Nuisance Abatement and Remediation Services (Three (3) Year Multiyear Contract)

The County of DeKalb, GA (the "County"), is soliciting sealed Bids for Nuisance Abatement and Remediation Services (Three (3) Year Multiyear Contract). Bids are to be submitted via the County's eProcurement Portal via https://procurement.opengov.com/portal/dekalbcountyga PRIOR TO 3:00 pm on Tuesday, May 5, 2026. Late Bids will not be accepted.

Project work includes providing services to reduce blight in the County including abatement of vacant and abandoned properties (houses and lots).

Background

As part of the CEO’s Operation Clean Streets, Safe Communities and Blight Remediation kick off at the start of her first quarter in office in 2025, the Code Compliance Administration, along with the Community Development Department, Keep DeKalb Beautiful, and the Law Department, has increased the number of In-Rem cases, filed with the DeKalb County Magistrate Court for nuisance abatement. 55 properties were submitted for nuisance abatement and demolition in FY2025.

There are approximately 26 additional blighted properties waiting to be filed for in rem in DeKalb County Magistrate Court. As we move into FY2026, we anticipate an aggressive approach to blight remediation and abatement within residential communities and commercial corridors in unincorporated DeKalb County.

Our goal for FY2026 is to submit 25 properties for abatement and to demolish an additional 25 dilapidated structures. There will be a wide range of associated costs to complete these tasks, including but not limited to title searches, publication ads, legal services, and mowing, trash and debris removal, trimming of vegetation, and securing structures to prevent unauthorized entry.

Project Details

• Reference ID: 2026-042-ITB
• Department: Purchasing & Contracting
• Department Head: Michelle Butler (Chief Procurement Officer)

Important Dates

• Questions Due: 2026-04-17T21:00:49.588Z

Meetings & Milestones

Evaluation Criteria

• GENERAL REQUIREMENTS: —

  DeKalb County is seeking qualified Contractor(s) to provide services to reduce blight in the County, including abatement of vacant and abandoned properties (houses and lots). The services under this contract shall include landscaping/ground maintenance services; removal and disposal of trees debris, trash, and junk; securing/ boarding up property as necessary; and photographing before and after conditions of completed work sites. The Contractor, upon request by the County, shall provide Nuisance Abatement and Remediation Services at various locations throughout Unincorporated DeKalb County as directed by DeKalb County Code Compliance Administration. A detailed description of the Scope of Services is included below.

   

  The Contractor shall perform work in accordance with the property maintenance standards and all applicable provisions of the DeKalb County Code of Ordinances. Visit the following link to review each: https://library.municode.com/ga/dekalb_county/codes/code_of_ordinances

• PURPOSE —

  DeKalb County Government (the County) is soliciting bids for ITB No. 2026-042-ITB Nuisance Abatement and Remediation Services (Three (3) Year Multiyear Contract) from responsible bidders.

• CONFLICT —

  In the event of a conflict between any provisions contained in any of the documents governing this transaction, the following shall be the order of precedence: Change Orders or modifications; the Bidder’s accepted Response; and the County’s ITB.

• GENERAL INFORMATION —

  Sealed bids are to be submitted via the County's eProcurement Portal at https://procurement.opengov.com/portal/dekalbcountyga not later than 3:00 pm on Tuesday, May 5, 2026.

  ***PRICE SCHEDULE MUST BE SUBMITTED SEPARATELY OR BIDDER WILL BE DEEMED NON-RESPONSIVE AND WILL NOT BE CONSIDERED FOR AWARD***

  Any pricing included in the bid package (original or copies) will cause the bidder to be deemed non-responsive.

  QUESTIONS/EXCEPTIONS:

  All requests must be in writing. Any explanation desired by a bidder regarding the meaning or interpretation of the Invitation to Bid, bidder instructions, general terms and conditions, insurance requirements, drawings, scope/specifications, etc., must be requested in writing and with sufficient time allowed for a reply to reach bidders before the submission of their bids. If any statement in the bidding documents, specifications, plans, etc., appear ambiguous to the Bidder or if the Bidder would like to submit exceptions to general terms and conditions or insurance requirements for consideration, Bidder is specifically instructed to make a written request to the Department of Purchasing and Contracting as outlined in the preceding sentence. Any information given to a prospective bidder concerning an Invitation to Bid will be furnished to all prospective bidders, as an addenda to the Invitation, if such information is necessary to bidders in submitting bids on the Invitation or if the lack of such information would be prejudicial to uninformed bidders. Oral explanations or instructions given before the award of the contract will not be binding. Questions and exceptions must be submitted no later than 5:00 pm on Friday, April 17, 2026.

  TERM

  Multi Year. See GENERAL TERMS & CONDITIONS section for details.

  ADDITIONAL INFORMATION/ ADDENDA:

  The County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the bid opening date. Bidders should not rely on any representations, statements or explanations other than those made in this ITB or in any addendum to this ITB. Where there appears to be a conflict between the ITB and any addenda issued, the last addendum issued will prevail. It is the responsibility of the Bidder to ensure awareness of all addenda issued for this solicitation. Please acknowledge the addenda and submit to the DeKalb County Department of Purchasing and Contracting as requested. Bidders may contact the above listed contact person to verify the number of addenda prior to submission.  Addenda issued for this ITB will be posted on DeKalb County’s eProcurement Portal, https://procurement.opengov.com/portal/dekalbcountyga. Bidder should regularly check the Portal for addenda.

  REFERENCES:

  Bidder shall provide three (3) references for projects similar in size and scope within the last four (4) years, to the project specified herein using the Reference and Release Form in the VENDOR QUESTIONNAIRE. Each reference must include project name and location, project description, and the reference contact person who has direct knowledge of the services, a current telephone number and email address. The ineffectiveness of contact information and/or the reference’s lack of responsiveness may result in being deemed non-responsible.

• SITE LOCATIONS/SEVERITY LEVELS —

  See ATTACHMENTS for locations and anticipated severity levels for abatement covered under this ITB.

• SCOPE OF WORK AND RESPONSIBILITIES —

  The Bidder’s services shall include all things, personnel, and materials necessary to provide the goods or services that are in compliance with the specifications as authorized by the County.

• SERVICES —

  Services provided shall include:

  A. Landscaping and ground maintenance for residential and vacant lots.

  B. Removal and disposal of trees, debris, trash and junk.

  C. Securing/boarding up property as necessary.

  D. Photographing before and after conditions of completed work sites.

   

• DELIVERIES BEYOND THE CONTRACTUAL PERIOD: —

  This contract covers all requirements that may be ordered, as distinguished from delivered, during the contract term. This is for the purpose of providing continuity of supply by permitting the County to place orders as requirements arise in the normal course of supply operations. Accordingly, any order mailed (or received, if forwarded by other means than through the mail) to the Contractor on or before the expiration date of the contract, and providing for delivery within the number of days specified in the contract, shall constitute a valid order.

• SPECIFIC REQUIREMENTS —
  1. Landscaping/Ground Maintenance Services
     1. Mowing and Cutting:

  The Contractor shall:

  1. 1. 1. Mow and/or cut tall grass, weeds, small saplings, and other vegetative groundcover in and around the assigned lot to include, but not be limited to, the following areas:
           1. Front, and rear lawns
           2. Rights-of-way
           3. Sidewalks
           4. Alleys
           5. Fence lines
           6. Easements
        2. Achieve a uniform cut on the entire assigned lot with all ground vegetation cut to a height of not more than two inches, unless otherwise specified. 
        3. Prune bushes, shrubs, vines, and hedges.
        4. Trim all vegetative overgrowth along with walls and fences.
        5. Cut overgrown or hanging dead branches/limbs six (6) feet off of the ground or higher and/or located in the rights-of-way, easements or site distance triangles (overgrowth that obstructs visibility). 
        6. Cut standing dead trees to a height of no more than three (3) inches tall.
     2. Removal and Disposal:

  The Contractor shall:

  1. 1. 1.  Remove and properly dispose of debris found on the assigned lot, including adjacent streets, driveways, sidewalks, rights-of-way and easements, in accordance with all applicable laws and to the satisfaction of the Director of the DeKalb County Code Compliance Administration or assigned Department Representative. Debris removed shall include, but shall not be limited to, the following:
           1. Trash/litter.
           2. Fallen trees, branches, limbs and other tree parts.
           3. Bushes or brush less than six (6) feet high.
           4. Vegetative clippings.
           5. Tires (proof of proper disposal required).
           6. Other specified accumulations. 
           7. Inoperative/abandoned vehicles, or machinery.
        2. Vegetative  clippings, trash/litter and other small scale debris should be bagged for proper disposal. 
        3. Include the cost for removal and disposal of small amounts of surface debris (two (2) cubic yards or less) found on parcels needing mowing services only, in the rate charged for mowing. 
  2. Securing/Boarding Up Services 
     1. The Contractor shall secure and board up property if open entry is discovered, which shall entail the following as needed:
        1. Ensuring that the property is free of vagrants/squatters prior to securing. The Contractor shall contact the Director of the DeKalb County Code Compliance Administration or assigned Department Representative if persons are found on the property. The Contractor shall in no way engage with anyone who may be found on the property.
        2. Securing and boarding up of all windows which allow access to the interior dwelling. All window boards shall be fit to screen inset molding (see Diagram on Page 19).
        3. Securing and boarding up of all exterior doors except the front exterior door.
        4. Installing a dead bolt lock on front exterior door above existing lock.
     2.  All fabricated boards must be painted with one (l) coat of primer on the exterior surface.
     3. All 2" X 4" interior wood stock shall be padded with carpet type material minimum 4" X 8".
     4. Padding must be positioned in a way that prevents damage to the property.
  3. Assignment and Execution of Work
     1.  The Notice to Abate a nuisance, provided by the Director of the DeKalb County Code Compliance Administration and followed by a work order, is the primary authority for nuisance abatement.
     2. Work Orders
        1. Types of Work Orders
           1. Regular work orders  for nuisance abatement are defined as work orders that must be completed within seven (7) business days or less once the Contractor has received written notification to abate. 
           2. Immediate work orders for nuisance abatement are defined as work orders that must be completed within three (3) business days or less once the Contractor has received written notification to abate. 
           3. Emergency work orders for nuisance abatement are defined as work orders that threaten public safety must be completed within twenty-four (24) hours or less once the Contractor has received written notification to abate. These work orders may require the work to be done on a weekend and may include the need for securing and/or debris removal services. 
           4. Securing work orders for securing/boarding up property shall be completed within 48 hours or less once the Contractor has received written notification to secure. 
  4. Assignment of Work Orders
     1. Work orders will be assigned electronically, via email, in groups or individually on a daily and/or weekly basis, as specified by the Code Compliance Administration. 
     2. The date of assignment will be the date that the work order(s) is submitted electronically. 
     3. The number of days to complete the work order shall be determined by the type of work order, as defined in the Minimum Specifications of this ITB, and shall begin within two (2) business days after the date of assignment. 
     4. If the Primary Contractor is overdue on any securing work orders and/or three (3) or more regular work orders, any additional work orders will be assigned to the Secondary Contractor(s), and no additional work orders will be given to the Primary Contractor until all assigned work is caught up and current. 
  5. Execution of Work

  The Contractor Shall:

  1. 1. Start on one (l) or more of the assigned work orders within two (2) business days of receipt of the electronic work order, excluding weekends, DeKalb County holidays and rain/snow days.
     2. Provide an itemized estimate of costs for work orders that exceed $1,000.00 prior to performing any work. Work shall not be performed without written approval from the County.
     3. Be responsible for correcting any and all property damage caused by the use of equipment at no expense to the County.
     4. Confine all equipment and employees to the lot/parcel identified in the work order. Use of adjacent property (whether vacant or not) for any purpose, without express written approval by the property owner, is prohibited.
     5. Complete all work to the satisfaction of the Director of the DeKalb County Code Compliance Administration or assigned Department Representative. 

  6. Discrepancies

  Prior to beginning any work, the Contractor shall contact the Director of the DeKalb County Code Compliance Administration or assigned Department Representative to reconcile any discrepancy, ambiguity, or conflict with documentation to include, but shall not be limited to, the following scenarios:

  1. 1. If the estimate of work listed on the work order varies more than two (2) cubic yards from actual conditions.
     2. If a discrepancy arises with any other documents during the execution of a work order (i.e. property photographs and legal description on notice/map do not match).

         

• FOREIGN PRODUCTS: —

  DeKalb County prefers to buy items produced and/or manufactured in the United States of America; however, foreign products may be considered provided it is so stated. Bidder certifies that items offered on this bid is/are manufactured and produced in the United States.

• COUNTY REQUIREMENT: —

  The contract will be an “Indefinite Quantity” type with County requirements to be satisfied on an “as ordered” basis. The County makes no promise, real or implied, to order any quantity whatsoever. This invitation and resulting contract will provide for the normal requirements of DeKalb County, and contracts will be used as primary sources for the articles or services listed herein. Articles or services will be ordered from time to time in such quantities as may be needed. As it was impossible to determine the precise quantities of items described in this invitation that will be needed during the contract term, each contractor is obligated to deliver all articles and services that may be ordered during the contract term.

• PHOTOGRAPHING —

  The Contractor shall photograph the assigned site. All photographs provided shall be digital, color, and accurately dated and time-stamped, and shall include the following images as applicable:

  1. "Before" images of the condition of the entire assigned lot to be captured prior to beginning any work order.
  2. "After" images of the condition of the entire assigned lot to be captured after all work is completed.
  3. Images of loaded vehicles showing the debris removed from the assigned lot.
  4. Images of the diameter of each dead tree, branch, and limb removed from the assigned lot(s).
• WARRANTY AND/OR GUARANTY: —

  Contractor warrants that its services under this Agreement shall be free of defects in materials and workmanship for a period of ninety (90) days from the date of install. The Contractor shall not be liable for indirect, special, or exemplary damages. The Contractor shall be liable for direct damages.

  Neither the final payment nor any provision of the Contract, nor partial or entire occupancy or use of the Work by the County, shall constitute an acceptance of any part of the Work that is not in accordance with the Contract or relieve the Contractor of liability for incomplete or faulty materials or workmanship. The Contractor shall be liable for direct damages.

• INVOICING —

  The Contractor shall adhere to the following guidelines for invoicing completed work orders:

  1. Invoices must be on the vendor's letterhead with the following information included: 
     1. DeKalb County Purchase Order
     2. Invoice Number
     3. Invoice Date
     4. Work Order Number
     5. Address of Property
     6. Completion Dates and Amounts for Services Rendered  
     7. Signature of Contractor
  2. Invoices must be submitted to: 
     1. Director, Code Compliance and Enforcement
     2. DeKalb County Code Compliance Administration
     3. 180 Sams Street, Suite B0100, Decatur, GA 30030
  3. Invoices must be submitted electronically or by hard copy, with the completed work order and related photographs attached, within five (5) business days of completing all work requested for an assigned lot. Failure to submit proper pictures with the invoice will result in non-payment of the invoice.

  Submitted invoices will not be processed for payment until all work is accepted and approved by the Department Representative. Erroneous work performed due to failure to gain clarification and correction of discrepancies will result in the Contractor absorbing all costs of the abatement on incorrectly designated property.

• COMMUNICATION AND REPORTING —

  The Contractor Shall:

  1. Maintain frequent communications with the Director of the DeKalb County Code Compliance Administration or assigned Department Representative, as necessary, utilizing a cellular phone, email and/or fax.
  2. Provide a daily email report for all assigned work orders, to include work order status, and a summary of work completed.
  3. Transfer work orders, photographs, invoices, and other documentation or media electronically or by hard copy, as directed by the Director of the DeKalb County Code Compliance Administration or assigned Department Representative. 
• SAMPLES & TESTING: —

  Samples of items, when required, must be submitted within the time specified, and unless otherwise specified by the County, at no expense to the County. If not destroyed by testing, samples will be returned at bidder's request and expense, unless otherwise specified by the Invitation to Bid. Since tests may require several days for completion, the County reserves the right to use a portion of any supplies before the results of the tests are known, without prejudice to any final adjustments, rejecting the unused portion of the delivery and payment will be made on an adjusted basis for the used portion. The costs of inspections and tests of any item which fails to meet the advertised specifications shall be borne by the bidder.

• QUALIFICATION REQUIREMENTS —
  1. Equipment
     1. The Contractor must own, or provide documented proof of full and immediate access to the following tools and equipment:
        1. Cellular phone 
        2. Digital camera with time and date stamp capabilities
  2. Other

  The Contractor must:

  1. 1. Have access to email and the capability to send and receive electronic data, to include emails, work orders, invoices, picture, large document files and any other necessary attachments.
     2. Provide a copy of a valid Georgia Business License.
     3. Provide at least three (3) references for proof of competency from past jobs using the Reference and Release Form provided in the ITB document and submit references with the Bid. Only Contractors who in the opinion of the County are sufficiently experienced with the type of work listed, are reputable, have an established business facility, and have the labor force sufficient to satisfactorily perform the required work to completion will be considered. Bidders not meeting these requirements will be deemed non-responsible. 
• LITERATURE: —

  When the bidder proposes to furnish another product, he is required to furnish, with his bid, literature describing the item(s) being offered. Failure to furnish this literature may result in the bid being deemed non-responsive.

• PRICING —
  1. It is the intent of the County to award this ITB by line item; however, the County reserves the right to make an all-award, reject any and all bids, and to re-advertise, whichever is in the best interest of the County.
  2. Contractor shall provide pricing that is all-inclusive of labor, equipment, delivery and all things necessary to provide Nuisance Abatement and Remediation Services for the properties listed on the Price Schedule, and in accordance with the Scope of Services.
• SILENCE OF SPECIFICATIONS: —

  The apparent silence of these specifications and any supplemental specifications as to any details, or the omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size and design are to be used. All workmanship is to be first quality. All interpretations of this specification shall be made upon the basis of this statement, with County interpretation to prevail.

• ANNUAL WITH OPTIONS TO RENEW —

  The Contractor shall commence the Work under this Contract within ten (10) days from the acknowledgement of receipt of the Notice to Proceed (“Commencement Date”). The Initial Term of this Agreement shall be for twelve (12) calendar months, beginning on the Commencement Date. This annual contract comes with two (2) options to renew. Prior to the expiration of the Initial Term, the parties have the option to renew this agreement for a First annual Renewal Term of twelve (12) calendar months. Prior to the expiration of the First annual Renewal Term, the parties have the option to renew this Agreement for a Second annual Renewal Term of twelve (12) calendar months. Without further action by either party, this Agreement will terminate at the end of the Initial Term or at the end of each annual Renewal Term. Each option to renew must be exercised prior to the beginning of each annual Renewal Term and, is only effective upon adoption and approval by the DeKalb County Governing Authority and the Contractor in accordance with the terms of this Contract.

• BOARDING STANDARDS —

  

• MULTI-YEAR WITH OPTIONS TO RENEW —

  The Contractor shall commence the Work under this Contract within ten (10) days from the acknowledgement of receipt of the Notice to Proceed (“Commencement Date”). The Initial Term of this Agreement shall be for two (2) years, beginning on the Commencement Date. This annual contract comes with three (3) options to renew. Prior to the expiration of the Initial Term, the parties have the option to renew this agreement for a First annual Renewal Term of twelve (12) calendar months. Prior to the expiration of the First annual Renewal Term, the parties have the option to renew this Agreement for a Second annual Renewal Term of twelve (12) calendar months. Prior to the expiration of the Second annual Renewal Term, the parties have the option to renew this Agreement for a Third annual Renewal Term of twelve (12) calendar months. Without further action by either party, this Agreement will terminate at the end of the Initial Term or at the end of each annual Renewal Term. Each option to renew must be exercised prior to the beginning of each annual Renewal Term and, is only effective upon adoption and approval by the DeKalb County Governing Authority and the Contractor in accordance with the terms of this Contract.

• MULTI-YEAR —

  The Contractor shall commence the Work under this Contract within ten (10) days from the written Notice to Proceed (“Commencement Date”) and fully complete the work within one thousand ninety-five (1,095) days from and including the Commencement Date. As required by O.C.G.A §36-60-13, this Contract shall (i) terminate without further obligation on the part of the County each and every December 31st, as required by O.C.G.A. § 36-60-13, as amended, unless terminated earlier in accordance with the termination provisions of this Contract; (ii) automatically renew on each January 1st, unless terminated in accordance with the termination provisions of this Contract; and (iii) terminate absolutely, with no further renewals, on ___________, 20____, unless extended by Change Order adopted and approved by the DeKalb County Governing Authority and the Contractor in accordance with the terms of this Contract.

• PRICING: —

  Alterations to the Price Schedule may result in the Bidder being deemed non-responsive and its bid may be rejected.

  1. Price Reductions: If at any time after the date of award, the Contractor makes a general price reduction in the comparable price of any article or service covered by the contract to customers generally, an equivalent price reduction based on similar quantities and/or considerations shall apply to the contract for the duration of the contract period (or until the price is further reduced). Such price reduction shall be effective at the same time and in the same manner as the reduction in the price to customers generally. An occasional sale at a lower price, or sale of distressed merchandise at a lower price, would not be considered a general price reduction under this paragraph. For purposes of this paragraph, a general price reduction shall mean any reduction in the price of an article or service offered:

  • • To Contractor's customers.

    • In the Contractor's price schedule for the class of customers; i.e., wholesalers, jobbers, retailers, etc., which was used as the basis for bidding on this contract.

  The Contractor shall invoice the County at such reduced price indicating on the invoice that the reduction is pursuant to General Terms and Conditions, paragraph I. as stated within the ITB.

  2. Price Escalation Clause: With the exception of price reductions, prices shall remain firm for the first full twelve (12) months of the awarded contract. During the life of the contract, the awarded bidder shall furnish price lists to the County for increases, and those of the bidder’s supplier (e.g. factory) increases, as prices change. The bidder must also provide a list of the supplier’s (e.g. factory’s) previous price(s) to the County for purposes of comparison. Price changes will be in effect only after receipt and approval by the Director of the Department of Purchasing and Contracting. Price lists and changes thereto are to be furnished under the contract and without charge to the County. Catalogue(s) or Price List(s) must be submitted to the Department of Purchasing and Contracting, Maloof Administration Building, 1300 Commerce Drive, 2^nd Floor, Decatur, Georgia 30030.

  3. By submission of this bid, the bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization that in connection with this procurement:

  The prices in this bid have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor,

  Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly to any other bidder or to any competitor: and

  No attempt has been made or will be made by the bidder to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition.

• PAYMENT: —

  1. The County shall pay the Contractor based upon the accepted bid prices submitted by Bidder. Invoices should be signed by the Bidder or authorized delegate and must contain the authorizing DeKalb County Purchase Order (PO) and/or Contract Purchase Agreement (CPA) Number in order for payment to be processed. PO Number must also be on the delivery ticket.

  A Contract Purchase Agreement is being issued in lieu of a formal contract. Any reference to a contract refers to the CPA.

  2. Original invoice(s) must be submitted and uploaded in CV360-iSupplier: Vendor- CV360 Login.

  a. Upon award, Prime Contractor(s) with Local Small Business Enterprise (LSBE) Subcontractor(s) shall enter utilization reports electronically at www.dekalblsbe.info. Proof of payment to the LSBE Subcontractor must be uploaded and submitted. LSBE Subcontractors shall confirm receipt of payment from the Prime, electronically also, at www.dekalblsbe.info.

  3. The County’s official payment terms are Net 30. Payment dates that fall on a weekend or on a holiday will be issued on the County’s next business day.

• PAYMENT: —
  1. The County shall pay the Contractor based upon the accepted bid prices submitted by Bidder.  Invoices should be signed by the Contractor or authorized delegate and must contain the authorizing a unique invoice number specific to the project, the DeKalb County Purchase Order (PO), and the Contract Purchase Agreement (CPA) Number in order for payment to be processed. The PO Number must also be on the delivery ticket, if applicable.
  2. As full payment for the faithful performance of this Contract, the County shall pay the Contractor, the Contract Price, which is an amount not to exceed ____________________________________________________ ($_____________), unless changed by written Change Order in accordance with the terms of this Contract. The term “Change Order” includes the term “amendment” and shall mean a written order authorizing a change in the Work, and an adjustment in Contract Price to Contractor or the Contract Term, as adopted and approved by the Contractor and the DeKalb County Governing Authority, or the Chief Executive Officer, if exempted from Governing Authority adoption and approval in accordance with the express terms of this Contract. The Chief Executive Officer or his/her designee shall have the authority to approve and execute a Change Order lowering the Contract Price or increasing the Contract Price up to twenty percent (20%) of the original Contract Price, provided that the total amount of the increase authorized by such Change Order is less than $100,000.00. If the original Contract or Purchase Order Price does not exceed $100,000.00, but the Change Order will make the total Contract Price exceed $100,000.00, then the Change Order will require approval by official action of the Governing Authority. Any other increase of the Contract Price shall be by Change Order adopted and approved by the DeKalb County Governing Authority and the Contractor in accordance with the terms of this Contract. Amounts paid to the Contractor shall comply with and not exceed the amounts listed below:
     1. Year One:  County shall pay the Contractor an amount not to exceed $______________.
     2. Year Two: County shall pay the Contractor an amount not to exceed $______________ minus the amount spent in Year One of the agreement.
     3. Year Three: County shall pay the Contractor an amount not to exceed $______________ minus the cumulative amount spent in Year One and Year Two of the agreement.

  Payment is to be made no later than thirty (30) days after submittal of undisputed invoice.

  Contract Purchase Agreement is being issued in lieu of a formal contract. Any reference to a contract refers to the CPA.

  3. Original invoice(s) must be submitted and uploaded in CV360-iSupplier: Vendor- CV360 Login.

  1. 1. Upon award, Prime Contractor(s) with Local Small Business Enterprise (LSBE) Subcontractor(s) shall enter utilization reports electronically at www.dekalblsbe.info. Proof of payment to the LSBE Subcontractor must be uploaded and submitted. LSBE Subcontractors shall confirm receipt of payment from the Prime, electronically also, at www.dekalblsbe.info.

  4. The County’s official payment terms are Net 30. Payment dates that fall on a weekend or on a holiday will be issued on the County’s next business day.

• ACCURACY OF WORK: —

  The Contractor shall be responsible for the accuracy of the Work and any error and/or omission made by the Contractor in any phase of the Work under this Agreement.

• ADDITIONAL WORK: —

  The County shall in no way be held liable for any work performed under this section which has not first been approved in writing by the County in the manner required by applicable law and/or the terms of this Contract. The County may at any time order changes within the scope of the Work without invalidating the Contract upon seven (7) days written notice to the Contractor. The Contractor shall proceed with the performance of any changes in the Work so ordered by the County unless such change entitles the Contractor to a change in Contract Price, and/or Contract Term, in which event the Contractor shall give the County written notice thereof within fifteen (15) days after the receipt of the ordered change, and the Contractor shall not execute such changes until it receives an executed Change Order from the County. No extra cost or extension of time shall be allowed unless approved by the County and authorized by execution of a Change Order. The parties’ execution of any Change Order constitutes a final settlement of all matters relating to the change in the Work which is the subject of the Change Order. The County shall not be liable for payment for any work performed under this section which has not first been approved in writing by the County in the manner required by applicable law and/or the terms of this Contract.

• OWNERSHIP OF DOCUMENTS: —

  All documents, including drawings, estimates, specifications, and data are and remain the property of the County. The Contractor agrees that the County may reuse any and all plans, specifications, drawings, estimates, or any other data or documents described herein in its sole discretion without first obtaining permission of the Contractor and without any payment of any monies to the Contractor therefore. Any reuse of the documents by the County on a different site shall be at its risk and the Contractor shall have no liability where such documents are reused.

• RIGHT TO AUDIT: —

  The County shall have the right to audit all books and records, including electronic records, relating or pertaining to this contract or agreement, including but not limited to all financial and performance related records, property, and equipment purchased in whole or in part with County funds and any documents or materials which support whose records, kept under the control of the Contractor, including but not limited to those kept by the Contractor’s employees, agents, assigns, successors and subcontractors. The County also has the right to communicate with Contractor’s employees related to the audited records.

  The Contractor shall maintain such books and records, together with such supporting or underlying documents and materials, for the duration of this contract and for seven (7) years after termination or expiration, including any and all renewals thereof. The books and records, together with supporting documents and materials shall be made available, upon request to the County or its designee, during normal business hours at the Contractor’s office or place of business. In the event that no such locations is available, then the books, records and supporting documents shall be made available for audit at a time and location which is convenient for the County.

• SUCCESSORS AND ASSIGNS: —

  The Contractor agrees it shall not sublet, assign, transfer, pledge, convey, sell, or otherwise dispose of the whole or any part of this Contract or his right, title, or interest therein to any person, firm, or corporation without the previous written consent of the County. If the County consents to any such assignment or transfer, then the Contractor binds itself, its partners, successors and assigns to all covenants of this Contract. Nothing contained in this Contract shall create, nor be interpreted to create privity, or any other relationship whatsoever, between the County and any person, or entity or than Contractor.

• REVIEWS AND ACCEPTANCE: —

  Work performed by the Contractor shall be subject to review and acceptance in stages as required by the County. Acceptance shall not relieve the Contractor of its professional obligation to correct, at his own expense, any errors in the Work.

• TERMINATION OF AGREEMENT: —

  The Contractor understands and agrees that the date of the beginning of Work, rate of progress, and time for completion of the Work are essential conditions of this Contract. Both parties may, for its own convenience and at its sole option, without cause and without prejudice to any other right or remedy of the party, elect to terminate the Contract by delivering to the other party, at the address listed in the Notices article of this Contract, a written notice of termination specifying the effective date of termination. Such notice shall be delivered to the other party at least thirty (30) days prior to the effective date of termination. If Contractor’s services are terminated by the County, the termination will not affect any rights or remedies of the County then existing or which may thereafter accrue against Contractor or its surety. In case of termination of this Contract before completion of the Work, Contractor will be paid only for the portion of the Work satisfactorily performed through the effective date of termination as determined by the County. Neither party shall be entitled to recover lost profits, special, consequential or punitive damages, attorney’s fees or costs from the other party to this Contract for any reason whatsoever. This Contract shall not be deemed to provide any third-party with any remedy, claim, right of action, or other right. The parties’ obligations pursuant to this Section shall survive any acceptance of Work, or termination or expiration of this Contract.

• INDEMNIFICATION AGREEMENT: —

  The Contractor shall be responsible from the execution date or from the time of the beginning of the Work, whichever shall be the earlier, for all injury or damage of any kind resulting from the Work, to persons or property, including employees and property of the County. The Contractor shall exonerate, indemnify, and save harmless the County, its elected officials, officers, employees, agents and servants, hereinafter collectively referred to in this Section as “the County Indemnitees,” from and against all claims or actions based upon or arising out of any damage or injury (including without limitation any injury or death to persons and any damage to property) caused by or sustained in connection with the performance of this Contract or by conditions created thereby or arising out of or any way connected with Work performed under this Contract, as well as all expenses incidental to the defense of any such claims, litigation, and actions. Furthermore, Contractor shall assume and pay for, without cost to the County Indemnitees, the defense of any and all claims, litigation, and actions suffered through any act or omission of the Contractor, or any Subcontractor, or anyone directly or indirectly employed by or under the supervision of any of them. Notwithstanding any language or provision in this Contract, Contractor shall not be required to indemnify any County Indemnitee against claims, actions, or expenses based upon or arising out of the County Indemnitee’s sole negligence. As between the County Indemnitees and the Contractor as the other party, the Contractor shall assume responsibility and liability for any damage, loss, or injury, including death, of any kind or nature whatever to person or property, resulting from any kind of claim made by Contractor’s employees, agents, vendors, Suppliers or Subcontractors caused by or resulting from the performance of Work under this Contract, or caused by or resulting from any error, omission, or the negligent or intentional act of the Contractor, vendors, Suppliers, or Subcontractors, or any of their officers, agents, servants, or employees. The Contractor shall defend, indemnify, and hold harmless the County Indemnitees from and against any and all claims, loss, damage, charge, or expense to which they or any of them may be put or subjected by reason of any such damage, loss, or injury. The Contractor expressly agrees to provide a full and complete defense against any claims brought or actions filed against the County Indemnitees, where such claim or action involves, in whole or in part, the subject of the indemnity contained in this Contract, whether such claims or actions are rightfully or wrongfully brought or filed. The County has the sole discretion to choose the counsel who will provide the defense. No provision of this Contract and nothing herein shall be construed as creating any individual or personal liability on the part of any elected official, officer, employee, agent or servant of the County, nor shall the Contract be construed as giving any rights or benefits hereunder to anyone other than the parties to this Contract. The parties’ obligations pursuant to this Section shall survive any acceptance of Work, or termination or expiration of this Contract.

• INSURANCE: —

  Prior to commencing work, Contractor shall, at its sole expense, procure and maintain insurance of the types and in the amounts described below from insurer(s) authorized to transact business in the state where the work or operations will be performed by Contractor. Such insurance shall be placed with admitted insurers that maintain an A.M. Best's rating of not less than “A” (Excellent) with a Financial Size Category of VII or better with coverage forms acceptable to Contractor. The insurance described below shall be maintained uninterrupted for the duration of the project, including any warranty periods, and shall protect Contractor, and others as required by contract, for liabilities in connection with work performed by or on behalf of Contractor, its agents, representatives, employees or Contractors.

  1. Certificates of Insurance in companies doing business in Georgia and acceptable to the County covering:
     1. Statutory Workers’ Compensation Insurance, or proof that Contractor is not required to provide such coverage under State law;
        1. Employer’s liability insurance by accident, each accident $1,000,000
        2. Employer’s liability insurance by disease, policy limit $1,000,000
        3. Employer’s liability insurance by disease, each employee $1,000,000
     2. Professional Liability Insurance on the Contractor’s services in this Agreement with limit of $1,000,000;
     3. Commercial General Liability Insurance covering all operations with combined single limit of $1,000,000; 
     4. Comprehensive Automobile Liability Insurance with form coverage for all owned, non-owned and hired vehicles with combined single limit of $1,000,000.
     5. Umbrella or Excess Insurance. Umbrella or excess insurance is to be provided with General Liability, Auto Liability and Employers Liability scheduled as underlying policies with limits not less than the following: 
        $5,000,000 per occurrence 
        $5,000,000 aggregate
  2. Additional Insured Requirement:
     1. The County, its elected officials, officers, employees and agents, hereinafter referred to in this article and in the article entitled “Certificates of Insurance” as “the County and its officers” are to be named as additional insured on all policies of insurance except worker’s compensation and professional liability insurance with no cross suits exclusion. The County and its officers shall be included as additional insureds under commercial general liability and commercial umbrella insurance, for liabilities arising out of both the ongoing and completed operations of Contractor. Such additional insured coverage shall be endorsed to Contractor’s policy by attachment of ISO Additional Insured Endorsement forms CG 20 10 10 01 (ongoing operations) and CG 20 37 10 01 (products-completed operations), or form(s) providing equivalent coverage.
     2. All coverages required of the Contractor will be primary over any insurance or self-insurance program carried by the County. 
     3. If the Contractor is a joint venture involving two (2) or more entities, then each independent entity will satisfy the limits and coverages specified here or the joint venture will be a named insured under each respective policy specified.
  3. Fidelity Bond coverage shall be provided. Coverage limits shall not be less than the amount scheduled in the contract. 
  4. Certificates of Insurance must be executed in accordance with the following provisions:
     1. Certificates to contain policy number, policy limits, and policy expiration date of all policies issued in accordance with this Agreement;
     2. Certificates to contain the location and operations to which the insurance applies;
     3. Certificates to contain Contractor’s protective coverage for any subcontractor’s operations;
     4. Certificates to contain Contractor’s contractual liability insurance coverage;
     5. Certificates are to be issued to:
        DeKalb County, Georgia
        Director of Purchasing & Contracting
        The Maloof Center, 2nd Floor
        1300 Commerce Drive
        Decatur, Georgia 30030
  5. The Contractor shall be wholly responsible for securing certificates of insurance coverage as set forth above from all subcontractors who are engaged in this work.
  6. The Contractor agrees to carry statutory Workers’ Compensation Insurance and to have all subcontractors likewise carry statutory Workers’ Compensation Insurance.
  7. Contractor agrees to waive all rights of subrogation and other rights of recovery against the County and its officers and shall cause each Subcontractor to waive all rights of subrogation for all coverage, excluding Professional E&O.
  8. Failure of the County to demand such certificate or other evidence of full compliance with these insurance requirements or failure of the County to identify a deficiency from evidence provided will not be construed as a waiver of the Contractor’s obligation to maintain such coverage. Contractor understands and agrees that the purchase of insurance in no way limits the liability of the Contractor.
  9. Certificates shall state that the policy or policies shall not expire, be cancelled or altered without at least sixty (60) days prior written notice to the County. Policies and Certificates of Insurance listing the County and its officers as additional insureds (except for workers’ compensation insurance) shall conform to all terms and conditions (including coverage of the indemnification and hold harmless agreement) contained in this Contract. 
  10. If the County shall so request, the Contractor 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. Contractor shall be responsible and have the financial wherewithal to cover any deductibles or retentions included on the certificate of insurance.
• GEORGIA LAWS GOVERN: —

  The laws of the State of Georgia shall govern the construction of this Contract without regard for conflicts of laws. Should any provision of this Contract require judicial interpretation, it is agreed that the court interpreting or construing the same shall not apply a presumption that the terms hereof shall be more strictly construed against one party, by reason of the rule of construction, that a document is to be construed more strictly against the party who itself or through its agent prepared same; it being agreed that the agents of all parties have participated in the preparation hereof, and all parties have had an adequate opportunity to consult with legal counsel. In interpreting this Contract in its entirety, the printed provisions of this Contract, and any additions written or typed hereon, shall be given equal weight, and there shall be no inference by operation of law or otherwise; that any provision of this Contract shall be construed against either party hereto.

• VENUE: —

  This Agreement shall be deemed to have been made and performed in DeKalb County, Georgia. For the purposes of venue, all suits or causes of action arising out of this Agreement shall be brought in the courts of DeKalb County, Georgia.

• COUNTY REPRESENTATIVE: —

  The County may designate a representative through whom the Contractor will contact the County. In the event of such designation, said representative shall be consulted and his written recommendation obtained before any request for extra work is presented to the County. Payments to the Contractor shall be made only upon itemized bill submitted to and approved by said representative.

• CONTRACTOR’S STATUS: —

  The Contractor will supervise and direct the Work, including the Work of all Subcontractors. Only persons skilled in the type of work which they are to perform shall be employed. The Contractor shall, at all times, maintain discipline and good order among his employees, and shall not employ any unfit person or persons or anyone unskilled in the work assigned him. The relationship between the County and the Contractor shall be that of owner and independent contractor. Other than the consideration set forth herein, the Contractor, its officers, agents, servants, employees, and any Subcontractors shall not be entitled to any County employee benefits including, but not limited to social security, insurance, paid annual leave, sick leave, worker's compensation, free parking or retirement benefits. All services provided by Contractor shall be by employees of Contractor or its Subcontractors and subject to supervision by Contractor. No officer or employee of Contractor or any Subcontractor shall be deemed an officer or employee of the County. Personnel policies, tax responsibilities, social security payments, health insurance, employee benefits and other administrative policies, procedures or requirements applicable to the Work or services rendered under this Contract shall be those of the Contractor, not the County.

• SOLE AGREEMENT: —

  This Contract constitutes the sole contract between the County and the Contractor. The terms, conditions, and requirements of this Contract may not be modified. No verbal agreement or conversation with any officer, agent, or employee of the County, either before or after the award of the Contract, shall affect or modify any of the terms or obligations herein contained. No representations, oral or written, shall be binding on the parties unless expressly incorporated herein.

• SEVERABILITY: —

  If any provision of this Contract or the application thereof to any person or circumstance shall to any extent be held invalid, then the remainder of this Contract or the application of such provision to persons or circumstances, other than those as to which it is held invalid, shall not be affected thereby, and each provision of this Contract shall be valid and enforced to the fullest extent permitted by law.

• NOTICES: —

  Any notice or consent required to be given by or on behalf of any party hereto to any other party hereto shall be in writing and shall be sent to the Director of the Department of Purchasing and Contracting or to the Contractor or his authorized representative on the work site by (a) registered or certified United States mail, return receipt requested, postage prepaid, (b) personal delivery, or (c) overnight courier service. All notices sent to the addresses listed below shall be binding unless said address is changed in writing no less than fourteen days before such notice is sent. Future changes in address shall be effective upon written notice being given by the Contractor to the Director of the Department of Purchasing and Contracting or by the County to the Contractor’s authorized representative via certified first class U.S. mail, return receipt requested. Such notices will be addressed as follows:

  If to the County:

  Chief Procurement Officer
  Department of Purchasing and Contracting 
  Maloof Administration Building

  1300 Commerce Drive, 2nd Floor
  Decatur, Georgia 30030

  If to the Contractor:

  Notices shall be sent to the contact information that is listed in the Bidder’s Response to the ITB.

• Georgia Open Records Act: —

  Without regard to any designation made by the person or entity making a submission, DeKalb County considers all information submitted in response to this invitation or request to be a public record that will be disclosed upon request pursuant to the Georgia Open Records Act, O.C.G.A. §50-18-70 et seq., without consulting or contacting the Responder person or entity making the submission, unless a court order is presented with the submission. Bidders or Responders may wish to consult an attorney or obtain legal advice prior to making a submission.

• DeKalb County, Georgia's Title VI Policy Statement —

  DeKalb County, Georgia is committed to compliance with Title VI of the Civil Rights Act of 1964 and all related regulations and directives. DeKalb County assures that no person shall on the grounds of race, color, sex, or national origin, as provided by Title VI of the Civil Rights Act of 1964, the Federal-Aid Highway Transportation Act of 1973, and the Civil Rights Restoration Act of 1987 be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity. DeKalb County further assures that no person shall on the grounds of age, low income, disability, sexual orientation or gender identity be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity.

  DeKalb County assures every effort will be made to ensure nondiscrimination in all of its programs and activities, whether those programs and activities are federally funded or not. In addition, DeKalb County will take reasonable steps to provide meaningful access to services for persons with Limited English Proficiency (LEP).

• Cooperative Procurement —

  The County through the Department of Purchasing & Contracting may permit piggybacks to this contract from other city, county, local authority, agency, or board of education if the vendor will extend the same prices, terms, and conditions to the city. Piggybacking shall only be available where competition was used to secure the contract and only for a period of 12-months following entry, renewal or extension of the contract. This provision shall not apply to any contract where otherwise prohibited or mandated by state law.

• Funding —

  Funding for this contract may be provided under the Water Infrastructure Finance and Innovation Act (WIFIA) and performance of the contract, in whole or part, may be contingent and subject to availability of such funding under WIFIA to DeKalb County, Georgia. Proposers should become familiar with all laws, ordinances, rules, and regulations applicable to the execution and performance of the contract subject to WIFIA.

• General Requirements —

  Please reference the ATTACHMENTS for the General Requirements.

Submission Requirements

• Authorized representative contact info (required) —

  Please include the name, title, phone and email of the authorized representative submitting this bid

• Federal Tax ID No. (required)
• Type of Organization (required)
• Are you a DeKalb County Firm? (required)
• State number of years bidder has operated under the current company name. (required)
• State whether bidder has ever been debarred, suspended, proposed for debarment, or declared ineligible by any federal department or agency from doing business with the Federal Government. (required)
• Price Schedule (required) —

  Please upload your price schedule here

• Bid Bond (required) —

  Please upload your bid bond here

• Foreign Products (required) —

  Bidder certifies that items offered on this bid is/are manufactured and produced in the United States.

• If “No”, state the exact location of plant or facility where items will be produced: (required)
• CONTRACTOR REFERENCE AND RELEASE —

  List below at least three (3) references, including company name, contact name, address, email address, telephone numbers and contract period who can verify your experience and ability to perform the type(s) of product(s)/ service(s) listed in the solicitation.

• Reference 1: Company Name (required)
• Reference 1: Contact Person Name and Title (required)
• Reference 1: Complete Primary Address (required) —

  Include city, state and zip code

• Reference 1: Email Address (required)
• Reference 1: Telephone Number (include area code) (required)
• Reference 1: Project Name, Description and Contract Period (required)
• Reference 2: Company Name (required)
• Reference 2: Contact Person Name and Title (required)
• Reference 2: Complete Primary Address (required) —

  Include city, state and zip code

• Reference 2: Email Address (required)
• Reference 2: Telephone Number (include area code) (required)
• Reference 2: Project Name, Description and Contract Period (required)
• Reference 3: Company Name (required)
• Reference 3: Contact Person Name and Title (required)
• Reference 3: Complete Primary Address (required) —

  Include city, state and zip code

• Reference 3: Email Address (required)
• Reference 3: Telephone Number (include area code) (required)
• Reference 3: Project Name, Description and Contract Period (required)
• Would you like to include more than 3 references? (required)
• Include any additional reference information here (required) —

  Please include the same information as requested above in detail

• CONTRACTOR REFERENCE CHECK RELEASE CONFIRMATION (required) —

  By confirming, you are authorizing the County to contact the references provided above for purposes of this ITB.

• DELIVERY —

  All prices are to be firm, F.O.B. Destination, Freight Prepaid and Allowed. This shall include delivered, unloaded, and placed in designated place. Delivery must be made between 9:00 A.M. and 2:30 P.M. Monday through Friday, unless otherwise required. The successful bidder shall give a 24-hour prior notice of delivery to Department or Division calling in the order, and must ask for caller’s telephone number as well as Purchase Order form and address, since 24-hour Notice of Delivery is required. The County will unload after prior notice.

• Bidder state agreement? (required)
• Alternate delivery time may be considered provided it is so stated. Bidder state alternate terms for delivery or services below.
• CONTRACTOR AFFIDAVIT
• CONTRACTOR AFFIDAVIT (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• SUBCONTRACTOR INFORMATION —

  List below at least three (3) references, including company name, contact name, address, email address, telephone numbers and contract period who can verify your experience and ability to perform the type(s) of product(s)/service(s) listed in the solicitation.

  If not using subcontractors, leave the following questions blank.

• SUBCONTRACTOR AFFIDAVIT (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• Subcontractor Reference 1
• Subcontractor Reference 2
• Subcontractor Reference 3
• SUBCONTRACTOR REFERENCE CHECK RELEASE INFORMATION —

  By confirming, you have verified that the County is authorized to contact the references provided by the subcontractors for the purposes of this ITB.

• LSBE INFORMATION
• Please Confirm (required) —

  By confirming, I agree that I've reviewed the LSBE Information document in the ATTACHMENTS.

• BIDDER/PROPOSER STATEMENT OF COMPLIANCE (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• Did the Prime Contractor(s) attend a MANDATORY LSBE Meeting on one of the dates in the solicitation or in a subsequent addenda? (required)
• Please enter the date and time of the meeting that your firm attended. (required)
• Please explain your "no" answer in detail. (required)
• Is your firm, as the prime bidder, a DeKalb County-certified LSBE? (required)
• Indicate which LSBE certification applies to your firm. (required)
• Indicate the percentage of work that your firm will carry out directly. (required)
• DeKalb certified LSBE vendors are not required to seek additional participation. However, if you obtained additional LSBE participation, please complete the applicable sections and submit the required documents. (required)
• Your firm is required to obtain the LSBE participation benchmark of 20% for this project. If no participation or less than 20% participation is obtained, your firm is required to demonstrate good faith efforts to obtain the required participation in order to remain responsive to this solicitation. —

  Note: Documentation to support all "Yes" responses in section 12, Good Faith Efforts, as proof of "good faith efforts" is required. The Department of Purchasing & Contracting will determine if the demonstrated efforts are sufficient.

• If the prime bidder is a joint venture, please describe below the nature of the joint venture and level of work and percentage of participation to be provided by the LSBE-DeKalb or MSA joint venture firm. (required)
• LSBE Participation —

  List the LSBE-DeKalb or MSA subcontractors and/or firms (including suppliers) to be utilized in this contract, if awarded. Please attach a signed letter of intent for each certified LSBE describing the work, materials, equipment or services to be performed and/or provided and the agreed upon percentage of work to be performed.

• Are you partnering with a DeKalb County-certified LSBE subcontractor? (required)
• DeKalb-First LSBE Participation Form (required) —

  Please download the below documents, complete, and upload.

• Please provide the following for each listed LSBE subcontractor noted in the participation form: —

  Subcontractor Affidavit  

  Letter of Intent to Perform as a Subcontractor

  LSBE Certification Letter 

  Three (3) References

• SUBCONTRACTOR AFFIDAVIT (required) —

  Please download the below documents, complete and have notarized by each subcontractor listed. An online notarization option will be provided for you when responding.

• LETTER OF INTENT TO PERFORM AS A SUBCONTRACTOR (required) —

  For all contracts, a signed letter of intent from each certified LSBEs describing the work, materials, equipment or services to be performed or provided by the LSBE(s) and the agreed upon LSBE participation percentage shall be due with the bid or proposal documents. Please download the below documents, complete, and upload.

• LSBE Certification Letter (required) —

  Note: This document should be obtained from the selected LSBE subcontractor(s). The letter should show a certification period that has not yet expired.

• Provide at least three (3) references, including company name, contact name, address, email address, telephone numbers and contract period who can verify experience and ability to provide the type(s) of product(s)/service(s) that LSBE will be responsible for on this project.
• Reference 1 (required)
• Reference 2 (required)
• Reference 3 (required)
• LSBE SUBCONTRACTOR REFERENCE CHECK RELEASE CONFIRMATION (required) —

  By confirming, you have verified that the County is authorized to contact the references provided by the subcontractors for the purposes of this ITB.

• Would you like to include more than 3 references? —

  This is not required, however is it recommended.

• Include any additional reference information here (required) —

  Please include the same information as requested above in detail.

• GOOD FAITH EFFORTS —

  A bidder/proposer that does not meet the County’s LSBE participation benchmark is required to submit documentation to support all “Yes” responses as proof of “good faith efforts.” Please indicate whether or not any of these actions were taken. If you meet the County's LSBE benchmark by obtaining participation, you may select "N/A".

• Will you be uploading a contact log? (required) —

  If yes, provide a contact log showing the company’s name, contact person, address, email and contact number (phone or fax) used to contact the proposed certified subcontractors, nature of work requested for quote, date of contact, the name and title of the person making the effort, response date and the percentage of work. If no, explain why.

• Please upload your Contact Log (required)
• If no, please explain below (required)
• Did you notify interested LSBEs at least 5 business days prior to submission of the bid or proposal? (required)
• Please upload proof of notification (required)
• If no, please explain below (required)
• Did you make efforts to divide work for LSBE subcontracting? (required) —

  Efforts made to divide the work for LSBE subcontracting areas likely to be successful and to identify portions of work available to LSBEs consistent with their availability. Include a list of divisions of work not subcontracted and the corresponding reasons for not including them. 

  The ability or desire of a bidder/proposer to perform the contract work with its own organization does not relieve it of the responsibility to make good faith efforts on all scopes of work subject to subcontracting.

• Please upload evidence of efforts (required)
• If no, please explain below (required)
• Did you make efforts to assist potential LSBE subcontractors to meet bonding, insurance, or other governmental contracting requirements? (required) —

  Where feasible, facilitating the leasing of supplies or equipment when they are of such a specialized nature that the LSBE could not readily and economically obtain them in the marketplace.

• Please upload evidence of efforts (required)
• If no, please explain below (required)
• Did you communicate with DeKalb First LSBE Program Staff? (required) —

  Communication via email or phone with DeKalb First Program Staff seeking assistance in identifying available LSBEs. 

• If yes, provide DeKalb First LSBE Program Staff representative name and title, and date of contact. (required)
• If no, please explain below (required)
• Did you perform any other actions, to include Mentor/Protégé commitment for solicitations $5M and above? (required)
• If yes, please specify below (required)
• If no, please explain below (required)
• Please upload any additional information as necessary —

  You may upload multiple files here. Note: DO NOT upload Price Schedule here.

• Confirmation of LSBE Ordinance? (required) —

  Bidder confirms they have read the full DeKalb First LSBE Ordinance and conducted a review of the proposed Scope of Work (SOW), and uploaded all supporting documentation as required.  Bidder further confirms the LSBE participation benchmarks unless waived by the LSBE Review Panel per the DeKalb First Ordinance Sec. 2-209.

• Delivery —

  All prices are to be firm, F.O.B. Destination, Freight Prepaid and Allowed. This shall include delivered, unloaded, and placed in designated place. Delivery must be made between 7:00 A.M. and 5:00 P.M. Monday through Friday, unless otherwise required. The successful bidder shall give a 24-hour prior notice of delivery to Department or Division calling in the order and must ask for caller’s telephone number as well as Purchase Order form and address, since 24-hour Notice of Delivery is required. The County will unload after prior notice.

• Delivery of services or goods will commence or be scheduled within five (5) calendar days upon request for regular service calls. (required) —

  Bidder state agreement.

• Contact Person (required)
• Telephone Number (required)
• Address (required)
• Alternate delivery time may be considered provided it is so stated. Bidder state alternate terms for delivery or services below. (required)
• COOPERATIVE PROCUREMENT —

  The County through the Department of Purchasing & Contracting may permit piggybacks to this contract from other city, county, local authority, agency, or board of education if the vendor will extend the same prices, terms, and conditions to the city. Piggybacking shall only be available where competition was used to secure the contract and only for a period of 12-months following entry, renewal or extension of the contract. This provision shall not apply to any contract where otherwise prohibited or mandated by state law.

• If awarded, agree to extend to other public procurement entities? (required)
• If so, please propose a percentage discount to be offered to DeKalb County if a piggyback is utilized. (required) —

  i.e., 0%, 3%, 10%, etc.

• Please upload any relevant licenses and/or certifications as required by this solicitation (required)
• BID ACKNOWLEDGEMENT (required) —

  Bidder acknowledges that this bid is valid for 120 days from and including the bid opening date.

  Bidder acknowledges that bid meets or exceeds minimum specifications.  Any deviation from minimum specifications must be explained, in detail,
  by bidder as to how the bid does not meet the exact specifications.

  I, the authorized representative, acknowledge that I have read the Bid Document in its entirety and agree to conform to its every requirement. I further acknowledge that failure to prepare, submit, or execute this bid in the exact manner requested will be just cause to reject my entire bid. 

• ITB Purpose? (required) —

  If for construction, please use the other ITB template

• How will you collect pricing? (required) —

  Select Electronic Pricing Table for auto-tabulation

• Will you be using the Scope of Work section or uploading the Scope as an attachment? (required)
• Will the DeKalb First LSBE Ordinance apply? (required)
• Bonding requirements? (required)
• Contract term? (required)
• Does the User Department require subcontractor reference checks? (required)
• Will First Source Jobs Ordinance apply? (required) —

  Select yes if budgeted amount is over $50,000

• Will there be additional licenses/certifications collected from vendors? (required)
• Funding Type? (required)