pdf RFP 25_14 ADA_compliant Playground Equipm.pdf

City of South Fulton, Georgia

Parks and Recreation

REQUEST FOR PROPOSAL

FOR

RFP NUMBER: 25-14

ADA- Compliant Playground Equipment

ISSUED: FRIDAY, SEPTEMBER 5, 2025

Bids due no later than 2:00 PM EST Thursday, September 25, 2025

City of South Fulton Procurement Department 4715 Frederick Dr. SW

South Fulton, GA 30336

ADA-COMPLIANT PLAYGROUND EQUIPMENT REPLACEMENTS RFP #25-14

The City of South Fulton, Georgia 4715 Frederick Dr. SW., Atlanta, GA 30336 Phone: 470-809-7700

Website: Procurement Department | South Fulton, GA Procurement Department | South Fulton, GA

ADA-Compliant Playground Equipment Replacements

RFP #25-14

SCHEDULE OF EVENTS DATE

Bid Release Date: Friday, September 5, 2025 Non-Mandatory Pre-Bid Conference:

Our staff and the person responsible will hold a Non- Mandatory Pre-Bid Conference.

To attend the Pre-Bid Conference, please consult the Information and Instructions to Bidders for details.

Wednesday, September 10, 2025, 10 AM EST

Deadline for questions:

Questions must be submitted online at:

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

Tuesday, September 15, 2025, 3 PM EST

Answers will be posted by addendum at:

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

Friday, September 19, 2025, 3 PM EST

All responses to this RFP must be submitted online at:

Bidders are required to submit responses to solicitations electronically. If you need assistance with registering or using the platform, please call BidNet Direct's Support Team at 800-835-4603, extension 2, for assistance. To attend the Bid Opening, please refer to the Information and Instructions to Bidders for details.

Thursday, September 25, 2025, 2 PM EST

THIS PROPOSAL SOLICITATION FORM MUST BE SIGNED AND SUBMITTED WITH THE PROPOSAL

COMPANY NAME: DATE:

MAILING ADDRESS: PHONE:

CITY: SSN OR FEDERAL TAX ID:

STATE: ZIP: PRINTED NAME & SIGNATURE:

https://www.cityofsouthfultonga.gov/2462/Procurement-Department https://www.cityofsouthfultonga.gov/2462/Procurement-Department https://www.bidnetdirect.com/georgia/Cityofsouthfulton https://www.bidnetdirect.com/georgia/Cityofsouthfulton https://www.bidnetdirect.com/georgia/Cityofsouthfulton https://www.bidnetdirect.com/georgia/Cityofsouthfulton

Table of Contents

RFP SOLICITATION

INTRODUCTION

INFORMATION TO PROPONENTS

INSTRUCTION TO BIDDERS

EVALUATION PROCESS/ SELECTION CRITERIA

ADDENDA

SCOPE OF WORK

ATTACHMENT A

INSURANCE AND BONDING REQUIREMENTS

ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS

SURETY BOND/BID SURETY

BID BOND

PERFORMANCE BOND

PAYMENT BOND

ATTACHMENT B – FORMS TO COMPLETE

SUBMISSION CHECKLIST

BASE BID

BID COST FORM

W9

NON-CONFLICT OF INTEREST

NON-COLLUSION AFFIDAVIT

BUSINESS ENTITY CERTIFICATE/CORPORATE CERTIFICATE

CERTIFICATE OF AUTHORITY – JOINT VENTURE

ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT FORM CONTRACTOR

ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT FORM SUB-CONTRACTOR

ACKNOWLEDGEMENT OF PROPONENT STATE OF GEORGIA COUNTY OF FULTON

SUB-CONTRACTOR INFORMATION FORM

REFERENCE VERIFICATION FORM

REFERENCE RELEASE FORM

EXCEPTIONS FORM

CERTIFICATE OF ABSENCE OF CONFLICT OF INTEREST FOR DEVELOPMENT OF SPECIFICATIONS

OF SCOPE OF WORK

CERTIFICATION OF DISQUALIFICATION OR REMOVAL

ADDENDUMS (IF APPLICABLE)

FINAL AFFIDAVIT

CONTRACTOR AFFIDAVIT

ATTACHMENT C – FEDERAL COMPLIANCE

DBE SUBSTITUTION FORM

DISADVANTAGED BUSINESS ENTERPRISE CONTRACT GOALS

LETTER OF INTENT

PRIME CONTRACTOR/ SUB-CONTRACTOR UTILIZATION REPORT

EXHIBITS

CREEL PARK IMAGES

INTRODUCTION

The City of South Fulton Parks and Recreation Department is soliciting proposals from qualified contractors to furnish and install inclusive, ADA-compliant playground equipment at the following park locations:

1. Creel Park: 2775 Creel Rd, South Fulton, GA 30349

2. Burdett Park: 2945 Burdett Road South Fulton, GA 30349

3. Old National Park: 2400 Pleasant Hill Rd. South Fulton, GA 30349

This project is federally funded by the Community Development Block Grant (CDBG) program and must comply with all applicable federal requirements.

This project aims to create safe, engaging, and inclusive play areas that accommodate at least 40 children simultaneously, with designated play areas sized between 4,000 and 6,000 square feet at each site.

Preparation and installation must include, but not be limited to, the following playground area modifications:

1. Demolition and removal of existing play equipment

2. Supply and installation of commercial-grade playground structures

3. Preparation of site surfaces, grading, and installation of safety surfacing

4. Installation of new equipment and anchoring according to the manufacturer's specifications

5. Installation of a 12-inch playground border around each play area

6. Install shade canopies over each playground to provide UV protection

7. Cleanup and restore the surrounding area upon completion

In general, the city is seeking designs that must promote inclusive play for children of all physical and cognitive abilities. Equipment design must meet the requirements of the Americans with Disabilities Act (ADA). It must utilize International Playground Equipment Manufacturers Association (IPEMA) certified equipment. Additionally, such equipment must meet or exceed all federal and state guidelines and conform to the playground-related technical standards established by the American Society for Testing and Materials International (ASTM) and the U.S.

Consumer Product Safety Commission.

Bidders are invited to submit proposals for playground equipment, along with up to two (2) conceptual layout plans and renderings for the playground/equipment at each location clearly indicated.

The selected Vendor under this RFP will be required to coordinate the delivery of the chosen playground equipment with the city's designated representative.

The City of South Fulton encourages Minority-Owned Businesses, Women-Owned Businesses, Small Business Enterprises, and local Firms to respond to this request for proposals.

All qualification submittals will be evaluated in accordance with the applicable rules, regulations, and laws of the City of South Fulton. Evaluation of firms submitting statements of qualification for this project will be based on qualifications, experience, and performance on past projects, along with references.

Solicitation Method: This solicitation is being conducted in accordance with all applicable provisions of the City of South Fulton Purchasing Policy, as outlined in Sec. 1-9001 et seq. of the City of South Fulton Code of Ordinances. By submitting a proposal in response to this solicitation, a bidder acknowledges that it is familiar with all laws relevant to this process, including, but not limited to, the city's Code of Ordinances and Protest guidelines, which are incorporated into this RFP by reference.

INFORMATION TO PROPONENTS

1. All Proponents and/or their representatives seeking a City of South Fulton Contract may not initiate or continue any verbal or written communications regarding a solicitation with any city officer, elected official, employee, or other city representative aside from the Purchasing Department employee named in the solicitation from the date the solicitation is issued until the final Contract is awarded by the City Council, unless otherwise specified herein. Any attempt to influence the outcome of a contract before the City Council's recommendation of award is prohibited.

2. The Director of Purchasing will review alleged violations of this prohibition. If the Director of Purchasing determines that such communication has compromised the competitive process, the Proposal submitted by that Proponent may be disqualified from consideration for the award. That Proponent may, among other things, be placed on the ineligible source list. Violations of this prohibition may also be subject to prosecution under federal, state, or local laws. City of South Fulton employees, officials, and their family members are prohibited from seeking, requesting, or receiving any material payment, gift, job offer, security, promise of future benefit, or any other tangible or intangible thing of value when such receipt has the potential to influence a procurement decision or to gain an unfair advantage in a procurement process, as outlined in Sec.

1-9004(d) of the City of South Fulton Code of Ordinances and all other applicable policies.

3. Ownership of Proposals: Each Proposal submitted to the city becomes the property of the city, without any compensation to the Proponent, and may be used at the city's discretion. The city is not responsible for any proposal preparation costs incurred by Proponents.

4. Georgia Open Records Act: Information provided to the city is subject to disclosure under the Georgia Open Records Act, O.C.G.A. § 50-18-70 et seq., pursuant to O.C.G.A. § 50-18-72(a)(34), "[a]n entity submitting records containing trade secrets that wish to keep such records confidential under this paragraph must submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitutes trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.]".

5. Bonding and Insurance Requirements: The bonding and insurance requirements for any contract awarded under this RFP are detailed in Appendix A: Bonding and Insurance Requirements. The Proponent must provide a current certificate of insurance showing any existing commercial general liability policies that have been issued to the Proponent, if applicable. For this section, "Proponent" means an individual, corporation, or other corporate entity submitting a proposal for this solicitation, including each joint venture partner if the Proponent is a joint venture.

6. Evaluation of Financial Information: The city's review of financial information related to a Proponent and its consideration of such data in determining whether a Proponent is responsive and responsible may involve examining various items required in a Proposal. The city will review the Financial Information disclosed by the Proponent and include it with this RFP. Additionally, this RFP requires a successful Proponent awarded a contract under this solicitation to post a performance guarantee (such as a letter of credit, guaranty agreement, bonds, etc.). In that case, a Proponent must submit a notarized letter from an appropriate financial institution indicating its willingness to issue such a performance guarantee if a contract is awarded.

7. Sub-Consultants and Manufacturers: Proponents must submit in writing the addresses of any proposed Sub-Consultants or equipment manufacturers listed in the Proposal and may need to provide additional material information related to the proposed Sub-Consultants. The city reserves the right to disapprove any proposed Sub-Consultants whose technical, financial ability, resources, or experience are considered inadequate.

7.1 Examination of Proposal Documents - Each Proponent is responsible for carefully reviewing the complete RFP and all Addenda, and for understanding all conditions that could affect the cost or performance of any Services. Failure to do so will be at the Proponent's own risk, and they are considered to have included all costs for the Services in their Proposal.

7.2 Each Proponent must promptly notify the city in writing if they find discrepancies, errors, ambiguities, or omissions in the solicitation documents, if their intent or meaning seems unclear or ambiguous, or if any other questions arise regarding the RFP. Responses to such notices may be issued as an addendum to the RFP, which will be sent simultaneously to all potential Proponents. No oral responses are binding on the city.

7.3 The city may, in accordance with applicable law, amend any part of the RFP by Addendum at any time before the Proposal's deadline.

7.4 Each Proponent must confirm receipt of all Addenda and acknowledge their receipt by signing the Addenda Acknowledgment form provided with each Addendum.

7.5 The city may disregard any technicalities and formalities in this solicitation and reserves the right to cancel the RFP entirely.

7.6 If or when extension prices are incorrect, the available unit prices must take precedence.

8. Oral Presentations/Interviews: Responsive proponents may be asked to deliver an oral presentation of their proposed solution to the city's Evaluation Committee (EC). Representatives from the key personnel listed in the Proponent's Proposal, as well as those with decision-making authority who can speak on behalf of and bind the Proponent, must actively participate in the oral presentation. If needed, the city will notify responsive proponents of the date, time, and location of the presentation and will provide an agenda or topics for discussion.

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

The EC may provide a list of topics for discussion. individuals or firms will have equal time to present, but the question-and-answer period may vary. Proposers or providers may be asked to demonstrate their proposed solution to the SC. After receiving submissions, all firms will get a description and arrangements for the required demonstration. A copy of the demonstration (in hard copy, on DVD, on CD, or a combination of these) should be given to the Purchasing Agent at the meeting for retention in the Purchasing files.

9. Award and Execution of Contract: If the city awards a Contract through this solicitation, it will prepare and send the Proponent a Contract for signature, based on the Draft Contract included in this RFP. Changes may be made to reflect the Proponent's Proposal, the Scope of Services, and the Cost Proposal Forms. All Proponents should carefully review the Draft Contract before submitting a Proposal. Any proposed revisions to the terms or language of the Draft Contract must be submitted in writing along with the Proponent's response to the RFP. Since such revisions could lead to the rejection of a proposal if they are unacceptable to the city, the Proponent should discuss any proposed revisions with an Authorized Representative who has the authority to sign the Contract. After the City of South Fulton City Council approves the Proponent, the city will provide three (3) unsigned Contracts. The Proponent must sign and return all three (3) Contracts, along with the required insurance certificates and other documents listed in this RFP or as required by the city, within ten (10) calendar days of receiving the agreement.

More details on how to complete and submit the Contractor Affidavit form are available in this

RFP.

10. Multiple Awards: The city reserves the right to grant one award at its sole discretion.

(1) award, no award, or award to multiple Proponents.

11. Joint Ventures: Each party involved in a Joint Venture must fully complete and submit the Required Submittal Forms unless otherwise specified in this RFP.

12. Conflict of Interest: Proponents are advised to review and understand the conflict-of-interest provisions of this RFP. The city reserves the right to issue RFPs for specific projects that are separate from RFP #25-14, ADA-compliant playground equipment replacement.

13. ADA-compliant playground equipment replacement for the City of South Fulton. Except as stated in this RFP, these Instructions, and the Notice to Proponents concerning Conflicts of Interests, successful Proponents under this RFP are not barred from responding to such solicitations.

14. Tax Exemption Status: The city is exempt from federal excise tax and Georgia Sales Tax on goods and services purchased directly by the City of South Fulton. Exemption certificates are available upon request.

15. Codes, Permits, Fees, Licenses, and Laws: The successful Proponent is responsible for obtaining all necessary permits, paying relevant fees, arranging inspections, securing licenses, and covering any related costs. Additionally, all materials, labor, and work must adhere to the applicable local, state, and federal codes, laws, and ordinances enforced by the authorities with jurisdiction over the project. These requirements are considered an integral part of the Contract as if they were fully specified within it.

16. Negotiations/Best and Final Offers: The city reserves the right to negotiate specifications, terms, and conditions as needed to achieve the goals of this Request for Proposals (RFP). The city may ask for the submission of Best and Final Offers. Additionally, the city may require that this RFP and the Proponent's response be incorporated, fully or partially, into the Contract Documents. Both the RFP and all responses, along with any additional information or submissions provided by the Proponent during discussions or negotiations, may be considered legally binding on the Proponent. The city may seek clarification from a Proponent at any point during the procurement process; failure to respond quickly may lead to the rejection of the Proponent's Proposal.

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

18. Local Vendor Preference - According to city ordinance Sec. 1-9004, a preference must be given to local Vendors. A "local Vendor" is defined as a business with a physical office within the city limits that holds a valid business license issued by the city.

Local Vendors must submit a signed local Vendor affidavit with their Proposal to be eligible for this preference. The preference will only apply if proposals are otherwise substantially equal in merit.

INSTRUCTIONS FOR BIDDERS

Bid Submission Deadline: Thursday, September 25, 2025.

Responses to this RFP will be accepted online at https://www.bidnetdirect.com/georgia/Cityofsouthfulton starting September 5, 2025.

The unbound copy of the Bid Form must be completed and submitted along with the Bid security and the subsequent documents.

1. Required Bid Surety

2. List of Proposed Sub-Contractors (if known)

3. List of Proposed Suppliers (if known)

4. City of South Fulton: List of 5 Project References on the Reference Verification and Release

Form

5. Required Bidder Qualification Statement with Supporting Data (Business License, Corporate

Resolution to Bid, Financial Statement, Current Workload)

6. Georgia Contractor’s License No

7. Certificate of Insurance that has the City of South Fulton listed as the Certificate Holder

8. Contractor Affidavit and Agreement

9. Sub-Contractor Affidavit and Agreement (if known)

MODIFICATION AND WITHDRAWAL OF BID

A Bid may be modified or withdrawn by a properly executed document, which must be prepared in the same manner as a Bid and delivered to the designated location where Bids are to be submitted before the deadline for opening Bids.

If, within 24 hours after Bids are opened, any Bidder files a properly signed written notice with the Owner and promptly demonstrates to the Owner's reasonable satisfaction that there was a material and significant mistake in preparing their Bid, that Bidder may withdraw their Bid, and the Bid security will be returned. Afterward, if the Work is rebid, that Bidder will be disqualified from further bidding on the Work.

No bid may be withdrawn after the bid due date for sixty (60) calendar days.

BIDS TO REMAIN SUBJECT TO ACCEPTANCE

All bids will remain subject to acceptance during the period specified in the Bid Form. Still, the Owner may, at its discretion, release any bid and return the bid security before this period ends.

EVALUATION OF BIDS AND AWARD OF CONTRACT

The owner reserves the right to reject any or all Bids, including, but not limited to, nonconforming, non-responsive, unbalanced, or conditional Bids. Additionally, the owner reserves the right to reject the Bid of any Bidder whom it determines, after reasonable inquiry and evaluation, to be irresponsible.

Submitting multiple bids for the same work by the same individual or entity, whether under the same or different names, will not be accepted. Reasonable grounds to believe that a bidder has an interest in multiple bids for the work may lead to the disqualification of that bidder and rejection of all bids involving that bidder.

In evaluating bids, the Owner will consider whether the bids meet the required criteria, as well as any alternates, unit prices, and other data requested in the bid form or prior to the notice of award.

When evaluating Bidders, the Owner will consider their qualifications and may also assess the qualifications and experience of Sub-Contractors, Suppliers, and other individuals or entities proposed for the parts of the Work that require submitting their identities, as specified in the Supplementary Conditions.

The Owner may perform investigations as necessary to assess the responsibility, qualifications, and financial stability of Bidders, proposed Sub-Contractors, Suppliers, individuals, or entities for the parts of the Work in accordance with the Contract Documents.

If the Contract is to be awarded, the Owner will give it to the Bidder whose Bid best serves the Owner's interests.

CONTRACT SECURITY AND INSURANCE

Article 5 of the General Conditions, as amended by the Supplementary Conditions, specifies the Owner’s requirements for performance and payment bonds and insurance. When the Successful Bidder submits the signed Agreement to the Owner, it must include these bonds.

SIGNING OF AGREEMENT

When the Owner issues a Notice of Award to the Successful Bidder, it must be accompanied by six (6) complete legal sets of the Contract Documents and Technical Specifications, along with unsigned counterparts of Section VIII – Form of Agreement and other Contract Documents as specified in Section VIII – Form of Agreement and attached thereto.

Within fifteen (15) calendar days, the successful bidder must sign and deliver five (5) complete legal sets of the Contract Documents and Technical Specifications, including signed and sealed counterparts of Section VIII – Form of Agreement and other Contract Documents listed in Section VIII, to the Owner.

Within thirty (30) calendar days, a project Preconstruction Conference will be scheduled, at which the Owner must deliver two fully signed counterparts to the Successful Bidder, along with a complete set of Drawings with appropriate identification.

COPIES OF BIDDING DOCUMENTS

All potential bidders can obtain a copy of the bid and specifications from the City’s website at https://www.bidnetdirect.com/georgia/Cityofsouthfulton and the Georgia Procurement Registry website at https://ssl.doas.state.ga.us/PRSapp/PR_index.jsp. The bid is managed by the City of South Fulton Purchasing Department, which will oversee all bidding activities for this project.

All potential bidders are solely responsible for ensuring they have all required bid documents, including any addenda issued before the bidding.

All bid documents will be posted online as indicated above.

Complete sets of Bidding Documents must be used when preparing Bids; neither the Owner nor anyone else takes responsibility for errors or misinterpretations resulting from the use of incomplete sets of Bidding Documents.

The Owner provides copies of the Bidding Documents under the above terms only to solicit Bids for the Work and does not grant any license or permission for any other uses.

QUALIFICATIONS OF BIDDERS AND PROJECT REQUIREMENTS

To demonstrate the Bidder’s qualifications to perform the Work, the Bidder must submit written evidence with their bids, such as financial data, previous experience, current commitments, and other relevant information as required below. This includes the Required Bidder Qualification Statement with Supporting Data (Business License, Corporate Resolution to Bid, Financial Statement, Current Workload).

NON-MANDATORY PRE-BID CONFERENCE

A voluntary pre-proposal meeting is scheduled for Wednesday, September 10, 2025, at 10 AM, hosted by our staff and responsible persons.

Attendance at the Pre-Proposal Conference is not mandatory for proposers responding to this RFP. The conference will cover the general requirements of the project. Any questions asked during the Pre-Proposal Conference will not be considered authoritative.

Each bidder must be fully aware of all current and expected conditions and issues that could affect the cost or performance of the Services. However, it should be emphasized that nothing discussed or stated during this Pre-Bid Conference must be considered to modify, alter, or change the requirements of the solicitation documents unless it is later included in an addendum to those documents.

Each Proponent must be fully informed regarding all aspects of the Proposal. To attend the Pre-Bid Conference, please join Microsoft Teams using the app or the web with the information below.

Meeting ID: 265 914 514 581 4 Passcode: Wa9Ym7qS Or call in (audio only) +1 929-583-6155 United States, New York City Phone Conference ID: 463 239 986# It should be emphasized, however, that nothing discussed or stated during the Pre-Proposal conference must be viewed as modifying, changing, or altering the requirements of the solicitation documents unless it is later included in an addendum to the solicitation documents.

SOLICITATION QUESTIONS/ PROHIBITED CONTACTS

All questions and communications regarding this RFP must be submitted in writing by logging into https://www.bidnetdirect.com/georgia/Cityofsouthfulton on or before Tuesday, September 15, 2025, at 3:00 PM EST.

Questions received after the deadline may not be considered. Any response from the city will be posted online at https://www.bidnetdirect.com/georgia/Cityofsouthfulton via Addendum. No Proponent may rely on any verbal response to questions submitted about this RFP.

INTERPRETATIONS AND ADDENDA

Addenda may be issued to clarify, correct, or modify the Bidding Documents as deemed necessary by the Purchasing Department, and all Addenda will be shared with all Bidders through Bidnet and the Georgia Procurement Registry.

BID AND CONTRACT SECURITY

A bid bond is required for this project. A bid bond equal to five percent (5%) of the bid amount must be accompanied by each bid. The bid bond must be submitted with the bid.

Bids must include a bid bond or certified check equal to five percent (5%) of the TOTAL AMOUNT of the base bid. The bid bond or certified check must be valid ONLY FOR THIS BID. The bid name and contract number must be clearly stated on the security instrument. The bond must stay in effect until the Bidder signs the final Contract. Bids that do not meet the bonding requirements for this project will be considered non-responsive.

Any bid bond, performance bond, payment bond, or security deposit required for a public works construction contract must be approved and filed with the purchasing agent. At the County's discretion, if the surety named in the bond is not a surety company authorized by law to conduct surety business in this state with a valid certificate of authority from the Commissioner of Insurance, the bond must not be approved and filed unless such surety appears on the United States Department of the Treasury’s list of approved bond sureties.

BIDDER’S ACKNOWLEDGEMENTS

Bidder agrees to all the terms and conditions of the Instructions to Bidders, including, without limitation, those related to the handling of Bid security. This Bid will remain subject to acceptance for 60 days after the Bid opening, or for an extended period if the Bidder agrees in writing upon the Owner's request.

BIDDER’S CERTIFICATION

Bidder certifies that:

This bid is genuine and not submitted on behalf of any undisclosed individual or entity. It is also not made in accordance with any collusive agreement or rules of any group, association, organization, or corporation.

Bidder has not directly or indirectly encouraged or solicited any other Bidder to submit a false or sham submission.

Bid; Bidder has not solicited or induced any individual or entity to refrain from bidding; and

Bidder has not engaged in corrupt, fraudulent, collusive, or coercive practices in competing for the Contract.

For this, “Corrupt practice” means offering, giving, receiving, or soliciting anything of value likely to influence the actions of a public official in the bidding process.

“Fraudulent practice” means intentionally misrepresenting facts to (a) influence the bidding process to the detriment of the Owner, (b) set bid prices at artificially non-competitive levels, or (c) deprive the Owner of the benefits of free and open competition.

“Collusive practice” means a scheme or arrangement between two or more Bidders, with or without the knowledge of the Owner, intended to establish bid prices at artificial, non-competitive levels; and

“Coercive practice” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the bidding process or affect the execution of the Contract.

BASIS OF BID

The Bidder states that they understand the quantities listed for the unit price items may increase or decrease. If the amounts of any work items are increased, the Bidder agrees to perform the additional work at the unit prices specified in this bid. If the quantities decrease, the Bidder recognizes that payment will be based on the actual quantities at the bid unit prices, and no claims will be made for anticipated profits due to the decrease. Exact quantities will be determined after the work, and the contract amount will be adjusted accordingly by direct increase or decrease.

PRESENTATIONS / DEMONSTRATIONS / INTERVIEWS (WHEN APPLICABLE)

The city reserves the right to negotiate the fee and/or Scope of Services with the highest-ranked Proposer. If negotiations cannot be completed, the city reserves the right to negotiate with the second-highest-ranked contractor. Recommendations for an award will be based on the Proposer with whom potential contract negotiations are successful. The EC may provide a list of topics for discussion. All individuals/firms will have equal time to present, but the question-and-answer period may vary. Proposers/Providers might be asked to demonstrate their offered solution to the EC. After receiving submissions, all firms will be given details of and arrangements for the demonstration. A copy of the demonstration (in hard copy, on DVD, on CD, or as a combination) should be submitted to the Purchasing Agent at the meeting for filing in the Purchasing records.

EVALUATION PROCESS

The following criteria will be used to evaluate proposals:

The city aims to select the Proponent whose proposal is judged to be the most beneficial to the city, based on the technical and price evaluation criteria listed below.

The Evaluation Committee (EC) will be responsible for ranking and recommending the most qualified firm(s) to the City Council for award. The process for this procurement may proceed in the following manner:

The Purchasing Director delivers the RFP submittals to agency staff for summarization for the Evaluation Committee members. The appropriate department will review the litigation history, and the Purchasing Department will review the financial portion of the submittals. Staff will also identify any incomplete responses. The Purchasing Director of Procurement will review the information and make a recommendation to the Evaluation Committee regarding each firm’s responsiveness to the RFP requirements.

The final decision on responsiveness rests solely with the Evaluation Committee. All firms that are found to be both responsive and responsible to the requirements of the RFP may have the opportunity to make an oral presentation to the SC and discuss their proposal, demonstrating their approach to the scope of work. If the city requests interviews, staff may provide a list of topics for discussion, and each firm will be given equal time to present; however, the questions and answers may differ.

The final decision on responsiveness is solely at the discretion of the Evaluation Committee. All proposals will be assessed using the Evaluation Criteria listed in the solicitation. Each proposal will be reviewed by an Evaluation Committee in accordance with the city’s Code of Ordinances and the criteria specified in this RFP as follows:

PROPOSAL EVALUATION – SELECTION CRITERIA

The city's selection of a firm must be based on the competence and qualifications demonstrated by the firms to provide the required type of service. Each proposal will be evaluated and scored through a process carried out by the city's staff.

The Proposer's submittal must fully address the requirements listed in this solicitation, including the firm's experience, knowledge, and ability to provide experienced and qualified support staff.

The proposal should not contain any exclusions, conditions or provisions that modify the request.

The city aims to select the most skilled firm to meet its needs.

THE AWARD OF THIS RFP IS BASED ON THE OVERALL TOTAL BID ITEM TO THE LOWEST

Responsible and responsive bidder.

Proposal Submission Deadline: Responses to this RFP must be submitted online at by or before Thursday, September 25, 2025, 2:00 PM EST - Timestamp governed by Bidnet.

Proposal Duration: Proposals submitted in response to this RFP must remain valid for one hundred twenty (120) calendar days from the proposal submission deadline. The post-award grant process includes implementing the grant, reporting progress, ensuring compliance, and fulfilling the closeout requirements.

The Award Announcement and Grant Obligation notice will outline all Federal and State project funding allocated to the contract recipient. It is anticipated that the project will start, and all expenditures will begin to be documented.

Please note that prices may be negotiated in the best interest of the city after scoring is completed.

Total points awarded for price will be determined by applying the following formula:

(Lowest Overall Cost /Proposer’s Price) x 20 (Cost Bid Form) = Price Score

The award will be based on, but not limited to, the following:

EVALUATION

CRITERIA

MAXIMUM

SCORE AMOUNT

Compliance with specifications and scope of work Evaluates that the proposer must provide all labor, materials, equipment, and supervision necessary to furnish and install new inclusive playground equipment that covers all items of the scope of the Scope of Services. The proposer should provide examples of protocols and practices where good neighbor policies have been implemented, especially regarding noise, parking, traffic, and other potential impacts on the work.

Quality and inclusivity of the proposed design Designs must support inclusive play for children of all physical and cognitive abilities. Explain your proposed course of action. If you suggest changes to the approach outlined in the Scope of Services, please specify them clearly. Describe the methodology you will use and demonstrate a clear understanding of the project's objectives.

Experience and Qualifications of the Contractor Proposer’s experience on projects of similar nature, scope, complexity, and duration, along with proof of successful completion—on time and within budget over the past five (5) years.

Qualified candidates include, but are not limited to, those with technical experience in performing work of a similar nature; experience working with other Federally funded Grant Projects; a proven record of completing work on schedule; the strength and stability of the firm; the technical expertise and stability of proposed Sub-Contractors; and positive client references. Additional factors include, but are not limited to, key personnel in related work, the logic of the project organization, the sufficiency of labor commitment, and an agreement on restrictions regarding changes in key personnel.

Project Timeline Evaluates the calendar dates for the start and end of the work project. Includes a task list with start and end dates and the time needed to complete each task. References should align with the requirements of this RFP and outline a plan for meeting those requirements.

Cost Evaluates the Proposer’s total bid cost for the required services. Assesses the reasonableness of the proposed price schedule and expenses. Compares the competitiveness of this amount with other bids received. Ensure the data supporting the quoted figures is sufficient. Consider the basis on which prices are quoted. Identifies potential costs and charges related to the implementation and administration of this RFP that the city should account for, which must be included in the proposal. Each Cost Proposal must also include a detailed list of all expenses or fees the Proposer considers as Additional Services, payable directly to a Sub-Contractor or Vendor. These expenses must be based on actual costs incurred, with no markup for overhead or profit.

MAXIMUM SCORING POINTS TOTAL 100

TERM OF CONTRACT

1. The initial term of the contract will be one (1) year, starting from the date specified in the notice to proceed. The city has the option to renew the contract for up to three (3) additional one (1) year periods, which must be exercised in writing by the city before the current term expires. Each renewal depends on available funds, satisfactory performance, and mutual written agreement between both parties.

1.2 The Contract will commence within ten (10) calendar days after receiving the written Notice to Proceed (NTP).

NEGOTIATION AND AWARD

2. The city intends to hold the first negotiation meeting within thirty (30) days after the City Council approves the final ranking by the Committee.

2.1 At least one (1) representative of the firm involved in negotiations with the city must be authorized to bind the firm.

2.2 If the negotiations are not successful within a reasonable timeframe (notification will be provided to the firm), an impasse will be declared, and negotiations with the first-ranked firm will cease. Negotiations will begin with the next-ranked firm. This process must continue until the city successfully negotiates a Contract.

CONFLICT OF INTEREST NOTICE TO PROPONENTS

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

3.1 In any circumstance where the Proponent, including any joint venture partners, parent or subsidiary companies, or affiliates under common control, is providing Services or work under another Contract with the city and a dispute, claim, or conflict of interest arises between the city and such Proponent under this Contract or another agreement, the City may in its sole determination and discretion, suspend all existing work under this Contract and may or may not issue any further work to the Proponent under this Contract unless and until such dispute, claim or conflict of interest is resolved to the city’s satisfaction.

3.2 Should the city take such action, the Proponent must not be entitled to any additional costs of any kind resulting from such action, except that the Proponent may be paid for any authorized Services provided to the city under this Contract before the effective date of the suspension of the work.

3.3 This provision must not be considered exclusive. It must be in addition to any rights and remedies available to the city under this Contract, any other agreement, or as provided by applicable law.

SUB-CONSULTANTS AND SUB-CONTRACTORS

4. The proponent must ensure that the responsibility standards for each of its Sub-Consultants and sub-Sub-Contractors, as listed below and throughout this RFP, are met.

4.1 Verification must include documentation that each Sub-Consultant or Sub-Contractor meets the responsibility criteria required to perform the work, including any professional license, certification, insurance requirements of this RFP, any governmental agency having jurisdiction over the matter, or any law or regulation pertaining to the work or requirements.

4.2 The proponent must not make any statement, representation, or certification regarding Sub-consultants or Sub-Contractors that is materially false, misleading, incorrect, or incomplete. Failing to provide information about the responsibilities of any Sub-Consultant or Sub-Contractor may lead to a determination that the proponent is not responsible.

4.3 All proposed Sub-Consultants and Sub-Contractors must be listed in the Proponent’s response. The proponent must ensure that all proposed Contractors have sufficient personnel, experience, facilities, finances, and business systems to perform the scope of services. The City reserves the right to approve all Sub-Contractors and Sub-Consultants.

4.4 The proponent must be responsible for verifying the existence, authenticity, and expiration dates of all licenses required by all Sub-consultants and Sub-Contractors involved in this RFP. The absence of a valid license from the Proponent or any Sub- Consultant or Sub-Contractor will be considered a default and grounds for immediate termination for cause, with prejudice, against the Proponent, and for the removal of any unlicensed entity from the project. If the Proponent, a Sub-Consultant, or a Sub-Contractor is required by this RFP to hold a license or certification as a prerequisite to providing goods or services, the revocation or loss of such license or certification may lead to immediate termination of the Proponent’s contract, effective from the date the license or certification is no longer valid. 4.5 All Sub-Consultants and Sub-Contractors must be approved by the city before beginning work. The Proponent must obtain written approval to add Sub- Consultants or Sub-Contractors not initially included in the Proponent’s submission. Sub-consultants and Sub-Contractors must not subcontract any part of their work under this RFP without the City’s written approval. Failure to secure prior approval from the city for each Sub-Consultant or Sub-Contractor working on the project may result in suspension of work by that Sub-Contractor, removal of work performed by unapproved Sub-Contractors, and any other sanctions permissible against the Proponent.

Additional Compliance Requirements

1. Iran Divestment Certification Proposer certifies that they are not included on the Iran Divestment List created under O.C.G.A 50- 5-85 and do not participate in investment activities in Iran's energy sector.

2. Certification Regarding Boycotts of Israel Proposer certifies that they are not currently engaged in and agree for the duration of the contract not to engage in a boycott of Israel as defined in O.C.G.A. & 50-5-85.1.

3. Debarment and Suspension Certification Proposer affirms that neither it nor any of its principals is currently debarred, suspended, proposed for debarment, or declared ineligible for contracts by any federal or state agency.

4. Records Retention Contractor must maintain all records, books, and documents pertinent to this Agreement for at least five (5) years after completing the services and must make them available for inspection upon reasonable request by the city or its auditors. Address below:

PURCHASING DEPARTMENT, 4715 Frederick Dr. SW, Atlanta, GA 30336

5. Georgia Open Records Act Proposals submitted in response to this RFP are subject to the Georgia Open Records Act. The City cannot guarantee the confidentiality of information marked “confidential” by a proposer if such information is required to be disclosed under the Act.

6. Conflict Disclosure for Task Orders Contractor must maintain all records, books, and documents pertinent to this Agreement for a minimum of five (5) years after completing the services and must make them available for inspection upon reasonable request by the City or its auditors.

7. Cost-Plus Prohibition The City must not accept cost-plus-a-percentage-of-cost proposals or contracts. Any such pricing submitted must be considered non-responsive.

8. Non-Discrimination Contractor agrees not to discriminate against any person based on race, color, religion, national origin, sex, age, disability, veteran status, sexual orientation, or gender identity in performing this Agreement.

9 Liquidated Damages If the Contractor fails to deliver services or work products on time as specified in individual Task Orders, and the delay is not caused by factors beyond the Contractor’s control, the city may impose liquidated damages of $250 for each calendar day of delay until the services are completed. These damages are not a penalty but serve as compensation to the city for administrative costs and potential project impacts. The City also reserves the right to deduct these damages from any payments due to the Contractor.

10. Electronic Signatures This Agreement and all Task Orders may be signed electronically, and electronic signatures must be considered valid and enforceable as original signatures. Signing through platforms such as Adobe Sign or other City-approved electronic signature systems must have the same legal effect as a handwritten signature.

11. Sustainability and Green Design Experience The City of South Fulton is dedicated to sustainable development and environmentally responsible practices. Proposers are encouraged to detail any previous experience with sustainable infrastructure, green building design (including LEED projects), low-impact development, and environmentally friendly materials or processes. This overview may include:

11.1 Experience with sustainable site design or stormwater management

11.2 Projects achieving green certifications (LEED, Envision, etc.)

11.3 Use of sustainable materials and construction practices

11.4 Internal firm sustainability policies or initiatives

12. Confidentiality/Data Security Contractor agrees to maintain the confidentiality of all documents, data, records, and other information developed or obtained in connection with this Agreement. Contractors must implement commercially reasonable measures to protect electronic data and must not disclose city information to third parties without prior written authorization from the city.

APPENDIX A

SCOPE OF WORK

RFP #25-14 ADA – COMPLIANT PLAYGROUND EQUIPMENT REPLACEMENTS

1. Objective For the following three locations -

1. Creel Park: 2775 Creel Rd, South Fulton, GA 30349

2. Burdett Park: 2945 Burdett Road South Fulton, GA 30349

3. Old National Park: 2400 Pleasant Hill Rd. South Fulton, GA 30349

The Contractor must provide all labor, materials, equipment, and supervision to furnish and install new inclusive playground equipment that is:

1. ADA-compliant

2. Incorporates sensory play elements

3. Serves children ages 3–12, with zones for ages 2–5 and 5–12 where space permits

4. Capable of accommodating at least 40 children at one time

5. Each playground must be sized between 4,000 and 6,000 square feet

6. Vendors must comply with all state, federal, and local requirements for play structure equipment

2. General Specifications

1. Supply and install commercial-grade playground structures at every site.

2. All equipment must be durable, weather-resistant, and vandal-resistant.

3. Designs must promote inclusive play for children of all physical and cognitive abilities.

4. All equipment and surfacing must conform to current playground-related ASTM and CPSC technical standards, including, but not limited to:

5. ASTM F1487 (Playground Equipment)

6. ASTM F1292 & ASTM F3313 (Impact Attenuation of Playground Surfaces)

7. CPSC Publication 325: Public Playground Safety Handbook

3. ADA Compliance

1. All playground designs must fully comply with the Americans with Disabilities Act (ADA) guidelines

2. All products must bear the certificate seal of IPEMA and must meet or exceed the ADA

Accessibility Guidelines for Play Areas

3. Equipment must include ground-level and elevated components with accessible routes per ADA requirements

4. Provide accessible surfacing (e.g., poured-in-place rubber or engineered wood fiber) at all sites

5. At least one accessible route from the parking area or pathway to the playground must be included

4. Sensory Play Components Each playground must include interactive sensory elements, including but not limited to:

1. Tactile panels (textures, braille, spinners)

2. Musical play equipment (drums, chimes, xylophones)

3. Visual stimulation elements (color wheels, kaleidoscope panels)

4. Quiet or shaded areas for sensory regulation

5. Site Preparation and Installation

1. Bidders are responsible for verifying site conditions. No allowances will be made if a bidder fails to adequately examine a location before submitting a Proposal

2. Demolition and removal of existing structures (if applicable)

3. Site grading, preparation, and safety surfacing installation

4. Installation of new equipment and anchoring per manufacturer specifications by a certified installer

5. Installation of a 12-inch playground border around each play area

6. Installation of a shaded canopy over each playground to provide UV protection

7. Cleanup and restoration of the surrounding area upon project completion

6. Proposals must include:

1. Detailed design drawings and proposed layout for each site

2. References for at least three similar projects completed in the last five years

3. List and…