKalb Public

Health, legally empowered to contract pursuant to the Georgia Health Code and hereinafter referred to as the "DKPH" and

________________________________., a _______________________________________ located at _________________________________________, and hereinafter referred to as the "Contractor."

This contract, made as of this , day of, shall constitute the terms and conditions under which the Contractor shall provide ____________________________________ on behalf of DKPH.

ARTICLE 2 - CONTRACT PERIOD

This contract shall be effective through July 1, 20__ and shall be reviewed annually. This contract has (4) annual renewal options unless terminated earlier under other provisions herein.

ARTICLE 3 - DKPH AND THE CONTRACTOR AGREEMENTS

NOW, THEREFORE in consideration of the mutual covenants herein set forth, it is agreed by and between the parties hereto as follows:

WHEREAS DKPH desires professional ___________________________________

And

WHEREAS the Contractor has represented to DKPH that they are an organization that is willing and able to provide such services:

DKPH agrees to:

1. Comply with all reasonable requests from the Contractor that is necessary to the performance of the duties within the scope of services.

2. Compensate the Contractor to Article 7 - Terms of Payment.

ARTICLE 4 - CONTRACT MODIFICATION

This contract may be modified by mutual consent at any time, but no modification or alteration of this contract will be valid or effective unless such modification is made in writing and signed by both parties and affixed to this instrument.

ARTICLE 5 - CONTRACT TERMINATION

A. DKPH may terminate this contract, in whole or in part, for DKPH's convenience, or because of failure of the Contractor to fulfill the obligations herein in any respect. DKPH shall terminate by delivering to the Contractor, with at least thirty (30) days’ notice, a Notice of Termination specifying the nature, extent, and effective date of termination. The Contractor shall be paid for services rendered up to the date of termination. Notice shall be given in accordance with

Article 12 herein.

B. Notwithstanding the foregoing, this contract is subject to the availability of funds to DKPH to provide reimbursement for services rendered. In the event that the source of reimbursement no longer exists, then this contract shall terminate immediately upon the giving of notice of such to the Contractor, without further obligation of DKPH, and the Contractor shall be paid as provided herein for services rendered up to the date of termination. Notice shall be given in accordance with Article 12 herein.

ARTICLE 6 - CONTRACT SUSPENSION

DKPH reserves the right to suspend the contract in whole or in part under this provision, if it appears to DKPH, in its sole discretion, that the Contractor is failing to comply with any one or more of the following: (1) the quality of service; (2) the specified completion schedule of

Contractor's duties required under this contract; (3) the documentation requirements for proof of reimbursable expenses prior to payment thereof; or (4) the programmatic performance or service deliverables set forth herein. DKPH will send written notice to the Contractor, as notification of

DKPH's action under this Article, specifying the nature of the non-compliance and the actions necessary to correct the non-compliance. The Contractor will immediately discontinue services and will have ten (10) calendar days from receipt of such notice to cure, remedy or correct the non-compliance to DKPH's satisfaction. The Contractor will receive no payment for services rendered during the suspension period. If DKPH, in its sole discretion, is satisfied with

Contractor's response, DKPH may lift the suspension of the contract, and both parties will resume full performance under the contract. If the Contractor does not provide a satisfactory response to

DKPH within the ten (10) day period, then this contract shall immediately terminate without further obligation by DKPH. The Contractor shall be paid up to the date of suspension.

ARTICLE 7 - TERMS OF PAYMENT

In accordance with the Contractor’s completed and accepted “Cost Proposal” attached as Exhibit

___, the total amount of the contract shall not exceed __________________________

($_________). Assuming satisfactory performance, payments will be made by DKPH to the

Contractor upon receipt and acceptance of an invoice from the Contractor.

ARTICLE 8 - PUBLICITY

Any publicity given to the program or services provided herein, including, but not limited to, notices, information pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Contractor, shall not identify DKPH as a sponsoring agency without prior approval by DKPH's managing programmatic division/office. In addition, the Contractor shall not display DKPH's name or logo in any manner, including, but not limited to, display on

Contractor's letterhead or physical plant, without the prior written authorization of DKPH.

ARTICLE 9 - NON-DISCRIMINATION

A. Non-discrimination in Employment Practices: The Contractor agrees to comply with Federal and State laws, rules and regulations and the Rules and Regulations of the State Personnel

Board if applicable relative to non-discrimination in employment practices because of political affiliation, religion, race, color, sex, handicap, age, or national origin.

B. Non-discrimination in Client/Client Service Practices: The Contractor agrees to comply with

Federal and State laws, rules and regulations relative to non-discrimination in client and client service practices because of political affiliation, religion, race, color, sex, handicap, age, or national origin.

C. Compliance with Applicable Provisions of the Americans with Disabilities Act: The Contractor agrees to comply with all applicable provisions of the Americans with Disabilities Act (ADA) and any relevant federal and state laws, rules and regulations regarding employment practices toward individuals with disabilities and the availability/accessibility of programs, activities, or services for clients with disabilities.

ARTICLE 10- INDEPENDENT CONTRACTOR

The relationship between DKPH and the Contractor shall be that of the owner and an independent

Contractor. Nothing contained in this contract shall be construed to constitute the Contractor or any of its employees, agents, or subcontractors as a partner, employee, or agent of DKPH.

ARTICLE 11 - NOTICE

All notices and other communications required or permitted under this contract shall be in writing and shall be deemed given when delivered personally or five days after being sent by registered mail, postage prepaid and addressed as follows:

DKPH: Dianne McWethy Contractor: ________________________ Division Director, Administration _____________________________

DeKalb Public Health _____________________________ 445 Winn Way, Room 577 _____________________________ Decatur, Georgia 30030 _____________________________

ARTICLE 12 - GEORGIA LAWS GOVERN

This contract shall be governed by, construed, and enforced in accordance with the laws of the

State of Georgia. The Contractor certifies that it is not currently engaged in a boycott of the nation of Israel and that it will not engage in such a boycott for the duration of this contract as defined in

O.C.G.A. § 50-5-85.

ARTICLE 13 - VENUE

This contract shall be deemed to have been made and performed in DeKalb County, Georgia.

For the purposes of venue, all suits or causes of action arising out of this contract shall be brought in the courts of DeKalb County, Georgia.

ARTICLE 14 - SOLE AGREEMENT

This contract constitutes the sole agreement between the parties. No representation oral or written not incorporated herein shall be binding upon the parties.

ARTICLE 15 - RECORDS

Contractor shall keep and maintain appropriate accounts and financial records pertaining to costs incurred on this contract in a manner consistent with applicable Federal, State or Local agencies' regulations. The Contractor shall make these records available for audit as may be required by appropriate Federal, State, or Local agencies, statutes, and regulations. Such records shall be held for a retention period of three (3) years from the date of the last payment or until any pending litigations, claims, or audit findings are resolved.

ARTICLE 16 - CERTIFICATION REGARDING LOBBYING, DEBARMENT, SUSPENSION &

DRUG-FREE WORKPLACE

Contractor certifies compliance with certification requirements as identified at 34 CFR Part 82 and

85 by signing Exhibit D attached to this contract.

ARTICLE 17 – IMMIGRATION AND SECURITY REFORM AND CONTROL ACT COMPLIANCE

(if applicable)

Contractor agrees that throughout the performance of this contract it will remain in full compliance with all federal and state immigration laws, including but not limited to provisions 8 USC § 1324a and Act 457 of the 2006 Session of the Georgia General Assembly (Georgia Security and

Immigration Compliance Act, effective July 1, 2007) regarding the unlawful employment of unauthorized aliens and verification of lawful presence in the United States. The Contractor will ensure that only persons who are citizens or nationals of the United States or non-citizens authorized under federal immigration laws are employed to perform services under this contract or any subcontract hereunder. (Titles 13, 16, 35, 42, 43, 48, and 50 of the Official Code of Georgia

Annotated, enacted effective July 1, 2007).

Contractor further certifies by executing Exhibit H, The Contractor Affidavit under O.C.G.A. § 13-

10-91(b)(1), it will comply with the Immigration Reform and Control Act of 1986 (IRCA), D.L. 99-

603 and the Georgia Security and Immigration Compliance Act O.C.G.A. 13-10-90 et.seq. The

Contractor further agrees to include the provisions contained in the foregoing paragraph in each subcontract for services hereunder. The Contractor shall not retaliate against or take any adverse action against any employee or any subcontractor for reporting or attempting to report, a violation(s) regarding applicable immigration laws.

ARTICLE 18 – DEKALB PUBLIC HEALTH REPRESENTATIVE

For purposes of administering this contract, DKPH shall be represented by the Director of Health, as Chief Executive Officer of DKPH, or his designee. Said Director/Chief Executive Officer shall, in accordance with the By-Laws of DKPH, act on behalf of DKPH in receiving notices and in performing the functions of DKPH as required by this contract.

ARTICLE 19 - AIDS POLICY

Contractor agrees, as a condition to the provision of services to DKPH's…