RP036_26 INV.pdf

September 16, 2026

REQUEST FOR PROPOSAL

RP036-26

The Gwinnett County Board of Commissioners is soliciting competitive sealed proposals from qualified Service Providers for the Provision of Purchasing Card Services on a Multi-Year Contract for the Department of Financial Services.

Proposals must be returned in a sealed container marked on the outside with the Request for Proposal number and Company Name. Proposals will be received until 2:50 PM local time on October 12, 2026, at the Gwinnett County Financial Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046. Any proposal received after this date and time will not be accepted. Proposals will be publicly opened, and only names of submitting service providers will be read at 3:00 PM. Please use the link found here to join, or by dialing 1-323-676-6170. Access Code is: 159 107 346#.

Apparent bid results will be available the following business day on our website.

A pre-proposal conference is scheduled for 10:00 a.m. on September 23, 2026, at the link here. All service providers are urged to attend. Questions regarding proposals should be directed to Blake Christopher, Purchasing Associate II at Blake.Christopher@GwinnettCounty.com, no later than 2:00 p.m. on September 25, 2026.

Proposals are legal and binding upon the vendor when submitted. One (1) unbound 8 ½” x 11” single sided marked “original”, three (3) exact copies minus the fee proposal, one (1) electronic copy on a flash drive (labeled Technical), one (1) copy of the fee proposal should be submitted. Fee Proposal should be submitted in a separate sealed envelope.

Successful service provider will be required to meet insurance requirements. The Insurance Company should be authorized to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating of A-10 or higher.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or activities.

Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program or activity of Gwinnett County Government should be directed to the ADA Coordinator at the Gwinnett County Justice and Administration Center, 770-822-8165.

The written proposal documents supersede any verbal or written prior communications between the parties.

Selection criteria are outlined in the request for proposal documents. Gwinnett County reserves the right to reject any or all proposals to waive technicalities, and to make an award deemed in its best interest.

Award notification will be posted after award on the County website, www.gwinnettcounty.com and companies submitting a proposal will be notified via email.

We look forward to your proposal and appreciate your interest in Gwinnett County.

Blake Christopher Purchasing Associate II

The following pages should be returned with your proposal:

Fee Schedule, Page 8 (submitted in a separate sealed envelope) Service Provider Information, Page 9

References, Page 10 Contractor Affidavit, Page 11

Code of Ethics, Page 12 https://teams.microsoft.com/meet/23807414588589?p=GJdd7XFYA3Y92VawEO https://teams.microsoft.com/meet/2998762473988?p=oKnOVuOKJ9szFWNNti http://www.gwinnettcounty.com/

RP036-26 Page 2

REQUEST FOR PROPOSAL

PROVISION OF PURCHASING CARD SERVICES ON A MULTI-YEAR CONTRACT

Introduction The Gwinnett County Department of Financial Services is requesting proposals from qualified service providers to provide purchasing card services for the Gwinnett County Purchasing Card Program. The primary objectives of the program are to improve the efficiency of purchasing and accounting processes, enhance reporting and visibility of purchasing data, and provide timely payments to merchants. The selected service provider shall provide a comprehensive solution including program design, implementation, card issuance and administration, billing services, training, customer support, and utilization monitoring and reporting capabilities.

Procurement Card and ePayables Overview Procurement Card The Gwinnett County Department of Financial Services, primarily through the Purchasing and Treasury Divisions, administers the Purchasing Card Program and manages the day-to-day operations of the program. Each participating department designates a Purchasing Card Liaison who is responsible for coordinating and overseeing Purchasing Card Program activities within their respective departments.

Each purchasing card is assigned to an individual employee and may be used to procure commercially available goods, supplies, and services under the County’s established single transaction limit of $5,000.00. Certain designated cardholders may be authorized for higher transaction limits based on operational needs and approvals. The program allows departments to establish customized spending controls for each card, including transaction limits, monthly credit limits, merchant category code (MCC) restrictions, and supplier/vendor controls to ensure compliance with County purchasing policies. The Purchasing Card Program also supports authorized travel-related expenditures including meals, lodging, and other approved travel expenses, as the County does not maintain a separate travel card program. Gwinnett County currently has approximately 783 active purchasing cards issued across participating departments.

The following table lists the transaction volumes for the County Purchasing Card Program over the last five Fiscal Years (January – December):

Fiscal Year Purchase Volume Transaction Volume 2021 $13,674,452.26 32,331 2022 $16,627,272.66 34,130 2023 $18,169,104.94 36,231 2024 $19,311,625.65 37,234

2025 $18,571,200.63 35,355

The Service Provider must agree not to sell or distribute any information related to participating entities or cardholders and must comply with all Internal Revenue Service reporting requirements.

ePayables (Ghost Cards) Gwinnett County currently utilizes an ePayables program consisting of virtual payment cards that enable vendors to receive payment via credit card. Vendors process virtual card payments through their point-of-sale (POS) systems or online merchant processing platforms. The ePayables program shall be included as part of the Purchasing Card Program solution and cannot be proposed or awarded separately. The County’s current ePayables structure utilizes static card numbers with zero-balance accounts that require system-generated authorization prior to payment processing. Upon approval of an authorized payment, the Service Provider transmits an automatic remittance advice to the vendor. Current payment terms for the ePayables program are 15 days from the invoice date.

Other Services under Consideration by the County Gwinnett County intends for the Purchasing Card Program to serve as an integral component of its broader strategy to modernize and streamline financial operations through electronic payment solutions. As part of this initiative, the County is interested in exploring additional electronic payment capabilities, including solutions for issuing payments to miscellaneous one-time payees through an Electronic Benefits Transfer (EBT) or similar prepaid payment platform. An example would include juror payments.

Proposal Submission Instructions Gwinnett County reserves the right to reject all proposals, to negotiate modifications to the scope of work or services to be provided, and to waive any technicalities or informalities when deemed in the best interest of the County.

RP036-26 Page 3

Technical Proposal This section outlines the information that must be included in the Technical Proposal for the services requested under this Request for Proposal. The Service Provider should demonstrate their ability to satisfy all qualification and technical requirements and should provide a detailed description of its approach to delivering the required services. The Technical Proposal should be organized in the order shown below and clearly labeled with the numbering structure of the corresponding section titles.

A. Company Background – 5 Points Describe the firm’s background, qualifications, and relevant experience in providing purchasing cards and related payment solutions. Responses should specifically focus on the organization’s purchasing card operations and capabilities and should include, at minimum, the information outlined below.

1. Company Structure

The Service Provider shall provide:

• The legal name and legal structure of the organization

• The state and county of incorporation, if applicable

• A description of the organization’s primary lines of business and business ventures

• The office location that will service the County’s account

• An organizational chart identifying key reporting relationships and management structure

• A description of the division, department, or business unit responsible for the development, implementation, management, and support of the proposed purchasing card and payment services

2. Financial Stability

The Service Provider should provide sufficient financial information that would allow the County to evaluate the financial stability and long-term viability of the organization. At a minimum:

• Publicly traded companies shall provide their most recent audited financial report.

• Privately held companies shall provide a letter, on official financial institution letterhead, attesting to the financial stability of the organization; and.

• The selected Service provider shall be required to provide annual reports and current SOC1 reports, or equivalent audit reports throughout the term of the Agreement.

3. Business Litigation

The Service Provider should disclose any involvement by the organization, any officer or principal in any business litigation or other legal proceedings related to commercial purchasing card services or payment processing activities within the last five (5) years. The disclosure should include a brief description of the matter, the status of the matter and the final disposition or outcome, if resolved.

B. General Program Information – 15 Points

1. Vendor Base The Service Provider should describe its supplier enrollment and vendor acceptance strategy, including programs and resources dedicated to recruiting new vendors/suppliers into the purchasing card and ePayables network. The response should include the Service Provider’s process for increasing vendor card acceptance, strategies for enrolling County mandatory-source suppliers, supplier enablement and outreach capabilities, resources available to assist vendors with onboarding and payment acceptance, and the approach to resolving instances where a vendor does not accept the proposed purchasing card solution after notification by the cardholder.

2. Card Design

The purchasing card shall be custom designed specifically for Gwinnett County Government, subject to final approval by the County.

The proposed card design shall:

• Exclude all references for Automated Teller Machine (ATM) functionality;

• Support unique account numbering schemes for individual cardholders or schemes which will allow for a unique designation when issued in the name of an organization or work group;

• Be provided at no additional cost to the County, including card stock, design and standard issuance.

At a minimum, the card design should include:

a. The name of the County displayed on the face of the card;

RP036-26 Page 4

b. The County department, employee name and card number embossed or printed on the front or back of the card;

c. The phrase “FOR OFFICIAL USE ONLY” printed on the face of the card;

d. The phrase “FED TAX ID#58-6000835” printed on the face of the card; and

e. The Service Provider’s toll-free customer service telephone number shall be printed on the back.

The Service Provider may recommend additional security or identification features deemed beneficial to the County’s program.

3. Controls and Restrictions

The Service Provider should demonstrate that its purchasing card program provides comprehensive cardholder controls and restrictions to enable the County to effectively manage spending, reduce fraud, and ensure compliance with County purchasing policies. The Service Provider should describe the controls and restrictions they have available such as:

• Common Controls and Restrictions The Service Provider should provide the ability to apply the following controls/restrictions (blocking) to all County purchasing cards:

a. Prohibit all cash advances

b. Disable all Automated Teller Machine (ATM) functionality

c. Block transactions by supplier, Merchant Category Code (MCC), or other predefined merchant categories

• Selective Controls and Restrictions Authorized personnel should have available to them certain control/restriction (blocking) options that may be applied to all cards as needed. These options should include the capability to set:

a. A single per transaction maximum dollar limit for each card that is customizable at a departmental level.

b. The number of card authorizations (transactions) per day

c. The number of transactions per cycle

d. The total dollars spent per day

e. The total dollars spent per cycle

f. Include or exclude vendors by business type, MCC, or vendor name

4. Liability and Misuse Protection Service Provider should provide a detailed description of the proposed misuse protection program, including covered charges, program exclusions, and obligations of accounts, if any.

Note: The County will not accept liability or financial responsibility for unauthorized use of Purchasing Cards, i.e.

fraudulent use of account numbers and lost or stolen Purchasing Cards.

5. Federal Tax Form-1099 Reporting

The County would like to increase the usage of the Purchasing Card with 1099 service vendors. The Service Provider should describe their process for Federal Tax Form 1099 reporting.

C. Account Management – 20 Points

1. Staffing The Service Provider should describe their organization and staffing plan, including but not limited to the following:

• A dedicated Account Manager

• Support team

• A proposed organizational chart for the project

• Accessibility (respond to urgent requests within 1 business day)

• A description of responsibilities for all positions

• Names and geographical location of proposed staff

2. Customer Support

The Service Provider should describe their overall approach to providing customer support including personnel assignments, hours of availability, methods of access to personnel and account information, and response times.

At a minimum, customer support must include the following features:

• Toll-free customer assistance

• 24/7 toll-free emergency assistance.

RP036-26 Page 5

• Toll-free fax number(s)

• E-mail accessibility

The Service Provider should include a proposed methodology for establishing performance goals, benchmarking accomplishments, and reporting performance to the County.

3. Card Administration

• Card Issuance: Service Provider is to propose a solution with no fees or cost to the program participants (including late fees or interest charges) regardless of account activity. Describe the proposed card distribution process, including the time required to issue a card after a request is made. All cards should be issued for a minimum three-year period.

• Renewal of Cards: The Service Provider should describe the renewal process.

• Replacement of Cards: The Service Provider should describe their process for the replacement of lost or stolen cards. The Service Provider is encouraged to propose a timeline which is less than 72 hours.

• Cancellation of Cards: The Service Provider should describe their process for the immediate cancellation of cards.

4. Training Plan The Service Provider should describe their training plan for the program. The plan should address initial training, subsequent refresher/continuing education training, web-based training, and the Service Provider’s plan for submitting monthly training status reports to the County. The Service Provider’s program will train department Purchasing Card Liaisons to:

• Understand overall nature of the Purchasing Card Program and its benefits.

• Develop spending limitations and other program restrictions and controls for their individual departments.

• Understand the County’s financial responsibilities and billing/payment procedures regarding purchases made with the card.

• Understand the potential limitations on card use.

• Understand the individual cardholder’s responsibilities regarding purchases made with the card.

• Request and interpret periodic internal reports and ad hoc reports.

• Understand customer services available to the cardholder.

D. Information and Reporting Systems – 20 Points

Proposers should describe:

• Their ePayables and virtual card capabilities;

• Supplier onboarding and enablement processes;

• Payment authorization controls and security features;

• Remittance delivery methods;

• ERP/AP integration capabilities;

• Reporting and reconciliation functionality; and

• Available rebate and revenue-sharing opportunities associated with ePayables transactions.

YES NO

Data is viewable for current transactions and prior transactions through an online Pcard system, five years or longer.

Drill down capability to review transaction detail is available based on assigned user access roles. ☐ ☐ Data is extractable from the PCard system to Excel/Access or other formats such as text delimited, comma delimited and flat file format.

Data is viewable in conjunction with cardholder’s PCard statement. ☐ ☐ User can select a range of transactions for review based on criteria such as transaction date or dollar amount.

Total transaction by cardholder account number agrees with monthly bank billing statement. ☐ ☐ PCard system provides notification/flagging of transaction that fall outside of defined norms. ☐ ☐ PCard system provides secure web based technology. ☐ ☐ Capable of sending a file with the daily PCard transaction details via automated secure file transmission. ☐ ☐ Capable of receiving and processing ePayables transactions using automated secure file transmission. ☐ ☐

RP036-26 Page 6

1. Information Systems The Service Provider should propose multiple Purchasing Card management systems which could include web-based, server-based, and desktop solutions. At a minimum the Service Provider should:

• Describe how the proposed system(s) can be dynamically managed in real time at both the global and local level

• Describe any experience working with Oracle Fusion relating to purchasing card management and be capable of integrating with Oracle Fusion to import purchasing card transaction details.

• Describe Purchasing Card spending data reconciliation capability. Include reconciliation processes for Oracle Fusion accounting systems and using any purchasing card functionality included in Oracle Fusion.

• Describe any capability to collect and report card user spend data using nationally accepted commodity coding systems including the National Institute of Governmental Purchasing (NIGP) Codes, Universal Standard Product Classification and Services Codes (UNSPSC), and North American Industry Classification System (NAICS).

• Describe any additional available tools that could be used to enhance management of the purchasing card program

The Service Provider will provide all software, upgrades, revisions, and training at no fee to the participants. The Service Provider will provide a demonstration of the proposed system(s) if requested.

2. Reporting Systems

The Service Provider should provide a listing of all reports and reporting capabilities including report frequency, detail levels, customized reports, query capabilities, and available data extracts (Excel, Access, etc). At a minimum, the Service Provider should describe their capability and plan to provide Level III transaction data (unit price, quantity, description) by:

• Cardholder name

• Card account number

• Department

• Work Unit

• Statement/Transaction/Post Date

• Charge/Credit amount

• Vendor Name

• TIN

• Commodity Code

• MCC

E. Implementation Plan – 20 Points

The Service Provider should provide a plan with a detailed description of the process for implementing the program for all active accounts and cardholders by January 1, 2027. This plan should identify the process for program conversion, system setup, and initial issuance of cards. The detailed plan should at a minimum:

• Describe the timeline for implementing the purchasing card program

• Explain transition plan

• Define the tasks to be performed and responsible parties

• Describe all customer support that will be provided during implementation such as onsite visits, technical assistance, user manuals, web-based training, etc.

• Provide any other information necessary to understand the implementation of the proposed system

F. References – 10 Points

Provide a list of three (3) clients for whom similar products/services, as detailed in this proposal, have been provided.

Include the dates of service; number of cards issued; annual dollar purchase volume; annual number of transactions; and the name, title, and telephone number of the contact person.

Provide a list of all clients for whom similar products/services, as detailed in this proposal have been provided during the past three years and have been terminated by the client. State the reason(s) for termination, along with the dates of service; number of cards issued; and the name, title, and telephone number of the contact person.

RP036-26 Page 7 G. Fee Schedule – 10 Points

Provide the rebate percentage for monthly bills paid within 7 days and 25 days. Fee schedule is to be returned in a separate sealed envelope. The rebate terms are considered during scoring and are negotiable.

H. Optional Interview – 10 Points

At the discretion of the Evaluation Committee, interviews may be requested to offer a brief explanation of the Service Provider’s services and how the Service Provider will provide these services for the County. All costs associated with the interview (if required) will be at the expense of the proposing Service Provider.

SELECTION PROCESS

Proposals will be evaluated based on their relative responsiveness to the criteria described above and with the following values assigned:

Criteria Tab Points Phase I

A. Company Background 5 B. General Program Information 15 C Account Management 20 D. Information and Reporting Systems 20 E. Implementation Plan 20 F. References 10

Sub-Total 90 Phase II

G. Fee Schedule – Financial Rebate Offered (to be submitted in a separate sealed envelope) 10 Sub-Total: 100

Phase III H. Optional Interview 10

Total: 110

Phase I: Evaluation Committee will evaluate responses according to the phase’s criteria, scoring and ranking the proposals.

The Evaluation Committee may shortlist, at their discretion, the highest-ranking proposers, opening only the Cost Proposals of the Service Providers making the shortlist.

Phase II: Cost Proposals will be opened and scored and the results will be combined with the results of Phase I scoring.

After this scoring, a number of the highest-ranking proposers may then be shortlisted again. This would be at the discretion of the Evaluation Committee.

Phase III: At the discretion of the Evaluation Committee, interviews may be requested to offer a brief explanation of the Service Provider’s services and how the Service Provider proposes to provide these services for the County. All costs associated with the interview (if required) will be at the expense of the proposing Service Provider. The proposals will be evaluated to select the Service Providers that rate the highest according to the criteria as indicated. The selection of the awarded Service Provider shall be the combined highest scores from all the evaluation criteria. The County reserves the right to negotiate with the selected Service Providers for rates and concessions that are in the best interest of the County.

If unable to reach an agreement with the highest scoring Service Provider, the County may then negotiate with the second-ranked Service Provider and so on, until a satisfactory agreement has been reached, or the County may terminate the negotiation process, or will make a recommendation of award to the Purchasing Division.

RP036-26 Page 8 FAILURE TO RETURN THIS PAGE AS PART OF YOUR PROPOSAL DOCUMENT MAY RESULT IN REJECTION OF PROPOSAL.

FEE SCHEDULE

(SUBMITTED IN A SEPARATE SEALED ENVELOPE)

DOLLAR VOLUME PER MONTH

% LEVEL REBATE

Monthly Bill 7 Day Pay

% LEVEL REBATE

Monthly Bill 25 Day Pay

$0 TO $1,000,000 % %

$1,000,001 to $2,000,000 % %

$2,000,001 to $3,000,000 % %

$3,000,001 to $4,000,000 % %

$4,000,001 to $5,000,000 % %

$5,000,001 to $6,000,000 % %

$6,000,001 to $7,000,000 % %

$7,000,001 to $8,000,000 % %

$8,000,001 to $9,000,000 % %

$9,000,001 to $10,000,000 % %

Over $10,000,000 % %

**On a separate sheet, include incentives offered (i.e. loyalty bonus) and services (i.e. custom card design, image upload, image storing) that will NOT be waived.

SERVICE PROVIDER NAME ____________________________________________________________________________________________

RP036-26 Page 9

SERVICE PROVIDER INFORMATION

Please Include This Page As Part Of The Proposal Document And NOT With The Fee Proposal

Certification Of Non-Collusion in Proposal Preparation Signature Date

The undersigned acknowledges receipt of the following addenda, listed by number and date appearing on each:

Addendum No. Date Addendum No. Date

The services to be performed under this Agreement shall commence upon final approval by the Board of Commissioners, or January 1, 2027, whichever is later. The initial term of this Agreement shall be through December 31, 2031. This Agreement shall terminate absolutely and without further obligation on the part of the County at the close of the calendar year of execution and at the close of each succeeding calendar year of renewal, if renewed. This Agreement shall be automatically renewed upon the same terms and conditions unless the County terminates the Agreement on the day of the close of the calendar year in which it was executed or within sixty (60) days after the day of the close of the calendar year of execution or of each succeeding calendar year for which it may be renewed, for a total lifetime obligation of five (5) years. If applicable, title to any supplies, materials, equipment or other personal property shall remain in the vendor until fully paid for by the County. In addition, this Agreement will terminate immediately and absolutely when appropriated and otherwise unobligated funds are no longer available to satisfy the obligations of the County under the Agreement. Any obligation of the County hereunder is only for such sums payable during the calendar year of execution or each calendar year of renewal, if renewed.

In compliance with the attached specifications and the Instructions for Vendors, the undersigned acknowledges all requirements outlined in the "Instructions to Vendors" and all documents referred to therein, offers and agrees, if this proposal is accepted by the Board of Commissioners within one hundred twenty (120) days of the date of proposal opening, to furnish any or all of the items upon which prices are quoted, at the price set opposite each item, delivered to the designated point(s) within the time specified in the fee schedule. By submission of this proposal, I understand that Gwinnett County uses Electronic Payments for remittance of goods and services.

Vendors should select their preferred method of electronic payment upon notice of award. For more information on electronic payments, please refer to the Electronic Payment information in the Instructions for Vendors.

Legal Business Name (If your company is an LLC, you must identify all principals to include addresses and phone numbers in your submittal)

Address

Does your company currently have a location within Gwinnett County? Yes No

Representative Signature

Printed Name

Telephone Number Fax Number

E-mail Address http://www.gwinnettcounty.com/portal/gwinnett/Departments/FinancialServices/Treasury/

RP036-26 Page 10

REFERENCES

Gwinnett County requests a minimum of three (3) references where work of a similar size and scope has been completed.

Note: References should be customized for each project, rather than submitting the same set of references for every project bid. The references listed should be of similar size and scope of the project being bid on. Do not submit a project list in lieu of this form. Please make sure the contact information (especially the E-mail) is correct.

1. Company Name

Brief Description of Project

Completion Date

Contract Amount $ Start Dates

Contact Person Telephone

E-Mail Address

2. Company Name

Contract Amount $ Start Date

3. Company Name

Contract Amount $ Start Date

SERVICE PROVIDER NAME ____________________________________________________________________________________________

RP036-26 Provision of Purchasing Card Services on a Multi-Year Contract Page 11

CONTRACTOR AFFIDAVIT AND AGREEMENT

(THIS FORM SHOULD BE FULLY COMPLETED AND RETURNED WITH YOUR SUBMITTAL)

By executing this affidavit, the undersigned contractor verifies its compliance with The Illegal Immigration Reform

Enhancements for 2013, stating affirmatively that the individual, firm, or corporation which is contracting with the Gwinnett County Board of Commissioners has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security] to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act, in accordance with the applicability provisions and deadlines established therein.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services or the performance of labor pursuant to this contract with the Gwinnett County Board of Commissioners, contractor will secure from such subcontractor(s) similar verification of compliance with the Illegal Immigration Reform and Enforcement Act on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form.

Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the Gwinnett County Board of Commissioners at the time the subcontractor(s) is retained to perform such service.

E-Verify * User Identification Number Date Registered

Legal Company Name

Street Address

City/State/Zip Code

BY: Authorized Officer or Agent Date (Contractor Signature)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

_______ DAY OF ______________________, 20_______

Notary Public My Commission Expires: ___________________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is “E-Verify” operated by the U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA

For Gwinnett County Use Only:

Document ID #________________

Issue Date: ___________________

Initials: ______________________

RP036-26 Provision of Purchasing Card Services on a Multi-Year Contract Page 12

CODE OF ETHICS AFFIDAVIT

PLEASE RETURN THIS FORM COMPLETED WITH YOUR SUBMITTAL. SUBMITTED FORMS ARE REQUIRED

PRIOR TO EVALUATION.

In accordance with Section 54-33 of the Gwinnett County Code of Ordinances the undersigned bidder/proposer makes the following full and complete disclosure under oath, to the best of their knowledge, of the name(s) of all elected officials whom it employs or who have a direct or indirect pecuniary interest in or with the bidder/proposer, its affiliates or its subcontractors:

1. _________________________________________________________________________________________

Company Submitting Bid/Proposal

2. Please select one of the following:

No information to disclose (complete only section 4 below) Disclosed information below (complete section 3 & section 4 below)

3. If additional space is required, please attach list:

Gwinnett County Elected Official Name Gwinnett County Elected Official Name

Gwinnett County Elected Official Name Gwinnett County Elected Official Name

4. BY:

Authorized Officer or Agent Signature

Printed Name of Authorized Officer or Agent

Title of Authorized Officer or Agent of Contractor

Sworn to and subscribed before me this day of , 20

Notary Public

(seal)

Note: See Gwinnett County Code of Ethics Ordinance EO2011, Sec. 54-33. The ordinance will be available to view in its’ entirety at GwinnettCounty.com

Insurance:

Contractor shall provide evidence of insurance for at least the coverage and amounts set forth below. All insurance shall be maintained in the form and with a company (or companies) satisfactory to the Gwinnett County Board of Commissioners. The Contractor and their Subcontractor’s/Vendor’s Certificate of Insurance shall require that the County be notified in writing thirty (30) days prior to cancellation, modification or non-renewal of any insurance policy listed on Certificate. Upon request, Contractor shall provide the County with certified copies of all required insurance policies.

A. Minimum Coverage

Commercial General Liability (Occurrence Form):

General Aggregate (other than Prod/Comp Ops Liability) $2,000,000 Products/Completed Operations Aggregate $2,000,000 Personal & Advertising Injury Liability $1,000,000 Each Occurrence $1,000,000

• Gwinnett County Board of Commissioners to be named as Additional Insured

• Additional Insured Endorsement CG 20 10 (edition dates of 07/04, 04/13, 12/19 or a substitute endorsement providing equivalent coverage) and CG 2037 (edition dates of 07/04, 04/13, 12/19 or a substitute endorsement providing equivalent coverage) must be provided with your Certificate of Insurance.)

• Primary and Non-Contributory Endorsement to be specified in writing

• Dedicated Limits per Project Site or Location (CG 25 03 or CG 25 04)

• Contractual Liability

• Broad Form Property Damage

• Severability of Interest

• Underground, explosion, and collapse coverage

• Personal Injury (deleting both contractual and employee exclusions)

• Incidental Medical Malpractice

• Hostile Fire Pollution Wording

• Include Waiver of Subrogation in favor of Gwinnett County Board of Commissioners

• If project or operations are within 50 ft of a railroad, Contractor is required to name the specific Railroad as an Additional Insured and provide a copy of the Additional Insured Endorsement CG2417 or its equivalent.

• In the event the General Liability insurance required by this Contract is written on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract; and that either continuous coverage will be maintained or an extended discovery period will be exercised for a period of five (5) years or applicable statute of limitation period following completion of the work.

Automobile Liability to include:

Combined Single Limit – Each Accident $1,000,000

• Comprehensive form providing coverage for bodily injury, death of any person, and property damage arising out of the ownership, maintenance, and use of all owned, non-owned, leased, hired, borrowed vehicles, and any other statutorily required automobile coverage.

RP036-26 Page 14

• Additional Insured Endorsements must be provided with the Certificate of Insurance

• Coverage to include loading and unloading

• Contractual Liability

Worker’s Compensation & Employer’s Liability Coverage to include:

Workers Compensation Georgia State Statutory Limits Employers Liability

Bodily Injury by Accident – Each Accident $ 500,000 Bodily Injury by Disease – Policy Limit $ 500,000 Bodily Injury by Disease – Each Employee $ 500,000

• Waiver of Subrogation in favor of Gwinnett County Board of Commissioners

Umbrella/Excess Liability Insurance with policy limits as determined by Contract Sums (higher limits may be required depending on the extent of contract):

Each Occurrence and Aggregate Limit $1,000,000

• Additional Insured Endorsements must be provided with the Certificate of Insurance

• Concurrency of Effective Dates with Primary

• Blanket Contractual Liability

• Drop Down Feature

• Umbrella Policy must be as broad as the primary policy.

• Coverage excess over General Liability, Business Auto Liability, and Employers Liability

• In the event the Umbrella/Excess Liability insurance required by this Contract is written on a claims- made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract; and that either continuous coverage will be maintained or an extended discovery period will be exercised for a period of five (5) years or applicable statute of limitation period following completion of the work.

Builder's Risk Insurance or Installation Floater Insurance (with the exception for work where the County secures project Builders Risk):

On all new structures, bridges, overpasses, culverts, and railroad crossings, the Contractor shall purchase and maintain insurance in an amount sufficient to cover the full contract amount, from a company licensed, and authorized to do business by the Office of the Insurance and Safety Fire Commissioner of Georgia (“Insurance Commissioner”), with the exception of non-admitted carriers, in which case the broker placing coverage should be licensed by the Insurance Commissioner. All agents placing coverage should be licensed by the Insurance Commissioner, either as a resident or non-resident.

Property Insurance:

The Contractor is fully and solely responsible for any physical loss or damage to all tools, equipment, construction office trailers and their contents, vehicles or any other personal property utilized in the performance of the Contractor’s work. Contractor agrees to waive its rights of recovery and cause its insurers, if any, to waive their rights of subrogation against Owner and Company for any such damage or loss, however caused.

Professional Liability (Errors and Omissions):

Claim/Wrongful Act: $1,000,000 limit of insurance General Aggregate: $2,000,000 limit of insurance

RP036-26 Page 15

• In the event that any professional liability insurance required by this Contract is written on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract; and that either continuous coverage will be maintained, or an extended discovery period will be exercised for a period of five (5) years or applicable statute of limitation period following completion of the work, unless such coverage becomes unavailable in the market on a commercially reasonable basis, in which case the Contractor shall notify the Insurance Manager. If the Director of the Department for which the Contractor is doing the work and the Insurance Manager both agree that such coverage is not commercially reasonably available (such agreement not to be unreasonably withheld), the Contractor may for the period such coverage is not commercially reasonably available, elect not to provide such coverage.

Pollution Liability Insurance: Applies if scope of work requires the handling and/or transportation of hazardous materials including, but not limited to, asbestos, lead, silica, contaminated soil, or any other hazardous material as defined by applicable law. Could add “or scope of work involves grading, concrete, de-watering, underground utilities, exterior insulation and finish systems (EIFS); fire protection; HVAC; plumbing; roofing; exterior siding, stucco, or skin of any type, flashing, installation of skylights, windows, storefronts, or exterior doors;

waterproofing, exterior sheet metal; rough carpentry; or any other trades as The County may designate”, then the following Pollution Liability Insurance shall meet or exceed the following minimum requirements: Per Incident Limit $1,000,000 Aggregate Limit $2,000,000

• Limits for Bodily Injury, Property Damage, Environmental Damage or Clean-Up Costs, including coverage for Non-Owned Disposal Sites.

• For Subcontractors whose scope of work includes transportation of hazardous materials, the insurance must also include coverage for pollution conditions arising from the transportation of hazardous materials.

• Whether written on an “Occurrence” basis or on a “Claims Made” basis, coverage shall either be renewed continuously or shall provide an extended claims reporting period of five (5) years or applicable statute of limitation period following completion of the work.

• Gwinnett County and their respective officers, directors and employees, and any other parties required by The County shall be Additional Insureds during the term of the subcontract agreement and through all applicable statutes of limitation and repose.

• Additional Insured Endorsements must be provided with the Certificate of Insurance

• The policy shall stipulate the insurance afforded to the Additional Insureds applies as primary insurance and that any other insurance carried by the Additional Insureds will be excess only.

Crane Insurance: Applies if any work to be performed involves the use of any owned, leased, chartered, or hired crane of any type:

Occurrence Limit $5,000,000

• Evidence of coverage in the form of a Certificate of Insurance shall be provided to The County prior to start of work.

• Gwinnett County Board of Commissioners and their respective officers, directors and employees, and any other parties required by the County shall be Additional Insureds.

• Additional Insured Endorsements must be provided with the Certificate of Insurance Riggers Liability Insurance:

If any work to be performed involves the rigging, lifting. lowering or moving of property or equipment, then those parties performing such work shall carry Rigger’s Liability Insurance in an amount adequate to insure against the physical loss or damage to the property or equipment in its care.

Crime or Fidelity Insurance:

Limit of Insurance $1,000,000

RP036-26 Page 16

• The Contractor shall maintain employee dishonesty and computer fraud coverage including, but not limited to, dishonest acts of Contractor, its employees, agents, subcontractors and anyone under Contractor’s supervision or control.

• Contractor shall be liable for money, securities, or other property of County

• Such coverage shall include an owner coverage endorsement for County and County shall be included as a loss payee.

Cyber Liability Insurance: Applies if scope of work includes the storage or transfer of any County data or sensitive data, including but not limited to personally identifiable, health, or payment card data or the related hosting of database(s) or internet site(s):

Limit of Insurance per Claim $1,000,000 Aggregate Limit $1,000,000

• The Contractor shall maintain insurance coverage for network security and privacy risks, including, but not limited to, insurance for data breach or introduction of virus or malicious codes, consumer notification, whether or not required by law, forensic investigation, public relations and crisis management and credit or identity monitoring or similar remediation services, unauthorized access, failure of security information theft, damage to destruction of or alteration of electronic information, breach of privacy perils, wrongful disclosure and release of private information, collection, or other negligence in the handling of confidential information, and including coverage for related regulatory fines, defenses, and penalties allowed by law.

Aviation Insurance: Applies if scope of work requires the use of aircraft, including helicopters, unmanned aircraft systems (e.g., drones) and/or fixed-wing aircraft:

Maintain (or require aircraft owner or operator to maintain), and Contractor shall furnish proof of Aircraft Liability insurance with minimum limits of $10,000,000 per occurrence for bodily injury and property damage of all aircraft.

Unmanned aircraft systems, minimum limits of $2,000,000 for bodily injury, property damage, and personal injury (including invasion of privacy) for unmanned aircraft systems, and guest voluntary settlement bodily injury coverage (for any aircraft except unmanned aircraft systems)

• Such policy shall include contractual liability covering all owned and non-owned aircraft

• If the party providing the Aircraft Liability insurance is not Contractor, then Contractor shall require such party to (a) waive any subrogation rights of recovery they and/or their insurance carriers may have against County and any other indemnified parties and (b) name County and such other parties as Additional Insureds

• The Contractor shall (or shall require aircraft owner or operator) to hire, employ, and utilize pilots certified by the Federal Aviation Administration to operate any such aircraft.

B. Gwinnett County Board of Commissioners (and any applicable Authority) must be specified in writing as an additional insured on General Liability, Auto Liability, Umbrella Liability, Pollution, Crane and Aviation (if applicable) policies.

C. Gwinnett County should be provided with a minimum of 30 days advance written notice of cancellation, material change, or non-renewal of policies required by the contract.

D. Certificate Holder should read:

Gwinnett County Board of Commissioners 75 Langley Drive Lawrenceville, GA 30046-6935

E. Insurance Company, except Worker' Compensation carrier, must have an A.M. Best Rating of A-10 or higher. Certain Workers' Comp funds may be acceptable by the approval of the Insurance Unit. European markets including those based in London and domestic surplus lines markets that operate on a non-admitted basis are exempt from this requirement provided that the contractor’s broker/agent can provide

RP036-26 Page 17 financial data to establish that a market is equal to or exceeds the financial strengths associated with the A.M. Best’s rating of A-10 or better.

F. Insurance companies providing coverage should be licensed, and authorized to do business by the Office of the Insurance and Safety Fire Commissioner of Georgia (“Insurance Commissioner”), with the exception of non- admitted carriers, in which case the broker placing coverage should be licensed by the Insurance Commissioner. All agents placing coverage should be licensed by the Insurance Commissioner, either as a resident or non- resident.

*See above note regarding Professional Liability

G. Certificates of Insurance, and any subsequent renewals, must reference each corresponding bid/contract by project name and project/bid number.

H. The Contractor shall agree to provide complete certified copies of current insurance policy(ies) or a certified letter from the insurance company(ies) if requested by the County to verify compliance with these insurance requirements.

I. All insurance coverage required to be provided by the Contractor will state that it is primary over any insurance program carried by the County.

J. Contractor shall incorporate a copy of the insurance requirements as herein provided in each and every subcontract with each and every Subcontractor in any tier and shall require each and every Subcontractor of any tier to comply with all such requirements. Contractor agrees that if for any reason Subcontractor fails to procure and maintain insurance as required, all such required Insurance shall be procured and maintained by Contractor at Contractor's expense.

K. No Contractor or Subcontractor shall commence any work of any kind under this Contract until all insurance requirements contained in this Contract have been complied with and until evidence of such compliance satisfactory to Gwinnett County as to form and content has been filed with Gwinnett County. The ACORD Certificate of Insurance or a preapproved substitute is the required form in all cases where reference is made to a Certificate of Insurance or an approved substitute.

L. The Contractor and its insurer(s) shall agree to waive all rights of subrogation against the County, the Board of

Commissioners, its officers, officials, employees, and volunteers from losses arising from work performed by the contractor for the County.

M. Special Form Contractors’ Equipment and Contents Insurance covering owned, used, and leased equipment, tools, supplies, and contents is required to perform the services called for in the Contract. The coverage must be on a replacement cost basis. The County will be included as a Loss Payee in this coverage for County owned equipment, tools, supplies, and contents.

N. The Contractor shall make available to the County, through its records or records of its insurer, information regarding any claim related to a County project. Any loss run information available from the contractor or their insurer relating to a County project shall be made available to the County upon its request.

O. Compliance by the Contractor and all Subcontractors with the foregoing insurance requirements shall not relieve the Contractor and Subcontractors of liability under the Contract and any applicable law.

P. The Contractor and all Subcontractors are to comply with the Occupational Safety and Health Act of 1970, Public Law 91-956, and any other laws that may apply to this Contract.

Q. The Contractor shall at a minimum apply risk management practices accepted by the Contractor’s industry.

R. The Contractor shall advise the County if required limits of insurance become eroded or impaired.

Surety Bonds (if required) All of the surety requirements will stay the same except the Surety Company must have the same rating as set forth in item E above.

RP036-26 Page 18

GENERAL CONDITIONS

To Service Provider AGREEMENT

Article

1 Definitions

2 Contract Documents

3 Changes and Extra Work

4 Personnel and Equipment

5 Accuracy of Work

6 Findings Confidential

7 Termination of Agreement for Cause

8 Termination for Convenience of the COUNTY

9 SERVICE PROVIDER to Cooperate with other SERVICE PROVIDERS

10 Indemnification

11 Covenant Against Contingent Fees

12 Insurance

13 Prohibited Interests

14 Subcontracting

15…