RFP_GIHP Equine Waste Removal and Shaving Sal.pdf

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REQUEST FOR PROPOSALS

FOR

Georgia International Horse Park Equine Waste Removal, Shaving Sales &

Golf Car Rentals

August 2026

CITY OF CONYERS

1996 Centennial Olympic Parkway, Conyers, GA 30013 770-860-4190

CONTACT: Rebecca Hill, Director rebecca.hill@conyersga.gov

770-860-4188 Direct mailto:rebecca.hill@conyersga.gov

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1. INTRODUCTION:

a. Purpose

The City of Conyers, herein referred to as the City, is seeking Proposals from qualified contractors interested in providing equine waste removal, sale of shavings, hay, and feed, and coordinating golf cart rentals for customers at the Georgia International Horse Park (Park). The intent of the contract is to provide the successful Vendor with an exclusive right to sell shavings, hay, and feed (exhibitors are allowed to bring in shavings, hay, and feed for their own use only) in exchange for stall cleaning and removal of equine waste from the Park.

The initial term of the Contract shall be ten (10) years, commencing January 1, 2027, and expiring December 31, 2036, unless earlier terminated in accordance with the terms of the Agreement.

Recognizing that operating costs, labor expenses, fuel costs, supply costs, and market conditions may change during the term of the Contract, the Contractor may request a pricing adjustment no more frequently than once every two (2) years. Any requested pricing adjustment shall be submitted in writing to the City with supporting documentation demonstrating the basis for the requested adjustment. Approval of any pricing adjustment shall be at the sole discretion of the City and shall not become effective unless approved in writing by the City through a contract amendment executed by both parties.

All respondents to this solicitation are subject to instructions communicated in this document and are cautioned to review the entire document and follow instructions completely. The City reserves the right to modify existing provisions, include additional provisions that are not addressed herein, and reject any or all proposals.

There will be a Mandatory Pre-Proposal Meeting held on August 3, 2026, at 1:00 PM EST at the following location:

Georgia International Horse Park Administration Office 1996 Centennial Olympic Parkway Conyers, GA 30013

The Purpose of this meeting will be to answer any questions regarding the RFP. A site visit of the Georgia International Horse Park will also be conducted as part of this meeting.

Failure to attend the pre-proposal meeting from beginning to end will result in disqualification of proposal response. Please bring a copy of the solicitation documents to the pre-proposal meeting as copies will not be provided to you.

Any questions and/or misunderstandings that may arise from this RFP must be submitted in writing according to the instructions in paragraph 2(a.) below. Answers to questions that materially change the conditions and specifications of this RFP will be issued in an addendum and posted to the City’s website at www.conyersga.com. Any discussions and/or documents will be considered non-binding unless incorporated and issued in an addendum. It is the proposer’s http://www.conyersga.com/

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Background of the Georgia International Horse Park

The Georgia International Horse Park (GIHP) is a premier multi-purpose event facility spanning approximately 1,400 acres. Opened in 1995, the Park gained international recognition as the equestrian venue for the 1996 Centennial Olympic Games, hosting all equestrian competitions, the inaugural Olympic mountain biking events, and portions of the modern pentathlon.

Today, GIHP continues to serve as a regional destination for equestrian competitions, sporting events, festivals, concerts, and community gatherings. The Park hosts an average of 150 events annually, including approximately 60 equine events.

Equestrian facilities include the Grand Prix Stadium, the Charles Walker Covered Arena, ten outdoor arenas, six barns with a total of 560 permanent stalls, and a multi-purpose building capable of accommodating up to 130 temporary stalls.

For stall cleaning and equine waste removal purposes, horse shows are held throughout the year, with the highest concentration occurring between March and November. The number of stalls utilized varies by event, ranging from a limited number of barns to full occupancy of all available stalls.

b. Award Process

The City intends to make a single award to the proposer determined to be the most qualified, responsive, and responsible respondent meeting the requirements of this RFP. In evaluating proposals, the City will consider factors including, but not limited to, relevant experience, demonstrated ability to provide adequate staffing and operational support, references, overall qualifications, and pricing. Award will not necessarily be made to the proposer offering the lowest price; rather, the City reserves the right to award to the proposer whose proposal is determined to provide the best overall value and service to the Georgia International Horse Park. See Exhibit E for the Contractor Questionnaire.

Proposals will be evaluated by a review committee using a two-phase evaluation process. The City of Conyers intends to award the Contract to the proposer whose proposal is determined to provide the best overall value to the City, considering qualifications, experience, operational capability, past performance, and pricing.

Phase One – Administrative Review (Pass/Fail)

Each proposal will be reviewed for responsiveness and completeness. Proposals that fail to include all required forms, certifications, supporting documentation, samples, or other requested information may be deemed non-responsive and eliminated from further consideration. Only proposals determined to be responsive will advance to Phase Two.

Phase Two – Technical Evaluations (100 Points Maximum)

Responsive proposals will be evaluated using the following criteria:

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Criteria Points:

Relevant Experience: 30 Points Staffing Plan and Personnel Qualifications: 20 Points Operational Plan: 20 Points References and Past Performance: 20 Points Pricing Proposal: 10 Points Total: 100 Points Possible

In evaluating proposals, the City may consider the proposer's demonstrated experience with equine facilities and large-scale event operations, the adequacy of staffing and management resources, the quality and feasibility of the operational plan, the proposer's record of past performance and references, and the competitiveness and reasonableness of pricing. Pricing will be considered as part of the evaluation; however, greater emphasis will be placed on qualifications, experience, staffing, operational capability, and past performance.

The City reserves the right to request additional information, conduct interviews, negotiate with the highest-ranked proposer(s), and reject any or all proposals when such action is deemed to be in the best interest of the City.

c. Schedule of Events The following Schedule of Events represents the City’s best estimate of the schedule that will be followed. All times indicated are Eastern Standard Time. The City reserves the right to adjust the schedule as deemed necessary.

Mandatory Pre-Proposal Meeting August 3, 2026 at 1:00PM EST

Written Questions Due August 10, 2026 by 3:00PM EST

Response to Written Questions August 18, 2026

Bid Due Date and Time August 27, 2026 by 3:00PM EST

Notice of Award (NOA) (on or about) September 24, 2026

Implementation Begins January 1, 2027

2. GENERAL INSTRUCTIONS:

a. Submittal of Questions and Requests for Clarification

It is the responsibility of each respondent to examine the entire solicitation document, seek clarification in writing, and review its submittals for accuracy before submitting. Questions about any aspect of the RFP, or the service, shall be submitted in writing (via e-mail) to:

Rebecca Hill, Director, Georgia International Horse Park: Email: rebecca.hill@conyersga.gov

All relevant and significant questions will be answered in writing and issued in an addendum. All addenda, if issued, will be posted to the City’s website at http://www.conyersga.com/businesses/bid-opportunities

b. Insurance Requirements

Bidder must provide evidence of their ability to supply a current Contractor’s Public Liability Insurance Policy, and must be insurable in the following amounts for these services. A statement from the supplier’s insurance carrier must be submitted as Exhibit K - Evidence of Insurability.

Statement shall list the City of Conyers as an additional insured.

mailto:rebecca.hill@conyersga.gov http://www.conyersga.com/businesses/bid-opportunities

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Coverages: Limits of Liability:

Workers’ Compensation Statutory Employers’ Liability $1,000,000.00 Bodily Injury Liability $1,000,000.00 each occurrence except Automobile $1,000,000.00 aggregate Property Damage Liability $1,000,000.00 each occurrence except Automobile $1,000,000.00 aggregate Personal & Advertising Injury Limit $1,000,000.00 Products / Completed Ops. $2,000,000.00 aggregate Automobile Bodily Injury $1,000,000.00 each person Liability $1,000,000.00 each occurrence Automobile Property Damage $1,000,000.00 each occurrence Liability Professional Liability/General Liability $1,000,000.00

All insurance shall be provided by an insurer(s) acceptable to the City, and shall provide for thirty (30) days prior notice of cancellation to the City. Upon contract award, Contractor shall deliver to the City a certificate or policy of insurance evidencing Contractor’s compliance with this paragraph. Contractor shall abide by all terms and conditions of the insurance and shall do nothing to impair or invalidate the coverage.

The City of Conyers, GA shall be named as Additional Insured under any General Liability, Business Auto and Umbrella Policies.

c. Statement of Agreement

With submission of a Proposal, the Proposer agrees that he/she has carefully examined the solicitation, and the Proposer agrees that it is the Proposer's responsibility to request clarification on any issues in any section of the solicitation with which the Bidder disagrees or needs clarified.

The Proposer also understands that failure to mention these items in the Bid will be interpreted to mean that the Proposer is in full agreement with the terms, conditions, specifications and requirements in the therein. With submission of a Bid, the Proposer hereby certifies: (a) that this Bid is genuine and is not made in the interest or on behalf of any undisclosed person, firm, or corporation; (b) that Proposer has not directly or indirectly included or solicited any other Proposer to put in a false or insincere Bid; (c) that Proposer has not solicited or induced any person, firm, or corporation to refrain from sending a Bid.

d. Georgia Open Records Act and Trade Secrets

All Proposers should obtain and thoroughly familiarize themselves with the Georgia Open Records Act (O.C.G.A. §50-18-70, et seq.) and the Georgia Open Meetings Act (O.C.G.A. §50- 14-1, et seq.) (collectively, the “Open Government Laws”) applicable to the issues of confidentiality and public information. The City will not advise a Proposer as to the nature or content of documents entitled to protection from disclosure under the Open Government Laws, as to whether or to what extent documents submitted with their Proposal are or may be exempt from the Open Government Laws, as to the interpretation of such laws, or as to the definition of “proprietary”. Each Proposer shall be solely responsible for determining the application and requirements of Open Government Laws. All written correspondence, exhibits, photographs, reports, printed material, tapes, electronic discs, and other graphic and visual aids submitted to the City during this procurement process are the property of the City, may not be returned to the submitting parties, and are subject to the Open Government Laws.

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Georgia law also recognizes a protection from public disclosure for information which is determined to be a “trade secret”. Each Proposer shall be responsible for complying with O.C.G.A. §50-18-72(a)(34) regarding “trade secrets,” and/or determining which is otherwise exempt from disclosure under O.C.G.A. §50-18-72 or any other applicable law. In addition, and as it relates to “trade secrets,” any Proposer submitting and wishing to keep records containing trade secrets confidential shall submit and attach to all such records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 of the Code. Proposers are advised that the designation of “proprietary” or “trade secret” with respect to any documents or other information submitted shall not be binding on the City or determinative of any issue relating to confidentiality. Further, blanket “proprietary” or “trade secret” designations by a Proposer shall be considered non-responsive. In no event shall the City or any of its agents, elected officials, representatives, consultants, directors, officers or employees be liable to a Proposer or Proposer team member for the disclosure of all or a portion of a Proposal response submitted under this RFP.

If the City receives a request for public disclosure of all or any portion of the materials identified as confidential (that is, materials which are proprietary or include an asserted trade secret) in a Proposal, the City will endeavor to notify the applicable Proposer of the request; but in all cases, the City will follow the requirements placed upon it under the Open Government Laws and any other applicable local, state, or federal law. The Proposer may seek, at its own cost and expense, a protective order, injunction or other appropriate remedy. If the City determines in good faith that the materials identified as “proprietary” or as a “trade secret” are not exempt from the Open Government Laws, unless otherwise ordered by a court of competent jurisdiction, the City will release the requested information. By submitting documents to the City, each Proposer agrees and affirms that the City shall have the unqualified right to make the final determination regarding whether the requested information is to be disclosed or withheld.

It should be noted that, other than private financial information and the Acquisition Price Proposal, submission contents will not be deemed proprietary information or trade secret protected.

The City accepts no financial responsibility for costs incurred by any Proposer in responding to this RFP. By responding to this RFP, the Proposer agrees to hold the City harmless in connection with the release of any information contained in its Proposal.

e. Bid Submission & Instructions

To be considered, all Proposals must be submitted in the manner set forth in this solicitation. It is the Bidder's responsibility to ensure that Bids arrive on or before the specified time. No Bids will be accepted after the time set for receipt. Bids submitted via facsimile or e-mail will be rejected. The City reserves the right to reject any and all submittals, and to cancel the solicitation in its entirety and possibly reissue a revised solicitation for any reason.

Two (2) Bid packages (one original and one copy) must be submitted in a sealed envelope, box or package labeled as follows:

"SEALED PROPOSAL"

RFP: Equine Waste Removal, Shavings Sales, and Golf Car Rentals

Name of Firm Address of Firm

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Proposals must be physically received by the City prior to the deadline indicated in Section 1c. - Schedule of Events at the exact address listed below via Hand Delivery or postal carrier. Emailed or faxed bids will not be accepted.

Administration Office 1996 Centennial Olympic Parkway

Conyers, GA 30013

PROPOSAL EXHIBITS:

a. Proposal Response Documents:

The following list of Exhibits apply to this solicitation and must be returned with Proposal package, with the exception of Exhibit A. Failure to complete and submit the required Exhibits with Proposal will result in disqualification of Proposal response:

Exhibit A Scope of Work & Technical Details Exhibit B Questions on Procedures Exhibit C Shavings Samples (provided by Contractor) Exhibit D Bid Proposal Exhibit E Contractor Questionnaire Exhibit F Organizational Chart and Proposed Personnel Exhibit G Contractor E-Verify Affidavit under O.C.G.A. § 13-10-91(b)(1) Exhibit H Affidavit Verifying Benefit for City Public Benefit Application Exhibit I Business License (provided by Contractor) Exhibit J Evidence of Insurability (provided by Contractor) Exhibit K Tax Compliance Form (W-9 provided by Contractor) Exhibit L Sample Contract Agreement

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EXHIBIT A

Scope of Work and Technical Details

(Page 1 of 2)

1. Overview:

The City of Conyers is soliciting proposals from qualified vendors to provide equine support services at the Georgia International Horse Park (GIHP).

2. Description:

The selected Contractor shall furnish all labor, supervision, equipment, materials, transportation, and other resources necessary to provide stall cleaning, manure removal and disposal, wood shavings sales and delivery, feed and hay sales and delivery, and golf cart rental services in support of equestrian events held at the Horse Park. Services shall be provided in a professional, safe, and efficient manner to ensure a high level of customer service for exhibitors, event organizers, and guests.

3. Scope of Work

The Contractor shall provide the following services in support of equestrian events at the Georgia International Horse Park. The Contractor shall propose pricing for all services identified in this RFP. Proposed pricing will be evaluated as part of the overall best-value determination and shall be subject to negotiation prior to contract award:

1. Sell, including pre-orders and on-site sales during equestrian events, medium blend wood shavings to exhibitors.

2. Sell, including pre-orders and on-site sales during equestrian events, easy sift wood shavings to exhibitors.

3. Sell, including pre-orders and on-site sales during equestrian events.

4. Sell feed and hay to exhibitors, including pre-orders and on-site sales during equestrian events, and deliver such feed and hay to stalls at a price.

5. Purchase, maintain inventory of, and deliver wood shavings to stalls as requested by exhibitors and event management.

6. Clean and remove all shavings, manure, hay, and related waste from stalls during and upon completion of equestrian events.

7. Sweep, vacuum, blow, and otherwise maintain the cleanliness of barn aisles, common areas, and areas surrounding stalls throughout equestrian events.

8. Collect and dispose of manure in designated manure pits located at the Horse Park and maintain such pits in a clean and orderly condition throughout all events.

9. Remove and properly dispose of manure and related waste from Horse Park property at a Contractor-procured disposal site. Manure pits shall be emptied on the same day they reach capacity, or the following day in limited circumstances approved by Horse Park management.

10. Coordinate, manage, and provide golf cart rental services to exhibitors and event participants at a rental rate.

11. Provide an On-Site Manager who shall be present at the Horse Park no less than twenty-four (24) hours prior to the start of each equestrian event and remain available through at least the day following the conclusion of the event.

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Scope of Work and Technical Details

(Page 2 of 2)

12. Report any damage caused by Contractor personnel to Horse Park property or exhibitor property to the Director of the Horse Park or his/her designee within two (2) hours of discovery, or by the opening of business on the following business day if the damage occurs after normal business hours.

13. Take all reasonable measures to ensure that exhibitors, event organizers, and Horse Park guests are not inconvenienced by the Contractor's operations or the performance of these services.

14. Furnish all labor, supervision, equipment, vehicles, tools, supplies, materials, permits, and other resources necessary to perform the services described herein in a safe, professional, and efficient manner.

Payment

Owner agrees to pay Contractor for the services at an agreed-upon rate per night per stalled horse. Within thirty (30) days after the completion of the Services with respect to any equestrian event at the GIHP, Contractor shall provide to Owner for Owner’s review an invoice that includes a detailed description of the completed Services and calculation of the payment due.

Owner will have twenty (20) calendar days from receipt of the invoice to dispute any charges, and any necessary revisions or negotiations will be handled promptly by both parties. In the event that the parties cannot agree on any necessary revisions or negotiations, then either party may commence with litigation in the state courts of Rockdale County.

Once Owner and Contractor have agreed upon the invoiced amount, or in the event the Owner has failed to dispute the invoiced charges within twenty (20) calendar days of their receipt of same, then the Owner will pay the Contractor in full within an additional ten (10) calendar days.

Contractor agrees that Owner shall have the right, upon reasonable prior notice to Contractor, to review, inspect and copy any and all files or records of Contractor related to the Services and to the performance of Contractor’s obligations under this Agreement.

4. Facility Use Requirements

The successful Contractor will be provided the opportunity to lease designated space at the

Georgia International Horse Park for administrative functions, storage and operations associated with the contract. The Contractor shall be responsible for all costs associated with the leased premises, including but not limited to rent, internet service, telephone service, janitorial services and any other operating expenses unless agreed upon in writing by the City.

The terms of the facility lease shall be negotiated and incorporated into the final agreement.

The Current monthly rental rate is $250 per month, and the internet cost is $1,000 per year.

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EXHIBIT B

Questions on Procedures

(Page 1 of 4)

(PLEASE ATTACH SEPARATE SHEETS AS

NECESSARY)

A. Are you able to comply with the requirements listed in this RFP, Exhibit A, Scope of Work? If not, please explain in detail.

☐ Yes ☐ No

If no, explain:

B. Describe the process that will be used to remove the shavings and equine waste from the stalls. Include timing and personnel required.

Response:

C. Describe the process that will be used to remove the shavings and equine waste from the

Park. Include timing and personnel required.

Response:

D. Do you plan to make any improvements to the premises to make removal more efficient? If so, please describe in detail. Any improvements must be approved in writing by Park management.

If yes, describe:

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(Page 2 of 4)

E. Describe the process used to sell shavings. Be specific in your explanation and include personnel required and the source of the shavings.

Response:

G. Describe the process used to deliver shavings (timing and personnel).

H. Describe the process used to sell hay and feed (personnel and source).

I. Describe the types of hay and feed that will be sold.

J. Do you plan to make improvements to the premises for shavings delivery? (Must be approved.)

K. Describe the process used to rent golf carts (personnel and source).

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(Page 3 of 4)

L. Do you plan any other improvements to premises? (Must be approved.)

M. What will be the cost to the Park for equine waste removal, including stall cleaning?

Amount:

$______________ per stall per ______________

N. What will be the price of medium blend shavings to promoters/exhibitors? (subject to approval)

Price:

$________________ per bag

O. What will be the price of easy sift shavings to promoters/exhibitors? (subject to approval)

$________________ per bag

P. What will be the price of hay and feed to promoters/exhibitors?

$________________ above market value

Q. List any other costs to the Park for services required in this RFP.

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(Page 4 of 4)

R. What will be the price of golf cart rentals?

$________________ per day

S. If awarded the contract, what is your company’s transition plan to assume operations on

January 1, 2027 without disruption to scheduled events?

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EXHIBIT C

Shavings Samples

(provided by contractor)

To assist the City in evaluating product quality, each Proposer shall submit a sample medium blend and easy sift shavings proposed for sale at the Georgia International Horse Park.

Samples shall be provided in sealed pint-sized bags clearly labeled with the product name, manufacturer, and type of shavings.

Samples shall be delivered with the Proposal submission and will be evaluated as part of the overall Proposal review process.

Failure to provide the required samples may result in the Proposal being deemed non-responsive.

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EXHIBIT D

Bid Proposal

(Page 1 of 2)

PROPOSAL OF _______________________________________ (hereinafter called

"Proposer"), organized and existing under the laws of the State of

_________________________, *an individual, corporation, limited liability company, partnership, or other legal entity doing business as

TO: CITY OF CONYERS

(Hereinafter called "City")

Ladies and Gentlemen:

The Proposer, in compliance with the Request for Proposals (RFP) for Equine Waste Removal, Stall Cleaning, Shavings Sales, Feed and Hay Sales, and Golf Cart Rental Services at the

Georgia International Horse Park, hereby proposes to furnish all labor, supervision, equipment, materials, transportation, and services necessary to perform the work described in the RFP and

Scope of Work.

Having carefully examined the Request for Proposals, Scope of Work, contract requirements, and all other documents pertaining to this solicitation, and being familiar with the conditions under which the services are to be performed, the Proposer agrees to enter into a contract with the City of Conyers and provide the services described therein in accordance with the terms, conditions, and pricing contained in its Proposal.

The Proposer acknowledges that all costs associated with providing the requested services, including any work, materials, equipment, supplies, transportation, supervision, permits, licenses, insurance, and incidentals necessary to fully perform the contract, shall be deemed included in the Proposal submitted.

The Proposer further agrees that, if selected, it will execute the contract and commence services in accordance with the schedule established by the City and will provide the services throughout the term of the contract in a professional, safe, and efficient manner.

The Proposer assumes responsibility for acknowledging all addenda issued by the City prior to submission of this Proposal. Failure to acknowledge receipt of all addenda may result in the

Proposal being deemed non-responsive. The Proposer hereby acknowledges receipt of the following addenda:

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Bid Proposal

Proposal of _______________________________________ (hereinafter called "proposer"), a contractor organized and existing under the laws of the State of _________________________, *an individual, a corporation, a partnership doing business as___________________________.

This the day of , 20 .

In Testimony whereof I have set my hand and seal the day above written.

Contractor: ____________________________________

Signed, Sealed, and Delivered In the Presence of:

Signed: ________________________________________ (L.S.)

Name: _________________________________________

Address: _______________________________________

City, State, Zip: __________________________________ Notary Public Fed/SS#:_______________________________________

Phone: ________________________________________

Fax: ___________________________________________

Email: _________________________________________

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EXHIBIT E

Contractor Questionnaire

(Page 1 of 4)

Project Name: Equine Waste Removal, Shavings Sales, and Golf Car Rentals

Date:

(PLEASE ATTACH SEPARATE SHEETS AS

NECESSARY)

***ALL QUESTIONS MUST BE ANSWERED THOROUGHLY BY THE BIDDER. DO NOT

LEAVE ANY QUESTION BLANK. MARK N/A IF NOT APPLICABLE. FAILURE TO

THOROUGHLY ANSWER ALL QUESTIONS MAY RESULT IN DISQUALIFICATION OF

THE BIDDER. ***

A. CONTACT INFORMATION

1. Contractor Name:____________________________________________

2. Point of Contact:

• Name: ____________________________________________

• Phone Number:_____________________________________

• Email:_____________________________________________

• Website:___________________________________________

B. GENERAL INFORMATION

1. How many years has your organization been in business?

2. State the exact and complete name under which you do business.

3. State the exact and complete address of facility where service will be provided from.

4. How many years has your organization been in business under its present name?

5. Under what other or former names has your organization operated under?

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(Page 2 of 4)

C. EXPERIENCE

1. Briefly describe the nature and contract value of projects typically executed by your organization.

2. Provide at least three (3) project and references familiar with your business and services in the past five (5) years. Preference should be given to county/state/federal projects. References should not be a current employee or subcontractor that will be utilized by your firm.

Project / Reference #1

a. Organization/Agency Name:

b. Description of Services Provided:

c. Contact Person/Title:

d. Phone Number:

Project / Reference #2

e. Organization/Agency Name:

f. Description of Services Provided:

g. Contact Person/Title:

h. Phone Number:

Project / Reference #3

i. Organization/Agency Name:

j. Description of Services Provided:

k. Contact Person/Title:

l. Phone Number:

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(Page 3 of 4)

D. PERFORMANCE AND COMMITMENTS

1. Has your organization ever failed to complete work or services awarded to you? If so, where, when, and why? Attach additional sheets as necessary.

2. Have you ever been involved in litigation regarding work awarded to you as a prime Contractor or Subcontractor? Attach additional sheets as necessary.

E. Provide a list of all equipment proposed for use under this contract:

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(Page 4 of 4)

F. OTHER INFORMATION

Please list below any additional information that you believe would assist the City in evaluating the possibility of awarding this Contract to you.

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EXHIBIT F

Organizational Chart and Proposed Personnel

(Page 1 of 2)

Proposers shall provide a detailed description of their staffing and management approach for providing services at the Georgia International Horse Park. At a minimum, responses shall address the following:

(PLEASE ATTACH SEPARATE SHEETS AS

NECESSARY)

1. Describe your proposed staffing plan, including the number of employees that will be assigned to the Georgia International Horse Park and their roles and responsibilities.

2. Identify the proposed On-Site Manager and provide a summary of his or her relevant experience, qualifications, and responsibilities.

3. Describe your plan for providing adequate staffing during peak event periods, including weekends, holidays, and large multi-day events.

4. Describe your contingency plan for employee absences, emergencies, equipment failures, supply shortages, or unusually high service demands.

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Organizational Chart and Proposed Personnel

5. Describe any training programs, safety procedures, or quality control measures utilized by your company to ensure consistent and professional service delivery.

6. Provide an organizational chart that identifies the management structure and lines of authority for personnel who will be involved in providing services under this contract. The organizational chart shall clearly identify key management personnel, the proposed On- Site Manager, supervisory staff, and operational personnel who will support the Georgia International Horse Park account.

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Contractor E-Verify Affidavit under O.C.G.A. § 13-10-91(b)(1)

Physical performance of services: Any physical labor and/or any services totaling over $2499.99 in value

Contract: Any agreement in which payment for labor and/or services will be made (verbal, written or PO)

Contractors must be registered with and use the E-Verify program. If you have not registered, you can find the information at www.uscis.gov (click on E-Verify Homepage, see start here direction.)

It is the responsibility of the Contractor to obtain additional E-Verify Affidavits on every Sub-Contractor for this project.

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of the City of Conyers has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b).

Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Project Name: ______________________________Date of Project: _______________________________

Legal Name of Contractor: _______________________________________________________________________

Address: ____________________________________City: ________________State: ________Zip Code: ________

Federal Work Authorization User Identification Number (E-Verify Number): _______________ (4-6 digit numeric #)

Date of Authorization: __________________

I have no employees and do not intend to hire any employees. I will provide a photo copy of my State DL or State ID Driver’s License Number: _____________________________

My state does not require the use of the E-Verify program.

The undersigned contractor agrees to comply with the federal work authorization program (E-Verify) during any contract entered into with the City of Conyers from this date forward. If the contractors

E-Verify status changes at any time, the contractor shall notify the City of Conyers in writing prior to entering into any new contract or bid.

I hereby declare under penalty of perjury that the foregoing is true and correct

Signature of Authorized Officer/Agent Date Printed Name and Title of Authorized Officer/Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ______ DAY OF ______________,20_____

Executed in ________________________ (City), ______________________ (State)

NOTARY PUBLIC Signature My Commission Expires

EXHIBIT G

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By executing this affidavit under oath, as an applicant for a City of Conyers, Georgia Business License or Occupation Tax Certificate, Alcohol License, Taxi Permit or other public benefit as referenced in O.C.G.A. Section 50-36-1, I am stating the following with respect to my application for a City of Conyers, Georgia Business License or Georgia Occupational Tax Certificate, Alcohol License, Taxi Permit or other public benefit (circle one) for [Name of natural person applying on behalf of individual, business, corporation, partnership, or other private entity.]

1) _________ I am a United States citizen.

OR

2) _________I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality Act 18 years of age or older and lawfully present in the United States. * In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section 16-10-20 of the Official Code of Georgia.

Signature of applicant Date

Printed name

Alien registration number for non-citizens

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

______DAY OF ______________, 20___.

Notary Public

My Commission Expires:

*Note: O.C.G.A. § 50-36-1(e)(2) requires that aliens under the federal Immigration and Nationality Act, Title 8 U.S.C., as amended, provide their alien registration number. Because legal permanent residents are included in the federal definition of “alien”, legal permanent residents must also provide their alien registration number. Qualified aliens that do not have an alien registration number may supply another identifying number below:

EXHIBIT H

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If Item 2 on the previous page is checked you must provide one of the following documents in addition to the Alien Registration Number.

1-327 (Reentry Permit)

1-551 (Permanent Resident Card)

1-571 (Refugee Travel Document)

1-766 (Employment Authorization Card)

Certificate of Citizenship

Naturalization Certificate

Machine Readable Immigrant Visa (with Temporary 1-551 language)

Temporary 1-551 Stamp (on passport or 1-94)

1-94 (Arrival/Departure Record)

Unexpired Foreign Passport

1-20 (Certificate of Eligibility for Nonimmigrant (F-1) Student Status)

DS2019 (Certificate of Eligibility for Exchange Visitor (J-1) Status)

Other —Give copy of other qualified document

In addition to the above documents you must complete the following:

Date of Birth _________________This is required by the U.S. Citizenship and Immigration Services.

EXHIBIT H

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EXHIBIT I

BUSINESS LICENSE

(Provided by Contractor)

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EXHIBIT J

EVIDENCE OF INSURABILITY

(Provided by Contractor)

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EXHIBIT K

TAX COMPLIANCE FORM

(W-9 Form Provided by Contractor)

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EXHIBIT L

Sample Contract Agreement

THIS INDEPENDENT CONTRACTOR AGREEMENT (this “Agreement”) is made as of the _____ day of ________________, by and between the CITY OF CONYERS, a municipal corporation chartered and existing under the laws of the State of Georgia

(hereinafter referred to as “Owner”), and _______________________ a corporation chartered and existing under the laws of the State of _______________________

(hereinafter referred to as “Contractor”).

Background Statement

A. Owner is the owner of the Georgia International Horse Park, located in

Conyers, Rockdale County, Georgia (hereinafter referred to as the “Horse Park”); and

B. Contractor desires to provide the Services to Owner with respect to the

Horse Park, as described herein, and Owner desires to engage Contractor to perform the same.

Statement of Agreement

NOW, THEREFORE in consideration of the mutual covenants and promises contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows;

1. Services. Contractor agrees to perform for Owner, in a timely, first class, professional, lien-free manner and with a high degree of care, consistent with industry standards in equestrian facilities most similar to the Horse Park, the services set forth in the “Statement of Work” section of Exhibit A attached hereto and incorporated by reference as if fully set forth herein. Such services are hereinafter collectively referred to as the “Services”. Contractor shall not perform any services other than the Services, unless this Agreement is amended as hereinafter provided. During the term of this Agreement, Contractor shall have the exclusive right to perform the Services in the Horse Park.

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2. Payment. Owner shall pay Contractor for the Services in accordance with the “Payment” section of in Exhibit A attached hereto and made a part hereof by reference.

3. Independent Contractor.

a) Contractor is an independent contractor and is not an employee of Owner.

Owner hereby contracts with Contractor for provision of the Services, and Contractor agrees to perform the Services in accordance with the terms of this Agreement. Contractor hereby confirms to Owner that Owner will not be required to furnish or provide any training to Contractor or to any employees of Contractor to enable Contractor to perform the Services. Owner shall not be required to hire, supervise, or pay any assistant to help Contractor perform the Services.

Contractor shall be responsible for providing all personnel, materials and equipment used in providing the Services. Notwithstanding the foregoing, Owner shall provide to Contractor an area within the Horse Park for storage of trailers and other equipment related to the performance of the Services by Contractor, and Owner shall provide to Contractor an area within the Horse Park in which Contractor will locate its office. Contractor will be responsible for establishing and paying for telephone service and internet to such office, and Owner will be responsible for establishing and paying for electrical service to such office. In the alternative, Contractor may sign a separate Facility Rental Agreement to lease a facility at the Horse Park to be used as an office.

b) Owner shall provide to Contractor an area within the Horse Park for storage of an above-ground manually-operated gasoline storage tank. Said tank shall be located in the facility maintenance area of the Horse Park. It is hereby agreed and acknowledged that the provision, maintenance and repair of said tank shall be solely the responsibility of Contractor.

c) Contractor shall be allowed to utilize Owner’s gasoline or diesel, if available, when needed. The cost of such gasoline or diesel shall be reimbursed to Owner by Contractor at the price most recently paid by Owner. Owner shall invoice Contractor for actual fuel usage.

d) Owner and Contractor agree that no more than one trailer located within the Horse Park may be used as a temporary residence by Contractor’s employees immediately before and/or immediately after an equine event in which early morning and/or late night services are required from Contractor. In the event that a temporary residence for Contractor’s employees is requested by Contractor, such request shall be presented in writing and agreed to in writing by Owner for a time period mutually agreed upon for each event by Owner and Contractor. It is expressly agreed that the indemnification provisions set forth in Paragraph 7 of this

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Agreement shall be applicable to any claim, demand, cause of action, actions, judgments, judicial or administrative investigation or proceeding or other liability arising from the temporary use of trailers as residences.

e) Inasmuch as Owner and Contractor are parties independent of one another, neither Owner nor Contractor has the authority to bind the other to any third person or otherwise to act in any way as the representative of the other, unless otherwise expressly agreed to in writing signed by both parties hereto. Contractor agrees not to represent itself as Owner’s agent for any purpose to any party or to allow any employee of Contractor to do so, unless specifically authorized, in advance and in writing to do so, and then only for the limited purpose specifically stated in such written authorization. Contractor shall assume full liability for any contracts or agreements Contractor enters into on behalf of Owner without the express knowledge and prior written consent of Owner.

f) Contractor may install a storage building in an area designated by Owner at Contractor’s expense. It is hereby agreed and acknowledged that the location, as well as the method of construction of the storage building, shall be approved by Owner. It is further agreed and understood that, once constructed, the storage building shall be considered to be the property of the Horse Park and the Owner.

4. Employees. Contractor agrees to employ such personnel as are sufficient to perform all the Services in accordance with this Agreement, including, but not limited to, a full time on-site manager.

5. Term. The initial term of this Agreement (the Initial Term) shall be for the ten

(10) years, which shall commence on January 1, 2027, and shall end on December 31, 2036, subject to earlier expiration or termination as provided in this Agreement. The Owner shall have the unilateral right to extend the Initial Term for an additional (5) years (hereinafter “Additional Term”) under these same terms and conditions. If Owner elects to enter into the Additional Term, then Owner shall give Contractor written notice of Owner’s intent to exercise its option to enter into the Additional Term at least six (6) months prior to the expiration of the Initial Term.

The parties acknowledge that operating costs associated with the Services, including labor, fuel, equipment, disposal fees, inventory costs, and other market-driven expenses, may change during the Term. Accordingly, beginning January 1, 2029, and every two (2) years thereafter, Contractor may submit a written request for adjustment of the pricing and rates established under this Agreement.

Any request for a pricing adjustment shall be submitted to Owner no less than ninety (90) days prior to the proposed effective date and shall include documentation supporting the requested adjustment. Owner shall review the

32 | P a g e request and may approve, deny, or negotiate the proposed adjustment in its sole discretion. No pricing adjustment shall become effective unless approved in writing by Owner and memorialized through a written amendment executed by both parties.

Except as modified by an approved written amendment, all terms, conditions, and pricing contained in this Agreement shall remain in full force and effect throughout the Term.

6. Warranties and Covenants. Contractor warrants and covenants that in performing the Services:

a) Contractor’s work product will strictly comply with the descriptions and representations of the Services (including performance, capabilities, accuracy, completeness, characteristics, specifications, standards, functions and requirements) that appear herein and in Exhibit A, and Contractor and any employees of Contractor will perform the Services in a timely, first class, professional, lien-free manner and with a high degree of care, consistent with industry standards in equestrian facilities most similar to the Horse Park.

b) Contractor will screen all employees performing the Services to ensure that each employee is fully qualified to perform the Services, and if required by law or ordinance, is validly licensed and/or has obtained all requisite permits to perform such Services for Owner. Contractor will provide a drug-free workplace for all such employees throughout the term of this Agreement.

c) Contractor agrees that it will not, during the term of this Agreement, and for the twelve (12) months following any expiration or termination of this Agreement, directly or indirectly, through one or more intermediaries or otherwise, solicit, direct or appropriate, or attempt to solicit, direct or appropriate any person or entity which is at the time a contractor, lessee, licensee, concessionaire or customer of Owner with which Owner or an affiliate of Owner has an existing business relationship.

Contractor’s obligations under this subsection (c) will survive the expiration or termination of this Agreement by either party for any reason.

d) Contractor agrees that during the term of this Agreement, and for the twelve (12) months following any expiration or termination of this Agreement, it will not engage in any business activity that competes with any business activity of Owner or any affiliate of Owner. Contractor’s obligations under this subsection (d) will survive

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e) Contractor is a corporation duly formed and validly existing under the laws of the State of __________________. Contractor has already registered as a foreign corporation with the Georgia Secretary of State. Contractor agrees to maintain its status as a corporation in good standing with both the Georgia Secretary of State and the ____________ Secretary of State throughout the term of this Agreement.

f) The person(s) executing this Agreement on behalf of Contractor have been duly authorized to do so.

7. Indemnification.

a) Contractor hereby agrees to protect, defend, indemnify and to hold harmless the Owner, the Horse Park, the Mayor and Council members, Owner’s officers, agents, and employees, their successors and assigns, and all other related persons, firms, corporations, associations or partnerships (each of the foregoing being hereinafter individually referred to as “Indemnified Party”) against all claims, demands, causes of action, actions, judgments, judicial or administrative investigation or proceeding or other liability, including but not limited to attorneys’ fees and costs arising out of, resulting from or in connection with Contractor’s performance of or default under this Agreement. Notwithstanding the generality of the foregoing, Contractor specifically agrees that it shall indemnify and hold the Indemnified Parties harmless from any liability for payment of Contractor’s employees, agents and servants.

b) Contractor agrees said indemnification expressly includes any and all claims, damages, causes of action, actions, judgments, judicial or administrative investigation or proceeding or other liability, including, but not limited to, attorneys’ fees and costs resulting out of, resulting from or in connection with Contractor’s location and maintenance of an above-ground gasoline storage tank on the premises of the Horse Park as further described in Paragraph 3(b) of this Agreement.

c) Contractor’s obligation to protect, indemnify and hold harmless, as set forth herein-above, shall include 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…