RFP _ Construction for Two Recreational Tenni.docx

CITY OF

ST. MARYS, GEORGIA

Issued: August 13, 2025

REQUEST FOR PROPOSAL FOR

TWO RECREATIONAL TENNIS COURTS

REQUEST FOR PROPOSALS

The City of St. Marys, Georgia will accept proposals from qualified contractors wishing to construct two recreational tennis courts at the Civic Park, 400 Bauer Dr., St. Marys, GA 31558.

Responses to this RFP must be addressed and delivered to the City of St. Marys Finance Department, 418 Osborne Street, St. Marys, GA 31558 no later than September 23, 2025 at 2:00 pm (EST). The proposals will be opened publicly at this time, and contractors’ names will be read aloud. Proposers must submit five (5) hard copies and one (1) digital copy in a sealed package clearly labeled with the submitting company’s name and address, as well as the words “Construction of Two Recreational Tennis Courts” on the outside of the envelope. Any proposal not received by the deadline or not appropriately marked will not be opened for consideration. Neither faxed nor email submissions will be accepted. No proposal may be withdrawn for a period of ninety (90) days after the above opening date.

Questions regarding this project may be directed in writing to the City of St. Marys Assistant City Manager, Charlie Williams, at 418 Osborne Street, St. Marys, Georgia, 31558.

Copies of the project specifications may be obtained from the City of St Marys website @ www.stmarysga.gov. Send contact information to Purchasing Department at slee@stmarysga.gov and list a street address, contact person and phone number to ensure prompt delivery and notification of addenda.

All required Contract Documents and proof of meeting the City’s Insurance Requirements must be fully completed and executed by the Contractor and his/her Surety and submitted to the Owner on or before the issuance of Notice to Proceed.

The City of St. Marys will select the proposal that, in its sole discretion is the most responsive and responsible to the City. The City is not liable for any cost incurred by vendors in the preparation of this proposal.

Unauthorized contact regarding this request for proposals with staff or elected officials may result in disqualification. Any oral communications will be considered unofficial and non-binding on the City of St. Marys. Contractors should rely only on written statements.

The City of St. Marys, in accordance with Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 23 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, sex, age, handicap/disabled in consideration for an award.

The Owner reserves the right to reject any or all proposals, to waive informalities and to re-advertise, pursuant to federal and state law.

Construction of

Two

Recreational

Tennis

Courts

CITY OF ST.MARYS, GEORGIA

DOCUMENT CHECKLIST

The following documents, when marked, are contained in and made a part of this Bid Package or are required to be submitted with the Bid. It is the responsibility of the Bidder to read, complete and sign, where indicated, and return these documents with his/her bid. FAILURE TO DO SO MAY BE CAUSE FOR DISQUALIFYING THE BID.

CompanyName:

REQUIRED

COMPLETED

ITEM DESCRIPTION

INSTRUCTIONS TO BIDDERS/VENDORS/PROPOSERS

X

REQUEST FOR PROPOSAL

BID/QUOTE SUBMITTAL FORM

SURETYREQUIREMENTS (Certifiedcheck or othersecurityof 5% required with BID SUBMITTAL– BID BONDFORMPROVIDED) – NOT REQUIRED FOR THIS RFP

PERFORMANCE BOND-UPON ACTIVATION OF CONTRACT (FORM PROVIDED BYCITY)

PAYMENT BOND-UPON ACTIVATION OF CONTRACT (FORM PROVIDEDBYCITY)

CERTIFICATEOF INSURANCE

W-9

LEGAL NOTICE

CONTRACTORAFFIDAVIT& AGREEMENT(E-VERIFY)

SUB-CONTRACTORAFFIDAVIT& AGREEMENT(E-VERIFY)

GEORGIA PROFESSIONAL LICENSECERTIFICATIONS

LIST OF SUB-CONTRACTORS

ATTACHMENTS

COPY OF LLC CERTIFICATE OF ORGANIZATION AND OPERATING AGREEMENT OR

COPY OF INC. CERTIFICATE OF INCORPORATION AND CORPORATE RESOLUTION DESIGNATING OFFICERS WITH AUTHORITY TO SUBMIT BID AND SIGN CONTRACT

RECEIPT OF ADDENDA IFANY

Authorized Signature Title

Print Name Date

THIS PAGE MUST BE COMPLETED AND SUBMITTED AS PART OF YOUR SUBMITTAL

1.1 PURPOSE:

SECTION 1 INSTRUCTIONS TO PROPOSE

The City of St. Marys is seeking proposals from highly qualified contractors with experience in the construction of recreational tennis courts at the Civic Park, 400 Bauer Dr., St. Marys, GA 31558. The purpose of this project is to provide high-quality, durable, and safe tennis courts for community use.

All proposals are governed by the Code of St. Marys, Georgia, and the laws of the State of Georgia. Any contract and/or agreement and any addendums to it that result from this RFP shall be governed by the laws of Georgia.

1.2 HOW TO SUBMIT PROPOSALS:

All proposals shall be:

A) Submitted in sealed opaque package (envelope or box as necessary), plainly marked with “Construction of Two Recreational Tennis Courts”. date and time of submission, and company name.

B) Mailed or delivered in sufficient time to ensure receipt by the Purchasing Agent on or before the time and date specified above.

Hand Delivery and Mailing Address:

City of St. Marys Purchasing Agent 418 Osborne Street St. Marys, GA 31558

C) Please check the City’s website www.stmarysga.gov prior to submission for any addendum to the RFP.

PROPOSALS NOT RECEIVED BY THE TIME AND DATE SPECIFIED WILL NOT BE OPENED OR CONSIDERED.

1.3 EXPLANATION TO RESPONDER:

Any explanation regarding the meaning or interpretation of the contract, project manual, specifications, or any other contract documents must be requested in writing, with sufficient allowance of time for receipt of reply before the time of the proposal opening. Any such explanations or interpretations shall be made in the form of addenda to the documents and shall be furnished to all responders, who shall acknowledge receipt of all addenda with their proposal. Oral explanations and interpretations made prior to the proposal opening shall not be binding.

1.4 HOW TO SUBMIT AN OBJECTION:

Objections from Vendors to this request for proposal and/or these specifications should be brought to the attention of the City Purchasing Agent either verbally, or in writing with sufficient allowance of time for receipt of reply before the time of the proposal opening. The objections contemplated may pertain to form and/or substance of the request for proposal documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this request for proposal.

1.5 ERRORS IN PROPOSALS:

Vendors or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Vendor’s own risk.

1.6 STANDARDS FOR ACCEPTANCE OF VENDORS FOR CONTRACT AWARD:

The City reserves the right to reject any or all proposals and to waive any irregularities or technicalities in proposals received whenever such rejection or waiver is in the best interest of the City. The City reserves the right to reject the offer of a Vendor who has previously failed to perform properly or complete on time contracts of a similar nature, or an offer from a Vendor whom investigation shows is not in a position to perform the contract.

1.7 CONTRACTOR:

Whenever the term "contractor" is used it shall encompass the "person," "business," "firm," or other party submitting a proposal to the City in such capacity before a contract has been entered into between such party and the City. At times throughout this request for proposal the term “contractor” may be used interchangeably with the terms “vendor”, “proposer” and “bidder.

1.8 CITY:

Whenever the term "City" or "Owner" is used it is to refer to the City of St. Marys, Georgia.

1.9 COMPLIANCE WITH LAWS:

The Contractor shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by Federal, State or City statute, ordinances and rules during the performance of any contract between the Vendor and the City. Any such requirement specifically set forth in any contract document between the Vendor and the City shall be supplementary to this section and not in substitution thereof.

1.10 DEBARRED FIRMS AND PENDING LITIGATION:

Any contract resulting from this RFP is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt.3000. As such, the vendor must verify that none of its principals (defined in 2 C.F.R.

§ 180.995) or affiliates (defined in 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. § 180.935).

The contractor must comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into.

The bidder or proposer agrees to comply with the requirements of 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C while this offer is valid and throughout the period of any contract that may arise from this offer. The bidder or proposer further agrees to include a provision requiring such compliance in its lower tier covered transactions.

Any potential Vendor/firm listed on the Federal or State of Georgia Parties Listing (barred from doing business) will not be considered for contract award. Vendors shall disclose any record of pending criminal violations (indictment) and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years.

Proposals will not be accepted from any company, firm, person, party or parent subsidiary, against which the City has an outstanding claim, or financial dispute relating to prior contract performance. If the City, at any time, discovers such a dispute during any point of evaluation, the proposal will not be considered further. Any Vendor/firm previously defaulting or terminating a contract with the City will not be considered.

Vendor acknowledges that in performing contract work for the City, Vendor shall not utilize any firms that have been a party to any of the above actions. If Vendor has engaged any firm to work on this contract or project that is later debarred, Vendor shall sever its relationship with the firm with respect to City contract.

** All Vendors are to read and complete the Vendors certification regarding debarment, suspension, ineligibility, and voluntary exclusion enclosed as Disclosure of Responsibility - Attachment D to be returned with response. Failure to do so may result in your proposal being rejected as non-responsive.

1.11 IMMIGRATION:

On 1 July 2009, the Georgia Security and Immigration Compliance Act (SB 529, Section 2) became effective. All employers, contractors and subcontractors entering into a contract or performing work must sign an affidavit that he/she has used the E-Verify System. E-Verify is a no-cost federal employment verification system to insure employment eligibility. Affidavits are enclosed in this solicitation. You may download M-274 Handbook for Employers at http://www.dol.state.ga.us/spotlight/employment/rules. You may go to http://www.uscis.gov to find the E-Verify information.

** All Vendors are to read, complete and must submit with their proposal the completed and executed “Immigration and Security Form” and the “Affidavit Verifying Status for City Public Benefit Application”. (Forms include in the RFP Package). Failure to do so may result in your solicitation response being rejected as non-responsive.

1.12 PROTECTION OF RESIDENT WORKERS:

The City actively supports the Immigration and Nationality Act (INA) which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification Form (I-9). The contractor shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment

2.1 SPECIFICATIONS:

SECTION II GENERAL CONDITIONS

Any obvious error or omission in the specifications shall not inure to the benefit of the Contractor but shall put the Contractor on notice to inquire of or identify the same to the City.

2.2 GEORGIA OPEN RECORDS ACT:

The responses will become part of the City's official files without any obligation on the City's part. Ownership of all data, materials, and documentation prepared for and submitted to the City in response to a solicitation, regardless of type, shall belong exclusively to the City and will be considered a record prepared, maintained or received in the course of operations of public office or agency and is subject to public inspection in accordance with the Georgia Open Records Act. Official Code of Georgia Annotated, Section 50-18-070, et.Seq. unless otherwise provided by law. The Georgia Open Records Act is applicable to the records of all contractors and subcontractors under contract with the City. This applies to those specific contracts currently in effect and those which have been completed or closed up to three (3) years following completion.

2.3 GEORGIA TRADE SECRET ACT OF 1990:

In the event that a Contractor submits secret information to the City, the information must be clearly labeled as a "Trade Secret". The City will maintain the confidentiality of such trade secrets to the extent provided by law.

2.4 OFFERS TO BE FIRM:

The Contractor warrants that terms and conditions quoted in his offer will be firm for acceptance for a period of ninety (90) days from the date of proposal submittal. Fees quoted must also be firm for a ninety (90) day period.

2.5 COMPLETENESS:

All information required by the request for proposal must be completed and submitted to constitute a proper proposal. The City shall have sole discretion in evaluating qualifications and responses of Contractors. Contractor acknowledges that in performing a contract for the City, Contractor shall not utilize any firms that have been a party to any of the actions listed in paragraph 1.9. If Contractor has engaged any firm to work on this contract or project that is later debarred, Contractor shall sever its relationship with that firm with respect to the contract.

2.6 MULTIPLE PROPOSALS:

No Contractor will be allowed to submit more than one offer. Any alternate proposals must be brought to the Purchasing Agent's attention during the Pre-proposal Conference if one is scheduled, or submitted in writing at least five (5) days preceding the date for submission of proposals.

2.7 PATENT INDEMNITY:

Except as otherwise provided, the successful Contractor agrees to indemnify the City and its officers, agents and employees against liability.

2.8 QUALIFICATION OF BUSINESS (RESPONSIBLE VENDOR):

A responsible Contractor is defined as one who meets all requirements of the RFP. The City has the right to require any or all Contractors to submit documentation of their ability to perform, provide or carry out the service as requested herein and to disqualify the proposal of any Contractor as being unresponsive or un-responsible whenever such Contractor cannot.

2.9 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION:

By submission of this proposal, the Contractor certifies, and in the case of a joint proposal each party thereto as to its own organization, that in connection with this procurement:

A. The prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other Contractor or with any competitor;

B. Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the Contractor and will not knowingly be disclosed by the Contractor prior to opening, directly or indirectly to any other competitor; and;

C. No attempt has been made or will be made by the Contractorto induce any other person or firm to submit or not to submit a proposal for the purpose or restricting competition.

2.10 AWARD OF CONTRACT:

The contract, if awarded, will be awarded to the responsible Contractor whose proposal will be most advantageous to the City, price and other factors considered. The St. Marys City Council will make the determination as to which proposal best serves the interests of the City. Appeal of an award can only be made after the City Council awards a contract.

2.11 INSURANCE PROVISIONS:

The selected Contractor shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be included in the Contractor's fee proposal. Contract work will not proceed unless the City has a current Certificate of Insurance in its possession.

General Information that shall appear on a Certificate of Insurance:

A. Name of Producer (contractor's insurance Broker/Agent).

B. Companies affording coverage (there may be several).

C. Name and address of the Insured.

D. A Summary of all current insurance for the insured (includes effective dates of coverage).

E. A brief description of the operations to be performed, the specific job to be performed, or contract number.

F. Certificate Holder (This is to always include the City).

2.12 LIMITS OF INSURANCE:

Effective coverage shall have the following limits:

A) Commercial General Liability: Provides protection against bodily injury, including death and property damage claims arising from operations of a contractor or tenant. Minimum limits: $1,000,000 bodily injury, including death and property damage each occurrence and $2,000,000 Property Damage, in the aggregate.

B) Worker's Compensation and Employer’s Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the contractor while performing within the scope of duties. Minimum limits: $500,000 for each accident, disease policy limit, and disease each employee and Statutory Worker’s Compensation limit.

C) Business Automobile Liability: Coverage insures against liability claims arising out of the contractor’s use of automobiles. Minimum limit: $1,000,000 combined single limit per accident for bodily injury, property damage, and should be written on an “Any Auto” basis.

D) Umbrella Policy: $5,000,000

2.13 INDEMNIFICATION:

The CONTRACTOR agrees to protect, defend, indemnify, and hold harmless the City of St. Marys, Georgia, its mayor, councilmen, officers, agents, and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons caused by the CONTRACTOR or its subcontractors. The CONTRACTOR'S obligation to protect, defend, indemnify, and hold harmless, as set forth herein above shall include, but not be limited to, any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations. CONTRACTOR further agrees to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and hold harmless City of St. Marys, Georgia, at his sole expense, and agrees to bear all other costs and expenses related thereto, even if such claims, suits, etc., are groundless, false, or fraudulent, including any and all claims or liability for compensation under the Worker's Compensation Act arising out of injuries sustained by any employee of the CONTRACTOR or his subcontractors or anyone directly or indirectly employed by any of them. The CONTRACTOR'S obligation to indemnify the City under this Section shall not be limited in any way by the agreed-upon contract price, or to the scope and amount of coverage provided by any insurance maintained by the CONTRACTOR.

2.14 INTERPRETING SPECIFICATION:

The specifications or project scope contained herein are intended to be descriptive rather than restrictive. The City is soliciting a proposal to provide a complete product or package which meets all requirements. Changes in the scope, specifications, or terms and conditions if the RFP will be made in writing by the City prior to the proposal opening or due date. Results of informal meetings between a potential Contractor and a City official or employee may not be used as a basis for deviations from the requirements contained in this solicitation.

2.15 SIGNED RESPONSE CONSIDERED AN OFFER:

The signed Response shall be considered an offer on the part of the Contractor, which offer shall be deemed accepted upon approval by the St. Marys City Council, or their designee. In case of a default on the part of the Contractor after such acceptance, the City may take such action as it deems appropriate, including legal action for damages or lack of required performance.

2.16 PAYMENT TO CONTRACTORS:

The contractor must submit an invoice at regular intervals, for no more than a 30 day period, to the City’s Finance Department.

A) Contractors will be paid the agreed upon compensation upon satisfactory progress or upon completion of the work as more fully described in the contract document..

B) All invoices received from contractor pursuant to this contract will be reviewed and approved by a city designated representative. Contractor acknowledges that all invoices properly submitted to City will be paid within 45 calendar days of said submission for eligible work under this contract.

C) Upon completion of the work, the Contractor will provide the City with an affidavit certifying all suppliers, persons or businesses employed by the Contractor for the work performed for the City have been paid in full.

D) Contractor shall clearly include the words "final invoice" on contractor's final billing to the City of St. Marys. This statement by contractor shall constitute contractor's certification that all services have been properly and completely performed by contractor and all charges and costs have been properly invoiced to the City. Since this account will thereupon be closed, any and all further charges if not properly included on this final invoice shall be deemed waived by contractor.

E) The City is a tax-exempt entity. Every contractor, vendor, business or person under contract with the City is required by Georgia law to pay State sales or use taxes for products purchased in Georgia or transported into Georgia and sold to the City by contract. Please consult the State of Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta (404) 656-4065 for additional information.

F) Questions regarding payment may be directed to the City’s Finance Department at (912) 510-4040.

Contractor shall furnish and pay the cost of all the necessary materials and shall furnish and pay for all the superintendents, labor, tools, equipment, transportation and perform all other work required for the removal of all disaster debris, as defined herein, in strict accordance with this proposal, and any amendments thereto and such supplemental plans and specifications which may hereafter be approved.

Any contract amendment, change order, or other change or modification must be made in writing and executed by both parties. Such change must be allowable, allocable, within the scope of the grant or cooperative agreement, and must be reasonable for the completion of the project scope.

2.17 CONE OF SILENCE:

Lobbying of Procurement Evaluation Committee members, City employees, and elected officials regarding this product or service solicitation, Request for Proposal (RFP) or contract by any member of a proposer’s staff, or those people employed by any legal entity affiliated with an organization that is responding to the solicitation is strictly prohibited. Negative campaigning through the mass media about the current service delivery is strictly prohibited. Such actions may cause your proposal to be rejected.

In order to conduct this procurement transaction in manner that provides full and open competition and meet the Federal Uniform Guidance Requirements to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statement of work, or invitation for bids or request for proposal must be excluded from competing for this contract.

2.18 CONTRACTOR DEFAULT:

In the event that the contractor or a subcontractor should violate or breach contract terms or conditions, upon discovery of such violation or breach the city will notify the contractor in writing. The contractor or subcontractor shall be entitled to cure the breach within ten (10) days and provide evidence of such cure. If the contractor fails to cure the violation or breach within the ten-day time, the City shall be entitled to all available remedies, including termination of the contract, or the requirement that a subcontractor be dismissed from performing work under the contract. The City of St. Marys shall be entitled to any and all damages permissible by law and the City reserves the right to procure services from other sources.

2.19 BYRD ANTI-LOBBYING AMENDMENT:

Proposer understands that they are required to sign an anti-lobbying certification letter to comply with the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352). This certification applies to contractors subcontractors based on a tiered system. The requires that each tier certifies to the tier above that, it will not and has not used Federal appropriated funds to pay any person or organization for influencing, or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures must be forwarded from tier to tier, up to the City.

2.20 HEALTH AND SAFETY:

A) The proposer understands and acknowledges that the performance of the contract and related agreements resulting from this RFP must comply with 40 U.S.C. § 3702;

B) The proposer understands and acknowledges that the performance of the contract and related agreements resulting from this RFP must comply with 29 C.F.R. Part 5;

C) The proposer understands and acknowledges that the performance of the contract and related agreements resulting from this RFP must comply with the Clean Air Act 42 U.S.C. § 7401, et seq.;

2.21 ENERGY AND RESOURCE EFFICIENCY:

A) The proposer understands and acknowledges that the performance of the contract and related agreements resulting from this RFP must comply with 42 U.S.C. § 6201;

B) In performing the contract resulting from the RFP, the proposer must comply with C.F.R. Part 200, Appendix II, 1JK; 2 C.F.R.§ 200.322; Chapter V,1J7 and make maximum use of products containing recovered materials designated by the United States Environmental Protection Agency (EPA) unless the product cannot be acquired:

i. Competitively within a timeframe providing for compliance with the contract performance schedule;

ii. Meeting contract performance requirements; or

iii. At a reasonable price.

C) EPA has comprehensive guidelines on this provision found at www.epa.gov/cpg. A list of EPA-designated items can be found at www.epa.gov/cpg/products.htm.

2.22 ACCESS TO INFORMATION AND WORK SITES:

A) In addition to complying with the Georgia Open Records Act, the contractor agrees to provide the City of St. Marys or any of their authorized representatives access to any books, documents, papers, and records of the Contractor which are directly pertinent to this contract for the purposes of making audits, examinations, excerpts, and transcriptions. The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed.

B) The contractor shall retain all records pertaining to the contract for three years after the City of St. Marys makes final payments to the contractor, and all other pending matters are closed.

The undersigned Vendor certifies that he/she has carefully read the preceding list of instructions and all other data applicable hereto and made a part of this invitation; and, further certifies that the prices shown in his/her proposal are in accordance with all documents contained in this request for proposal package, and that any exception taken thereto may disqualify his/her proposal.

This is to certify that I, the undersigned Vendor, have read the instructions to Vendor and the General Conditions, and agree to be bound by the provisions of the same.

This day of 2018.

BY: SIGNATURE

PRINTED NAME AND TITLE

COMPANY

ADDRESS

PHONE NO.

SECTION III REQUEST FOR PROPOSAL

3.1 DESCRIPTION AND OBJECTIVES:

The City of St. Marys is seeking proposals from qualified contractors to construct two recreational tennis courts at Civic Park, 400 Herb Bauer Dr., St. Marys GA 31558. The purpose of this project is to provide high-quality, durable, and safe tennis courts for community use.

3.2 PROJECT OVERVIEW:

· Project Name: Construction of Two Recreational Tennis Courts

· Location: Civic Park, 400 Herb Bauer Dr., St. Marys GA 31558

· Project Duration: 100 Days

· Budget: $150,000

3.3 SCOPE OF WORK:

The scope of work includes, but is not limited to:

· Site preparation, including grading and leveling.

· Construction of two standard-size tennis courts with appropriate surfacing and striping.

· Installation of fencing, wind screening, lighting, benches, and drainage systems.

· Provision and installation of tennis nets, posts, and other necessary equipment.

· Landscaping around the courts.

· Compliance with all relevant local, state, and federal regulations.

3.4 PROPOSAL REQUIREMENTS:

Interested contractors should submit a proposal that includes the following:

· Company Information: Name, address, and contact details of the company.

· Experience: A summary of relevant experience, including similar projects completed.

· Project Plan: A detailed project plan outlining the approach, anticipated timeline, and key milestones.

· Budget: A detailed budget breakdown, including all costs associated with the project.

· References: Contact information for at least three references from similar projects.

· Licenses and Insurance: Proof of relevant licenses and insurance coverage.

3.5 EVALUATION CRITERIA:

Proposals will be evaluated using the following criteria and corresponding weight percentages:

· Experience and Qualifications of the Contractor – 25% Demonstrated expertise in similar projects, including qualifications of key personnel and a history of successful tennis court or related construction work.

· Anticipated Timeframe, Quality, and Feasibility of the Project Plan – 25% Realism and detail of the proposed timeline, project approach, quality control measures, and ability to meet the City’s scheduling and performance expectations.

· Cost-Effectiveness of the Proposal – 20% Overall value offered, including breakdown of costs, clarity of pricing, and alignment with project budget constraints.

· References and Past Performance – 15% Feedback from previous clients, success on past projects, and the contractor’s reliability in meeting project goals and timelines.

· Compliance with Proposal Requirements – 15% Completeness and clarity of the submitted proposal, adherence to submission guidelines, and responsiveness to all requested elements.

3.6 SUBMISSION DETAILS:

· Submission Deadline: September 23, 2025, by 2:00 PM (Eastern time).

· Submission Method: Mail or by hand.

· Contact Information: Sarah Lee, Email - slee@stmarysga.gov, Office - 912.510.4045

The response to the request for proposal must be received by the City Purchasing Office no later than 2:00 pm EST, September 23, 2025. Any proposal received after the time and date stipulated will be rejected and returned to the Vendor. The City may, for good and sufficient reason, extend the response deadline, in which case all potential Vendors will receive an addendum setting forth the new date.

3.7 WITHDRAWAL OF PROPOSAL:

Your proposal may be withdrawn by written REQUEST received by the City before the time fixed for receipt of proposals

3.8 ADDITIONAL INFORMATION:

· Site visits can be arranged upon request.

· Questions regarding the RFP must be submitted in writing to Sarah Lee by September 17, 2025, by 5 PM (Eastern time).

3.9 TERMS AND CONDITIONS:

· The City of St. Marys reserves the right to reject any or all proposals.

· All submitted proposals become the property of the City of St. Marys.

· The selected contractor will be required to enter a formal contract with the City of St. Marys.

Each proposal must be submitted in one (1) original and four (4) copies bound to:

City of St. Marys Purchasing Department 418 Osborne Street St. Marys, GA 31558

3.10 COST TO PREPARE RESPONSES:

The City assumes no responsibility or obligation to the Vendors and will make no payment for any costs associated with the preparation or submission of the proposal.

3.11 PHOTOS OF CURRENT COURTS:

Tennis Courts will be removed before construction by the City of St. Marys, Public Works. The area will be cleared before the approved vendor proceeds.

Estimated location of new Tennis Courts.

Old Tennis Courts

STATE OF GEORGIA COUNTY OF CAMDEN

CONSTRUCTION CONTRACT

This CONTRACT made and entered into this day of , by and between the CITY OF ST. MARYS, GEORGIA, a municipal corporation, hereinafter "Owner", and , hereinafter "Contractor", WITNESSETH

That for and in consideration of the mutual covenants, obligations, and agreements contained herein, the sufficiency of which such consideration the parties hereby acknowledge by their execution hereof, it is hereby agreed as follows:

Contractor agrees to provide all labor and materials to construct in a good, workman-like and substantial manner (Describe Project):

Two high-quality, durable, and safe tennis courts with appropriate surfacing and striping as well as tennis nets, posts, and other necessary equipment. Additionally, proper fencing, windscreening, lighting, benches, drainage systems, and landscaping will be provided by the contractor.

Hereinafter called the “Project” upon the property of the Owner, which is generally known as or is located at Civic Park, 400 Bauer Dr. St. Marys GA 31558.

The work, improvements and or Project to be constructed by Contractor is shown, depicted and described on plans and drawings and in the description of materials and specifications which have been initialed by Owner's agent and by such reference and initialing are made a part hereof. In the event of any discrepancy or conflict between the description of materials and specifications and the said plans and drawing(s), the description of materials and specifications shall prevail over said drawing(s).

Construction of

Two

Recreational

Tennis

Courts

Contractor hereby acknowledges and admits that the description of materials, specifications, plans, and drawings are sufficient for their intended use and purpose, and that work can be fully and successfully executed in accordance therewith, without any additional or extra work other than such as is necessarily implied therein, or to be inferred therefrom, upon a fair and liberal construction.

The Owner, without invalidating this Contract, may order extra work, or make changes in writing by altering, adding to or deducting from the work; the Contract sum being adjusted accordingly in one or more of the following ways as agreed upon by the parties hereto in writing before such work is begun:

(a) By estimate and acceptance in a lump sum; or

(b) By unit prices agreed upon; or

(c) By cost and percentage; or

(d) By cost and a fixed fee.

All provisions of this Contract shall apply to any changes, omissions, or extra work in a like manner and to the same extent as to work contracted for, and no changes, omissions or extra work shall annul or invalidate this Contract.

The Owner shall pay the Contractor for the performance called for in this Contract, subject to additions and deductions as agreed upon in writing by the parties, the sum of which is to be paid as follows:

(a) percent thereof on completion of:

(b) percent thereof on completion of:

(c) percent thereof on completion of:

(d) percent thereof on completion of:

(e) The entire balance of the Contract price due hereunder upon completion of the entire job, subject to the addition and deductions provided for herein.

The Contractor shall maintain such insurance as will protect them from claims under the Worker's Compensation Act and protect them and the Owner from claims for damages because of death, bodily injury or property damage which may arise from and during the operations under this Contract and shall furnish Owner evidence of such insurance.

Contractor hereby assumes and shall take all responsibility for the work or Project, shall bear all losses resulting to him on account of the amount or character of the work, or from any unforeseen obstructions or difficulties which may be encountered, or because of site conditions or nature of the land and site in or upon which the work is to be performed is different from what was assumed or expected or on account of the weather, floods, windstorm or other causes.

Contractor shall deliver prior to commencement of performance to Owner, payment and performance bonds pursuant to O.C.G.A. §13-10-1(b), as security for faithful and complete performance, and for payment in full of all claims of all persons performing labor on or furnishing materials to be used in said work or Project.

If at any time there shall be evidence of any lien or claim for which, if established, the Owner may become liable and which is chargeable to Contractor, Owner shall have the right to retain out of any payment then due, or thereafter to become due, an amount sufficient to completely indemnify Owner against such lien or claim. After all payments are made, Contractor shall refund to owner any and all monies that Owner may be compelled to pay in discharging any lien or any such claim(s) made obligatory in consequence of Contractor’s default.

No payment by Owner made under this Contract, shall be construed as an acceptance of defective work or improper materials.

Contractor must comply with and fulfill all requirements of the Owner's Public Works Manual and Specifications, as amended, and in the event of a conflict between the specific plans, drawings and specifications and description of materials and the Owner's Public Works Manual and Specifications, the former shall prevail.

Contractor shall indemnify and save harmless the Owner from all claims, demands, causes of action or suits of whatever nature arising out of the work to be performed by Contractor and its subcontractors under this Contract.

Contractor by his execution hereof hereby acknowledges and agrees that it has examined the drawings, plans, specifications, list of materials and Owner's Public Works Manual and Specifications, as amended, and has examined the work sites to be thoroughly familiar with all requirements of the work to be performed.

If Contractor neglects to do work properly or fails to perform any provision of this Contract, including completing the Project within the specified time, or if Contractor fails to continue and prosecute its work for a period of days, the Owner after 5 days written notice to Contractor, may make good the deficiency and deduct the cost thereof from any remaining payment or payments due the Contractor, without prejudice to any other remedy Owner has, or Owner at its option may terminate the Contract and hold Contractor liable for payments made to that time, take possession of all materials and finish the Project and work by such means as Owner may see fit, and if the unpaid balance of the Contract price exceeds the expense of completing the Project, such excess shall be adjusted between Owner and Contractor but, if such expense exceeds the unpaid balance due to Contractor, Contractor shall be liable for the difference to the Owner.

In the event Contractor becomes bankrupt, or makes an assignment for the benefit of creditors, Owner shall have the right to terminate and cancel this Contract.

The Contractor agrees not to assign this Contract or any amount payable hereunder or to sublet the whole or substantially the whole of this contract, except with prior written consent of the Owner. The Contractor also agrees upon request to disclose to the owner the names of all persons with whom the Contractor has contracted or intends to contract or in connection herein. The Contractor shall keep the premises free from the accumulation of waste materials and rubbish and at the completion of the work shall remove from the premises all rubbish, implements and surplus materials and leaves the area broom clean.

This Contract contains the entire agreement between the parties and there are no collateral oral agreements or understandings. The parties hereby expressly acknowledge that they are not relying upon any representation or promise of the other, or of their respective agents or employees, except as may be expressly set forth herein. No subsequent agreement shall be effective to change, modify or terminate this Contract in whole or in part unless such is in writing and duly signed by the party against whom enforcement of such change, modification or termination is sought.

No delay or failure by a party to exercise any right under this Contract, and no partial or single exercise of that right, shall constitute a waiver of that or any other right, unless otherwise expressly provided herein.

This Contract shall be interpreted and construed in accordance with and governed by the laws of the State of Georgia.

The terms, provisions, obligations, and covenants contained in this Contract shall apply to inure to the benefits of and be binding upon the parties hereto and their respective heirs, assigns, successors in interest, and legal representatives.

Any notice or other document to be provided shall be sufficiently given, provided or served hereunder to or on either party if sent by registered mail addressed as follows:

To Owner, at: 418 Osborne Street, St. Marys, Georgia 31558. To the Contractor at:

This Contract may be executed in two or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument.

NONDISCRIMINATION

The Contractor warrants and represents that all of its employees are treated equally during employment without regard to race, color, religion, physical handicap, sex, age, or national origin. During the performance of this contract, the contractor, for itself, its assignees, and successors in interest (hereinafter referred to as the "Contractor"), agree as follows:

1. Compliance with Regulations

The Contractor shall comply with the Regulations relative to nondiscrimination in federally-assisted programs of the City of St. Marys (hereinafter referred to as City), Title 49, Code of Federal Regulations, part 21, as they may be amended from time to time, (hereinafter referred to as the Regulations), which are herein incorporated by reference and made a part of this contract.

2. Nondiscrimination The Contractor, with regard to the work performed by it during the contract, shall not discriminate on the grounds of race, color, sex, or national origin in the selection and retention of subcontractors, including procurement of materials and leases of equipment. The Contractor shall not participate either directly or indirectly in discrimination prohibited by Section 21.5 of the Regulations, including employment practices when the contract covers a program set forth in Appendix B of the Regulations.

3. Solicitations for Subcontracts, Including Procurement of Materials and Equipment In all solicitations either, by competitive bidding or negotiations made by the Contractor for work to be performed under a subcontract, including procurement of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Contractor of the Contractor's obligations under this contract and the Regulations relative to nondiscrimination on the ground of race, color, sex, or national origin.

4. Information and Reports The Contractor shall provide all information and reports required by the regulations or directives issued pursuant thereto, and shall permit access to its books, records, accounts, other sources of information and its facilities as may be determined by the City to be pertinent to ascertain compliance with such Regulations, orders, and instructions. Where any information required of a contractor is in the exclusive possession of another who fails or refuses to furnish this information, the Contractor shall so certify to the City, as appropriate, and shall set forth what efforts it has made to obtain the information.

5. Sanctions for Noncompliance In the event of the Contractor's noncompliance with the nondiscrimination provisions of this contract, the City shall impose such contract sanctions as it may determine to be appropriate, including, but not limited to:

a. Withholding of payments to the Contractor under the contract until the Contractor complies; and/or

b. Cancellation, termination, or suspension of the contract, in whole or in part.

6. Incorporation of Provisions The Contractor shall include the provisions of paragraphs (1) through (5) in every subcontract, including procurement of materials and leases of equipment, unless exempt by the Regulations, or directives issued pursuant thereto. The Contractor shall take such action with respect to any subcontractor or procurement as the City may direct as a means of enforcing such provisions, including sanctions for noncompliance: Provided, however, that in the event a Contractor becomes involved in, or is threatened with, litigation with a subcontractor or supplier as a result of such direction, the Contractor may request the City enter into such litigation to protect the interests of the state and, in addition, the Contractor may request the United States to enter into such litigation to protect the interests of the United States.

In witness whereof the parties have executed this Contract this day of .

OWNER:

CITY OF ST. MARYS, GEORGIA

By:

(SEAL)

Gregory K. Lockhart, Mayor

Signed, sealed, and delivered in the presence of:

Attest:

Witness Deborah Walker-Reed, City Clerk

Notary Public

CONTRACTOR:

By:

Signed, sealed, and delivered in the presence of:

Attest:

Notary Public

Contractor’s Name:

State Entity’s Name:

City of St. Marys

State Solicitation/ Contract No.:

CONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. §13-10-91, stating affirmatively that the Contractor identified above has registered with and is participating in a federal work authorization program*, in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with the State Entity, Contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. § 13-10-91 on the attached Subcontractor Affidavit. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the State Entity at the time the subcontractor(s) is retained to perform such service.

EEV / E-VerifyTM Company Identification Number

BY: Authorized Officer or Agent Date (Contractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

DAY OF , 20

[NOTARY SEAL]

Notary Public

My Commission Expires:

*any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration…