City of South Fulton – RFP NO. 26-34 Citywide Outdoor Athletic Court Maintenance And Repair Services

City of South Fulton, Georgia

General Services

REQUEST FOR PROPOSAL

FOR

RFP NUMBER: 26-34

Citywide Outdoor Athletic Court Maintenance And Repair Services

ISSUED, September 10, 2026

Proposals due no later than 3:00 PM EST October 15, 2026

City of South Fulton Procurement Department

4715 Frederick Dr. SW

South Fulton, GA 30336

The City of South Fulton, Georgia, Procurement Department

4715 Frederick Dr. SW., Atlanta, GA 30336

Phone: 470-809-7667

Website: Procurement Department | South Fulton, GA

Procurement Department | South Fulton, GA

City of South Fulton, General Services Department

REQUEST FOR PROPOSAL

RFP # 26-34

CITYWIDE OUTDOOR ATHLETIC COURT MAINTENANCE AND REPAIR SERVICES

SCHEDULE OF EVENTS DATE

Proposal Release Date: September 10, 2026

Non-Mandatory Pre-Proposal Conference:

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

September 15, 2026, 11:00 AM

Deadline for questions:

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

September 21, 2026, 3:00 PM

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

https://www.bidnetdirect.com/georgia/cityofsouthfulton September 28, 2026

All responses to this RFP must be submitted online at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton. Proposers are required to submit responses electronically. If you need any assistance registering or using the platform, please call BidNet Direct's Support Team at 800-835-4603 ext.2 for assistance. To attend the Proposal Opening, please refer to the Information and Instructions to Proposers for details.

October 15, 2026, 3:00 PM

THIS PROPOSAL SOLICITATION FORM

MUST BE SIGNED AND SUBMITTED WITH PROPOSAL

COMPANY NAME: DATE:

MAILING ADDRESS: PHONE:

CITY: FAX:

STATE: ZIP: CITY VENDOR NUMBER, IF CURRENTLY

ASSIGNED:

EMAIL: TITLE OF AUTHORIZED REPRESENTATIVE:

PRINTED NAME: AUTHORIZED SIGNATURE:

IF AWARDED THE PROJECT FOR THIS SOLICITATION, THE CITY SHALL

TRANSMIT THE CONTRACT TO THE SELECTED AWARDEE FOR FULL REVIEW

AND SIGNATURE.

TABLE OF CONTENTS

INFORMATION AND INSTRUCTIONS

INTRODUCTION

EVALUATION PROCESS

SELECTION CRITERIA

ATTACHMENTS

ATTACHMENT A – Scope of Service

APPENDICES

APPENDIX A – Required Form Submittals……………………………………………………...28 APPENDIX B – Bonding and Insurance Requirements

EXHIBITS

EXHIBIT A – General Terms and Conditions

EXHIBIT B – Proposal Cost Form

INFORMATION AND INSTRUCTIONS TO PROPOSERS

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

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

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

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

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

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

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

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

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

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

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

8.1 Executed Contract, including all negotiated modifications.

8.2 Addenda issued by the City

8.3 RFP and all Attachments, Appendices, and Exhibits

8.4 The Proposer Technical Proposal

8.5 The Proposer’s Proposal

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

9. Addenda Control

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

10. Electronic Signature and Electronic Notices

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

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

12. Proposal Submission Deadline: Responses to this RFP shall be accepted online at

October 15, 2026, by 3:00 PM.

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

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

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

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

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

Meeting ID: 260 781 549 104 146 Passcode: M5KK7AW2 Download Teams | Join on the web

Or call in (audio only)

+1 929-583-6155,,598078869# United States, New York City

Phone Conference ID: 598 078 869#

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

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

16. Solicitation Questions/Prohibited Contacts: Any questions and communications regarding this RFP shall be submitted in writing by logging into https://www.bidnetdirect.com/georgia/cityofsouthfulton on or before September 21, 2026, by 3:00 P.M. ET. Questions received after the designated period shall not be considered. Any response made by the City shall be posted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton by Addendum. No Proposer shall rely on any verbal response to any question submitted concerning this RFP.

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

18. No Contact Requirement and Conflict of Interest Policy: From issuance through City

Council award, Proposers shall direct all communications exclusively to the Procurement Department contact identified in this Solicitation and solely through the method stated in this Solicitation. Any attempt to contact evaluation committee members, City staff outside Procurement, or elected officials regarding this Solicitation may result in disqualification.

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

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

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

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

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

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

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

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

24. Certification Regarding Boycotts of Israel: Proposers certify that they are not currently engaged in and agree for the duration of the contract not to engage in a boycott of Israel as defined in O.C.G.A. § 50-5-85.1.

25. Debarment and Suspension Certification: The Proposer affirms that neither it nor any of its principals is currently debarred, suspended, proposed for debarment, or declared ineligible for contracts by any federal or state agency.

26. Records Retention: The Proposer must maintain all records, books, and documents pertinent to this Agreement for at least five (5) years after completing the Services and must make them available for inspection upon reasonable request by the City or its auditors.

Address below:

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

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

28. Non-Discrimination: The Proposer agrees not to discriminate against any person based on race, color, religion, national origin, sex, age, disability, veteran status, sexual orientation, or gender identity in performing this Agreement.

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

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

31. Contract Term: The Contractor shall commence Work within ten (10) calendar days after receipt of the Notice to Proceed (NTP) issued by the City. The annual maintenance services shall be for an initial term of one (1) year following final acceptance of the court conversion, with the option for four (4) additional one (1) year renewal terms, exercisable at the sole discretion of the City and subject to written renewal by the City.

32. Examination of Proposal Documents:

32.1.1 Each Proposer is responsible for examining with appropriate care the complete RFP and all Addenda, and for informing itself with respect to all conditions which might in any way affect the cost or the performance of any Services.

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

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

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

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

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

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

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

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

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

32.1.6.3 Failure to return applicable Addenda.

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

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

32.1.6.6 Failure of Proposer to sign all requested documents.

32.1.6.7 Failure to submit a Proposal by the deadline.

32.1.6.8 Failure of Proposer to extend prices.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

35. Joint Ventures: Each party to a Joint Venture is required to fully complete and submit the

Required Submittal Forms unless otherwise indicated in this RFP.

36. Conflict of Interest: Proposers are advised to read and familiarize themselves with the conflict-of-interest provisions of this RFP. The City reserves the right to issue RFPs for specific projects that are independent of RFP# 26-34 Citywide Outdoor Athletic Court Maintenance and Repair Services, except as stated in this RFP, these Instructions, and the Notice to Proposer concerning Conflicts of Interests. A successful Proposer under this RFP is not precluded from responding to such Solicitations.

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

Exemption Certificates furnished upon request.

38. Codes, Permits, Fees, Licenses, and Laws: The successful Proposer shall be solely responsible for obtaining and maintaining all required permits, licenses, certifications, inspections, and any associated fees necessary to operate the tennis court conversion project. All operations, equipment, and Services shall comply with all applicable Federal, State, and Local Laws, Ordinances, Regulations, and Health and Safety codes enforced by authorities having jurisdiction. Such requirements are deemed incorporated into and made a part of the contract as though fully set forth herein.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

44.8 Submission Requirements: Separation of Technical and Price Proposal:

The Technical Proposal shall not contain any pricing information. Any pricing found within the Technical Proposal shall result in disqualification.

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

File Labeled Requirements:

Technical Proposal – [Firm Name]

Price Proposal [Firm Name]

44.10 Pricing Restrictions and Non-Responsive Pricing

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

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

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

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

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INTRODUCTION

The City of South Fulton General Services Department seeks qualified and experienced contractors to provide citywide maintenance, repair, resurfacing, inspection, and on-call rehabilitation services for outdoor tennis, pickleball, and basketball courts throughout the city.

1. INTENT TO AWARD

The City intends to award the Proposer whose Proposal represents the best value to the City for RFP# 26-34, Citywide Outdoor Athletic Court Maintenance and Repair Services Project.

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

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

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

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

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

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

Work and sports courts installations.

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

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

2. Confidentiality/Data Security

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

City of South Fulton – RFP NO. 26-34 Citywide Outdoor Athletic Court Maintenance and Repair Services

3. PROPOSAL EVALUATION AND SELECTION CRITERIA

The City shall evaluate responsive Proposals submitted by responsible Proposers in accordance with the evaluation criteria, relative weights, and scoring methodology expressly established in this RFP. The Evaluation Committee shall evaluate each Proposal independently and shall base its evaluation solely upon the contents of the Proposal, the requirements of this RFP, and any clarification, interview, presentation, Best and Final Offer, or other information properly obtained and considered in accordance with this RFP.

No Proposer shall receive consideration, credit, preference, or scoring based upon any criterion, factor, information, or methodology not expressly authorized by this RFP. The City reserves the right to seek clarification of Proposal content; provided, however, that clarification shall not be used to permit a Proposer to cure a material deficiency, materially alter its Proposal, or obtain an unfair competitive advantage.

Each Evaluation Committee member shall independently evaluate and score each qualitative criterion using the five-point rating scale established below. Evaluators shall exercise independent professional judgment and shall document the basis for each assigned rating in sufficient detail to support the procurement record and the resulting award recommendation.

4. TECHNICAL EVALUATION RATING SCALE

Each Evaluation Committee member shall assign a whole number rating from one (1) through five (5) to each qualitative evaluation criterion. Fractional ratings, including half-point ratings, shall not be permitted.

Rating 5, Exceptional. The Proposal substantially exceeds the requirements of the RFP for the criterion being evaluated. The Proposal demonstrates exceptional qualifications, experience, technical capability, understanding, methodology, resources, or other relevant strengths, as applicable. The Proposal presents minimal performance risk and contains significant documented strengths that provide material benefit to the City.

Rating 4, Very Good. The Proposal exceeds the requirements of the RFP in meaningful respects for the criterion being evaluated. The Proposal demonstrates strong qualifications, Evaluation Criterion Maximum Points

Method

Qualifications and Experience

30 1 through 5 Rating

Technical Approach 20 1 through 5 Rating Schedule & Capacity 10 1 through 5 Rating Past Performance & References 10 1 through 5 Rating Cost Proposal 25 (Mathematical Formula) Local Preference 5 Must meet Local

Preference Requirements

TOTAL 100

capability, understanding, experience, or methodology and contains identifiable strengths that are reasonably expected to benefit successful contract performance. Performance risk is low.

Rating 3, Acceptable. The Proposal meets the material requirements of the RFP for the criterion being evaluated. The Proposal demonstrates adequate qualifications, capability, understanding, experience, and resources necessary to perform the Work. Any identified weaknesses are minor and do not materially impair the Proposer’s ability to successfully perform the Contract. Performance risk is acceptable.

Rating 2, Marginal. The Proposal partially meets the requirements of the RFP for the criterion being evaluated but contains one or more weaknesses, omissions, insufficiently supported representations, or areas of concern that increase performance risk. The Proposal does not demonstrate the same level of confidence as an Acceptable Proposal.

Rating 1, Unacceptable. The Proposal fails to adequately satisfy the requirements of the RFP for the criterion being evaluated, contains significant weaknesses or deficiencies, or fails to demonstrate the qualifications, capability, experience, understanding, resources, or methodology necessary for successful performance. Performance risk is unacceptable.

CONVERSION OF RATING TO WEIGHTED POINTS

The numerical rating assigned to each qualitative evaluation criterion shall be converted to weighted points using the following formula:

Weighted Points = (Evaluator Rating / 5) x Maximum Points Available for the Criterion

The resulting weighted score may be calculated to two decimal places. The maximum weighted points awarded for a criterion shall not exceed the maximum points established for that criterion.

Rating QE (30) TA (20) S&C (10) PR&R

(10) 5 30 20 15 10 4 24 16 12 8 3 18 12 9 6 2 12 8 6 4 1 6 4 3 2

EVALUATOR SCORING AND DOCUMENTATION

Each evaluator shall independently review and score each Proposal before any Evaluation Committee consensus discussion, if such a discussion is conducted. Evaluators shall not coordinate individual scores for the purpose of producing a predetermined ranking or outcome.

Each evaluator shall provide written comments sufficient to identify the material strengths, weaknesses, deficiencies, risks, or other Proposal characteristics supporting the rating assigned to each qualitative criterion. A numerical score without supporting evaluation comments may be returned by Procurement to the evaluator for completion of the evaluation record.

Evaluation comments shall relate directly to the requirements and evaluation criteria stated in this RFP.

Evaluators shall not consider personal familiarity with a Proposer, information outside the authorized evaluation record, or criteria not stated in this RFP.

Procurement may review evaluation forms for completeness, mathematical accuracy, consistency with the stated evaluation methodology, and compliance with the solicitation. Procurement shall not direct an evaluator to increase or decrease a substantive evaluation rating. Any correction or revision made by an evaluator shall be documented in the procurement record.

COST PROPOSAL EVALUATION, MAXIMUM 25 POINTS

Cost Proposal points shall not be assigned using the qualitative one-through-five rating scale. Cost Proposal points shall be determined mathematically using the following formula:

Price Score = (Lowest Evaluated Proposal Price ÷ Proposer’s Evaluated Proposal Price) × 25

The Proposer with the lowest Evaluated Proposal Price shall receive the maximum twenty-five

(25) Cost Proposal points. All other eligible Proposers shall receive proportionately fewer points calculated using the formula above.

For purposes of price evaluation, “Evaluated Proposal Price” means the price or combination of Base Proposal and Alternate pricing expressly identified by the City for evaluation under this RFP.

The City shall apply the same price evaluation methodology to all Proposers.

MINIMUM TECHNICAL QUALIFICATION THRESHOLD

To remain eligible for Cost Proposal evaluation and award consideration, a Proposer must receive an aggregate technical score of at least forty-two (42) points out of the seventy (70) technical points available. This threshold represents the minimum technical qualification standard established by the City.

A Proposer failing to achieve the minimum technical qualification threshold shall not advance to Cost Proposal evaluation and shall not be eligible for award, regardless of proposed price.

Meeting the minimum technical qualification threshold does not entitle a Proposer to an award and does not constitute a determination that the Proposal is the most advantageous to the City.

PROPOSAL COST FORM

RFP 26-34

Citywide Outdoor Athletic Court Maintenance and Repair Services Proposer: __________________________________________

The Proposer shall provide all pricing required below. All prices shall be fully burdened and shall include all labor, materials, equipment, engineering, supervision, testing, permits, bonds, insurance, overhead, profit, transportation, mobilization, incidentals, and other costs necessary to complete the Work in accordance with the Contract Documents.

Estimated quantities are provided for proposal evaluation and comparison. Actual payment for unit price items shall be based upon quantities actually installed, measured, verified, and accepted by the City. The City does not guarantee estimated quantities. This approach is consistent with the pricing provisions already contained in the RFP.

The Total Base Proposal shall constitute the Proposer’s evaluated price unless the City expressly identifies one or more Alternates to be included in the evaluated price by Addendum prior to the Proposal Submission Deadline. Alternates are not included in the Total Base Proposal and shall not be included in another Alternate.

Certification

I certify that the prices stated herein constitute the Proposer’s complete pricing for the Work identified and include all costs necessary to perform the Work in accordance with the RFP and Contract Documents.

Legal Business Name: __________________________________ Authorized Representative: ______________________________ Title: _________________________________________________ Signature: _____________________________________________ Date: __________________________________________________

PROPOSAL EVALUATION – SELECTION CRITERIA

PROPOSAL EVALUATION CRITERIA MAXIMUM

POINTS

Qualifications and Experience: Proposers must demonstrate proven experience in the maintenance and repair of athletic courts. This includes clay-to-hard-court conversions, sport court resurfacing, pickleball striping, and ongoing annual maintenance services, and all required licenses and certifications.

Technical Approach: The technical approach includes a QC plan, a risk register, and subcontractor controls. Contractor’s risk mitigation strategy for weather, drainage, base failures, and coating systems.

Schedule and Capacity: Realism of timeline, staffing depth, and ability to meet deadlines.

Past Performance and References: Focuses on schedule adherence and change-order history. Includes a satisfactory performance history with references.

Cost Proposal: The Cost Proposal shall include all costs the Proposer desires to have considered in any contract entered into with the City.

Local Preference: Local Proposer Preference shall be applied strictly in accordance with the City of South Fulton Code of Ordinances and applicable Georgia law.

Proposers claiming local preference must submit documentation demonstrating principal place of business, a valid business license, and physical presence within the qualifying jurisdiction. Failure to submit required documentation shall result in the denial of local preference without the right of appeal.

MAXIMUM SCORING POINTS TOTAL 100

ATTACHMENT A

SCOPE OF SERVICES

SCOPE OF SERVICES

RFP 26-34 CITYWIDE OUTDOOR ATHLETIC COURT MAINTENANCE AND REPAIR

SERVICES

SECTION 1 – INTRODUCTION

1.1 Purpose

The City of South Fulton is soliciting proposals from qualified and experienced contractors to provide citywide maintenance, repair, resurfacing, inspection, and on-call rehabilitation services for outdoor tennis courts, pickleball courts, and basketball courts located throughout the city. The intent of this solicitation is to establish a qualified contractor(s) to maintain City-owned athletic courts in safe, functional, and aesthetically acceptable condition while maximizing surface life and minimizing future capital expenditures.

1.2 Contract Type

The City intends to establish an annual services contract with one or more qualified contractors.

The contract shall consist of:

• Annual preventative maintenance services

• On-call repair services

• On-call resurfacing services

• Emergency repair services

• Unit-priced rehabilitation services

1.3 Contract Term

Initial Term:

One (1) Year Renewal Options:

Four (4) additional one-year renewal periods.

SECTION 2 – SCOPE OF SERVICES

The Contractor shall provide all labor, supervision, materials, equipment, transportation, tools, and incidentals necessary to perform court maintenance and repair services on an as-needed basis.

SECTION 3 – FACILITIES COVERED

Services may be required at any City-owned outdoor athletic court facility, including but not limited to:

• Tennis Courts

• Pickleball Courts

• Basketball Courts

• Multi-Purpose Athletic Courts

The City reserves the right to add or remove locations during the contract term.

SECTION 4 – PREVENTATIVE MAINTENANCE SERVICES

The Contractor shall provide preventative maintenance services including:

4.1 Surface Cleaning

• Pressure washing

• Removal of dirt and debris

• Removal of mildew, algae, and mold

• Removal of vegetation growth

4.2 Court Inspections

• Annual condition assessments

• Surface condition evaluations

• Drainage evaluations (optional)

• Safety inspections

4.3 Crack Monitoring

• Identification of surface cracking

• Monitoring of existing repairs

• Written condition reports

4.4 Net and Equipment Inspections

• Tennis net inspections

• Pickleball net inspections

• Hardware inspections

• Adjustment and tightening of components

SECTION 5 – REPAIR SERVICES

The Contractor shall provide repair services including:

• Crack repair

• Acrylic patching

• Surface repairs

• Net replacement

• Post replacement

• Hardware replacement

• Concrete edge repairs

• Drainage repairs (optional)

SECTION 6 – RESURFACING SERVICES

The Contractor shall provide resurfacing services as directed by the City.

Services may include:

• Court preparation

• Crack treatment systems

• Acrylic resurfacing systems

• Line repainting

• Color coating systems

• Surface restoration

All resurfacing work shall comply with:

• USTA Standards

• American Sports Builders Association (ASBA) Standards

• USA Pickleball Standards

• Manufacturer specifications

SECTION 7 – ON-CALL REHABILITATION SERVICES

When authorized by the city, the Contractor may perform major rehabilitation services including:

• Structural crack repairs

• Court reconstruction repairs

• Asphalt repairs

• Concrete repairs

• Drainage improvements (optional)

• Court accessory replacement

No work shall proceed without written authorization from the City.

SECTION 8 – RESPONSE REQUIREMENTS

Routine Service Requests:

Within five (5) business days.

Urgent Service Requests:

Within forty-eight (48) hours.

Emergency Service Requests:

Within twenty-four (24) hours.

SECTION 9 – CONTRACTOR QUALIFICATIONS

Contractors shall:

• Have a minimum of five (5) years of experience maintaining athletic courts.

• Have completed at least three (3) similar contracts within the last five (5) years.

• Possess all required licenses and insurance.

• Have sufficient staffing and equipment resources.

SECTION 10 – PRICE PROPOSAL

Contractors shall provide pricing for:

A. Annual Preventative Maintenance

• Per Tennis Court

• Per Pickleball Court

• Per Basketball Court

B. Unit Pricing

• Crack Repair (LF)

• Acrylic Patching (SF)

• Net Replacement (Each)

• Surface Cleaning (Per Court)

C. Resurfacing Pricing

• Tennis Court Resurfacing (Per Court)

• Pickleball Court Resurfacing (Per Court)

• Basketball Court Resurfacing (Per Court)

D. Emergency Service Rates

• Regular Labor Rate

• Overtime Labor Rate

• Weekend Labor Rate

SECTION 11 – CITY RIGHTS

The City reserves the right to:

• Reject any or all proposals

• Award to one or multiple vendors

• Negotiate pricing

• Request best and final offers

• Add or remove locations

• Cancel the solicitation when in the City's best interest

APPENDIX A

REQUIRED FORM SUBMITTALS

RFP # 26-34 Citywide Outdoor Athletic Court Maintenance and Repair Services

SUBMITTAL CHECKLIST

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

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

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

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

REQUIRED DOCUMENTATION INITIAL IF

INCLUDED

PROPOSAL SOLICITATION FORM

ENTIRE PROPOSAL

TECHNICAL PROPOSAL

SUBMITTAL CHECKLIST (THIS FORM)

ADDENDA (IF APPLICABLE)

PROPOSAL COST (EXHIBIT B)

REQUIRED FORM SUBMITTALS (APPENDIX A )

CERTIFICATE OF AUTHORITY-JOINT

VENTURE

ILLEGAL IMMIGRATION REFORM AND

ENFORCEMENT ACT – CONTRACTOR AFFIDAVIT

ILLEGAL IMMIGRATION REFORM AND

ENFORCEMENT ACT- SUB-CONTRACTOR AFFIDAVIT

SUB-CONTRACTOR INFORMATION FORM

ACKNOWLEDGEMENT OF

REFERENCE AND RELEASE FORM

ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS

CITY OF SOUTH FULTON BUSINESS LICENSE

PROFESSIONAL LICENSE(S) AND PERMITS

ISRAEL BOYCOTT CERTIFICATION

DRUG FREE WORKPLACE CERTIFICATION

LOCAL VENDOR STATUS CERTIFICATION ________________

EXCEPTIONS FORM ________________

Printed Name Title Date

Signature Firm Name

Email Address Phone Number

RFQ 26-34 CITYWIDE OUTDOOR ATHLETIC COURT MAINTENANCE AND REPAIR

SERVICES

The apparent sucessful respondendt shall, within ten (10) caledar days of Notice of Intent to Award, submit the following documents as a condition precedent to contract execution:

Certificate of Insurance meeting Appendix B requirements

W-9 Form

Corporation Certification

Non-Conflict of Interest

Non-Collusion Affidavit

Business Entity Certification/Corporation Certificate

Certificate of Absence of Conflict of Interest for Development of Specification of Scope of Services

Certificate of Disqualification or Removal

Failure to submit within ten (10) days may result in the withdrawal of the award.

Respondent Name: ______________________________

Respondent Signature: ___________________________

Name of Firm: _________________________________

Date: ________________________________________

PROPOSAL COST SCHEDULE FORM

Fee schedule for Scope of Services $

Written Cost

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

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

Contact Person

Business Address

City, State, Zip Code

Business Phone Number

Email

Printed Name

Title

Signature

Date

Company Name

ACKNOWLEDGEMENT OF PROPOSER

STATE OF GEORGIA COUNTY OF FULTON

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

The undersigned affirms that they are an authorized agent of the company and that the person signing this Proposal has proper authorization. The Proposer confirms that it is duly authorized to submit this Proposal and that the Company, Corporation, Firm, Partnership, or Individual has not conspired with any other Proposer in preparing it.