RFP No_ 1002_2025 GICC External Digital Displ.pdf

REQUEST FOR PROPOSAL (RFP) – 1002-2025

Proposals Due by 3:00 P.M. Friday, April 4th, 2025

Lindell Y. Miller, CPPO, MBA, Purchasing Department 3667 Main Street College Park, Georgia 30337

GEORGIA INTERNATIONAL CONVENTION CENTER (GICC)

DIGITAL DISPLAY EXTERNAL INFORMATION SYSTEM

Dear Vendor:

I thank you for your interest in doing business with the City of College Park. We look forward to a very successful procurement process. Please take notice of the response submittal requirements and the l certification checklist outlined in this solicitation. Please be sure to read and follow the instructions very carefully, as any misinterpretation or failure to comply with instructions may result in dismissal of your submittal. Any changes(s) to this solicitation will be conveyed through the written addenda process. In addition, notification of addenda are posted on the City's website, which is located at Bid Posting(s) - City of College Park (collegeparkga.com) and the Georgia

Procurement Registry website https://ssl.doas.state.ga.us/PRSapp/PR index.jsp.

Please read carefully and follow all instructions provided in the addendum, as well as the instructions provided in the original solicitation. It is solely the vendor's responsibility to routinely check the City's website at Bid Posting(s) - City of College Park (collegeparkga.com) and

The Georgia Procurement Registry website https://ssl.doas.state.ga.us/PRSapp/PR_index.jsp for any changing information prior to their reply.

One of the objectives of the Purchasing Department is to provide quality and efficient service. If you have any questions, please visit our website or contact the agent of concern. The staff of the

City of College Park strives to provide excellent service "while purchasing best for less with the highest level of transparency, efficiency and integrity".

Again, thank you in advance for your continued interest in doing business with the City of College Park.

https://www.collegeparkga.com/departments/purchasing_department/bid_posting_s_ https://ssl.doas.state.ga.us/PRSapp/PR_index.jsp

City of College Park Purchasing Department City of College Park 3667 Main Street

College Park, Georgia 30337

REQUEST FOR PROPOSAL (RFP) NO.1002-2025

GICC External Digital Display

Table of Contents

PURPOSE

PROPOSAL DUE DATE

CONTACT PERSON AND INQUIRIES

RFP SCHEDULE OF EVENTS

CLARIFICATION & ADDENDA

SUBMISSION REQUIREMENTS

OVERVIEW PROPOSAL REQUIREMENTS 40

PROPOSAL EVALUATION

BID FORM …………………………………….

EXHIBIT I (DETAILED SCOPE OF SERVICES)

EXHIBIT II (REFERENCE VERIFICATION FORM

EXHIBIT III – REQUIRED CERTIFICATIONS/ATTACHMENTS FORM

FORM 1 NON-COLLUSION BIDDING CERTIFICATE

FORM 2 NON-COLLUSION SUB-CONTRACTOR

FORM 3 CERTIFICATION REGARDING DEBARMENT

FORM 4 INELIGIBILITY CERTIFICATE

FORM 5 CERTIFICATION OF DRUG-FREE WORKPLACE

FORM 6 CONFLICT OF INTEREST

FORM 7 AFFIDAVIT VERIFYING STATUS

FORM 8 CERTIFICATION REGARDING LOBBYING

FORM 9 PROPOSAL SUBMITTAL LETTER

FORM 10 GEORGIA SECURITY AND IMMIGRATION CONTRACTOR AFFIDAVIT

FORM 11 GEORGIA SECURITY SUB-CONTRACTOR AFFIDAVIT

FORM 12 CERTIFICATE OF ACCEPTANCE

3667 Main Street

College Park, Georgia 30337

REQUEST FOR PROPOSALS (RFP) NO. 1002-2025

GEORGIA INTERNATIONAL CONVENTION CENTER (GICC) EXTERNAL

DIGITAL DISPLAY INFORMATION SYSTEM

Purpose

The City of College Park, (hereafter referred to as “the City), is issuing this Request For Proposal

(“RFP”) for sealed proposals from interested experienced contractors to provide an External Digital

Display Information System for the Georgia International Convention Center (GICC) located at 2000

Convention Center Concourse College Park, Georgia 30337.

Services to be provided

This Request for Proposal (RFP) documents list the City of College Park (“City”) requirements for GICC

External Digital Displays Information System, for the Georgia International Convention Center (GICC), facility system deployment. This RFP is intended to provide a standard base from which to evaluate the current

Digital Display System by Gable Signs & Graphics. The new system will replace the current Gable

Network of Equipment and Bright Sign Software. The RFP will also allow the vendor flexibility in proposing the most appropriate and cost-effective solution.

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

Solicitation Method: This solicitation is being conducted in accordance with all applicable provisions of the City of College Park Purchasing Policy. By submitting a Proposal in reference to this solicitation, a Proponent acknowledges that it is familiar with all laws applicable to this solicitation, including, but not limited to, the City’s Purchasing Manual Guidelines.

Minimum Qualifications: In addition to meeting all other requirements of this RFP, all responding

Proposers shall furnish verifiable evidence that their firm and personnel, at a minimum, meet the following qualifications.

• Proposer must already possess or be able to obtain a business license from the City prior to execution of the License and be licensed to do business within the State of Georgia.

• A minimum of (5) five years of company, experience, individual experience and qualifications, references, or completed projects. Proof of these qualifications should be submitted with your proposal submission.

• Proposal prices shall remain in effect for a period of 1 year from the date the contract is awarded.

3667 Main Street

College Park, Georgia 30337

• Bidders should use their extensive knowledge and experience within the technology industry to recommend a creative solution that will meet or exceed City requirements.

• The responses will be assessed according to how well they meet the City’s needs and assure the City’s success in relation to the submission requirements.

• The detail and clarity of the written submission will be considered indicative of the bidder’s expertise and competence.

• All information provided in response to this RFP must contain sufficient detail to support the services being proposed. Incomplete submissions will not be considered.

Certificate of Authority to Transact Business in Georgia: Each Proponent must submit documentation that demonstrates it is duly authorized to conduct business in the State of Georgia with its proposal.

This requirement also applies to Joint Venture (JV) Team Members, Sub- Consultants and Sub-

Contractors.

3667 Main Street

College Park, Georgia 30337

1.2 COMMUNITY BACKGROUND

City of College Park City Council (City) is the governing authority of the City of College Park.

The affairs of the City are conducted by a mayor and four (4) member City Council. This elected body is responsible for the active coordination of community resources, to meet community needs.

The City Manager, who is appointed by the Mayor and City Council, oversees the day-to-day operations of the city, and ensures the efficient delivery of City Services. All activities and functions of the city are administered by the City Manager under the jurisdiction of the Mayor and City Council as set forth in State and Local Laws.

3667 Main Street

College Park, Georgia 30337

SECTION 2.0

OBTAINING THE RFP

All potential Bidders can obtain a copy of the Bid and Specifications located on the City’s website at Bid Posting(s) - City of College Park (collegeparkga.com) and Georgia Procurement Registry website https://ssl.doas.state.ga.us/PRSapp/PR_index.jsp. The bid is administered by the City of

College Park, Purchasing Department.

2.1 PRE-PROPOSAL CONFERENCE

All Pre-Proposal Conference, or any other information session (if indicated in the schedule of events) will be held via TEAMS. Information regarding the meeting will be listed in the “Schedule of Events” of this RFP. Unless indicated otherwise, attendance is not mandatory, although suppliers are strongly encouraged to attend. However, in the event the conference has been identified as mandatory, then a representative of the supplier must attend the conference in its entirety to be eligible for a contract award.

2.2 PROPOSAL DUE DATE

All proposals are due in the Purchasing Department of City of College Park located in the City of

College Park, City Hall, 3667 Main Street College Park, GA 30337 on or before Friday, April

04, 2025, 3PM, EDT via TEAMS, legal prevailing time. All submitted proposals shall be time and date stamped according to the clock at the front desk of the City of College Park Purchasing

Department. Any proposals received after this appointed schedule will be considered late and will be returned unopened to the Proposer. The proposal due date can be changed only by addendum.

F E E RATE PROPOSAL MUST BE INCLUDED IN SEPARATE SEALED ENVELOPE.

Each envelope or package on the outside shall be clearly marked as follows:

REQUEST FOR PROPOSALS (RFP) NO. 1002-2025

GEORGIA INTERNATIONAL CONVENTION CENTER (GICC)

EXTERNAL DIGITAL DISPLAY INFORMATION SYSTEM

City of College Park, Jack P. Longino City Hall, Attn: Park Purchasing

3667 Main Street College Park, GA 30337

RFP DUE DATE: Friday, April 04, 2025, 3PM, EDT

Proposals will be received no later than Friday, April 04, 2025, 3PM, EDT at the, 3667 Main Street, College Park Georgia, 30337.

https://ssl.doas.state.ga.us/PRSapp/PR_index.jsp

3667 Main Street

College Park, Georgia 30337

2.3 SUBMITTAL INSTRUCTIONS

It shall be the sole responsibility of the Proposer to have his/her proposal/bid submittal delivered to the

City of College Park Purchasing Department for receipt on or before the above stipulated due date and time. If a proposal is sent by U.S. Mail, FedEx, the proposer shall be responsible for its timely delivery to the Purchasing Department.

2.3.1 BID OPENING

The City of College Park Purchasing bid openings is online. For your convenience, bids will be opened and live streamed Friday, April 04, 2025, 3PM, EDT at 3:00 p.m. via Teams. Joining the

Teams meeting will allow you to view the vendors responding to each bid and when applicable, the bid amount submitted from each vendor. This will replace in-person bid openings.

To view the bid opening, please join the TEAMS meeting below: City of College Park is inviting you to a scheduled TEAMS meeting.

Join the meeting now

Meeting ID: 290 950 683 38

Passcode: rK7LH6iX

For organizers: Meeting options

Friday, April 04, 2025, 3PM, EDT

2.4 CONTACT PERSON AND INQUIRIES

Any questions or suggestions regarding this RFP shall be submitted in writing to the Purchasing

Department contact person, Purchasing at PurchasngDepartment@CollegeParkga.com, 3667 Main

Street College Park, Ga 30337. Any response made by the City shall be provided in writing to all

Proposers by addendum. No verbal responses shall be authoritative.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjBlZjA0OTctZDk1Yy00NDQwLTlmNjgtNzcyODA5ZmE3NDgz%40thread.v2/0?context=%7b%22Tid%22%3a%226c75f594-8155-4405-8165-6f347374e39e%22%2c%22Oid%22%3a%222603c762-4cea-46cc-81f9-916eb39366fa%22%7d https://teams.microsoft.com/meetingOptions/?organizerId=2603c762-4cea-46cc-81f9-916eb39366fa&tenantId=6c75f594-8155-4405-8165-6f347374e39e&threadId=19_meeting_ZjBlZjA0OTctZDk1Yy00NDQwLTlmNjgtNzcyODA5ZmE3NDgz@thread.v2&messageId=0&language=en-US mailto:PurchasngDepartment@CollegeParkga.com

3667 Main Street

College Park, Georgia 30337

2.5 REQUEST FOR PROPOSAL “SCHEDULE OF EVENTS”

Below is the current Schedule of Events, local time (EDT), that will take place in the procurement process. The

City reserves the right to make changes to the schedule as the City determines is in its best interest. Unless otherwise notified in writing by the City, the dates indicated below for submission of items or for other actions on the part of a Provider shall constitute absolute deadlines for those activities and failure to fully comply by the time stated shall cause a provider to be disqualified.

EVENT

DATE

Request For Proposals Issued to Public Tuesday, February 4th, 2025

Non-Mandatory Pre-Bid Meeting

Georgia International Convention Center (GICC)

2000 Convention Center Concourse

College Park, Georgia 30337

Thursday, March 6th, 2025 10 AM, EDT

Last Day for Questions to be Submitted Friday, March 14, 2025, 12 Noon, EDT

RFP Submittal Due Date

Join the meeting now

Meeting ID: 290 950 683 38

Passcode: rK7LH6iX

For organizers: Meeting options

Presentations TBA

Project Manager – Rob Ligon https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjBlZjA0OTctZDk1Yy00NDQwLTlmNjgtNzcyODA5ZmE3NDgz%40thread.v2/0?context=%7b%22Tid%22%3a%226c75f594-8155-4405-8165-6f347374e39e%22%2c%22Oid%22%3a%222603c762-4cea-46cc-81f9-916eb39366fa%22%7d https://teams.microsoft.com/meetingOptions/?organizerId=2603c762-4cea-46cc-81f9-916eb39366fa&tenantId=6c75f594-8155-4405-8165-6f347374e39e&threadId=19_meeting_ZjBlZjA0OTctZDk1Yy00NDQwLTlmNjgtNzcyODA5ZmE3NDgz@thread.v2&messageId=0&language=en-US

3667 Main Street

College Park, Georgia 30337

2.6 NO CONTACT DURING THE PROCUREMENT PROCESS

Persons seeking an award of a City contract may not initiate or continue any verbal or written communications regarding a solicitation with any City Official, City Employee or other City representative other than the purchasing agent named in the solicitation between the date of the issuance of the solicitation and the date of the final contract award. The city manager or designee will review violations. If determined that such communication has compromised the competitive process, the offer submitted by the individual, firm or business may be disqualified from consideration for award.

2.7 CLARIFICATION & ADDENDA

Proposers may submit requests for clarifications or interpretations regarding this RFP and the

Contract. Proposers must prepare such requests in writing for the City’s consideration as set forth in this section of this RFP. While the City has not placed an initial limitation on the number of requests which can be submitted, Proposers are cautioned that if Proposers do not request meaningful clarifications or interpretations in an organized manner (e.g., limited frequency of requests), the City will set restrictions on the frequency and number of requests permitted. The city will not respond to requests, oral or written, received after Friday, March 14, 2025, 12 Noon, EDT., local prevailing time. The City reserves the right to post an addendum at any time prior to the bid opening date and it is the responsibility of the proposer to view the City’s website for any all-addendum post for specified solicitation. Proposers are advised that this section places no obligation on the part of the City to respond to any or all requests for clarification nor interpretation, and that the City’s failure to respond to any such request will not relieve the

Proposer of any obligations or conditions required by this RFP.

Requests for clarification or interpretation regarding this RFP shall only be Submitted in writing via letter or email to the designated Purchasing Representative:

Purchasing Email:

PurchasingDepartment@CollegeParkga.gov

Telephone inquiries will not be accepted.

All responses to written requests for clarification, interpretation, or additional information will be distributed as addenda to this RFP and posted on the City website Bid Posting(s) - City of College

Park (collegeparkga.com) and Dashboard | GEORGIA PROCUREMENT REGISTRY

(state.ga.us) mailto:PurchasingDepartment@CollegeParkga.gov https://www.collegeparkga.com/departments/purchasing_department/bid_posting_s_ https://www.collegeparkga.com/departments/purchasing_department/bid_posting_s_ https://ssl.doas.state.ga.us/GPRBuyerPortal/home

3667 Main Street

College Park, Georgia 30337

No oral interpretation, instruction, or information concerning this RFP given by any employee or agent of the City shall be binding on the City. Proposers who submit a Proposal in reliance on any such oral information risk having their response to this RFP deemed non-responsive by the City.

Only written responses issued by addendum to this RFP should be considered by the Proposers.

During the period provided for the preparation of Proposals, the City may issue addenda to this

RFP. These addenda will be numbered consecutively and will be posted on the City website, Bid

Posting(s) - City of College Park (collegeparkga.com) and Dashboard | GEORGIA

PROCUREMENT REGISTRY (state.ga.us). These addenda will be issued by, or on behalf of, the

City and will constitute a part of this RFP.

Each Proposer is required to acknowledge receipt of each addendum by submitting an executed acknowledgment form. This acknowledgment shall include all addenda distributed prior to the

Proposal Submission Date. All responses to this RFP shall be prepared with full consideration of the addenda issued prior to the Proposal Submission Date.

2.8 PREPARTION OF PROPOSALS

a. Negligence on the part of the proposer in preparing the proposal confers no right for withdrawal or modification in any way after the deadline for the proposal opening.

b. Unit price must be shown on the Proposal Cost Submittal Form in this document. All proposals should be tabulated, totaled, and checked for accuracy. The unit price will prevail in case of errors.

c. All products, equipment, articles, or material must be new and unused or in current production.

No reconditioned or used item(s) will be accepted except as specifically requested herein. Units that are classified as prototype or discontinued models are not acceptable.

d. Samples of items, when required, must be submitted within the time specified and unless otherwise specified by the city, at no expense to the city. Unless otherwise specified, samples will be returned at the proposer's request and expense if items are not destroyed by testing.

e. Full identification of each item proposal upon, including brand name, model, catalog number, etc., must be furnished to identify exactly what the proposer is offering. Whenever an article or material is defined by describing a proprietary product or by using the name of a manufacturer, the term "or equal" if not inserted shall be implied.

f. The specified article or material shall be understood as indicating the type, function, minimum standard of design, efficiency, and quality desired and shall not be construed as to exclude other manufactured products of comparable quality, design, and efficiency. In the event that any equivalent version is proposed, prospective proposers are herewith advised that precise, adequate, and documented evidence of equivalency in performance, stability, and operational efficiency should be submitted with the proposal for further consideration.

http://www.cityofstockbridge.com/bids.aspx?id=4375&catid=26 http://www.cityofstockbridge.com/bids.aspx?id=4375&catid=26

3667 Main Street

College Park, Georgia 30337

g. Final determination of equivalency will be determined by the City of College Park.

h. Proposers are required to examine the scope carefully and to make sure they have full understanding of the outlined scope.

i. The City of College Park will not be responsible for proposer’s errors or misjudgment, nor for any information or lack of information, on location conditions, and/or general laws and regulations.

j. Failure of a proposer to be aware of any applicable federal, state, or local regulations shall not excuse compliance, regardless of whether specifically cited in the Contract Documents and

Specifications or any related document.

2.9 REJECTION AND WITHDRAWAL OF PROPOSALS

a. Withdrawal of Proposal due to errors, the supplier has up to forty-eight (48) hours to notify the

Purchasing Department of an obvious clerical error made in calculation of proposal in order to withdraw a proposal after proposal opening. Withdrawal of proposal for this reason must be done in writing within the forty-eight-hour period.

b. The city will make a recommendation of the proposal to the City Council within 60 days from the date of the opening.

c. The City may reject all or part of the proposal within 60 days of proposal opening.

2.10 PROPOSAL AND CONTRACT DOCUMENTS

a. A proposal executed by an attorney or agent on behalf of the Bidder shall be accompanied by an authenticated copy of the Power of Attorney or other evidence of authority to act on behalf of the Bidder Corporation:

If the Bidder is a corporation, the bid must be submitted in the name of the corporation, not simply the corporation's trade name. In addition, the bid shall be signed by an officer of the corporation.

Partnership: If the Bidder is a partnership, all partners must sign the bid. If all the partners do not sign the bid, then the names of all those except limited partners must be furnished on the bid and evidence of the authority of the signer(s) to execute the bid on behalf of the partnership.

Limited Liability Company (LLC): If the Bidder is a limited liability company, the authorized agent having authority to bind the limited liability company must sign the bid documents.

Sole Proprietorship or Individual: If the Bidder is a sole proprietor or individual, a signature is required on all bid documents by that individual.

3667 Main Street

College Park, Georgia 30337

b. The contract documents consist of this Agreement, Specifications and Addenda issued prior to execution of this Agreement, other documents listed in this Agreement and Modifications issued after execution of this Agreement. These form the Contract and are as fully a part of the Contract as if attached to this Agreement or repeated herein. The Contract represents the entire and integrated agreement between the parties hereto and supersedes prior negotiations, representation, or agreements, either written or oral.

c. Term of Contract - The initial term of this Contract shall be for one (1) year and may be renewed for four (4) successive one (1) year terms upon written notice by the City under the same terms and conditions. The services to be performed under this Contract shall commence on the effective date of this agreement and terminate absolutely and without further obligation on the part of the City at the end of every Term, unless terminated earlier in accordance with the termination provisions of this Contract.

The Contract may commence within ten (10) calendar days after receipt of written Notice to Proceed

(NTP)

2.11 EXCEPTIONS AND OMISSIONS

Any exceptions to the specifications and/or terms and conditions must be addressed during the question/clarification and addendum phases.

2.12 ALTERATIONS OF SOLICITATION AND ASSOCIATED DOCUMENTS

Alterations of City documents are strictly prohibited and will result in automatic disqualification of the proposer's solicitation response. If there are "exceptions" or comments to any of the solicitation requirements or other language, then the proposer may make notes to those areas, but may not materially alter any document language.

2.13 COST INCURRED BY VENDORS

All expenses involved with the preparation and submission of the RFP to the City of College

Park, or any work performed in connection therewith is the responsibility of the vendor(s).

2.14 CODES, PERMITS, FEED, LICENSES AND LAW

a. All permits, fees, arrangements for inspections, licenses, and costs incurred for the same shall be the sole responsibility of the successful Proposer. All materials, labor and construction must comply with all applicable rules and regulations of local, state and/or national codes, laws and ordinances of all authorities having jurisdiction over the project, shall apply to the contract throughout and will be deemed to be included in the contract the same as though herein written out in full.

b. State Law regarding Worker Verification requires that all who enter a contract for the physical performance of services with the City must satisfy O.C.G.A. §13-10-91 and Rule

300-10-1-.02, in all manner, and such are conditions of the contract. By submitting a proposal to the City Proposer agrees that in the event the Proposer employs or contracts with any Subcontractor(s) in connection with the covered contract, the Proposer will secure from the Subcontractor(s) such Subcontractor(s) indication of the employee- number

3667 Main Street

College Park, Georgia 30337

Category applicable to the Subcontractor as well as an attestation(s) from such Subcontractor(s) that they are complying. Such attestation(s) shall be maintained and may be inspected by the City at any time. An affidavit of such compliance included with the proposal must be signed by the Proposer and will become part of the contract.

c. The contractor shall obtain and pay for all permits, licenses, and any other regulatory requirements necessary for the prosecution of these services. The Contractor will pay all governmental charges and inspection fees necessary for the prosecution of these services.

2.15 SAFETY

All vendors and Subcontractor performing services are required and shall comply with all

Occupational Safety and Health Administration (OSHA), State and CITY Safety and

Occupational Health Standards and any other applicable rules and regulations. Also, all Proposers and Subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the worksite area under this contract.

2.16 DESIGN, STANDARDS AND PRACTICES

Design, strength, quality of materials and workmanship must conform to the industry

Acceptable standards of engineering practices and/or professional services.

2.17 STATEMENT OF WARRANTY

A Statement of Warranty should include all applicable manufacturers' warranty and the

Proposer's warranty regarding equipment, materials, and workmanship. This statement shall include the terms, conditions, and the period of warranty coverage. Any exclusion(s) must be clearly stated.

2.18 NON-COLLUSION

By submitting a proposal in response to this solicitation, the proposer represents that in the preparation and submission of this proposal, said Proposer did not either directly or indirectly, enter into any combination or arrangement with any person, Proposer, Corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. Section I or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1 -68.6 through 59.68.8). Collusion and fraud in proposal preparation shall be reported to the State of Georgia Attorney General and the United States

Justice Department.

3667 Main Street

College Park, Georgia 30337

2.19 NONDISCRIMINATION

Notwithstanding any other provision of this Agreement, during the performance of this

Agreement, Proposer, for itself, its heirs, personal representatives, successors in interest and assigns, as part of the consideration of this Agreement does hereby covenant and agree, as a covenant running with the land, that:

a. No person on the grounds of race, color, religion, sex, or national origin shall be excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination.

b. In the production of the vehicle(s), and the furnishing of services therein or thereon, no person on the grounds of race, color, religion, sex, or national origin shall be excluded from participation in, or denied the benefits of, such activities, or otherwise be subjected to discrimination.

2.20 DRUG FREE WORKPLACE CERTICATION

By signing the Supply Service Contract form, the Proposer certifies that the provisions of Code

Sections 50-24-1 through 50-24-6 of the Official Code of Georgia Annotated, relating to The

“Drugfree Workplace Act” have been complied with in full. The undersigned further certifies that:

a. A drug-free workplace will be provided for the Proposer's employees during performance of the contract; and

b. Each Proposer who hires a Subcontractor to work in a drug-free workplace shall secure from that Subcontractor the following written certification: "As part of the subcontracting agreement with (Proposer's name), (Subcontractor’s name) certifies to the Proposer that a drug-free workplace will be provided for the subcontractor’s employees during the performance of this Contract pursuant to Paragraph (7) of Sub-section (b) of Code Section

50-24-3".

c. The Proposer further certifies that he will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of the Contract.

d. Proposer may be suspended, terminated, or debarred if it is determined that:

(1) The Proposer has made false certification hereinabove; or

(2) The Proposer has violated such certification by failure to carry out the requirements of the Official Code of Georgia Section 5 0-24-3.

3667 Main Street

College Park, Georgia 30337

2.21 GEORGIA SECURITY AMD IMMIGRATION ACT

Pursuant to the Georgia Security and Immigration Compliance Act of 2006, the successful

Proposer understands and agrees that compliance with the requirements of O.C.G.A.13-10-91 and Georgia Department of Labor Rule 300-10-02 are conditions of this proposal and contract document. The Proposer further agrees that such compliance shall be attested by the Proposer and any of his Subcontractors by execution of the appropriate Affidavit and Agreement which will be included and become a part of the Agreement between the City of College Park and the successful Proposer.

2.22 SYSTEMATIC ALIEN VERIFICATION FOR ENTITLEMENTS (SAVE) PROGRAM

Since a contract has been deemed a "public benefit," the Proposer or other party to the contract must be run through the federal Systematic Alien Verification for Entitlements (SAVE) Program. This program requires that local government verify the legal status of non-U.S. citizens who apply for certain benefits. The Proposer must execute a SA VE affidavit attesting that either he or she is a U.S.

citizen or legally qualified to receive the benefit. If the Proposer is not a U.S. citizen, then the local government must run that Proposer through the SAVE system. Only non-U.S. citizens can be processed through the SAVE program.

2.23 DELIVERY AND F.O.B. DESTINATION

a. All prices shall include shipping and delivery cost to our destination, F.O.B., College Park, Georgia, unless otherwise requested. The proposer shall handle all material purchasing, storage, and delivery to the project site. Unless otherwise specified in this specification, the proposer shall supply all materials required. The City will grant no allowance for boxing, crating or delivery unless specifically provided for in this proposal. The proposer shall retain title for the risk of transportation, including the filing for loss or damages.

b. The City desires delivery of the product(s) or service(s) as specified at the earliest possible time after the date of award. Unreasonable delivery may be cause for disqualifying a proposal. Each firm shall state a definite delivery time and avoid using general terms such as "ASAP" or approximately so many days.

2.24 LOCAL VENDOR PREFERENCE

Local Preference may be given to businesses that have a business location within the geographic boundaries of the City of College Park as long as all requirements of the bid have been met.

Should a local vendor submit a bid proposal that is equal to a non-local vendor, then the local vendor's bid shall be recommended for approval provided all requirements of the bid proposal/process has been met.

The term business location means that the business has a staffed, fixed, physical place of business located within City of College Park City Limits and has had the same for a least one

(1) year prior to the date of the business' submission of its proposal or bid, as applicable and has had held a valid business license from the City of College Park.

3667 Main Street

College Park, Georgia 30337

In order to receive local preference, the proposer must provide the following criteria and provide supporting documentation as required.

A. If the vendor is located within the City of College Park, a copy of their current City of

College Park business Occupational Tax Certificate (Business License) is required to be submitted when responding to request for proposals and bids.

B. And copy of a lease or rental agreement located within the city limits of City of College

Park.

In addition, the selected company will be required to comply with all existing State and Federal laws, including applicable equal opportunity employment provisions. The Contract between the company and the City shall be construed and governed in accordance with the law of the State of Georgia and the City of College Park. The company, at its own expense, shall secure all occupational and professional licenses and permits necessary for the fulfillment of its obligations under this contract.

2.25 AUTHORITY TO SIGN

a. If a proposal is made by an individual, the name and mailing address must be shown. If made by a firm or partnership, the name and mailing address of each member of the firm or partnership must be shown. If made by a corporation, the Corporate Certificate must be executed.

b. The proposer should ensure that the legal and proper name of his/her proprietorship, firm, partnership, or corporation is printed or typed in the space provided.

2.26 PROPOSAL SECURITY AND PERFORMANCE BONDS

Each bid shall be accompanied by a Bid Bond in an amount of not less than five percent (5%) of the total bid amount. The Bid Bond may be in the form of a bond issued by a surety acceptable to the City or a cashier’s check made payable to the City of College Park, Georgia. The entire

Bid Bond shall be forfeited to the City of College Park, Georgia as liquidated damages if the bidder fails to execute all sets of the Contract Documents and provide Performance and Payment Bonds within fifteen (15) days after receipt of the documents.

The successful bidder will be required to furnish a contract Performance Bond and a Payment

Bond, each in the sum of one hundred percent (100%) of the total amount bid and provide insurance coverage as required in the Contract Documents.

a. Bid Bond - the General Contractor/Company awarded the contract for the project must provide a Proposal Bond in the amount not less than 5% of the total amount payable by the terms of the Contract. No bid shall be read aloud or considered if a proper bid bond has not been submitted.

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b. Payment Bond - the General Contractor Company awarded the contract for the project must provide a Payment Bond in the amount equal to one hundred percent (100%) of the

General Contractor Price prior to the execution of the Contract.

c. Performance Bond - General Contractor Company awarded the contract for the project must provide a Performance Bond in the amount equal to one hundred percent (100%) of the General Contractor Price prior to the execution of the Contract.

2.27 RFP SUBMITTALS

See all specifications, for the RFP, Submittal Checklist, and requirements. The checklist will assist you to ensure that all submittals are included in your proposal. Ensuring that submittals are complete is solely the responsibility of the proposer/bidder. Failure to submit all submittals may deem your proposal non-responsive.

2.28 EVALUATION PROCESS

The Evaluation Committee (EC) will be responsible for ranking and recommending the most qualified firm(s) to the City Council for an award. The process for this procurement may proceed in the following manner: The Procurement Division delivers the RFP submittals to agency staff for summarization for the Evaluation Committee members. The appropriate department will review the litigation history and the Finance Department will review the financial portion of the submittals. Staff will also identify any incomplete responses. The Purchasing Director, will review the information and will make a recommendation to the Evaluation Committee as to each firm’s responsiveness to the requirements of the RFP.

The final determination of responsiveness rests solely on the decision of the Evaluation

Committee. All firms that are found to be both responsive and responsible to the requirements of the RFP may have an opportunity to make an oral presentation to the EC and discuss their proposal to illustrate to the Evaluation Committee their approach to the scope of work. If interviews are requested by the City, staff may provide a list of subject matter for the discussion and each firm will be given equal time to present but the question and answer may vary. The final determination of responsiveness rests solely on the decision of the Evaluation Committee.

All proposals will be evaluated using the Evaluation Criteria and the detailed scope of services and requirements throughout this Request For Proposal.

2.29 PRESENTATIONS / DEMONSTRATIONS / INTERVIEWS (WHEN APPLICABLE)

The City reserves the right to negotiate the fee and/or Scope of Services with the highest ranked

Proposer. If negotiations cannot be completed successfully, then the City reserves the right to negotiate with the second highest ranked Proposer. Recommendations for an award will be the

Proposer with whom potential contract negotiations were successful.

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The EC may provide a list of subject matter for the discussion. The individuals / firms will have equal time to present but the question-and-answer time may vary. Proposers / Providers may be requested to demonstrate the nature of their offered solution to the SC. After receipt of submittals, all firms will receive a description of, and arrangements for, the desired demonstration. A copy of the demonstration (hard copy, DVD, CD, or a combination of both) should be given to the Purchasing Agent at the meeting to retain it in the Purchasing files.

2.30 CITY’S TAX EXEMPTION

The City of College Park is exempt from Federal Excise Tax or Georgia Sales Tax regarding goods and services purchased directly by the City of College Park. Exemption certificates furnished upon request.

2.31 AWARD OF CONTRACT

a. The City of College Park desires to complete the award process in a timely manner. The City of

College Park reserves the right to reject or accept any or all proposals, whole or any parts hereof, by item or group of items, by section or geographic area, or make multiple awards and be the final approval of proposal(s) selection which would be the most advantageous to the City with price and other factors considered. The City of College Park may elect to waive any technicalities. The proposal will be awarded to the lowest responsive, responsible, or highest scored proposer(s), based upon the qualification requirements herein. The proposal specifications and results will be available on the City's web site: Bid Posting(s) - City of

College Park (collegeparkga.com) and the Georgia Procurement Registry Dashboard |

GEORGIA PROCUREMENT REGISTRY (state.ga.us)

b. City of College Park reserves the right to reject any proposal if the evidence submitted by or investigation of the proposer fails to satisfy the City that the proposer is properly qualified to carry out the obligations of the Contract. If the successful proposer defaults on their proposal, an award may be made to the next lowest responsive and responsible proposer or highest scored proposer(s).

c. Multiple Awards: The City reserves, at its sole discretion, the option to award multiple Proponents.

Responsibility - The determination of the proposer's responsibility will be made by the

City based on whether the proposer meets the following minimum standard requirements:

• Relevant knowledge, experience and qualifications of firm and team members.

• Proposed methodology and work plan to be used in the process.

• Understanding of the project and overall completeness of submission.

• Experience on similar projects/References

• The ability, capacity, and skill of the Bidder to perform and/or provide the Work required.

https://www.collegeparkga.com/departments/purchasing_department/bid_posting_s_ https://www.collegeparkga.com/departments/purchasing_department/bid_posting_s_

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• The City reserves the right to reject any bid if the evidence submitted by, or investigation of, the bidder fails to satisfy the City that he/she is properly qualified to carry out the obligations of any Contract that is made from this award.

• Has adequate financial means to meet obligations incidental to the work; and

• Such other factors as the City deem to be pertinent to either the bid or the contract.

d. Responsiveness - The determination of the proposer's responsiveness will be made by the

City based on a consideration of whether the proposer has submitted complete proposal documents meeting proposal requirements without irregularities, excisions, special conditions, or alternatives proposals for any item unless specifically requested in the proposal solicitation.

e. The City is subject to making records available for disclosure after the City of College Park approval of the recommendation. The award shall be made by the City Council of College

Park unless the lowest, qualified bid is less than the City Councils' approval limit. No claim shall be made by the selected Proposer for loss of profit if the contract is not awarded or awarded for less work than is indicated and for less than the amount of the proposal. The total of the awarded contract shall not exceed the available funds allocated for the proposal project.

2.32 NEGOTIATION AND AWARD

It is the City’s intent to conduct the first negotiation meeting no later than thirty (30) days after the final ranking by the Committee. At least one (1) of the representatives for the firm participating in negotiations with the City must be authorized to bind the firm. In the event that the negotiations are not successful within a reasonable timeframe (notification will be provided to the firm) an impasse will be declared and negotiations with the first-ranked firm will cease. Negotiations will begin with the next ranked firm. This process shall continue until the City successfully negotiates a Contract.

2.33 DISQUALIFICATION OF PROPOSERS

The submission of more than one (1) proposal to the City as the primary Proposer or member of a joint venture for the same work by and individual firm, partnership, or corporation under the same or different names may be grounds for disqualification of a Proposer and the rejection of the proposal.

2.34 RESERVED RIGHTS

The City reserves the right to accept or reject any and/or all proposals, to waive irregularities and technicalities, and to request resubmission. Any sole response that is received may or may not be rejected by the City depending on available competition and the timely needs of the City.

There is no obligation on the part of the City to award the contract to the lowest proposer and the City reserves the right to award the contract to the responsible proposers submitting responsive proposals with resulting agreements most advantageous and in the best interest of the City. The City shall be the sole judge of the proposals and the resulting agreements that are

3667 Main Street

College Park, Georgia 30337 in its best interest and its decision shall be final. Also, the City reserves the right to make such an investigation as it deems necessary to determine the ability of any proposer to perform the work or service requested. Information the City deems necessary to make this determination shall be provided by the proposer. Such information may include, but shall not be limited to, current financial statements by an independent CPA; verification of availability of personnel;

and past performance records.

Proposers failing to include all documents in the submittal package as required by the proposal requirements may cause the proposal to be declared as non-responsive and be rejected. The failure to follow instructions in completing any part of the proposal package may also cause the proposal to be declared non-responsive and be rejected.

2.35 APPLICABLE LAWS

All applicable laws and regulations of the State of Georgia and ordinances and regulations of

City shall apply. This solicitation is being conducted in accordance with all applicable provisions of the City of College Park Code of Ordinances. By submitting a proposal/Bid in reference to this solicitation, a Proposer acknowledges that it is familiar with all laws applicable to this solicitation, including, but not limited to, the City’s Code of Ordinances, which laws are incorporated into this solicitation by reference.

2.36 CONTROLLING LAW, VENUE

Any dispute arising as a result of this proposal and/or an Agreement which was created from the terms, conditions and specifications of this document or their interpretation, litigation shall only be entered into and shall be performed in College Park, Georgia. This Agreement shall be governed by the applicable laws of the City of College Park and the State of Georgia. Any dispute arising out of the agreement, this proposal solicitation, its interpretations, or its performance shall be litigated only in the Fulton County Judicial Courts.

2.37 PROPOSER/CONTRACTOR AS INDEPENDENT PROPOSER/CONTRACTOR

In conducting its business hereunder, Proposer acts as an independent Contractor and not as an employee or agent of the City. The selection, retention, assignment, direction, and payment of Proposer's employees shall be the sole responsibility of Contractor/Proposer Contractor.

2.38 ASSIGNMENT

The Agreement, in whole or any part hereof, created by the award to the successful Proposer shall not be sold, not be assigned or transferred by Proposer by process or operation of law or in any other manner whatsoever, including intra-corporate transfers or reorganizations between or among a subsidiary of Proposer, or with a business entity which is merged or consolidated with Proposer or which purchases a majority or controlling interest in the ownership or assets of

Proposer without the prior written consent of the City of College Park.

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2.39 PERFORMANCE OF CONTRACT

a. The City reserves the right to enforce the Contractor's performance of this Agreement in any manner prescribed by law or deemed to be in the best interest of the City in the event of breach or default or resulting contract award. It will be understood that time is of the essence in the proposer's performance.

b. The successful Proposer shall execute the entire work described in the Contract

Documents, except to the extent specifically indicated in the Contract documents to be the responsibility of others.

c. The Proposer accepts the relationship of trust and confidence established by the award of this proposal solicitation. The Proposer covenants with the City to utilize the Proposer's best skill, efforts, and judgment in furthering the interest of the City; to furnish efficient business administration and supervision; to make best efforts to furnish at all times an adequate supply of workers and materials; and to perform the work in the best way and most expeditious and economical manner consistent with the interest of the City,

d. All purchases for goods or services are subject to the availability of funds for this particular purpose.

3667 Main Street

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(Terms and Conditions)

THE CONTRACT: The documents ("Contract Documents") that form the contract (the "Contract") between Buyer and

Seller are the Buyer's purchase order (the "PO") issued to Seller, all documents referenced in the PO (including without limitation drawings, specifications, instructions, quality assurance requirements and any other referenced documents), all drawings, specifications and other documents referenced in the Buyer's request for quotation issued to Seller for the Contract (unless and to the extent such documents are excluded from the Contract by express provisions in, and not by mere omission from, the PO), supplements to the PO issued to Seller by Buyer, these Terms and Conditions, and all documents referenced in any Contract Documents. What is required in any one Contract Document shall be deemed required by all Contract Documents and the Contract. Where there is any conflict or inconsistency between the provisions in one or more of the Contract Documents, the provision entitled ORDER OF PRECEDENCE shall be controlling, unless otherwise agreed in a writing signed by the representative (or his/her successor) of Buyer who signed the PO.

ACCEPTANCE: The acceptance by Seller that forms the Contract shall be deemed conclusively to have occurred upon Sellers’s acknowledgment of the PO, shipment of any goods, performance of any services, or commencement of any work on supplies or goods covered by the Contract. Any acceptance by Seller on purported terms and conditions that differ in any way from the provisions of the Contract shall be effective to form and bind Seller to the Contract, but such terms and conditions shall not become part of, or in any way alter, amend or otherwise modify any of the provisions of, the Contract. Any shipment of goods, performance of services, or commencement of work on supplies by Seller shall be deemed to be only upon the terms and conditions contained in the Contract, except to the extent that Buyer may otherwise expressly consent in a writing signed by the representative (or his/her successor) of Buyer who signed the PO. Seller agrees that Buyer's acceptance or payment for any shipment of goods or similar act of Buyer shall not be claimed or construed to constitute such consent.

DELIVERY: (a) Delivery must be in strict compliance with the schedule contained in the Contract and shall be made by

Seller at such times and places and of such items and quantities as may from time to time be specified by Buyer. If Seller fails to meet its scheduled delivery dates and Buyer elects to call for expedited shipments, Seller will pay the difference between the method of shipping specified and the actual expedited rate incurred. Seller shall be responsible for any additional charges resulting from deviation from Buyer's routing instructions.