September 22, 2026

INFORMAL WRITTEN QUOTE

PA039-26

The Gwinnett County Board of Commissioners is soliciting competitive quotes from qualified contractors for the Supplemental Provision of Grounds Maintenance Services at Various Parks & Recreation Locations on a Term Contract for the Gwinnett County Department of Parks and Recreation.

Quotes should be typed or submitted in ink and returned to the attention of Casey Beauston, Purchasing Associate III. Quotes should be received by 3:00 P.M. local time on October 14, 2026, by email at casey.beauston@gwinnettcounty.com or sent to the Gwinnett County Financial Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046.

Questions regarding quotes should be directed to Casey Beauston, Purchasing Associate III, at casey.beauston@gwinnettcounty.com or by calling 770-822-7995, no later than 12:00 P.M. local time on October 5, 2026. Quotes are legal and binding upon the bidder when submitted.

Successful contractor(s) will be required to meet insurance requirements. Insurance Company must be authorized to do business in Georgia by The Georgia Insurance Department, listed in the Department of Treasury's Publication of Companies holding Certificates of Authority as Acceptable Surety on Federal Bonds and as acceptable reinsuring companies, and must have an A.M. Best rating of A-7 or higher.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or activities. Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program or activity of Gwinnett County Government should be directed to the ADA Coordinator at the Gwinnett County Justice and Administration Center, 770-822-8165.

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

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

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

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

Casey Beauston, CPPB Purchasing Associate III

The following pages should be returned in your quote: Quote Schedule, Pages 8-9 Statement of Qualifications, Page 10 References, Page 11 Contractor Affidavit & Agreement, Page 12 mailto:casey.beauston@gwinnettcounty.com mailto:casey.beauston@gwinnettcounty.com http://www.gwinnettcounty.com/

PA039-26 Page 2

SUPPLEMENTAL PROVISION OF GROUNDS MAINTENANCE SERVICES AT VARIOUS PARKS &

RECREATION LOCATIONS ON A TERM CONTRACT

I. SCOPE AND EXPERIENCE

Gwinnett County’s park system is nationally recognized as one of the best in the United States and professional grounds maintenance standards are required.

Contractors must be capable of supplying all services specified in this solicitation. Contractor should provide consistent and verifiable evidence of provision of these services on a contractual basis over the last five (5) years. References must demonstrate the contractor has sufficient equipment and work force to perform all specified services. Contractors can include a portfolio of completed projects, if desired.

Quotes will be considered only from contractors with crews and equipment adequate to successfully and consistently perform all services for a contract of this type and magnitude.

Gwinnett County reserves the right to add or delete park and other locations as needed, or to modify the range of services provided at any particular park. When changing the range of services or adding a park facility, the County will solicit from the contractor a quote which the contractor shall develop with costs comparable to similar locations under the contract.

II. GENERAL DESCRIPTION

All contractors must be able to provide an appropriate staff of employees, including supervisory and administrative support staff for the efficient operation of the services described. Contractors interested in quoting on this contract should employ at least three (3) different and currently active crews with at least three (3) members per crew. Contractor should provide number of field staff employees, active crews, and number of employees per crew on the Statement of Qualifications.

The use of subcontractors will NOT be permitted in service of this contract.

Contractor represents all its employees shall be qualified and competent to perform such services.

Contractor shall be solely responsible for the safe execution of this work. The contractor shall be responsible for ensuring the safety of its crews, the public, and park visitors. The contractor shall have personnel available that can be contacted Monday through Friday 7:00AM – 5:00PM to answer any questions from County representatives.

Contractor must respond within four (4) hours to any phone calls or emails from County representatives.

Contractor shall be able to provide all labor, tools, and equipment necessary to complete required services, including mowing, edging, blowing hardscapes, mulching, appropriate chemical application, weed eradication by chemical or hand removal, trimming, and all other tasks necessary for the satisfactory completion and safe execution of the work. Equipment must meet standards of use in commercial applications. Contractor should provide an inventory list of equipment that will be utilized to successfully and efficiently service the sites in this contract. This list should be included with quote submittal.

The contractor is responsible for instructing their employees on appropriate safety measures and will not permit placement of equipment in traffic lanes or locations that may create safety hazards.

Landscape employees are required to interrupt their work, if necessary, to allow traffic to pass through the work areas. The contractor shall provide all safety equipment for their employees while on site.

The public shall be able to easily identify contractor’s employees. Company identification must be worn while performing landscape services at the parks by all employees. An identifiable T-shirt uniform is acceptable. Contractor vehicles must display the company name.

III. GENERAL SPECIFICATIONS

The County reserves the right to award the contract in its best interest. The County reserves the right to adjust the quantity and delineation of the work should a backlog develop due to failure to execute the work as stated in the quote by the contractor.

PA039-26 Page 3

Award will be made to the lowest responsive and responsible contractor. The County may make such investigations as it deems necessary to determine the ability of the contractor to perform, and the contractor shall furnish to the County all such information and data for this purpose as the County may request. The County reserves the right to reject any quote if the evidence submitted by, or investigation of such contractor fails to satisfy the County that such contractor is properly qualified to carry out the obligations of the contract.

The County reserves the right to make an award as deemed in its best interest, which may include awarding to a single contractor or multiple contractors.

A proposed schedule of service visits at each location should be provided to the County with the contractor’s submitted quote.

SECTION V – SOUTHWEST

Park Name & Address Approximate Maintenance Area Mow/Edge/Blow Beds, Islands & Tree

Wells Maintenance

Lucky Shoals Park 4651 Britt Rd Norcross, GA 30093

7 acres X X

Lilburn Activity Building 788 Hillcrest Rd NW Lilburn, GA 30047

2 acres X X

Sweet Water Park 800 Bethesda School Rd Lawrenceville, GA 30044

13 acres X X

Graves Park 1540 Graves Rd Norcross, GA 30093

15 acres X X

Bethesda Park 225 Bethesda Church Rd Lawrenceville, GA 30044

14 acres X X

51 acres total

SITE VISITS

It is recommended that contractors visit the sites listed above prior to quote submission. It shall be the contractor’s responsibility to understand the areas of lawn, planting beds, mulched beds, and the number of ornamental shrubs, ground cover, and trees to be maintained under this Contract. If coordinated in advance with the County, a park foreman or coordinator can be onsite and explain in detail the areas and scope. If clarification of property boundaries or areas of maintenance responsibility are unclear, the contractor shall request specific clarification, and the County will respond with clarifications through an addendum. Because of the size and complexity of the park facilities, aerial site photos (Exhibit A) are furnished with the solicitation documents.

At the start of services under this contract, a County representative will meet the successful contractor at each service location to inspect the properties, confirm scope at each location, and identify any special needs or problem areas.

Aerial site maps for each location are included in Exhibit A (located on the Gwinnett County Bids and RFPs webpage). Each map shows the boundaries of the service area and blocked out athlete fields which are NOT part of this contract. Mowing area sizes on each map include all amenities (buildings, parking lots, pools, wooded areas, trails, etc.) so total acreage indicated exceeds the actual mowing sizes.

To access Exhibit A showing the aerial site maps for each location, please visit the Gwinnett County Bids and RFPs website. It can be found under PA039-26: Bids and RFPs - Gwinnett | Gwinnett County https://www.gwinnettcounty.com/web/gwinnett/departments/financialservices/purchasing/bidsandrfps

PA039-26 Page 4

IV. GENERAL REQUIREMENTS

There shall be at least one (1) person, in a position of responsibility, representing the Contractor on site at all times that is capable of translating from English to languages used by the work force.

Any damage to County property, grounds or structures, made by the Contractor during the execution of this contract will be the responsibility of the Contractor to repair, at no cost, to the satisfaction of the County.

All contractors doing work on behalf of Gwinnett County are responsible for any damage they do to private property.

All Contractors should submit with their quote certification that their company (or an employee assigned to this account) has a current Georgia Category 24 Commercial Pesticide Applicators License. All MDS sheets must be supplied post-award to identify what chemicals will be applied.

This selected Contractor should be a Georgia Certified Landscape Professional with staff members who are proven to be trained in the landscape industry. A copy of the certification(s) and proof of trainings should be submitted with the quote.

Non-selective pesticide applications are required for hardscapes beds and tree wells and should be included in per visit unit cost. Pesticide applications require prior approval by a County representative and will be completed by a licensed technician. The Contractor must take all precautions and safety measures required by the laws and regulations governing applications of pesticides. Said applications shall comply with all OSHA, State, and Local restrictions.

Log sheets of pesticide application should be emailed to the County representative within 24 hours of application.

PROPERTY SERVICE REPORTS

Property Service Reports (see separate document Exhibit B) should be emailed to the County within 24 hours following each service. Reports must show what services were performed as well as noting any issues that prevented completion of all services that day and include the intended completion date.

Reports must be dated and signed by the crew foreman that performed that service.

Post-award, the contractor will work with the department’s representative to finalize a fixed service schedule.

Gwinnett County reserves the right to perform any work using in-house forces when deemed advantageous to the County. Contractor shall be required to cooperate with and accommodate any such efforts by others to ensure efficient execution of the work. This would be a rare exception but may apply to special events.

OMISSIONS

It is the intent of this solicitation document to procure the services needed. It is not the intent of this document to provide a complete and full description of the standard methods and materials necessary to achieve the end result. The omission from these documents of standard procedures or practices normally used in the completion of this work shall not relieve the successful contractor(s) from the performance of these requirements, nor be cause for claims of additional compensation. Submission of a quote shall be evidence that the contractor considers the work to be adequately described in the quote documents.

PA039-26 Page 5

V. SPECIFICATIONS

March through October: All sites (unless specifically noted in the location list) shall be serviced each week, once per week, on a 7-day rotation. The scheduled day will remain the same throughout the contract term. In the event of inclement weather or issue prohibiting completion on the scheduled day, the work must be completed by Sunday preceding the following business week. If not completed, payment will not be made for that week and cannot be “caught up” by the contractor.

November through February: All sites (unless specifically noted in the location list) shall be serviced every other week on a 14-day rotation.

All work for site must be completed during one (1) visit. All work is to be completed Monday through Friday. No work is to be performed on the weekends without written approval from the County. Approval may be granted if delay is due to weather or other unforeseen circumstances.

*Note: Contractor will provide pruning of shrubs per service throughout the growing season to maintain their shape and form using proper horticultural practices.

The County does not require a turf care program.

The awarded Contractor will not be responsible for:

- pine straw or mulch applications

- bush hogging

- weed control and fertilization in turf/grass areas (including pre- and post-emergent applications)

- irrigation management

- seasonal color beds

Contractors shall not use herbicide on the common side of fence lines separating athletic fields from common grass for this contract.

A. BASIC LAWN MAINTENANCE SERVICES - All applicable services must be performed during each visit. Areas that cannot be serviced because of extenuating circumstances (pedestrians, wet conditions, parked cars, etc.) that result in an additional trip will count as one (1) visit only.

All lawn areas identified in this quote are to be serviced as follows:

1. Trash and litter shall be removed from all areas within the site zone prior to service.

2. All specified lawn areas are to be mowed to ensure vegetation does not exceed 3” in height. If applicable at any locations, sports fields and dog parks are NOT to be maintained by the contractor.

3. During dry periods, the height of the cut will be raised to prevent damage to lawn areas, with prior approval by County representative.

4. Mowing patterns are to be alternated at each cutting to eliminate any ruts forming from mower wheels.

5. All lawn areas shall be mechanically edged at each service. This shall include all curbs, sidewalks, parking areas and all areas abutting turf in order to maintain a neat and clean appearance.

6. In lawn areas, all grass shall be trimmed/edged around concrete slabs, utility pads, signs, picnic tables, benches and other areas that prevent mower access.

7. Trimming/edging will be done with each mowing. Trimming/edging around trees and shrubs that are not in a planting bed will be accomplished without damage to plants.

8. The Contractor is responsible for removing any excess clippings/thatch that may/will harm existing turf. Contractor shall completely remove (daily) all clippings, tree trimmings, and excess plant material from County property and dispose of properly.

9. All mower blades should be kept sharp to prevent damage to the turf.

10. All lawn mowers shall be mulching mowers to prevent any side discharge for safety of pedestrians and to ensure a clean and neat appearance upon completion.

PA039-26 Page 6

11. All hardscapes and paved areas (including parking lots and curb gutters) are to be blown off at each service visit to remove debris, etc. Material cannot be blown into storm drains; they must remain free of debris and be functional.

12. Concrete trails through wooded areas shall be cut to shoulder and blown.

13. The Contractor shall clean up sticks and debris in natural areas (i.e. between parking lots and along trails).

14. The Contractor shall drainage swales near fences in common areas?

B. MANAGEMENT OF PLANTING BEDS, ISLANDS, AND TREE WELLS

This section is for the management and upkeep program of the ornamental shrubs and trees in various bed areas, median strips, and islands at some sites. The purpose of this program is to support the health and growth of the plant material; keep it free of damage by insects, fungi, and disease; and shape and maintain it in both a healthy and aesthetic manner.

1. In the period from November through January, or as the season dictates, contractor will remove leaves and trash from formally bedded areas. Leaves will be bagged, removed from County property, and disposed of properly.

2. Weeds are unacceptable in planting areas and beds. Hand weed where weeds/invasive plants currently exist. Further control may be maintained using pre-emergent and post-emergent herbicides as mutually agreed upon by contractor and County representative; however, if ineffective, physically removing weeds and other invasive plants will be required.

3. All shrubs, ground cover, and trees shorter than 18 feet in height will be trimmed, shaped, and sheared in accordance with the guidelines provided by the National Arborist Association for Class II, Standard Pruning, to develop the natural form of the plant, and create the effect desired by the County. References guidelines are included with this solicitation.

4. Contractor will provide pruning of shrubs per service (per visit) throughout the growing season to maintain their shape and form using proper horticultural practices.

5. Contractor will clean up all material resulting from these pruning and trimming activities.

Contractor will remove all material from County property the same day work is performed.

C. INVOICING

1. Compensation will be based on the weekly fees provided in the Quote Schedule for the specific services at each designated park.

2. The County prefers invoices be submitted at least bi-weekly.

3. The invoice must include the Purchase Order number. The invoice should state the date(s) and location(s) where the work was performed.

4. The invoice needs to be detailed by line items on the Quote Schedule. Gwinnett County will only pay for work performed in accordance with the specifications and schedule provided by the contractor.

D. COMMUNICATIONS DURING SOLICITATION PERIOD

Individuals, firms, and businesses seeking an award of a Gwinnett County contract may not initiate or continue any verbal or written communications regarding a solicitation with any County officer, elected official, employee, or other County representative without permission of the Purchasing Associate named in the solicitation between the date of the issuance of the solicitation and the date of the final contract award. Violations will be reviewed by the Purchasing Director. If determined that such communication has compromised the competitive process, the offer submitted by the individual, firm, or business may be disqualified from consideration for award.

E. INSURANCE

The successful Contractor will be required to meet the County’s Insurance Requirements. The insurance must be current and be maintained throughout the term of the Contract. Insurance requirements are contained within this solicitation.

PA039-26 Page 7

NATIONAL ARBORIST ASSOCIATION FOR CLASS II – STANDARD PRUNING GUIDELINES

This standard, revised in 1989, is provided by the National Arborist Association to assist tree service companies, utilities, municipalities, etc. in writing contract specifications for tree pruning. It is not intended to be a “how-to” guide, but to define the limits and criteria for arboricultural work, recognizing that regional practices may dictate variations in this standard. It was prepared by the Standard Practices Committee of the National Arborist Association, Inc., a professional trade association founded in 1938.

Standard pruning is recommended where aesthetic considerations are secondary to structural integrity and tree health concerns. Standard pruning shall consist of the removal of dead, dying, diseased, decaying, interfering, objectionable, obstructing and weak branches, as well as selective thinning to lessen wind resistance. The removal of such described branches is to include those on the main trunk, as well as those inside the leaf area. An occasional branch, up to one inch in diameter may remain within the main leaf area where it is not practical to remove it.

All cuts shall be made as close as possible to the trunk or parent limb, without cutting into the branch collar or leaving a protruding stub. Bark at the edge of all pruning cuts should remain firmly attached.

All branches too large to support with one hand shall be pre-cut to avoid splitting or tearing near the bark.

Where necessary, ropes or other equipment should be used to lower large branches or stubs to the ground.

Treatment of cuts and wounds with wound dressing or paints has not been shown to be effective in preventing or reducing decay, and it is not generally recommended for that reason. Wound dressing over infected wood may actually stimulate the decay process. If wounds are painted for cosmetic or other reasons, then materials non-toxic to the cambium layer of meristematic tissue must be used. Care must be taken to apply a thin coating of the material only to the exposed wood.

Old injuries are to be inspected. Those not closing properly and where callus growth is not already completely established should be bark traced if the bark appears loose or damaged. Such tracing shall not penetrate the xylem (sapwood), and margins shall be kept rounded.

Equipment that shall damage the bark and cambium layer should not be used on or in a tree, (spurs, hooks, irons). Sharp tools shall be used so that clean cuts will be made at all times.

All cut limbs shall be removed from the crown upon completion of the pruning.

Trees susceptible to serious infectious diseases should not be pruned at the time of year during which the pathogens causing the diseases or the insect vectors are most active. Similarly, if pruning wounds may attract harmful insects, pruning should be timed so as to avoid insect infestation.

The presence of any disease condition, fungus fruit bodies, decayed trunk or branches, split crotches or branches, cracks or other structural weakness should be addressed and corrective measures recommended to the owner.

PA039-26 Page 8

FAILURE TO RETURN THIS PAGE AS PART OF YOUR QUOTE MAY RESULT IN QUOTE BEING REJECTED.

QUOTE SCHEDULE

ITEM

# LOCATION MOW/EDGE/BLOW

PER VISIT

BEDS/ISLANDS/PRUNE

PER VISIT TOTAL COST

SECTION V - SOUTHWEST

1 Lucky Shoals Park $____________ x 43 $____________ x 43 $

2 Lilburn Activity Building $____________ x 43 $____________ x 43 $

3 Sweet Water Park $____________ x 43 $____________ x 43 $

4 Graves Park $____________ x 43 $____________ x 43 $

5 Bethesda Park $____________ x 43 $____________ x 43 $

QUOTE GRAND TOTAL $

COMPANY NAME

PA039-26 Page 9

QUOTE SCHEDULE CONTINUED

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

Certification of Non-Collusion in Quote Preparation Signature Date

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

Addendum No. Date Addendum No. Date

In compliance with the attached specifications and the Instructions for Vendors, the undersigned offers and agrees, within ninety (90) days of the date of quote opening, to furnish any or all of the items upon which prices are quoted, at the price set opposite each item, delivered to the designated point(s) within the time specified in the fee schedule. By submission of this quote, I understand that Gwinnett County uses Electronic Payments for remittance of goods and services. Vendors should select their preferred method of electronic payment upon notice of award. For more information on electronic payments, please refer to the Electronic Payment information in the Instructions for Vendors.

Legal Business Name

Address

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

Representative Signature

Print Authorized Representative's Name

Telephone Number Fax Number

E-Mail Address

Contact Person (if someone other than the authorized representative listed above)

Telephone Number Fax Number https://www.gwinnettcounty.com/government/departments/financial-services/treasury

PA039-26 Page 10

STATEMENT OF QUALIFICATIONS

Please note that this information may be taken into consideration in award of this solicitation.

1. How many employees currently work for your company? Full-time ______ Part-time _____

Billing Office staff _____

2. How long has your company been in business?

3. How many annual contracts does your company currently handle? ______

Are any of them Government contracts? _____

4. How many of your employees are licensed to apply pesticides?

Submit a copy of the license held by employees who will be assigned to this contract.

5. Provide a list of your company’s grounds maintenance equipment. Use additional sheets if needed.

6. What is your preferred method of communication (circle one)? Phone email fax

7. How many field staff employees do you currently employee? ________

8. How many active crews do you currently have? _________

9. How many Employees do you have per crew? ________

PA039-26 Page 11

REFERENCES

Gwinnett County requests a minimum of three (3) references where work of a similar size and scope has been completed.

1. Company Name

Brief Description of Project

Completion Date

Contact Person

Telephone Number Fax Number

2. Company Name

Telephone Facsimile

3. Company Name

Telephone Facsimile

COMPANY NAME

PA039-26 Supplemental Provision of Grounds Maintenance Services at Various Parks & Recreation

Locations on a Term Contract

CONTRACTOR AFFIDAVIT AND AGREEMENT

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

By executing this affidavit, the undersigned contractor verifies its compliance with The Illegal Immigration

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

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

E-Verify * User Identification Number Date Registered

Legal Company Name

Street Address

City/State/Zip Code

BY: Authorized Officer or Agent Date (Contractor Signature)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

_______ DAY OF ______________________, 20_______

Notary Public My Commission Expires: ___________________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is “E-Verify” operated by the U.S.

Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

For Gwinnett County Use Only:

Document ID #________________

Issue Date: ___________________

Initials: ______________________

VENDOR INSURANCE REQUIREMENTS 1 | 5

GWINNETT COUNTY

FINANCIAL SERVICES │ RISK MANAGEMENT

VENDOR INSURANCE REQUIREMENTS

Insurance:

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

A. Minimum Coverage

Commercial General Liability (Occurrence Form):

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

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

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

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

• Contractual Liability

• Broad Form Property Damage

• Severability of Interest

• Underground, explosion, and collapse coverage

• Personal Injury (deleting both contractual and employee exclusions)

• Incidental Medical Malpractice

• Hostile Fire Pollution Wording

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

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

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

Automobile Liability to include:

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

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

VENDOR INSURANCE REQUIREMENTS 2 | 5

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

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

• Coverage to include loading and unloading

• Contractual Liability

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

Workers Compensation Georgia State Statutory Limits Employers Liability

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

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

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

Contract Sums:

Contracts up to $999,999 Each Occurrence and Aggregate Limit $1,000,000

Contracts from $1,000,000 to $1,999,999 Each Occurrence and Aggregate Limit

$3,000,000

Contracts from $2,000,000 to $4,999,999

$5,000,000

Contracts Over $5,000,000

$10,000,000

• Concurrency of Effective Dates with Primary

• Blanket Contractual Liability

• Drop Down Feature

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

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

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

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

• Gwinnett County Board of Commissioners shall be Additional Insureds.

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

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

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

VENDOR INSURANCE REQUIREMENTS 3 | 5

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

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

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

Property Insurance:

The Contractor is fully and solely responsible for any physical loss or damage to all tools, equipment, construction office trailers and their contents, vehicles or any other personal property utilized in the performance of the Contractor’s work. Contractor agrees to waive its rights of recovery and cause its insurers, if any, to waive their rights of subrogation against Owner and Company for any such damage or loss, however caused.

Riggers Liability Insurance:

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

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

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

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

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

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

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

B. Gwinnett County Board of Commissioners (and any applicable Authority) must be specified in writing as an

Additional Insured on General Liability, Auto Liability and Umbrella Liability policies.

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

D. Certificate Holder should read:

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

VENDOR INSURANCE REQUIREMENTS 4 | 5

E. Insurance Company, except Worker' Compensation carrier, must have an A.M. Best Rating of A-7 or higher. Certain Workers' Comp funds may be accepted subject to the approval of the Gwinnett County Insurance Unit. European markets including those based in London and domestic surplus lines markets that operate on a non-admitted basis are exempt from this requirement provided that the Contractor’s broker/agent can provide financial data to establish that a market is equal to or exceeds the financial strengths associated with the A.M. Best’s rating of A-7 or better.

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

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

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

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

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

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

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

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

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

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

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

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

O. Compliance by the Contractor and Subcontractors with the foregoing insurance requirements shall not relieve the

Contractor and Subcontractors of liability under the Contract and any applicable law.

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

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

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

VENDOR INSURANCE REQUIREMENTS 5 | 5

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

GENERAL INSTRUCTIONS FOR VENDORS 1 | 11

DEPARTMENT OF FINANCIAL SERVICES │ PURCHASING

GENERAL INSTRUCTIONS FOR VENDORS,

TERMS AND CONDITIONS

***ATTENTION***

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

NON-RESPONSIVE AND AUTOMATIC REJECTION. THE COUNTY SHALL BE THE SOLE DETERMINANT

OF TECHNICALITY VERSUS NON-RESPONSIVE SUBMITTAL:

1. FAILURE TO USE COUNTY FEE SCHEDULE.

2. FAILURE TO RETURN OR ACKNOWLEDGE APPLICABLE COMPLIANCE/SPECIFICATION

SHEETS.

3. FAILURE TO RETURN OR ACKNOWLEDGE APPLICABLE ADDENDA.

4. FAILURE TO PROVIDE INFORMATION OR ALTERNATES OR EQUIVALENTS.

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

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

ALL SOLICITATIONS. BOND REQUIREMENTS ARE CLEARLY STATED ON THE INVITATION

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

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

DOCUMENT.

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

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

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

CLARIFICATION IS NEEDED, CONTACT THE PURCHASING ASSOCIATE LISTED IN THE

INVITATION.

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

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

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

THE PURCHASING ASSOCIATE LISTED IN THE INVITATION.

GENERAL INSTRUCTIONS FOR VENDORS 2 | 11

I. PREPARATION OF SUBMITTAL

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

B. Each vendor shall furnish all information required by the solicitation form or document. Each vendor shall sign the submittal and print or type his or her name on the fee schedule. The person signing the submittal should initial erasures or other changes. An authorized agent of the vendor must sign the submittal.

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

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

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

F. Effective July 1, 2013 and in accordance with the Georgia Illegal Immigration Reform Enhancements for 2013, an original signed, notarized, and fully completed Contractor Affidavit and Agreement should be included with vendor’s submittal, if the solicitation is for the physical performance of services for all labor or service contract(s) that exceed $2,499.99 (except for services performed by an individual who is licensed pursuant to Title 26, Title 43, or the State Bar of Georgia). Failure to provide the Contractor Affidavit and Agreement with your submittal may result in being deemed non-responsive and automatic rejection.

II. DELIVERY

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

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

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

III. EXPLANATION TO VENDORS

Any explanation desired by a vendor regarding the meaning or interpretation of the solicitation, drawings, specifications, etc. must be requested by the question cutoff deadline stated in the solicitation for a reply to reach all vendors before the deadline of the solicitation. Any information given to a prospective vendor concerning a solicitation will be furnished to all prospective vendors as an addendum to the solicitation if such information is necessary or if the lack of such information would be prejudicial to uninformed vendors. The written solicitation documents supersede any verbal or written communications between the parties. Receipt of addenda should be acknowledged in the

GENERAL INSTRUCTIONS FOR VENDORS 3 | 11

GENERAL INSTRUCTIONS FOR VENDORS,

TERMS AND CONDITIONS

submittal. It is the vendor’s responsibility to ensure they have all applicable addenda prior to their submittal. This may be accomplished by contacting the assigned Purchasing Associate prior to the submittal or visiting GwinnettCounty.com.

IV. SUBMISSION OF FORMAL OFFERS/SUBMITTALS

A. Formal bid and proposal submittals shall be enclosed in a sealed package or envelope, addressed to the Gwinnett County Purchasing Division with the name of the vendor, the date and hour of opening, and the solicitation number on the face of the package or envelope. Facsimile or emailed submittals will not be considered. Any addenda should be enclosed in the sealed envelopes as well.

B. ADD/DEDUCT: Add or deduct amounts indicated on the outside of the envelope are allowed and will be applied to the lump sum amount. Amount shall be clearly stated and should be initialed by an authorized representative.

C. Samples of items, when required, must be submitted within the time specified and, unless otherwise specified by the County, at no expense to the County. Unless otherwise specified, samples will be returned at the vendor’s request and expense, if items are not destroyed by testing.

D. Items offered must meet required specifications and must be of a quality that will adequately serve the use and purpose for which intended.

E. Full identification of each item submitted, including brand name, model, catalog number, etc.

must be furnished to identify exactly what the vendor is offering. Manufacturer’s literature may be furnished, but vendor should not submit excessive marketing material.

F. The vendor must certify that items to be furnished are new and that the quality has not deteriorated to impair its usefulness.

G. Unsigned submittals will not be considered except in cases where it is enclosed with other documents that have been signed. The County will determine acceptability in these cases.

H. Gwinnett County is exempt from federal excise tax and Georgia sales tax regarding goods and services purchased directly by Gwinnett County. Vendors are responsible for federal excise tax and sales tax, including taxes for materials incorporated in county construction projects. Vendors should contact the State of Georgia Sales Tax Division for additional information. Agreements were there is a cost-plus mark-up, mark-up will not be paid on taxes.

I. Information submitted by a vendor in the solicitation process shall be subject to disclosure after the public opening in accordance with the Georgia Open Records Act.

V. WITHDRAWAL DUE TO ERRORS

Vendors must give Gwinnett County Purchasing Division written notice within two (2) business days of completion of the opening stating that they wish to withdraw their submittal without penalty for an obvious clerical or calculation error.