RFP 26_24 Ground Maintenance_ Utility Vehicle.pdf

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services

City of South Fulton, Georgia

General Services

REQUEST FOR PROPOSAL

FOR

RFP NUMBER: 26-24

Ground Maintenance, Utility Vehicle, and Agricultural Equipment Services

ISSUED, April 24, 2026

Proposals due no later than 2:00 PM EST, May 22, 2026

City of South Fulton Procurement Department

4715 Frederick Dr. SW

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services

THIS PROPOSAL SOLICITATION FORM

MUST BE SIGNED AND SUBMITTED WITH PROPOSAL

COMPANY NAME: DATE:

Attn: Stacy Ann Roberts Treasure

Procurement Department

The City of South Fulton, Georgia, 4715 Frederick Dr. SW, Atlanta, GA 30336

Phone: 470-809-7667

Website: Procurement Department | South Fulton, GA

REQUEST FOR PROPOSAL

RFP # 26-24

GROUND MAINTENANCE, UTILITY VEHICLES & AGRICULTURAL EQUIPMENT SERVICES

SCHEDULE OF EVENTS DATE

Proposal Release Date: April 24, 2026

Non-Mandatory Pre-Proposal Conference:

The City will conduct a non-mandatory pre-Proposal conference virtually.

To attend the Pre-Proposal Conference, please refer to Information and Instructions to Proposers for details.

May 1, 2026, 1:30 PM

Deadline for questions:

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

May 8, 2026, 3:00 PM

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

https://www.bidnetdirect.com/georgia/cityofsouthfulton May 16, 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 Support Team at 800-835-4603 ext. 2 for assistance. To attend the Proposal Opening, please refer to Information and Instructions to Proposers for details.

May 22, 2026, 2:00 PM

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services

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.

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services

TABLE OF CONTENTS

INFORMATION AND INSTRUCTIONS

INTRODUCTION

SELECTION CRITERIA

ATTACHMENT

ATTACHMENT A – Scope of Services

APPENDICES

APPENDIX A- Required Form Submittals

APPENDIX B – Bonding and Insurance Requirements

APPENDIX C – Price Proposal

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services

INFORMATION AND INSTRUCTIONS TO PROPOSERS

1. Request for Proposal: The City of South Fulton (“City”) Procurement Department is issuing this Request for Proposal (RFP) to qualified and authorized equipment dealers and manufacturers to provide grounds maintenance equipment, agricultural equipment, utility vehicles, attachments, OEM parts, and authorized service providers and support services, referred to herein as ‘Proposer’ or ‘Proposers’. The Proposer shall submit its Proposal in accordance with the Scope of Services set forth in Attachment A.

“Goods and Services” means equipment, parts, attachments, maintenance, repair, and related support services.

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 Authority and Incorporation by Reference: This solicitation is issued under and governed by the City Code of Ordinances, applicable procurement policies, and all other applicable federal, state, and regulations, all of which are incorporated herein by reference. By submitting a Proposal, the Proposer acknowledges that it has reviewed and will comply with all applicable legal requirements.

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

4. Certificate of Authority to Transact Business in Georgia: The Proposer shall submit a valid Certificate of Authority to transact business in the State of Georgia, issued by the Georgia Secretary of State and valid at the time of Proposal submission. This requirement also applies to Joint Venture members, Sub-Consultants, and Sub-Contractors.

5. Business License: The Proposer shall submit a copy of a current, valid business license, certifications, and permits with their Proposal. If the Proposer is a Georgia corporation, it must submit a current and valid city of local business license. If the Proposer is a Joint Venture, each member of the Joint Venture 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.

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services

6. 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. Proposals shall remain firm for ninety (90) calendar days following the Proposal Submission Deadline.

7. Order of Precedence: In the event of a conflict, ambiguity, or inconsistency among the Solicitation documents or resulting Contract documents, the following order of precedence shall apply, highest to lowest, unless expressly stated otherwise in writing by the City.

7.1. Executed Contract, including all negotiated amendments and incorporated

Exhibits.

7.2. Addendum issued by the City.

7.3. This Solicitation including all Attachments, Appendices, and Exhibits.

7.4. Any City-issued best and final offer request and the Contractor’s final accepted response, if applicable.

7.5. Contractor's Technical Proposal, but only to the extent expressly accepted by the City or incorporated into the Contract.

7.6. The Contractor’s Price Proposal.

8. Contract Type:

8.1. The resulting contract shall be an indefinite quantity contract for grounds maintenance equipment, utility vehicles, agricultural equipment, attachments, OEM parts, and authorized services for which the City reserves the right to assess performance credits for failure to meet service levels.

8.2. The resulting contract shall be an indefinite quantity and non-exclusive. No minimum quantity, minimum spend, minimum work allocation, minimum revenue level, or exclusivity is promised or implied unless expressly stated in a written contract executed by the City. Work assignments, purchase orders, and service requests shall be issued solely in accordance with the City’s needs and interests.

8.3. Performance credits and related remedies shall apply in connection with the baseline service standards set forth in Attachment A, any additional service levels stated in a purchase order, and any performance matrix or service schedule incorporated into the Contract.

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services

8.4. Performance Credits and Service Level Remedies: If Contractor fails to meet any service level, reporting obligation, response standard, delivery commitment, warranty obligation, invoice accuracy standard, documentation requirement, or other measurable performance requirement established by this Solicitation, the resulting contract, any purchase order, or any service schedule, the City may assess performance credits or apply other remedies. Performance credits may include invoice deductions, payment offsets, reduced work allocation, temporary suspension from new assignments, demotion in tier status, or other commercially reasonable remedies stated in the contract. Assessment of performance credits shall not constitute the City’s exclusive remedy and shall not waive any right to recover damages, terminate for cause, re-procure from alternate sources, require corrective action, or pursue any other contractual or legal remedy.

8.5. Services and OEM parts shall be provided only upon request and authorization by the City’s authorized representative through a purchase order.

8.6. Any services, deliveries, parts purchases, repairs, field work, diagnostics, labor, or related work performed without a valid purchase order, written authorization, or other written direction issued by the City’s authorized representative shall be deemed unauthorized, performed at the Contractor’s sole risk, and shall not be compensable by the City. The City shall have no obligation to ratify, accept, pay for, or otherwise recognize unauthorized work, and the Contractor hereby waives any claim for payment, equitable adjustment, quantum meruit, unjust enrichment, delay damages, or other compensation arising from such unauthorized performance.

8.7. For emergency field conditions affecting safety, security, or operational continuity, the City may authorize limited emergency work by written email or text issued by an authorized representative, provided that such authorization is confirmed by purchase order or other written ratification within the period specified by the City. The Contractor shall bear the burden of proving receipt of such written emergency authorization.

8.8. Each purchase order will identify the OEM parts, equipment, vehicle information, scope of services, service location, estimated cost, and required turnaround time.

8.9. Service Levels: The City may establish required service levels for any work issued under the resulting contract, including but not limited to response time, diagnosis time, turnaround time, delivery lead time, parts availability, first-time fix rate, warranty completion time, reporting timeliness, invoice accuracy, and service

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services documentation completeness. Failure to achieve required service levels shall constitute a performance deficiency. It may result in performance credits, corrective action requirements, reduced assignment priority, suspension of new work assignments, termination for cause, or any other remedy available to the City. Unless otherwise stated in writing by the City, the Contractor shall be responsible for staffing, logistics, inventory coordination, and operational controls necessary to meet all required service levels at no additional cost to the City.

8.10. The contract shall establish unit pricing for labor, parts, materials, and services.

9. Interpretation of Ambiguities: If an ambiguity remains after applying this order of precedence, the ambiguity shall be resolved in accordance with applicable Georgia law and the City’s procurement authority.

10. Addenda Control: Only a written Addendum issued by the City shall modify this Solicitation. No verbal communication shall be binding, and Proposer is responsible for acknowledging receipt of all Addenda and incorporating requirements into its Proposal.

11. 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.

12. Proposal Submission Deadline: Responses to this RFP shall be accepted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton until May 22, 2026, by 2:00 PM.

Proposals received after 2:00 PM on the stated deadline shall not be accepted.

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

Proposal before the Proposal Submission Deadline only through BidNet. After the Proposal Submission Deadline, the Proposals shall remain 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.

14. Non-Mandatory Pre-Proposal Conference: A Non-Mandatory Pre-Proposal Conference has been scheduled for May 1, 2026, at 1:30 PM, and shall be hosted virtually by our staff and the responsible person. To attend the Pre-Proposal Conference, please access Microsoft Teams via the app or on the web by utilizing the information below:

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services

Meeting ID: 297 583 957 617 455

Passcode: pv63KB7f Download Teams | Join on the web

Or call in (audio only)

+1 929-583-6155,,323587223# United States, New York

Phone Conference ID: 323 587 223#

Find a local number | Reset PIN

15. Attendance at the Pre-Proposal Conference is non-mandatory. During the conference, the City will review the general requirements of the Project. Statements made at the conference are not binding unless issued by a written Addendum.

16. 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 May 8, 2026, by 3:00 PM 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.

17. Addenda and Official Communications: All changes to this RFP, including clarifications and answers, will be issued only by a written Addendum posted on the City’s designated platform. Proposers are responsible for actively monitoring the platform and any designated email address for all Addenda and communications. Failure to receive or review an Addendum shall not relieve the Proposer of compliance with its contents.

18. Procurement Integrity, No Contact: From issuance of this RFP through final award by City Council, the Proposer and its representatives shall not communicate regarding this Solicitation with any City elected official, employee, evaluator, or agent other than the Procurement Department contact identified in this RFP, unless the City authorizes such contact in writing. Any attempt to influence the procurement process shall result in disqualification, at the City’s sole discretion, and placement on the ineligible source list.

The Proposer shall report any unauthorized contact to the Procurement Department within 24 hours.

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services

19. 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. 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), an 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.

21. 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. Confidentiality and Data Security: The Proposer shall protect City information using commercially reasonable administrative, physical, and technical safeguards, shall limit access to authorized personnel, and shall not disclose City information without the City’s prior written authorization.

23. 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.

24. 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.

25. 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.

26. 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.

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services

Records shall be made available upon reasonable request to:

Procurement Department, 4715 Frederick Drive SW, Atlanta, GA 30336.

27. Audit, Inspection, and Pricing Verification: The City shall have the right, upon reasonable notice, to inspect and audit the Contractor’s records, invoices, service documentation, warranty claims, supporting quotations, parts pricing documentation, manufacturer list pricing, discount calculations, labor hour support, Sub-Contractor charges, and any other information reasonably necessary to verify contract compliance, pricing integrity, and performance. The Contractor shall cooperate fully with any such review and shall promptly refund any overcharge, unsupported charge, duplicate charge, or other non-compliant billing identified by the City.

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 Appendix 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-Contractors and Sub-Consultants: The Proposer shall identify in writing the name, address, and scope of service for each proposed Sub-Contractor or Sub-Consultant to be used in connection with grounds maintenance equipment, agricultural equipment, utility vehicles, attachments, OEM parts, and authorized services under this RFP. The City may request additional information regarding the qualifications, financial capacity, technical capability, resources, or experience of any proposed Sub-Contractor or Sub-Consultant.

The City reserves the right to reject any proposed Sub-Contractor or Sub-Consultant whose qualifications, experience, or resources are determined to be insufficient.

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services

32. Examination of Proposal Documents:

32.1. Each Proposer is responsible for examining with appropriate care the complete RFP and each Addendum, 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.

32.2. 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 questions arise relative to the RFP. Replies to such notices shall be made by an Addendum to the RFP, which shall be issued simultaneously to all potential Proposers. No oral responses are binding on the City.

32.3. The City shall issue an Addendum 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.

32.4. Each Proposer must acknowledge receipt of all Addenda by completing and submitting the Addendum Acknowledgement Form included with each Addendum.

32.5. The City reserves the right to waive minor informalities and technicalities that do not materially affect competition, price, or the City’s interest.

32.6. The City may deem a Proposal as non-responsive or may disqualify a Proposer for reasons including, but not limited to, the following:

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

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

32.6.3. Failure to return applicable Addenda.

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

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

32.6.6. Failure of Proposer to sign all requested documents.

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services

32.6.7. Failure to submit a Proposal by the deadline.

32.6.8. Failure of Proposer to extend prices.

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

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

32.6.11. 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.

33. Award and Execution of Contract: In the event the City awards a contract pursuant to this Proposal, the City shall prepare and transmit to the Proposer an unsigned contract for execution, substantially in the form of the draft contract included in this RFP. The City reserves the right to modify the Contract to incorporate the Proposer’s accepted Technical Proposal, Appendix C Price Proposal Schedule, Scope of Services, and any negotiated terms.

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 (see Appendix A, ‘Post Notice of Intent to Award Submittals’) 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. No Waiver and Preservation of Claims: No review, approval, inspection, payment, acceptance of goods, acceptance of services, issuance of a purchase order, issuance of a notice to proceed, or failure by the City to immediately enforce any term shall waive any requirement of the Solicitation or contract, nor shall any such action impair the City’s right to later reject non-conforming performance, recover damages, require correction, or exercise any remedy available at law or in equity.

35. 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-

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services

Verify Program administered by the U.S. Department of Homeland Security.

The completed Contractor and Sub-Contractor Affidavit Forms, included in Appendix A:

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.

36. 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.

37. 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# 26-24, GROUND MAINTENANCE, UTILITY VEHICLES, AND AGRICULTURAL EQUIPMENT CONTRACT, 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.

38. 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.

39. Codes, Permits, Fees, Licenses, and Laws: The successful Proposer shall be solely responsible for obtaining and maintaining all required licenses, certifications, inspections, and any associated fees necessary to perform ground maintenance, utility vehicle, and agricultural equipment services. All services, facilities, equipment, and operations shall comply with all applicable Federal, State, and local laws, ordinances, regulations, and safety standards, including but not limited to environmental regulations governing the handling and disposal of automotive fluids, parts, and hazardous materials. Such

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services requirements are deemed incorporated into and will be made a part of the contract.

40. Payment Terms: The City will provide payment within thirty (30) calendar days of receipt of an undisputed invoice. Milestone or phased billing may be permitted when deliverables are clearly defined and accepted by the City.

41. Equivalent Experience: The Proposer shall demonstrate equivalent experience if it can show clear relevance to the scope of services for vehicles' preventative maintenance and full-line mechanical services.

42. Reserve City Rights: The City reserves the right to reject any or all Proposals, waive informalities or minor irregularities, request clarification of Proposals, negotiate with one or more Proposers, and cancel this solicitation at any time.

42.1. The City may incorporate accepted innovation commitments into the contract, and

Such commitments shall become binding obligations upon incorporation.

43. Electronic Signature Acknowledgement: All communication pertaining to this solicitation and any resulting contract, including but not limited to Addenda, Notice 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 communication shall constitute the official record for all Procurement and contract administration purposes.

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services

44. Technical Proposal: The Technical Proposal shall demonstrate the Proposer’s understanding of the City’s objectives, the required scope of services, 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 grounds maintenance equipment, agricultural equipment, utility vehicles, OEM parts, warranty support, maintenance, repair, and related service support

44.2. Company Profile and Qualifications: A description of the Proposer’s organization, including years in business, ownership structure, and relevant experience in grounds maintenance equipment, agricultural equipment, utility vehicles, OEM parts, warranty support, maintenance, repair, and related service support. The Proposer shall also highlight any specialized certifications, technical expertise, and past performance on similar municipal vehicle maintenance and servicing 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.

44.4. Staffing Plan and Key Personnel: Identify the key personnel assigned to provide grounds maintenance equipment, agricultural equipment, and utility vehicles under this contract, including their roles, qualifications, certifications, and relevant experience. Resumes for all key personnel shall be submitted as attachments along with an organizational chart illustrating the project team structure, reporting relationships, and supervisory personnel.

44.5. Past Performance and References: The Proposer shall provide a minimum of three

(3) references for projects involving fleet maintenance, diagnostic services, or full-line mechanical repair services of similar size and complexity, preferably for governmental, municipal, or public sector entities.

44.6. Implementation Schedule: The Proposer shall provide a detailed implementation schedule outlining all major milestones for contract mobilization, staffing, service initiation, representative preventive maintenance, repair services, and ongoing

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services service delivery. The schedule shall clearly demonstrate the Proposer’s readiness and capacity to begin services upon contract award and maintain consistent service availability throughout the contract term.

44.7. Mandatory Operational Commitments: The Technical Proposal shall include a separate section titled “Mandatory Operational Commitments,” in which the Proposer shall expressly commit to measurable operational standards proposed for contract performance, including response times, delivery lead times, repair turnaround times, escalation procedures, parts support, staffing coverage, mobile service capability, reporting frequency, warranty administration procedures, and quality control measures. Any representation, commitment, staffing model, process description, implementation promise, technological capability, or performance representation set forth in the Technical Proposal may be incorporated into the resulting contract and shall be enforceable if accepted by the City.

44.8. Required Forms, Permits, Licenses, 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 grounds maintenance equipment, agricultural equipment, utility vehicles, OEM parts, warranty support, maintenance, repair, and related service support.

44.9. 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.

44.10. 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 Appendix C and any separately designated cost submission.

File Labeled Requirements:

• Technical Proposal – [Firm Name]

• Price Proposal [Firm Name]

44.10.1. Innovation and Continuous Improvement Plan: Each Proposer shall submit a detailed Innovation and Continuous Improvement Plan describing specific methods, technologies, controls, and management practices the Proposer will implement to improve service delivery, reduce fleet downtime, strengthen cost control, enhance diagnostic accuracy, improve reporting transparency, and increase long-term value to the City. General marketing statements shall receive little or no value. The City will evaluate

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services only those innovations that are specific, practical, measurable, and capable of implementation under the resulting contract.

44.10.2. At a minimum, the Innovation and Continuous Improvement Plan shall address the following:

44.10.2.1. Methods to reduce turnaround time and improve workflow efficiency.

44.10.2.2. Strategies to minimize repeat repairs and improve the first-time fix rate across all equipment types and service categories.

44.10.2.3. Preventive maintenance program enhancements that extend equipment life, improve reliability and reduce long-term operating and repair costs.

44.10.2.4. Data reporting or dashboard capabilities that improve contract oversight.

44.10.2.5. OEM parts sourcing, inventory management, and supply chain strategies that improve availability, reduce lead times, and control costs.

44.10.2.6. Predictive maintenance, trend analysis, lifecycle planning, or failure forecasting capabilities to support proactive equipment management and replacement planning.

45. Responsibility Determination: The City reserves the right prior to award and at any time during the contract term, to determine whether a Proposer or Contractor is responsible.

Such a review may include financial capacity, staffing sufficiency, parts inventory capability, local and mobile service capacity, licensing, insurance, litigation and claims history, past performance, safety record, warranty administration, OEM authorization status, and any other matter reasonably related to successful performance. The City may require supplemental information, financial statements, manufacturer authorization letters, facility inspections, system demonstrations, reference checks, or other evidence reasonably necessary to make such a determination. Failure to timely provide requested information, or failure to demonstrate responsibility to the City’s satisfaction based on the evaluation record, may result in rejection, non-award, suspension, or termination.

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services

46. Operational Data: All operational data generated by the vehicle maintenance system shall remain the property of the City. The City shall retain full administrative access to monitoring platforms and performance data.

47. Preserve City Discretion: Subject to the terms of the Contract, the City shall retain sole discretion in assigning, reallocating, suspending, increasing, reducing, or terminating work assignments among awarded Contractors based on operational need, documented performance, specialization, capacity, responsiveness, and the City’s best interests. No Contractor is guaranteed any minimum volume, percentage, rotation priority, or exclusivity unless expressly stated in a written Contract executed by the City.

48. Removal and Suspension Rights: The City reserves the right to suspend a Contractor from receiving new work assignments, remove a Contractor from a preferred tier, restrict a Contractor to limited categories of service, or terminate the contract for cause in accordance with the contract terms where the Contractor fails to meet required standards, service levels, or contractual obligations.

49. Performance Review and Contractor Scorecard: The City may evaluate Contractor performance periodically using a scorecard or similar performance management tool.

Performance factors may include timeliness, repair accuracy, repeat repair rate, cost control, invoice accuracy, documentation quality, warranty compliance, communication, service availability, responsiveness, safety, and overall contract compliance. Such evaluations may be used for purposes of work assignment, tier designation, corrective action, contract renewal, or termination.

50. Corrective Action and Cure: If the City determines that a Contractor’s performance is deficient, non-compliant, unsafe, untimely, inaccurate, inadequately documented, or otherwise inconsistent with the requirements of the contract, the City may require the Contractor to submit a written corrective action plan in a form acceptable to the City, increase reporting frequency, attend management review meetings, provide executive level oversight, implement staffing or operational changes, or take such other remedial action as the City may require. The City may establish a cure period in its sole discretion; however, the City shall have no obligation to provide a cure opportunity where the deficiency materially affects safety, operational continuity, legal compliance, public interest, or the City’s property. Failure to timely cure, repeated deficiencies, or chronic underperformance shall constitute grounds for suspension, reduced work allocation, tier demotion, termination for cause, re-procurement, back charge, and assessment of all related damages and costs.

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services

INTRODUCTION

The General Services Department seeks multiple qualified, authorized, and properly certified dealers and manufacturers to provide ground maintenance, agricultural equipment, utility vehicles, attachments, OEM parts, and authorized service supports for City operations.

These services will support operational readiness for:

• Parks and Recreation

• Fire Rescue Facilities Grounds

• Fleet Management

• Public Works

• Facilities Maintenance

• City Hall and Municipal Facilities

• Code Enforcement

1. INTENT TO AWARD

The City intends to award one or more contracts to the Proposer(s) whose Proposals are determined to provide the best overall value, considering both qualitative and quantitative factors. These factors include, but are not limited to, experience, certifications, facilities, and pricing structure, in response to RFP #26-24 for Grounds Maintenance, Utility Vehicles, and Agricultural Equipment Services.

If multiple awards are made, the City reserves the right to assign work and purchase OEM parts at its sole discretion. Work assignments may be based on factors such as rotation, area of specialization, availability, past performance, geographic location, or any combination thereof.

The selected Proposer(s) shall be capable of supporting the City’s operational needs in a reliable and efficient manner. The City reserves the right to reject any or all Proposals and to cancel this Solicitation at any time.

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. Demonstrates relevant technical experience in providing grounds maintenance and agricultural equipment, utility vehicles, attachments, OEM parts, authorized diagnostic, repair, and mechanical support services of similar size and scope.

1.1.2. Possesses sufficient personnel, equipment, fleet assets, tools, and operational resources necessary to deliver grounds maintenance services, supply equipment and utility vehicles, and perform associated maintenance and repair services in an

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services efficient and effective manner.

1.1.3. Maintains a satisfactory record of performance on contracts involving grounds maintenance, agricultural equipment supply, utility vehicles, attachments, OEM parts supply, and authorized maintenance and repair service for governmental, municipal, or comparable entities.

1.1.4. Holds all required licenses, permits, and certifications, and, where applicable, manufacturer or dealer authorizations necessary to provide grounds maintenance services, equipment, utility vehicles, OEM parts, and authorized service support.

1.1.5. Demonstrates adequate financial capacity and stability to meet all obligations associated with the Contract, including the provision of services, equipment, parts, and ongoing support.

1.2. Responsiveness: The City will determine responsiveness based on whether the Proposal is complete, materially compliant with all the RFP requirements, 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 grounds maintenance equipment, agricultural equipment, utility vehicles, OEM parts, warranty support, maintenance, repair, and related service support. 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. Termination for Clause, Non-Performance, and Persistent Deficiency: The Contractor shall perform all services, deliveries, repairs, reporting obligations, and warranty responsibilities in accordance with the contract, purchase orders, service schedules, and applicable performance requirements. The following shall constitute grounds for default and termination for cause if not cured within any cure period established by the City, unless the City determines that no cure period is required due to urgency, safety, operational continuity, or legal compliance concerns:

3.1. Repeated failure to meet required response times, delivery deadlines, or repair turnaround requirements.

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services

3.2. Repeated invoice inaccuracies, unsupported charges, or documentation deficiencies.

3.3. Failure to maintain required staffing, service capacity, OEM authorization, insurance, or licensing.

3.4. Repeated repeat repair events, deficient workmanship, or failure to honor warranty obligations.

3.5. Failure to timely submit an acceptable corrective action plan or failure to implement an approved corrective action plan.

Upon such breach, the City may suspend assignments, remove the Contractor from rotation, assess performance credits, obtain replacement goods or services from alternate sources, terminate for cause in whole or in part and recover all excess costs and damages.

4. Termination of Convenience: The City shall terminate the resulting contract, in whole or in part, for convenience and without cause upon written notice to the Contractor. In the event of such termination, the Contractor shall be entitled only to payment for authorized goods delivered and accepted, and authorized services properly performed and accepted by the City through the effective date of termination. The Contractor shall not be entitled to anticipatory profits, unabsorbed overhead, lost opportunity costs, consequential damages, or any other termination-related compensation not expressly approved in writing by the City.

5. Term of Contract: The initial contract term and any renewal options shall be as stated in the Contract. The City may, in its sole discretion and subject to the availability of funds, exercise up to three (3) additional one (1) year renewal options by written notice to the Contractor. No renewal shall be effective unless exercised by the City in writing.

6. Re-Procure or Back Charge: In the event of Contractor default, non-performance, delayed performance, inadequate performance, unsafe performance, or failure to maintain required service capacity, the City may obtain substitute goods or services from alternate sources without further liability to the Contractor. The Contractor shall be liable to the City for all excess re-procurement costs, administrative costs, internal handling costs, emergency sourcing costs, and any other direct damages reasonably incurred by the City as a result of the Contractor’s failure.

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services

7. Cooperative Procurement Use: The City may, at its sole discretion and to the extent permitted by applicable law, authorize other governmental entities, public agencies, authorities, and eligible cooperative purchasing participants (“Participating Entities”) to utilize any contract resulting from this Solicitation under the same terms, conditions, scope, and pricing structure.

7.1. Participation by any Participating Entity is strictly voluntary and shall not:

7.1.1. Modify or amend the terms of the contract.

7.1.2. Increase or expand the scope of work or obligations of the Contractor beyond those expressly stated in the contract; or

7.1.3. Create any contractual relationship, obligation, or duty between the City and any participating Entity.

7.2. The City shall have no liability, obligation, or responsibility of any kind for any procurement, order, payment, performance, non-performance, or dispute arising out of or related to a Participating Entity’s use of the contract. As a condition precedent to any use of the contract by a Participating Entity, the Contractor shall enter into a separate written agreement or accept a separate purchase order issued directly by the Participating Entity.

7.3. Such agreement or purchase order must expressly acknowledge that:

7.3.1. The City is not a party thereto; and

7.3.2. The City bears no liability or responsibility for any obligations arising thereunder.

7.3.3. The City reserves the unilateral right to limit, cap, suspend, or terminate cooperative use of the contract at any time, in whole or in part, including but not limited to limitations based on aggregate contract value, term, geographic scope, or service capacity. The Contractor shall have no claim against the City arising from the City’s exercise of such rights. Use of the contract by any Participating Entity shall not create any minimum purchase obligation, minimum usage level, volume commitment, exclusivity right, or revenue expectation in favor of the Contractor.

7.3.4. The City may require separate pricing validation, capacity confirmation, service area confirmation, and written acceptance by the Contractor before authorizing

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services any Participating Entity to utilize the contract.

7.3.5. The City reserves the right to prohibit cooperative use where the City determines that such use may impair Contractor performance, reduce service capacity available to the City, create pricing distortion, increase administrative burden, or otherwise conflict with the City’s best interests.

No Participating Entity shall be deemed a third-party beneficiary of any obligation owed by the City under the resulting contract, and the City shall have no liability arising from any order, dispute, payment issue, non-performance, or claim involving a Participating Entity.

City of South Fulton – RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services

EVALUATION PROCESS AND SELECTION CRITERIA

Evaluation Process: The City will evaluate Proposals in accordance with the stated evaluation criteria and applicable City procurement authority. The City may conduct discussions, request clarifications, invite presentations, establish a competitive range, and request final offers, including best and final offers, as permitted by law. The City may award without discussion.

The City intends to select the Proposer or Proposers that are most qualified to meet the City’s needs.

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

Price Scoring Formula: Price Score = (Lowest Overall CostProposer’s Price

) × 25

Price Points Awarded equals Lowest Total Evaluated Price divided by Proposer’s Total Evaluated Price, multiplied by the Maximum…