RFP 26_07_ TENNIS COURTS CONVERSIONS _ MAINTE.pdf

City of South Fulton – RFP NO. 26-07 Tennis Courts Conversions & Maintenance Services Project

City of South Fulton, Georgia

Park & Recreation

REQUEST FOR PROPOSAL

FOR

RFP NUMBER: 26-07

The Tennis Courts Conversions and Maintenance Services Project

ISSUED, THURSDAY, February 26, 2026

Proposals due no later than 3:00 PM EST Thursday, April 2, 2026

City of South Fulton Procurement Department

4715 Frederick Dr. SW

South Fulton, GA 30336

The City of South Fulton, Georgia, Procurement Department

Attn: Stacy Ann Roberts Treasure

4715 Frederick Dr. SW., Atlanta, GA 30336

Phone: 470-809-7667

Website: Procurement Department | South Fulton, GA

Procurement Department | South Fulton, GA

City of South Fulton, Parks and Recreation Department

REQUEST FOR PROPOSAL

RFP # 26-07

CLAY COURTS TO HARD COURTS CONVERSION PROJECT

SCHEDULE OF EVENTS DATE

Proposal Release Date: February 26, 2026

Mandatory Site Visit:

A site visit will be held at The South Fulton Tennis Center, located at:

5645 Mason Rd. Atlanta, GA 30349

March 6, 2026, 11:00 AM

Non-Mandatory Pre-Proposal Conference:

The City shall hold a Non-Mandatory Pre-Proposal Conference virtually. To attend the Pre-Proposal Conference, please refer to Information and Instructions to Proposers for details.

March 13, 2026, 11.00 AM

Deadline for questions:

Questions must be submitted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton

March 20, 2026, 3:00 PM

Answers shall be issued by a written Addendum and posted at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton March 26, 2026

All responses to this RFP must be submitted online at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton. Proposers are required to submit responses electronically. If you need any assistance registering or using the platform, please call BidNet Direct's Support Team at

April 2, 2026, 3:00 PM https://www.cityofsouthfultonga.gov/2462/Procurement-Department https://www.bidnetdirect.com/georgia/cityofsouthfulton https://www.bidnetdirect.com/georgia/cityofsouthfulton

THIS PROPOSAL SOLICITATION FORM

MUST BE SIGNED AND SUBMITTED WITH PROPOSAL

COMPANY NAME: DATE:

MAILING ADDRESS: PHONE:

CITY: FAX:

STATE: ZIP: SSN OR FEDERAL TAX ID#:

EMAIL: TITLE OF AUTHORIZED REPRESENTATIVE:

PRINTED NAME: AUTHORIZED SIGNATURE:

IF AWARDED THE PROJECT FOR THIS SOLICITATION, THE CITY SHALL

TRANSMIT THE CONTRACT TO THE SELECTED AWARDEE FOR FULL

REVIEW AND SIGNATURE.

800-835-4603 ext. 2 for assistance. To attend the Proposal Opening, please refer to Information and Instructions to Proposers for details.

TABLE OF CONTENTS

INFORMATION AND INSTRUCTIONS

INTRODUCTION

EVALUATION PROCESS

SELECTION CRITERIA

ATTACHMENT

ATTACHMENT A – Scope of Work

APPENDICES

APPENDIX A- Require Form Submittals APPENDIX B – Bonding and Insurance Requirements

EXHIBITS

EXHIBIT A – General Terms and Conditions EXHIBIT B - Pictures

INFORMATION AND INSTRUCTIONS TO PROPOSERS

1. Request for Proposal: The City of South Fulton Procurement Department is issuing this Request for Proposal (RFP) to qualified personnel, referred to herein as Proposer or (“Proposer” or “Proposers”), for the conversion of selected tennis courts to hard surface tennis courts and to provide annual maintenance Services for City-owned outdoor tennis courts, pickleball courts, and basketball courts. The Proposer shall submit its Proposal in accordance with the Scope of Work described in Attachment A: Scope of Service

This Solicitation is issued pursuant to the City’s procurement authority and applicable law.

Submission of a Proposal constitutes the Proposer’s agreement to comply with all requirements of this Solicitation and all applicable federal, state, and local laws.

2. Solicitation Method: This Solicitation is being conducted in accordance with all applicable provisions of the City of South Fulton Procurement Policy, codified in Sec. 1- 9001 et seq of the City of South Fulton Code of Ordinances. By submitting a Proposal in response to this Solicitation, the Proposer acknowledges that it is familiar with all applicable laws to this Solicitation, including, but not limited to, the City’s Code of Ordinances, which laws are incorporated into this RFP by reference.

3. Solicitation Authority and Incorporation by Reference: This solicitation is issued under and governed by the City’s procurement authority, including the City of South Fulton Code of Ordinances and applicable procurement policies, which are incorporated herein by reference. By submitting a Proposal, Proposer acknowledges it has reviewed and will comply with all applicable federal, state, and local laws, ordinances, rules, and regulations.

4. Minimum Qualifications: Each Proposer and all team members shall meet the minimum experience requirements set forth in this RFP.

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

6. Business License: The Proposer shall submit a copy of a current, valid business license and permits with their Proposal. If the Proposer is a Georgia corporation, a valid City or Local Business license must be submitted. If the Proposer is a Joint Venture, each member must provide a valid business license. For non-Georgia corporations, they must submit a Certificate of Authority to Transact Business in Georgia, along with a copy of their current, valid business license from their home jurisdiction.

7. No Offer by City and Firm Offer by Proposer: This Solicitation is a Request for Proposals only and does not constitute an offer by the City. Each Proposal constitutes a firm offer and remains valid and irrevocable for ninety (90) calendar days after the Proposal due date, except as permitted by applicable law.

7.1 Modification and Withdrawal: Proposer may modify or withdraw its Proposal only prior to the deadline and only through the designated electronic platform. After the deadline, Proposals are irrevocable for the validity period except as permitted by applicable law and City procurement authority.

8. Order of Precedence: In the event of a conflict, ambiguity, or inconsistency, the City applies the following order of precedence, highest to lowest: executed Contract including negotiated modifications, Addenda, the RFP including Attachments, Appendices, and Exhibits, the Proposer’s final technical Proposal, the Proposer’s final Price Proposal. If ambiguity remains, the City’s written interpretation controls.

8.1 Executed Contract, including all negotiated modifications.

8.2 Addenda issued by the City

8.3 RFP and all Attachments, Appendices, and Exhibits

8.4 The Proposer Technical Proposal

8.5 The Proposer’s Proposal

8.6 If an ambiguity remains after applying this order, the City’s written interpretation shall control.

9. Addenda Control Only a written Addendum issued by the City modifies, clarifies, or interprets this Solicitation. Proposers shall monitor the City-designated platform and designated email for all Addenda and notices. The City treats any oral statement or informal communication as non-authoritative. A Proposer shall acknowledge all Addenda as a condition of responsiveness.

10. Electronic Signature and Electronic Notices Electronic signatures and electronic notices have the same legal effect as wet signatures and hard copy notices, consistent with applicable State and Federal law. The Proposer is responsible for monitoring the designated email and platform.

11. Proposal Duration: Proposals shall remain valid for ninety (90) days.

12. Proposal Submission Deadline: Responses to this RFP shall be accepted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton until April 2, 2026, by 3:00 PM.

13. Proposal Modification and Withdrawal: A Proposer may modify or withdraw its

Proposal before the Proposal Submission Deadline only through BidNet. After the deadline, Proposals are firm and may not be withdrawn for Ninety (90) calendar days.

Unauthorized withdrawal or modification after submission shall result in disqualification and may impact future eligibility.

Proposals must be submitted only through the City-designated electronic platform by the deadline. Late submissions, regardless of cause, will not be considered. Proposer bears sole responsibility for the timely submission and for confirming successful upload.

14. Mandatory Site Visit: A mandatory site visit will be conducted on March 6, 2026, at

11.00 AM, to allow Proposers to review existing conditions related to tennis court conversion. Attendance is required. Submission of the Proposal constitutes acknowledgment that the Proposer has inspected the site conditions and has included all costs associated with observable conditions; no additional compensation or time extension will be granted for conditions that a reasonable site review would have identified.

Location: South Fulton Tennis Center 5645 Mason Road, South Fulton, GA 30349

15. Non-Mandatory Pre-Proposal Conference: A Non-Mandatory Pre-Proposal Conference has been scheduled for March 13, 2026, at 11:00 AM, and shall be hosted virtually by our staff and responsible person(s). To attend the Pre-Proposal Conference, please access Microsoft Teams via the app or on the web by utilizing the information below:

Meeting ID: 285 991 818 708 61

Passcode: fo7wQ6md

Download Teams | Join on the web

Or call in (audio only)

+1 929-583-6155,,811841543# United States, New York

Phone Conference ID: 811 841 543#

Find a local number | Reset PIN https://www.bidnetdirect.com/georgia/cityofsouthfulton https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+19295836155,,811841543 https://dialin.teams.microsoft.com/ba83620b-2648-4bd3-9555-378ecf04647b?id=989159654 https://dialin.teams.microsoft.com/usp/pstnconferencing

16. Attendance at the Pre-Proposal Conference is non-mandatory for all Proposers responding to this RFP, during the Pre-Proposal Conference, the general requirements of the Clay Courts to Hard Courts Conversion Project shall be reviewed. Any questions asked during the Pre-Proposal Conference shall not be considered authoritative. Each Proposer is responsible for being fully informed of all existing and anticipated conditions that shall affect the cost or performance of the Services.

It is expressly emphasized that nothing discussed or stated during the Pre-Proposal Conference shall be construed to modify, alter, or change the requirements of the Solicitation documents, unless such modifications are formally incorporated into an Addendum to the Solicitation documents.

17. Solicitation Questions/Prohibited Contacts: Any questions and communications regarding this RFP shall be submitted in writing by logging into https://www.bidnetdirect.com/georgia/cityofsouthfulton on or before March 20, 2026, by 3:00 P.M. ET. Questions received after the designated period shall not be considered. Any response made by the City shall be posted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton by Addendum. No Proposer shall rely on any verbal response to any question submitted concerning this RFP.

18. Addenda and Official Communications: All changes to this RFP, including clarifications and answers, will be issued only by written Addendum posted on the City’s designated platform. Proposers are responsible for actively monitoring the platform and any designated email address for addenda and communications. Failure to receive or review an Addendum will not excuse noncompliance. Electronic communications issued by the City in accordance with this section carry the same legal effect as hard copies.

19. No Contact Requirement and Conflict of Interest Policy: From issuance through City Council award, Proposers shall direct all communications exclusively to the Procurement Department contact identified in this Solicitation and solely through the method stated in this Solicitation. Any attempt to contact evaluation committee members, City staff outside Procurement, or elected officials regarding this Solicitation may result in disqualification.

20. Ownership of Proposal: Each Proposal submitted to the City shall become the property of the City without compensation to a Proposer, for the City’s use in its discretion. The City shall not be liable for any Proposal preparation costs incurred by the Proposer.

20.1 If Proposer contends any portion is exempt as a trade secret, Proposer must submit a specific trade secret affidavit with its Proposal, and clearly mark each page claimed confidential.

21. Georgia Open Records Act: Information provided to the City is subject to disclosure under the Georgia Open Records Act, O.C.G.A. § 50-18-70 et. seq. Pursuant to O.C.G.A.

§ 50-18-72(a)(34), “[a]n entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an Affidavit affirmatively declaring that specific information in the records constitutes trade secrets pursuant to Georgia Code [O.C.G.A. § 10-1-760 et seq.].

22. Georgia Open Records Act and Confidential Submittals: All materials submitted are subject to disclosure under the Georgia Open Records Act. If Proposer contends any portion is exempt as a trade secret, Proposer must submit, at the time of Proposal submission, a specific trade secret affidavit and clearly mark each page claimed confidential. The City makes no guarantee of confidentiality and will comply with applicable law.

22.1 The Contractor must protect City information using commercially reasonable administrative, physical, and technical safeguards must limit access to authorized personnel, and must not disclose City information without prior written authorization.

23. Confidentiality and Data Risk: Contractor must protect City information using commercially reasonable administrative, physical, and technical safeguards, must limit access to authorized personnel, and must not disclose City information without prior written authorization.

24. Iran Divestment Certification: The Proposer certifies that they are not included on the Iran Divestment List created under O.C.G.A. § 50-5-85.1 and do not participate in investment activities in Iran’s energy sector.

25. Certification Regarding Boycotts of Israel: Proposers certify 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.

26. Debarment and Suspension Certification: The 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.

27. Records Retention: The Proposer 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:

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

28. Cost-Plus Prohibition: Cost-plus-a-percentage-of-cost pricing is prohibited and shall be deemed non-responsive.

29. Non-Discrimination: The Proposer 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.

30. Bonding and Insurance Requirements: The Bonding and Insurance requirements for any contract that shall be awarded pursuant to this RFP are set forth in Attachment B: Bonding and Insurance Requirements. Proposer must provide a copy of their current Certificate of Insurance, evidencing any existing Commercial General Liability policies issued for them, if any. For purposes of this section, “Proposer” shall mean an individual, Corporation or other Corporate Entity submitting a Proposal in connection with this Solicitation, including each Joint Venture partner if the Proposers are a Joint Venture.

31. Sub-Consultants: Proposers are required to submit, in writing, the names and addresses of any proposed Sub-Contractors or Sub-Consultants included in their Proposal for the provision of Clay Courts to Hard Courts Conversion. The City may also request additional information regarding the qualifications, technical or financial capability, resources, or experience of any proposed Sub-Consultants. The City reserves the right to disapprove of any proposed Sub-Consultants whose qualifications, experience, or resources are deemed insufficient to support the delivery of the required Clay Courts to Hard Courts Conversion.

32. Examination of Proposal Documents:

32.1.1 Each Proposer is responsible for examining with appropriate care the complete

RFP and all Addenda, and for informing itself with respect to all conditions which might in any way affect the cost or the performance of any Services.

Failure to do so shall be at the sole risk of the Proposer, who is deemed to have included all costs for performance of the Services in their Proposal.

32.1.2 Each Proposer shall promptly notify the City in writing should they find discrepancies, errors, ambiguities, or omissions in the Proposal documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the RFP. Replies to such notices shall be made in the form of an Addendum to the RFP, which shall be issued simultaneously to all potential Proposers. No oral responses are binding on the City.

32.1.3 The City may issue an Addenda in accordance with applicable law to clarify, revise, add, delete, or otherwise modify this RFP at any time prior to the Proposal due date and time.

32.1.4 Each Proposer must confirm that all Addenda have been received and acknowledge receipt by executing the Acknowledgment of Addenda form provided with each Addendum.

32.1.5 The City may waive any technicalities and formalities in this Solicitation.

Additionally, the City reserves the right to cancel the RFP in its entirety.

32.1.6 The City of South Fulton may reflect a Proposal as non-responsive or may disqualify a Proposer for reasons including, but not limited to, the following:

32.1.6.1 Failure to follow the City of South Fulton’s Proposal schedule.

32.1.6.2 Failure to return applicable compliance and/or specification sheets.

32.1.6.3 Failure to return applicable Addenda.

32.1.6.4 Failure to provide information on alternates or equivalents, when allowed.

32.1.6.5 Failure to provide a Performance Bond when specifically stated shall result in automatic rejection.

32.1.6.6 Failure of Proposer to sign all requested documents.

32.1.6.7 Failure to submit a Proposal by the deadline.

32.1.6.8 Failure of Proposer to extend prices.

32.1.6.9 A Proposal submitted by a Person on the Ineligible Source List.

32.1.6.10 Failure to hold firm pricing, failure to meet delivery, operational, or performance requirements.

32.1.6.11 The City may reject any Proposal that exceeds available funding or the City’s budget for this project. The City will not pay amounts in excess of the contract price and will not authorize overruns without a written change order executed by the City.

32.1.6.12 A Proposal which is non-responsive, and/or

32.1.6.13 A Proposal submitted by a Person who has litigation pending against the City or anyone representing a firm or business in litigation against the City, not arising out of the procurement process.

33. Award and Execution of Contract: Upon City Council approval of the award, the City shall provide the Proposer with an unsigned contract through Adobe Sign or another City-approved electronic signature platform. The Proposer must execute and return the contract, along with all required Insurance Certificates and any additional documentation specified in this RFP or requested by the City within ten (10) calendar days of receipt. Failure to comply shall result in withdrawal of the award, forfeiture of Proposal security (if applicable), and award of the contract to the next lowest responsive and responsible Proposer.

34. Illegal Immigration Reform and Enforcement Act: This RFP is subject to the Illegal Immigration Reform and Enforcement Act of 2011 (the “Act”), formerly known as the Georgia Security and Immigration Compliance Act. In accordance with the Act, each Proposer must provide proof of registration in, and continued participation with, the E- Verify Program administered by the U.S. Department of Homeland Security.

The completed Contractor and Sub-Contractor Affidavit Forms, included in Attachment B:

Required Form Submittals, must be submitted with the Proposal at the time of submission.

Under State law, the City cannot consider any Proposal that does not include both completed Forms.

If the Proposer is required to obtain an Employer Identification Number (EIN):

The Proposer must complete the Contractor Affidavit on its own behalf and provide the Federal Work Authorization User ID Number issued to the Proposer.

If the Proposer is not required to obtain an EIN: Each entity comprising the Proposer’s business structure shall submit a separate Contractor Affidavit. This notice does not provide detailed legal advice on the Act. Each Proposer is solely responsible for ensuring compliance with the Act and for determining how it applies to their participation in this Solicitation. For more information or to enroll in the E-Verify Program, visit:

https://e-verify.uscis.gov/enroll. Guidance on completing and submitting the Contractor Affidavit is provided in the instructions preceding the form in this RFP.

35. Joint Ventures: Each party to a Joint Venture is required to fully complete and submit the Required Submittal Forms unless otherwise indicated in this RFP.

36. Conflict of Interest: Proposers are advised to read and familiarize themselves with the conflict-of-interest provisions of this RFP. The City reserves the right to issue RFPs for specific projects that are independent of RFP# 26-07 TENNIS COURTS CONVERSIONS AND MAINTENANCE SERVICES PROJECT, except as stated in this RFP, these Instructions, and the Notice to Proposer concerning Conflicts of Interests. A successful Proposer under this RFP is not precluded from responding to such Solicitations.

37. Tax Exemption Status: The City is exempt from Federal Excise Tax or Georgia Sales Tax with regard to Goods and Services purchased directly by the City of South Fulton.

Exemption Certificates furnished upon request.

38. Codes, Permits, Fees, Licenses, and Laws: The successful Proposer shall be solely responsible for obtaining and maintaining all required permits, licenses, certifications, inspections, and any associated fees necessary to operate the tennis court conversion project. All operations, equipment, and Services shall comply with all applicable Federal, https://e-verify.uscis.gov/enroll

State, and Local Laws, Ordinances, Regulations, and Health and Safety codes enforced by authorities having jurisdiction. Such requirements are deemed incorporated into and made a part of the contract as though fully set forth herein.

39. Payment Terms: The City will provide payment within thirty (30) calendar days of receipt of an undisputed invoice. Milestone of phased billing will be permitted when deliverables are clearly defined.

40. Flexible Experience Requirements: The Proposer shall demonstrate equivalent experience, if it can show clear relevance to the Scope of Work for Clay Courts to Hard Courts Conversion Project, with annual maintenance of all City-owned outside courts and/or other related Services.

41. Encouragement of Partnerships: Local Businesses are encouraged to form Joint Ventures, Sub-Contracting arrangements, or consortia to meet the requirements of this RFP. Prime Proposer is encouraged to include small businesses in their teams.

The City reserves the right to reject any submission that fails to comply with these electronic submission requirements.

42. Electronic Signature Acknowledgement: The City of South Fulton utilizes Adobe Sign, or another City-approved electronic signature platform, for the official execution of a contract. By submitting a Proposal and, if awarded, executing a contract with the City, the Proposer acknowledges and agrees to the following:

42.1 Legally Binding: An electronic signature executed possesses the same legal force and effect as a handwritten signature, in accordance with the Georgia Uniform Electronic Transactions Act (O.C.G.A. § 10-12-1 et seq.), the Federal Electronic Signatures in the Global and National Commerce Act (15 U.S.C. § 7001 et seq.), and any other applicable law.

42.2 Authority to Sign: The individual executing the contract electronically on behalf of the Proposer affirms its authority to bind the Proposer to the terms of the contract.

42.3 Official Record: The fully executed contract, as maintained by the City, shall serve as the official and binding version of the contract for all purposes.

42.4 No Requirement for Paper Originals: Unless specifically requested by the City no paper copies or handwritten signatures shall be necessary for the validity or enforceability of the contract.

43. Electronic Communications: All communications pertaining to this Solicitation and any resulting contract, including but not limited to Addenda, Notices of Award, contract amendments, and other official correspondence, shall be transmitted electronically by the City of South Fulton. The Proposer agrees to the following terms:

43.1 Official Delivery: Communications sent by the City shall be considered officially delivered on the date and time transmitted, unless the City encounters an error message indicating unsuccessful transmission.

43.2 Responsibility to Monitor: Proposers are responsible for actively monitoring the email address and/or electronic platform designated in their Proposal submission for communications from the City. Failure to receive or review electronic communications shall not exempt the Proposer from any obligations under this RFP or any resulting contract.

43.3 Legal Effect: Electronic communications issued in accordance with this section shall carry the same legal force and effect as if provided in hard copy.

43.4 Record Retention: The City’s electronic records of such communications shall constitute the official record for all Procurement and contract administration purposes.

44. Technical Proposal: The Technical Proposal shall demonstrate the Proposer’s understanding of the City’s objectives, the required Scope of Work, and the ability to successfully deliver all requested Services. The Technical Proposal must be complete, well-organized, and free of cost information. Inclusion of pricing within the Technical Proposal shall result in disqualification.

The Technical Proposal shall include, at a minimum, the following:

44.1 Executive Summary: A brief overview summarizing the Proposer’s qualifications, understanding of the project, and unique approach to providing Tennis Courts Conversion and various courts maintenance Services.

44.2 Company Profile and Qualifications: A description of the Proposer’s organization, including years in business, ownership structure, and relevant experience in tennis court construction, resurfacing, or clay-to-hard court conversion projects and maintenance Services. The Proposer shall also highlight any specialized certifications, technical expertise, and past performance on similar municipal or recreational facility projects.

44.3 Project Approach and Methodology: A detailed narrative explaining how the Proposer intends to perform the required Services, manage operations, and ensure Timelines are met. Proposer includes a list of all major equipment to be used, including laser grading equipment, rollers, and coating machinery.

44.4 Staffing Plan and Key Personnel: Identify the key personnel assigned to this project, including their roles, qualifications, certifications, and relevant experience in tennis court construction, resurfacing, and court conversion. Resumes for all key Personnel shall be submitted as attachments and include a detailed organizational chart identifying reporting structure and on-site supervisory roles

44.5 Past Performance and References: The Proposer shall provide a minimum of three (3) references for similar construction or resurfacing projects, preferably for governmental, municipal, or public recreation facilities. Each reference shall include contact information, a description of the project scope, and the contract value.

44.6 Implementation Schedule: Detailed project schedule outlining all major milestones, including mobilization, site preparation, demolition, base Work, surface installation, curing periods, striping, and final inspection. The schedule shall clearly indicate the Proposer’s readiness to begin Work upon award.

44.7 Required Forms, Permits, License and Certifications: The Proposer shall submit all completed and signed forms required by this RFP, along with any applicable licenses, permits, and insurance certificates necessary to perform construction and resurfacing Services.

44.8 Submission Requirements: Separation of Technical and Price Proposal The Technical Proposal shall not contain any pricing information. Any pricing found within the Technical Proposal shall result in disqualification.

44.9 Technical Proposals may reference commercial assumptions only at a high level, but must not include any numbers, unit rates, totals, or cost schedules; all pricing must be confined to Attachment B and any separately designated cost submission.

File Labeled Requirements:

• Technical Proposal – [Firm Name]

• Price Proposal [Firm Name]

44.10 Pricing Restrictions and Non-Responsive Pricing

Cost-plus a percentage of cost pricing is prohibited and will be deemed non-responsive. Pricing must be submitted only in the Price Proposal file. Any pricing included in the Technical Proposal is grounds for disqualification.

44.11 Proposers shall submit pricing in the Price Proposal file only.

44.12 Proposers shall submit, at a minimum, one lump sum fixed price for the clay court conversion Work, plus annual unit pricing per court for the maintenance Services by facility and court type as set forth in the pricing.

All Proposals must be submitted electronically through BidNet by the deadline indicated.

45. Contract Term: The Contractor shall commence Work within ten (10) calendar days after receipt of the Notice to Proceed (NTP) issued by the City. The tennis courts conversion project shall be completed within fifty (50) business days from the date of the Notice to Proceed, unless an extension is granted through a written modification duly executed by the City.

The annual maintenance services shall be for an initial term of one (1) year following final acceptance of the court conversion, with the option for three (3) additional one (1) year renewal terms, exercisable at the sole discretion of the City and subject to written renewal by the City.

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INTRODUCTION

The City of South Fulton Parks and Recreation Department seeks qualified and experienced contractors to (1) convert select existing clay tennis courts to hard surface acrylic courts and (2) provide annual maintenance Services for City-owned outdoor tennis courts, pickleball courts, and basketball courts.

1. INTENT TO AWARD

The City intends to award the Proposer whose Proposal represents the best value to the City for

RFP # 26-07, TENNIS COURTS CONVERSIONS AND MAINTENANCE SERVICES PROJECT.

Additionally, the City reserves the right to cancel the Solicitation.

1.1. Responsibility: The determination of the Proposer’s responsibility shall be made by the City based on whether the Proposer meets the following minimum standard requirements:

1.1.1. Possess the appropriate and adequate technical experience in tennis courts construction, resurfacing, sport-courts conversions, and maintenance.

1.1.2. Has sufficient personnel, equipment, and resources to perform the Work efficiently and within the timeframe.

1.1.3. Maintains a satisfactory record of performance on similar athletic court projects.

1.1.4. Holds all required licenses, permits, and certifications necessary for construction

Work and sports-courts installations.

1.1.5. Has adequate financial means to meet obligations associated with the project.

1.2 Responsiveness: The City will determine responsiveness based on whether the Proposal is complete, materially compliant with all RFP requirements for the clay to hard court conversion and maintenance services, and free from material irregularities, exclusions, special conditions, or alternate proposals, unless alternates are expressly requested or permitted in this RFP.

2. Confidentiality/Data Security

The Proposer agrees to maintain the confidentiality of all documents, data, records, and other information developed, received, or obtained in connection with this Agreement related to tennis courts. The Proposer must implement commercially reasonable measures to protect electronic and physical data and shall not disclose any City information to third parties without the prior written authorization of the City.

3. EVALUATION PROCESS AND SELECTION CRITERIA

The following criteria shall be used to evaluate the Proposal:

The Evaluation Committee (EC) shall be responsible for ranking and recommending the most qualified Proposer to the City Council for award. The procurement process shall proceed as follows: The Procurement Director shall deliver the RFP submittals to the appropriate Department Staff for summarization and distribution to the Evaluation Committee members.

The Department Staff shall review each submittal for completeness and identify any deficiencies.

The Department shall review each Proposer’s litigation history, while the Procurement Department shall evaluate the financial portion of the submittals.

The Procurement Director shall review all information compiled and make a recommendation to the Evaluation Committee regarding each Proposer’s responsiveness to the RFP requirements. The final determination of responsiveness rests solely with the Evaluation Committee.

All Proposers determined to be both responsive and responsible to the requirements of the RFP may be invited to make an oral presentation before the Evaluation Committee, further to illustrate their proposed approach to the Scope of Work. If interviews are requested, Staff shall provide a list of discussion topics, and each Proposer shall be given equal time to present;

however, the questions and answers shall vary.

All Proposals shall be evaluated using the Evaluation Criteria specified in this Solicitation and in accordance with the City’s Code of Ordinances.

City of South Fulton – RFP NO. 26-07 Tennis Courts Conversion and Maintenance Services Project

PROPOSAL EVALUATION – SELECTION CRITERIA

The selection of multiple Proposers shall be based on the demonstrated competence, experience, and qualifications of the Proposer to provide the required execution. Proposals shall be evaluated and scored by the City’s staff through a structured evaluation process.

Proposers’ submittals must fully address all requirements outlined in this Solicitation, including the Proposer’s experience, knowledge, and ability to provide qualified and experienced support staff. Proposal must not contain any exclusions, conditions, or additional provisions that alter the requirements of this Solicitation.

Reservation of Rights, Discussions, and Negotiations: The City may conduct discussions, request clarifications, invite presentations, and negotiate with one or more Proposers as permitted by law. The City may award without discussion. The City may reject any or all Proposals, waive informalities, and cancel this Solicitation when it is in the City’s best interest.

The City intends to select the Proposer most qualified to meet the City’s needs. The award shall be based on, but not limited to, the following factors:

PROPOSAL EVALUATION CRITERIA MAXIMUM

POINTS

Financial Offer: Total evaluated project cost based on Attachment B, and the competitiveness of pricing.

Experience & Qualification: Proposers must demonstrate proven experience in clay-to-hard court conversions, sport court resurfacing, pickleball striping, and the provision of ongoing annual maintenance Services, including references, satisfactory performance history, and all required licenses and certifications.

Operations & Work Plan: Quality assurance measures, project schedule and timeline, equipment and materials to be used, and site preparation plan. Realism and feasibility of proposed schedule, Contractor’s risk mitigation strategy for weather, drainage, base failures, and coating systems.

Sustainability & Innovation: Use of long-lasting material, environmental considerations, waste management practices, and measures to ensure the durability of the new hard court's surface.

Proposal Quality and Responsiveness: Completeness, clarity, accuracy, and adherence to RFP instructions and required documentation.

Schedule and Risk Controls:10, realism of schedule, phasing plan, safety plan, Q&A testing plan, weather contingency, protection of adjacent facilities, and warranty execution plan.

MAXIMUM SCORING POINTS TOTAL 100

The City may establish a competitive range, conduct discussions, and request final offers, including best and final offers BAFO. The City will evaluate pricing using the price scoring formula stated below, based on initial offers or final offers as determined in the City’s sole discretion, and will make an award to the highest-ranked Proposer after completion of the stated evaluation process.

Price Scoring Formula: Price Score = (Lowest Overall Cost Proposer’s Price

) × 25

Price Points Awarded equals Lowest Total Evaluated Price divided by Proposer’s Total Evaluated Price, multiplied by the Maximum Price Points. Total Evaluated Price is the sum of all line items in Attachment B, as completed by the Proposer.

The City of South Fulton reserves the right, in its sole discretion, to reject or accept any Proposal deemed non-responsive. If the City is unable to reach an agreement with the initially selected Proposer, it may proceed to discuss terms with the next highest-ranked firm or team. The City may also negotiate financial terms with the highest-ranked Proposer.

ATTACHMENT A

SCOPE OF SERVICES

SCOPE OF SERVICES

RFP # 26-07 TENNIS COURTS CONVERSION & MAINTENANCE SERVICE PROJECT

1. Statement of Work

This Statement of Work (SOW) defines the scope, technical specifications, and performance requirements for the conversion of four (4) existing clay tennis courts to hard surface tennis courts at the South Fulton Tennis Center, including the installation of pickleball court line striping. This SOW also includes the provision of annual maintenance Services for the converted tennis courts as well as the on-site basketball courts.

“Work” throughout this RFP means all labor, materials, equipment, supervision, clean up, and Services necessary to perform the scope of Services described herein, including, but not limited to, preparation of the existing clay tennis court, demolition as required, grading, base preparation, surfacing, striping, and completion of a fully functional hard court tennis facility

1. Project Objectives

• Convert four (4) clay tennis courts to regulation hard surface courts.

• Reduce long-term maintenance and lifecycle costs.

• Improve year-round court availability.

• Maintain compliance with United States Tennis Association, American Sports Builders Association, and USA Pickleball standards.

• Deliver courts safe for immediate public use.

• Establish a standardized annual maintenance program.

2. Clay to Hard Surface Tennis Court Conversion

2.1. Site Information

• Location: South Fulton Tennis Center

• Address: 5645 Mason Road, South Fulton, GA 30349

• Number of Courts: Four (4)

Existing Surface: Clay (Har Tru® or approved equal)

• Court Dimensions: Regulation tennis court (120’ x 60’)

2.2. Scope of Construction Work

2.2.1. Demolition and Site Preparation

• Remove existing clay surface and unsuitable base material.

• Remove edging, headers, and retaining elements.

• Dispose of materials per local and state regulations.

• Protect adjacent facilities and maintain site safety.

2.2.2. Subbase Preparation

• Inspect existing subbase.

• Repair or replace failed areas.

• Compact to 95% Standard Proctor density.

• Establish 1.0%–1.5% slope for drainage.

• Install geotextile fabric if required

2.2.3. Asphalt Base Construction

• Two-lift hot mix asphalt system.

• Base course: 2.5"–3.0" compacted.

• Surface course: 1.5"–2.0" compacted

• Total thickness: minimum 4".

• ASTM D3515 compliant mix.

• Surface tolerance: ±1/8" over 10 feet.

2.2.4. Acrylic Surface Coating System

• 100% acrylic sports surfacing system.

• Manufacturer with 10+ year performance history.

• Primer, two base coats, two textured finish coats.

• Medium-speed play characteristics.

• Cure time: 24–48 hours

2.2.5. Court Striping & Multi-Use Lines

Tennis Lines

• Regulation singles and doubles lines, 2" width

Pickleball Lines:

• Recreational pickleball layout.

• Contrasting color.

• Per USA Pickleball dimensions.

• Layout approved prior to painting.

2.2.6. Net Post and Accessories

• Regulation posts with ground sleeves.

• Center strap anchors.

• One regulation net per court.

2.2.7. Drainage and Edging

• Reinforced concrete curbing (6" x 6").

• Drainage verification and improvements as required.

2.2.8. Site Restoration

• Restore disturbed areas.

• Final cleanup and inspection.

3. YEARLY MAINTENANCE SERVICES

3.1. Purpose

The City of South Fulton Parks and Recreation Department requires annual preventive and corrective maintenance Services for City-owned outdoor tennis, pickleball, and basketball courts to maintain safety, playability, and surface longevity while minimizing long-term capital repair costs.

3.2. Facilities Covered

Yearly maintenance Services shall apply to the following City facilities;

• Burdett Tennis Center

• Cedar Grove Park

• Cliftondale Park

• Creel Park

• Delano Park

• South Fulton Tennis Center

• Welcome All Park & Multipurpose Facility

• Trammell Crow Park

3.3. General Annual Maintenance (All Courts)

The Contractor shall perform the following Services once per calendar year at a minimum:

• Pressure washing of all court surfaces.

• Inspection for cracks, delamination, low spots, birdbaths, and drainage issues.

• Cleaning of surface drainage paths.

• Minor crack repairs using approved repair systems.

• Patching minor surface depressions (≤ 1/4").

• Touch-up of faded or worn court markings.

• Inspection of fencing, gates, and surrounding hardscape.

• Removal of debris and restoration of courts to playable condition.

3.4. Tennis & Pickleball Courts Maintenance

In addition to Section 3.3, tennis and pickleball courts shall include:

• Acrylic coating touch-ups in high-wear areas.

• Re-striping of tennis and pickleball lines as required.

• Compliance verification with United States Tennis Association (USTA) and USA Pickleball standards.

• Net post inspection and adjustment.

• Replacement of worn center straps and hardware.

3.5. Outdoor Basketball Courts Maintenance

In addition to Section 3.3, basketball courts shall include:

• Surface coating touch-ups in high-impact areas.

• Re-striping of basketball court lines.

• Inspection and adjustment of goals, rims, poles, and backboards.

• Identification and reporting of safety or structural deficiencies.

3.6. Materials & Standards

• Materials shall be compatible with existing court surfacing systems.

• Line paint shall be 100% acrylic, non-slip, and UV-resistant.

• All Work shall be completed per the manufacturer's specifications.

• Maintenance shall be performed by trained sports surfacing technicians.

3.7. Schedule

• Once per year per facility.

• Minimum 30-day coordination notice.

• Work shall be performed during suitable weather conditions.

3.8. Reporting

The Contractor shall provide an annual report including:

• Description of Services performed.

• Identified deficiencies and recommendations.

• Before-and-after photographs.

• Estimated remaining surface life.

4. YEARLY MAINTENANCE PRICING SCHEDULE

Proposers shall submit annual unit pricing per court, inclusive of all labor, materials, equipment, and mobilization costs.

4.1. Burdett Tennis Court

5975 Old Carriage Lane, South Fulton, GA 30349

Court Type Qty Unit Price Extended

Mini Tennis – Hard 6 $_____ $_____

Tennis – Hard 6 $_____ $_____

Total $_____

4.2. Cedar Grove Park

7375 Rivertown Road, Fairburn, GA 30213 Court Type Qty Unit Price Extended

Basketball – Asphalt 1 $_____ $_____

4.3. Cliftondale Park

4650 Butner Road, South Fulton, GA 30349

Court Type Qty Unit Price Extended

Tennis (PB Lines) 2 $_____ $_____

Basketball – Tile 1 $_____ $_____

4.4. Creel Park

2775 Creel Road, South Fulton, GA 30349

Court Type Qty Unit Price Extended

Tennis – Hard 4 $_____ $_____

Basketball – Concrete 1 $_____ $_____

4.5. Delano Park

4730 Bailey Street, South Fulton, GA 30349

Court Type Qty Unit Price Extended

4.6. South Fulton Tennis Center

5645 Mason Road, South Fulton, GA 30349

Court Type Qty Unit Price Extended

Tennis – Hard 23 $_____ $_____

Mini/Pickleball 4 $_____ $_____

4.7. Welcome Park and Multipurpose Facility

4255 Will Lee Road, South Fulton, GA 30349

Court Type Qty Unit Price Extended

Tennis (PB Lines) 2 $_____ $_____

4.8. Trammell Crow Park

4890 Cascade Road, South Fulton, GA 30331 Court Type Qty Unit Price Extended

Tennis (PB Lines) 4 $_____ $_____

4.9. Pricing Conditions

Court Type Qty Unit Price Extended

Tennis (PB Lines) 4 $_____ $_____

5. CONTRACTOR QUALIFICATION

• Minimum five (5) years’ sports court experience

• Manufacturer-certified installers

• Proof of insurance and licensing

6. ACCEPTANCE

Work shall be subject to City inspection and acceptance prior to final payment.

APPENDIX A

REQUIRED FORM SUBMITTALS

RFP # 26-07 TENNIS COURTS AND

MAINTENANCE SERVICES PROJECT

SUBMITTAL CHECKLIST

1. Please use the following checklist to verify that all required information is included in your Proposal.

2. It is the sole responsibility of each Proposer to ensure that their Proposal is inclusive of all Submittals outlined below or elsewhere in this RFP.

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

4. Proposers are required to submit responses to solicitations electronically online at https://www.bidnetdirect.com/georgia/cityofsouthfulton. The City will not consider any Proposal that does not include completed Illegal Immigration Reform and Enforcement Act Affidavit Form(s).

REQUIRED DOCUMENTATION INITIAL IF

INCLUDED

PROPOSAL SOLICITATION FORM

ENTIRE PROPOSAL ___________________

TECHNICAL PROPOSAL

SUBMITTAL CHECKLIST (THIS FORM)

ADDENDA (IF APPLICABLE)

PROPOSAL COST (ATTACHMENT B) ___________________

REQUIRED FORM SUBMITTALS (APPENDIX B )

W-9 FORM

NON-CONFLICT OF INTEREST

NON-COLLUSION AFFIDAVIT

BUSINESS ENTITY CERTIFICATE

CERTIFICATE OF AUTHORITY-JOINT VENTURE

ILLEGAL IMMIGRATION REFORM AND

ENFORCEMENT ACT – CONTRACTOR AFFIDAVIT

ILLEGAL IMMIGRATION REFORM AND

ENFORCEMENT ACT- SUB-CONTRACTOR AFFIDAVIT F6.8

SUB-CONTRACTOR INFORMATION FORM

ACKNOWLEDGEMENT OF R

REFERENCE AND RELEASE FORM

ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS

CERTIFICATION OF ABSENCE OF CONFLICT OF INTEREST FOR

DEVELOPMENT OF SPECIFICATIONS OF SCOPE OF WORK

DEBARMENT FORM

CITY OF SOUTH FULTON BUSINESS LICENSE

PROFESSIONAL LICENSE(S) AND PERMITS

ISRAEL BOYCOTT CERTIFICATION

DRUG FREE WORKPLACE CERTIFICATION ________________

Printed Name Title Date

Signature Firm Name

Email Address Phone Number

PROPOSAL COST SCHEDULE FORM

Fee schedule for Scope of Services $

Written Cost _____________________________________

The Proposer shall specify prices for additional Services. These Services are not part of the base price and shall be charged separately as needed.

Proposer must furnish all labor, materials, equipment, and perform all the necessary Work in the manner and form provided in the Contract Documents

Contact Person

Business Address

City, State, Zip Code

Business Phone Number

Email

Printed Name

Title

Signature

Date

Company Name

ACKNOWLEDGEMENT OF PROPOSER

STATE OF GEORGIA COUNTY OF FULTON

________On this day, I personally appeared __________, who, after being duly sworn, swore that the foregoing Proposal submitted by __________, hereafter called “Proposer,” is genuine.

The undersigned affirms that they are an authorized agent of the company and that the person signing this Proposal has proper authorization. The Proposer confirms that it is duly authorized to submit this Proposal and that the Company, Corporation, Firm, Partnership, or Individual has not conspired with any other Proposer in preparing it. Additionally, the Proposer guarantees that the contents of the Proposal regarding prices, terms, or conditions have not been communicated by the undersigned or any Employee or Agent to any other party involved in this business before the official opening of the Proposal.

The undersigned certifies that the Proposed costs in this Proposal have been carefully reviewed and are submitted as accurate and final. If the Proposal is accepted, they agree to provide the articles or Services listed and offered in this document at the prices and terms specified, subject to the conditions and specifications of this Request for Proposal.

Proposer Information:

(Company) (Signature)

(Address) (Printed Name)

(City, State, Zip) (Title)

Sworn to and subscribed before me this ________________ day of _

____________________20___ .

Notary Public in and for the State of (Name and Signature)

(Seal)

(FAILURE TO SIGN THIS SECTION MUST DISQUALIFY PROPOSER’S RESPONSE)

W-9 FORM

NON-CONFLICT OF INTEREST

By submitting a Proposal in response to this Solicitation, the Proposer represents that in the preparation and submission of its Proposal, said Proposer did not either directly or indirectly, enter into any combination or arrangement with any person, Proposer, Corporation or enter into any Agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive Proposing in violation of the Sherman Act (15 U.S.C. Section I or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1 – 68.6 through 59.68.8).