RFQ _26_38 Projector System and Audio Visual .pdf

RFQ #26-38 Projector System and Audio-Visual Renovations for Clayton County, Georgia Page 2 of 48

TABLE OF CONTENTS

1. INFORMATION AND INSTRUCTIONS TO BIDDERS……………………………...3

2. SCOPE OF SERVICES

3. QUOTE COST FORM

4. APPENDICES

Appendix A – Contract Compliance Requirements Appendix B – Bonding and Insurance Requirements

Appendix C – Required Form Submittals Appendix D – Contract Compliance Requirements (LVP)

5. ATTACHMENT

Attachment A – Draft County Contract

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RFQ #26-38 PROJECTOR SYSTEM AND AUDIO VISUAL RENOVATION

FOR CLAYTON COUNTY, GEORGIA

INFORMATION AND INSTRUCTIONS TO BIDDERS

1. Request for Quotes: This Request for Quotes (RFQ) is from qualified Bidders (Bidder or Bidders) for Projector System and Audio-Visual Renovation for Clayton County, GA. A detailed Scope of Services (SOS) is set forth in this RFQ.

2. Solicitation Method: This solicitation is being conducted in accordance with all applicable provisions of the Clayton County Code of Ordinances including Code Sec. 2-115. - Informal purchases. By submitting a quote in reference to this solicitation, a Contractor acknowledges that it is familiar with all laws applicable to this solicitation, including, but not limited to, the County’s Code of Ordinances, which laws are incorporated into this RFQ by reference.

3. Minimum Qualifications: Each Bidder and it subcontractors shall have the minimum experience/qualifications set forth in this RFQ.

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

5. Business License: Contractor is required to submit a copy of its current, valid business license with its quote. If the Contractor is a Georgia corporation, Contractor is required to submit a valid county or city business license. If the Contractor is a joint venture, Contractor is required to submit valid business licenses for each member of the joint venture. If the Contractor is not a Georgia corporation, Contractor is required to submit a Certificate of Authority to Transact Business in the State of Georgia and a copy of its current, valid business license issued by its home jurisdiction.

6. Professional License: Contractor must attach a copy of any professional license required by this RFQ with its response.

7. No Offer by County and Firm Offer by Bidder: This solicitation does not constitute an offer by County to enter into a Contract and shall not be construed by any Bidder to form a Contract.

This solicitation is only an invitation for offers from interested Bidders and no offer shall bind County. A Bidder’s offer is a firm offer and may not be withdrawn except as provided in this ITB, and in the County’s Code of Ordinances and other applicable law.

8. Quote Duration: Quotes submitted in response to this RFQ must be valid for a period of ninety

(90) calendar days from the Quote Submission Deadline and must be marked as such.

9. Quote Submission Deadline: Responses to this RFQ will be accepted online at https://www.bidnetdirect.com/georgia/claytoncounty by 3:00 P.M., Eastern Standard Time (EST) on Thursday, July 30, 2026.

10. Solicitation Questions/Prohibited Contacts: Any questions and communications regarding this RFQ shall be submitted in writing by logging into https://www.bidnetdirect.com/georgia/claytoncounty on or before Thursday, July 16, 2026 by 3:00 p.m., EST. Questions received after the designated period shall not be considered. Any response made by the County will be provided in writing to all Bidders by addendum. It is the responsibility of each Bidder to obtain a copy of any Addendum issued for this solicitation by logging into https://www.bidnetdirect.com/georgia/claytoncounty. No Bidder may rely on any verbal response to any question submitted concerning this RFQ.

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11. All Bidders, and/or representatives of Bidders, seeking an award of a Clayton County contract may not initiate or continue any verbal or written communications regarding a solicitation with any County officer, elected official, employee or other County representative other than the Department of Central Services employee named in the solicitation, between the date of the issuance of the solicitation and the date of the final contract award, unless specified otherwise herein. Attempting to influence the outcome of any given contract prior to a recommendation of award to the Board of Commissioners is strictly prohibited. The Director of Central Services will review alleged violations of this prohibition. If the Director of Central Services determines that such a communication has compromised the competitive process, the offer submitted by that Bidder may be disqualified from consideration for award, and that Bidder may, among other things, be placed on the Ineligible Source List.

Violations of this prohibition may also be subject to prosecution under Federal, State or Local laws. Clayton County employees, officials, and their family members are prohibited from seeking, requesting, or receiving any material payment, gift, job offer, security, promise of future benefit, or any other tangible or intangible thing of value when such receipt has the potential to influence a procurement decision or to gain unfair advantage in a procurement competition, and as outlined in the County's Ethics Code found in Article 2, Section 70-61, et seq.

and all other applicable policies.

12. Ownership of Quotes: Each Quote submitted to the County shall become the property of the County, without compensation to a Bidder for the County’s use, in its discretion. The County shall not be liable for any Quote preparation costs incurred by Bidder.

13. Georgia Open Records Act: Information provided to the County 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 constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.]” All such records shall be labeled as a trade secret or confidential and include the relevant cite to the Open Records Act.

14. Bonding and Insurance Requirements: The Bonding and Insurance requirements for any

Contract that may be awarded pursuant to this RFQ are set forth in Appendix B, Bonding and Insurance Requirements. Bidder must provide a copy of a current certificate of insurance evidencing any existing commercial general liability policies issued for Bidder, if any. For purposes of this section, “Bidder” shall mean an individual, corporation or other corporate entity submitting a quote in connection with this solicitation, including each Joint Venture partner if Bidder is a Joint Venture.

15. Applicable County Small Local Business Programs: The SLBE Programs applicable to this solicitation are set forth in Appendix A, Contract Compliance Requirements, included in this RFQ.

By submitting a quote in response to this solicitation, each Bidder agrees to comply with such applicable SLBE Programs.

16. Applicable Local Vendor Preference Program: The Local Vendor Preference Program applicable to this solicitation is set forth in Appendix D.

17. Subcontractors and Manufacturers: Bidders are required to submit, in writing, the addresses of any proposed Subcontractors or equipment manufacturers listed in the Quote and may be required to submit other material information relative to proposed Subcontractors. County reserves the right to disapprove any proposed Subcontractors whose technical or financial ability, or resources, or experience are deemed inadequate.

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18. Illegal Immigration Reform and Enforcement Act: This RFQ is subject to the Illegal Immigration Reform and Enforcement Act of 2011 (“Act”), formerly known as the Georgia Security and Immigration Compliance Act. Pursuant to Act, the Contractor must provide with its Quote proof of its registration with and continuing and future participation in the E-Verify Program established by the United States Department of Homeland Security. Completed Contractor Affidavit, Illegal Immigration Reform and Enforcement Act Forms attached herein under the required form submittals must be submitted with the Quote at the time of submission.

Under State Law, the County cannot consider any Quotes which does not include the completed forms. Where the business structure of a Contractor is such that Contractor is required to obtain an Employer Identification Number (EIN) from the Internal Revenue Service, Bidder must complete the Contractor Affidavit on behalf of, and provide a Federal Work Authorization User ID Number issued to, the Contractor itself. Where the business structure of a Contractor does not require it to obtain an EIN, each entity comprising the Contractor must submit a separate Contractor Affidavit. It is not the intent of this notice to provide detailed information or legal advice concerning the Act. All Contractors intending to do business with the County are responsible for independently apprising themselves of and complying with the requirements of the Act and assessing its effect on County solicitations and their participation in those solicitations. For additional information on the E-Verify program or to enroll in the program, go to: https://e-verify.uscis.gov/enroll. Additional information on completing and submitting the Contractor Affidavit can be found preceding this form in this RFQ.

19. Multiple Awards: The County reserves, in its sole discretion, the right to make one (1) award, no award, or award to multiple Bidders. The award(s) will be based on the Quote in its entirety or by components.

20. Award and Execution of Contract: If the County awards a Contract pursuant to this solicitation, the County will prepare and forward to the successful Bidder a Contract for execution substantially in the form of the Draft Contract included in this RFQ. All Bidders should thoroughly review the draft Contract prior to submitting a Quote. Any proposed revisions to the terms or language of this draft contract must be submitted in writing with the Bidder’s response to the RFQ. Since proposed revisions may result in a Quote being rejected if the revisions are unacceptable to the County, Bidder should review any proposed revisions with an Authorized Representative having authority to execute the Contract. Upon approval of the successful Bidder by the Clayton County Board of Commissioners, the County will provide the Bidder with three (3) unsigned contracts.

The Bidder shall execute and return to the County three (3) signed contracts, with required insurance certificates and other documents as listed in this RFQ or required by the County, within no more than ten (10) calendar days from receipt of the contracts.

21. Joint Ventures: Each party to a Joint Venture will be required to fully complete and submit the

Required Submittal Forms unless otherwise indicated in this RFQ.

22. Conflict of Interest: Bidders are advised to read and familiarize themselves with the conflict of interest provisions of this RFQ. The County reserves the right to issue RFQs for specific projects that are independent of RFQ #26-38 Projector System and Audio-Visual Renovation for Clayton County, GA, and except as stated in this RFQ these Instructions, and the Notice to Bidders concerning Conflicts of Interests, Bidders under this RFQ are not precluded from responding to such solicitations

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23. Tax Exemption Status: The County is exempt from Federal Excise Tax and Georgia Sales Tax with regard to goods and services purchased directly by Clayton County. Exemption certificates are furnished upon request.

24. Codes, Permits, Fees, Licenses and Laws: All permits, fees, arrangements for inspections, licenses, and costs incurred for the same shall be the sole responsibility of the successful Bidder. 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, which 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.

25. TITLE VI SOLICITATION NOTICE - Clayton County, GA, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations (28 CFR Part 42), hereby notifies all bidders or offerors that it will affirmatively ensure that for any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded a full and fair opportunity to submit bids in response to this invitation and will not be, on the grounds of race, color, or national origin, excluded from participation in, denied the benefits of, or subject to discrimination in consideration for an award for any program or activity that receives Federal funds or other Federal financial assistance.

26. COOPERATIVE PROCUREMENT- The County may permit other governmental entities to purchase the same commodity, equipment, or service from suppliers at the same price and under the same terms and conditions as extended to the County in a competitively procured contract. Other governmental entities may utilize the County's competitively procured contracts as “piggyback” purchases if such contract stipulates allowance for such governmental entities to purchase the same commodity, equipment, or service from the supplier at the same price and under the same terms and conditions as extended to the County or if the governmental entity obtains written permission from the director and awarded supplier.

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RFQ #26-38 PROJECTOR SYSTEM AND AUDIO-VISUAL RENOVATION

FOR CLAYTON COUNTY, GEORGIA

SCOPE OF SERVICES

The Bidder shall provide necessary labor, materials and equipment and transportation, supervision, certifications and all effort necessary to meet the specification of services for this RFQ.

1. Introduction

Clayton County is seeking competitive quotes from qualified bidders to provide a Projector System and Audio-Visual (AV) upgrade for the cafeteria area at the Frank Bailey Senior Center for the Clayton County Senior Department, located at 6213 Riverdale Rd, Riverdale, GA 30296.

The project will include the furnishing, delivery, installation, configuration, and testing of updated AV equipment designed to improve sound quality, presentation capabilities, and overall functionality for senior programs, community meetings, events, and activities.

2. Minimum Requirements

2.1 The Bidder shall employ qualified and experienced personnel with demonstrated experience in commercial audio-visual (AV) system installation, integration, and support services.

2.2 The Bidder shall have a minimum of three (3) years of experience providing projector systems, audio-visual equipment, sound systems, and related AV installation services for government agencies, community facilities, educational institutions, or similar commercial environments.

2.3 The Bidder shall provide all labor, equipment, materials, tools, wiring, mounting hardware, and incidentals necessary to complete the Projector System and AV installation.

2.4 All installed equipment shall be new, commercial-grade, and compliant with applicable industry standards and manufacturer specifications.

2.5 The Bidder shall ensure that all AV equipment is properly installed, tested, calibrated, and fully operational prior to final acceptance by Clayton County.

The County shall not be held liable for any damage to the Bidder’s equipment, tools, materials, or supplies during the performance of work under this project.

3. General

3.1 The Bidder will coordinate with the County Project Manager to begin delivery and set-up and ensure the County provided the designated installation area. If work spans several days, the Bidder shall coordinate with County Project Manager each day before delivery and installation begins.

3.2 The Bidder shall be responsible for furnishing, delivering, installing, configuring, testing, and ensuring full operation of the Projector System and Audio-Visual (AV) equipment for the Clayton County Senior Services Department cafeteria.

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3.3 The Bidder will be responsible for site up, cleanup, and coordination with the County Project manager to ensure project completion and the following work:

3.3.1 Provision, furnishing, delivering, installing, configuring, testing and ensuring full N operation of the projector system and audio visual (AV) equipment at the Frank Bailey Senior Center.

3.3.2 Tutorial of equipment shall include equipment manuals.

3.3.3 The Bidder shall provide fasteners and any additional material that may be required outside of the installation kit in order to complete this project.

3.3.4 The Bidder shall provide a man lift and lull or other specialized equipment if needed.

3.3.5 The Bidder shall get lobby laptop showing in cafeteria on new system.

3.3.6 The Bidder shall use existing projector remote eye and power near projector and in rack. Any and all existing equipment is the property of Clayton County and must be returned to the County.

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QUOTE COST FORM

(PLEASE PROVIDE PRICING IN BIDNET)

The Bidder shall furnish all labor, resources, materials, tools, equipment, and services required to satisfactorily complete Projector System and Audio-Visual Renovation for Clayton County, Georgia. All costs listed below are inclusive. The County will not be responsible for charges that are not included in the Quote Cost Form.

Any modifications to the Quote Cost Form may result in a Bid being deemed non-responsive.

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APPENDIX A

CONTRACT COMPLIANCE REQUIREMENTS

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APPENDIX A: CONTRACT COMPLIANCE REQUIREMENTS

SMALL LOCAL BUSINESS ENTERPRISE (SLBE)

PROGRAM

Clayton County has implemented a Small Local Business Program to promote full and open competition in all government procurement and purchasing. Goals for participation of Small Local Business Enterprises (SLBEs) are set for specific NIGP codes on a contract-by-contract basis for each specific prime contract with subcontracting possibilities. All forms included in this section must be completed for a Bidder to be considered responsive. This project does not have a SLBE subcontracting goal.

However, Clayton County encourages Bidder to utilize small businesses whenever possible.

SLBE means a locally-based small business operating inside or outside of Clayton County, which meets the following criteria:

1. Demonstrates that the firm's gross revenues or number of employees averaged over the past three years, inclusive of any affiliates as defined by 13 C.F.R. § 121.103 et al., does not exceed the size standards as defined pursuant to 13 C.F.R. §121.201 et al. which can be found at:

Size Standard Table https://www.sba.gov/size-standards/?ms=nid4060

2. Demonstrates that the net worth of each owner does not exceed $2,047,000.00 exclusive of principal residence and the value of the SLBE;

3. Provides information regarding the ethnicity and gender of its original owners; and

4. Demonstrates that the firm is located or has an office in Cherokee, Clayton, Cobb, DeKalb, Douglas, Fayette, Fulton, Gwinnett, Henry, Rockdale, or Spalding

5. SLBE’s must perform a commercially useful function, which means performance or provision of real and actual services under a contract or subcontract with Clayton County. Factors such as the nature and amount of work subcontracted; whether the SLBE has the skill and expertise to perform the work for which it has been certified; whether the SLBE actually performs, manages or supervises the work; and whether the SLBE intends to purchase commodities and/or services from a non-SLBE and simply resell them will be considered in determining if the SLBE is performing a commercially useful function.

This package contains the following forms that Bidder are required to submit along with their bid: NOTE: Even if no subcontractors are being utilized, the documents specifically A1 and A6—must still be acknowledged as ‘N/A’ (non-applicable) and included with the submitted bid packet.

1. Statement of Successful Sub-contractors – A1

2. Letter of Intent to Perform as a Sub-contractor – A6: submitted for each subcontractor.

Any changes to the subcontractors listed in the bid must be approved by the Contract Compliance Division.

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Addition/Removal or substitution of subcontractors MUST be approved by the Contract Compliance Division PRIOR to the sub performing work.

Monthly Utilization Reports are submitted on a monthly basis after the project has begun. ALL Monthly payment reports are to be submitted via online submission at https://claytoncounty.gob2g.com/

Primes are required to report payments as well as NON ACTIVITY on a MONTHLY basis. Proof of sub payments documentation MUST also be uploaded into the reporting system at the time of payment reports. Tracking will take place on ALL subs, not just the certified firms, Letter of intent must be provided for EACH intended subcontractor on the project regardless of certification status.

Quarterly Subcontractor Performance Evaluations are required to be submitted for all subcontractors with sub agreements valued as $25,000 and above.

A Compliance Kickoff will be scheduled to be held with the awarded bidder directly after the project kickoff meeting. This is a mandatory meeting to discuss compliance requirements on Clayton County projects for all contracts with certified SLBEs and/or sub agreements valued as $25,000 and above.

Contact CCD at CentralServices.ContractCompliance@claytoncountyga.gov for any compliance-related questions.

By signing the bid, the Bidder is certifying that it has complied with the requirements of this Program.

Please contact the Contract Compliance Division for a list of certified SLBE’s.

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APPENDIX B

BONDING AND INSURANCE REQUIREMENTS

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APPENDIX B

A. Bonding Requirements

There are no Bonding Requirements for this RFQ.

B. Insurance Requirements

Preamble

The following requirements shall apply to all work under the Contract.

Compliance is required by all Contractors/Consultants. To the extent permitted by applicable law, Clayton County (“County”) reserves the right to adjust or waive any insurance requirements contained in this Appendix B and applicable to the Contract.

1. Evidence of Insurance Required Before Work Begins

No work under the Contract may be commenced until all insurance requirements contained in this Appendix B, or required by applicable law, have been complied with and evidence of such is compliance satisfactory to County as to form and content and has been filed with County.

Contractor/Consultant must provide County with a Certificate of Insurance and Endorsements that clearly and unconditionally indicate that Contractor/Consultant has complied with all insurance requirements set forth in this Appendix B and applicable to the Contract. If the Contractor/Consultant is a joint venture, the insurance certificate shall name the joint venture, rather than the joint venture partners individually, as the primary insured. In accordance with the solicitation documents applicable to the Contract at the time Contractor/Consultant submits to County its executed Contract, Contractor/Consultant must satisfy all insurance requirements required by this Appendix B and applicable by law and provide the required written documentation to County evidencing such compliance. In the event that Contractor/Consultant does not comply with such submittal requirements within the time period established by the solicitation documents or the transmittal correspondence, County may, in addition to any other rights it may have under the solicitation documents, the Contract or under applicable law, make a claim against any bid security provided by Contractor/Consultant, if any, or decline to enter into a contract with Contractor.

2. Minimum Financial Security Requirements

All companies providing insurance required by this Appendix B must meet certain minimum financial security requirements. These requirements must conform to the ratings published by A.M. Best & Co. in the current Best's Key Rating Guide - Property-Casualty. The ratings for each company must be indicated on the documentation provided by Contractor/Consultant to County certifying that all insurance requirements set forth in this Appendix B and applicable to the Contract have been unconditionally satisfied.

For all contracts, regardless of size, companies providing insurance or bonds under the contract must meet the following requirements:

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i) Best's Rating not less than A-VII,

ii) Best's Financial Size Category not less than Class VII, and

iii) Companies must be authorized to conduct and transact insurance contracts by the Insurance Commissioner, State of Georgia.

iv) All bid, performance and payment bonds must be underwritten by a

U.S. Treasury Circular 570 listed company.

If the issuing company does not meet these minimum requirements, or for any other reason is or becomes unsatisfactory to County, County will notify Contractor/Consultant in writing. Contractor/Consultant must promptly obtain a new policy or bond issued by an insurer acceptable to County and submit to County evidence of its compliance with these conditions.

Contractor/Consultant’s failure to comply with all insurance minimum requirements set forth in this Appendix B and applicable to the Contract will not relieve Contractor/Consultant from any liability under the Contract.

Contractor/Consultant’s obligations to comply with all insurance requirements set forth in Appendix B and applicable to the Contract will not be construed to conflict with or limit Contractor/Consultant’s indemnification obligations under the Contract.

3. Insurance Required for Duration of Contract

All insurance required by this Appendix B must be maintained during the entire term of the Contract, including any renewal or extension terms, and until all work has been completed to the satisfaction of the County. If Clayton County shall so request, the Contractor/Consultant will furnish the County for its inspection and approval such policies of insurance with all endorsements, or confirmed specimens thereof certified by the insurance company to be true and correct copies.

4. Notices of Cancellation & Renewal

Contractor/Consultant must, notify Clayton County in writing at the address listed below by mail, hand-delivery or facsimile transmission, within 2 days of any notices received from any insurance carriers providing insurance coverage under this Contract and Appendix B that concern the proposed cancellation, or termination of coverage.

Risk Management Division Central Services Dept.

7994 N. McDonough St.

Jonesboro, GA 30236 Fax No. (770) 473-5907

Confirmation of any mailed notices must be evidenced by return receipts of registered or certified mail.

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Contractor/Consultant shall provide the County with evidence of required insurance prior to the commencement of this Contract, and, thereafter, with a certificate and required endorsements evidencing renewals, replacements, or changes to required policies of insurance at least fifteen (15) days prior to the expiration of previously provided certificates.

5. Agent Acting as Authorized Representative

Each and every agent acting as Authorized Representative on behalf of a company affording coverage under this contract shall warrant when signing the Certificate of Insurance that specific authorization has been granted by the Companies for the Agent to bind coverage as required and to execute the Certificates of Insurance as evidence of such coverage. Clayton County coverage requirements may be broader than the original policies; these requirements have been conveyed to the Companies for these terms and conditions.

In addition, each and every agent shall warrant when signing the Accord Certificate of Insurance that the Agent is licensed to do business in the State of Georgia and that the Company or Companies are currently in good standing in the State of Georgia.

6. Certificate Holder

Clayton County, GA, 7994 N. McDonough St., Jonesboro, GA 30236, must be named as certificate holder. All notices must be mailed to the attention of Risk Management at 7994 N. McDonough St., Jonesboro, GA 30236.

7. Project Number & Name

The project number and name, RFQ #26-38 Projector System and Audio- Visual Renovation for Clayton County, Georgia, may be referenced in the description section of the insurance certificate.

8. Additional Insured Endorsements

The County must be covered as Additional Insured under all insurance (except Worker’s Compensation, Automobile Liability and Professional Liability) required by this Appendix B and such insurance must be primary with respect to the Additional Insured. Contractor/Consultant must submit to County an Additional Insured Endorsement Evidencing County’s rights as an Additional Insured for each policy of insurance under which it is required to be an additional insured pursuant to this Appendix B.

Endorsement must not exclude the Additional Insured from Products - Completed Operations coverage. The County shall not have liability for any premiums charged for such coverage. The Endorsement must include the following verbiage: “Clayton County, GA, its appointed and elected Officials, departments, agencies, boards, commissions, officers, agents, employees and volunteers as additional insureds with respect to liability arising out of the activities performed by or on behalf of the Contractor/Consultant.”

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9. Waiver of Subrogation Endorsement

The Workers’ Compensation policy must contain a Waiver of Subrogation Endorsement in favor of Clayton County including the following verbiage, “Clayton County, GA, its appointed and elected Officials, departments, agencies, boards, commissions, officers, agents, employees and volunteers for losses arising from work performed by or on behalf of the Contractor/Consultant.”

10. Mandatory Sub-Contractor/Consultant Compliance

It is the sole responsibility of the general Contractor/Consultant to ensure all sub-Contractors/Consultants working under it have separately procured any and all types and limits of insurance that is required under any and all pertinent local, state, federal, ordinances or resolutions that are suitable for the particular trade that the sub-Contractor/Consultant is performing. It is also the sole responsibility of the general and/or prime Contractor/Consultant to ensure any and all sub-Contractors/Consultants or vendors carry types and limits of insurance not less than those listed herein and that the sub-Contractors/Consultants and/or vendors carry and/or procure endorsements to waive all subrogation rights against and name “Clayton County, GA, its appointed and elected Officials, departments, agencies, boards, commissions, its officers, agents, employees and volunteers” as additional insureds per this Appendix B.

11. Self- Insured Retentions, Deductibles or Similar Obligations

Any self-insured retention, deductible or similar obligation will be the sole responsibility of the Contractor/Consultant.

12. Task Order

Evidence of compliance with insurance requirements must be provided on a Task Order basis prior to the issuance of any Notice to Proceed. Additional Insurance Requirements may be mandatory for particular Task Orders as required.

13. Coverage Limits

Coverage provided by the Contractor/Consultant shall not be limited to the liability assumed under the indemnification provisions of the Contract.

14. Non-limitation on the Contractor’s/Consultants Liability

The obligations for the Contractor/Consultant to procure and maintain insurance shall not be construed to waive or restrict other obligations and it is understood that insurance in no way limits liability of the Contractor/Consultant whether or not same is covered by insurance.

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15. Use of Premises

The Contractor/Consultant shall confine its apparatus, material and the operations of its workers to limits/requirements indicted by law, ordinances, permits, codes and any restriction of Contractor/Consultant and shall not unreasonably encumber the premises with its materials or supplies.

C. Coverage Types and Limits

1. Workers' Compensation and Employer's Liability Insurance Contractor/Consultant must procure and maintain Workers' Compensation and Employer's Liability Insurance in compliance with the applicable Workers’ Compensation Act(s) of the state(s) wherein the work is to be performed or where jurisdiction could apply in amounts required by statutes in the following limits to cover each employee who is or may be engaged in work under the Contract:

Workers' Compensation. . . . . . . . Statutory Employer's Liability:

Bodily Injury by Accident/Disease $1,000,000 each accident Bodily Injury by Accident/Disease $1,000,000 each employee Bodily Injury by Accident/Disease $1,000,000 policy limit

2. Commercial General Liability Insurance

Contractor/Consultant must procure and maintain Commercial General Liability Insurance in an amount not less than $1,000,000 per occurrence subject to a $2,000,000 aggregate. The following is the minimum insurance and limits that the Contractor/Consultant must maintain. If the Contractor/Consultant maintains higher limits than the minimums shown below, County requires and shall be entitled to coverage for the higher limits maintained by the Contractor/Consultant.

Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to County. T h e following indicated extensions of coverage must be provided:

Products – Completed Operations Aggregate Personal and Advertising Injury Premises Operations Independent Contractor/Consultants/Sub-Contractor/Consultants Additional Insured Endorsement* (primary& non-contributing in favor of Clayton County) Any other type of liability for which this Contract applies

3. Commercial Automobile Liability Insurance

Automobile Liability Insurance with limits of liability of not less than $1,000,000 per accident for bodily injury and property damage. Insurance shall include all owned, non-owned and hired vehicle liability.

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If Contractor/Consultant does not own any automobiles in the corporate name, non-owned vehicle coverage will apply and must be endorsed on either Contractor/Consultant’s personal automobile policy or the Commercial General Liability coverage required under this Appendix B.

4. Excess Liability: $2,000,000

a. Policy must follow form of General Liability Policy and all insurance together for general liability must total at least a minimum of three million dollars ($3,000,000). Any form of underlying and excess policies may satisfy such requirement.

b. The policy shall be endorsed to include “Clayton County, GA, its appointed and elected Officials, departments, agencies, boards, commissions, officers, agents, employees and volunteers shall be named as additional insureds with respect to liability arising out of the activities performed by or on behalf of the Contractor.”

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APPENDIX C

REQUIRED FORM SUBMITTALS

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NON-CONFLICT OF INTEREST

By submitting a quote in response to this solicitation, the Bidder represents that in the preparation and submission of this quote, said Bidder did not either directly or indirectly, enter into any combination or arrangement with any person, Bidder, Corporation or enter into any County, 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 quote preparation shall be reported to the State of Georgia Attorney General and the United States Justice Department.

Bidder certifies that to the best of its knowledge, no circumstances exist which shall cause a conflict of interest in performing services for Clayton County, and that no company or person other than bona fide employees working solely for our firm has been employed or retained to solicit or secure a County resulting from this request for quote.

Signature:

Type Name:

Title:

Firm:

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BUSINESS ENTITY CERTIFICATE

(a) CORPORATE CERTIFICATE

I, __________________________________, certify that I am the

_____________________ (title) of the Corporation named as Bidder herein, same being organized and incorporated to do business under the laws of the State of

__________________; that _____________________________who executed this Quote on behalf of the Bidder was, then and there, _____________________________(title) and that said Quote was duly signed by said officer for and on behalf of said corporation, pursuant to the authority of its governing body and within the scope of its corporate powers.

This ______ day of ____________________, 20 _____.

(Printed Name)

(Signature)

(Corporate Seal must be affixed above)

(b) PARTNERSHIP, LLC AND OTHER ENTITIES

I, ______________________________________________, certify that I am authorized to sign to commit _________________________________ named a Bidder in the foregoing

Quote. That said company is formed under the laws of the State of

This ___ day of ___________, 20___.

(Printed Name)

(Signature)

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CERTIFICATE OF AUTHORITY – JOINT VENTURE

(Separate Certificate to be submitted by each joint venture partner)

I, _________________________, (1) certify that:

1. I am the __________ (2) of _____________________________, (3) (hereinafter “Venturer”);

2. Venturer is a partner and participation in the joint venture having submitted the Request for Quote or Request for Proposal No. _________________________ for ______________________________________________________(insert Project Name);

3. Venturer is organized and incorporated to do business under the laws of the State of _____________; and

4. Said Request for Quote or Request for Proposal No. ___________________was duly signed by said officer for and on behalf of said Venturer and the Contractor pursuant to the authority of the governing body of each and within the scope of its corporate powers.

I further certify that the names and addresses of the owners of all the outstanding stock or ownership interest in Venturer as of this date are as follows:

This ______ day of ______________________, 20____.

By: _______________________________ Signature of Person Executing Certification

INSTRUCTIONS FOR COMPLETION OF THIS CERTIFICATE

1. Name of secretary (if Venturer is a corporation), or Manager or CEO (if Venturer is a

LLP of Venturer.

2. Title of person executing Certification.

3. Name of joint venture partner.

COPY THIS FORM AND SUBMIT SEPARATE CERTIFICATES FOR EACH JOINT

VENTURE PARTNER WITH THE QUOTE.

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ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT

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

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

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

RFQ #26-38 Projector System and Audio-Visual Renovation for Clayton County, Georgia Name of Project

Clayton County Board of Commissioners Name of Public Employer

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

Executed on ____________, ____, 20___ in ________________(City), _________(State).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ____ DAY OF ________________. 20___.

NOTARY PUBLIC

My Commission Expires:

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ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT

Subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(3)

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A.

§ 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with (___________________________ (name of contractor)) on behalf of the Clayton County Board of Commissioners has registered with, is authorized to use and uses the federal work authorization program commonly known as E- Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91(b). Additionally the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five business days of receipt. If the undersigned subcontractor receives notice of receipt of an affidavit from any sub-subcontractor that has contracted with a sub-subcontractor to forward, within five business days of receipt, a copy of such notice to the contractor. Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization

Name of Subcontractor

RFQ #26-38 Projector System and Audio-Visual Renovation for Clayton County Name of Project

Clayton County Board of Commissioners Name of Public Employer

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

Executed on ______________, ______, 20 in __________(County), __________(State).

Signature of Authorized Officer or Agent

Printed name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE

ME ON THIS THE_ _____, DAY OF ____________, 20_ .

Notary Public

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ACKNOWLEDGEMENT OF BIDDER

STATE OF GEORGIA

COUNTY OF CLAYTON

BEFORE ME, the undersigned authority a Notary Public in and for the State of _________________, on this day personally appeared _______________________________ who, after having first been duly sworn, upon oath did depose and say; that the forgoing bid submitted by _________________________ hereafter called “Bidder” is duly authorized agent of said company and that the person signing said bid has been duly authorized to execute the same. Bidder affirms that it is duly authorized to execute this Quote, that this company, corporation, firm, partnership or individual has not prepared its quote in collusion with any other Bidder, and that the contents of this quote as to prices, terms or conditions of said quote have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this quote.

The undersigned certifies that the quoted prices contained in this quote have been carefully checked and are submitted as correct and final and if quote is accepted, agrees to furnish the articles and/or services listed and offered in this document at the prices and terms stated, subject to the conditions and specifications of this Request for Quote.

Bidder Information:

(Company) (Signature)

(Address) (Printed Name)

(City, State, Zip) (Title)

SWORN TO AND SUBSCRIBED

BEFORE ME THIS ________ day of ____________________ 20___.

Notary Public in and for the State of ______

(Seal)

(FAILURE TO SIGN THIS SECTION SHALL DISQUALIFY BIDDER’S RESPONSE)

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REFERENCE AND RELEASE FORM

List at least four (4) references for the Prime Bidder and each proposed Sub-Contractor using a separate Reference and Release Form for each. (Please make copies as necessary and submit with the Quote.) Provide the information requested in the form below for the contact person who will verify the Bidder’s experience and ability to perform the type of services listed in the RFQ.

Company Name

Contract Period (Including Completion Date)

Contact Person Name and Title

Telephone Number (include area code)

Complete Primary Address

City State Zip Code

Email Address

Project Name

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REFERENCE CHECK RELEASE STATEMENT

You are authorized to contact the references provided above for purposes of the RFQ.

Signed___________________________________________ Title _______________________ (Authorized Signature)

Company Name__________________________ Bidder Sub-Contractor

Date___________

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ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS

I, __________________, as an authorized agent of _______________________ shall comply completely and promptly with all insurance requirements contained in the County’s Request for RFQ # 26-38 Projector System and Audio-Visual Renovation for Clayton County, Georgia pertaining to insurance and/or bonding.

Bidder understands that it is required to share the County’s insurance and/or bonding requirements with the appropriate surety company(s) and/or insurance brokers, agents, underwriters, etc. prior to any award of a contract and to take all necessary steps to ensure compliance with the applicable bonding, insurance and endorsement requirements without delay. Bidder understands, acknowledges and agrees that its failure to fully comply with these requirements within five (5) days and no more than ten (10) days of the date Bidder receives a final contract from the County, may result in the forfeiture of the quote guarantee submitted with its quote and/or the disqualification of Bidder from further consideration for the contract.

By executing this Acknowledgement of Insurance Requirements, I represent that I am authorized to make the representations contained herein on behalf of ___________________________.