---
date: 2025-10-13
title: Regular Council Meetings Agenda Packet
source: 2025-10/2025-10-13_Regular Council Meetings_Agenda Packet.pdf
pages: 1
---

STOCKBRIDGE Council Meeting
CITY COUNCIL Agenda
Mayor Anthony S. Ford
October 13, 2025 6:00 PM
At-Large

Mayor Pro Tem LaKeisha Gantt

Council District 1

Councilmember Alphonso Thomas

Council District 2

Councilmember Kyle D. Berry, Sr.

Council District 3

Councilmember Yolanda Barber
Council District 4

Councilmember Elton Alexander

Council District 5

CITY MANAGER
Shawn Edmondson STOCKBRIDGE CITY HALL
CITY CLERK
4640 NORTH HENRY BLVD.
Vanessa Holiday
STOCKBRIDGE, GA 30281
CITY TREASURER
Frank Milazi Website: www.stockbridgega.org
CITY ATTORNEY Phone: 770-389-7900
Quinton G. Washington
Fax: 770-389-7912
Megan McCulloch
Translation and Interpretation Services are available with (7)
days prior notice. Please contact the City’s HR Manager at
770-389-7908 for assistance.
AGENDA
COUNCIL MEETING
CITY OF STOCKBRIDGE
MONDAY, OCTOBER 13, 2025 6:00 PM

CALL TO ORDER

INVOCATION

PLEDGE OF ALLEGIANCE

ROLL CALL

ADOPTION OF THE AGENDA

CEREMONIAL REVIEW - Swearing In DDA Board Member - Proclamations: Red
Ribbon Week; Fire Prevention Month; Evan Oglesby; Breast Cancer Awareness
Month; Mental Health Awareness Month; Women's Small Business Month;
Domestic Violence Prevention & Awareness Month; First Responders Month

PUBLIC COMMENTS - All persons wishing to speak for public comment must
sign in with the City Clerk prior to the beginning of the meeting. You must sign
your name, address, and phone number. You will be able to address the Mayor
and Council for three (3) minutes. Speakers must respect all members of the
elected body, officials, and staff. Defamation, unruliness and/or swearing will not
be tolerated while meetings are in session.

ADOPTION OF THE MINUTES
1 Approval of the Meeting Minutes September 8, 2025
Approval of the Work Session Meeting Minutes September 30, 2025

OLD BUSINESS
2 Council consideration to approve the annual contract (RFP 2025-0004) for on-
call sidewalk repairs and replacement to CGS, LLC in the amount of
$300,000.00. Funding from SPLOST VI. Contract to begin January 1, 2026.
Presented by: Decius Aaron
Page | 3

PUBLIC HEARING
3 SHORT-TERM WORK PROGRAM / CAPITAL IMPROVEMENTS ELEMENT
(STWP/CIE) FOR 2026-2030. (Citywide) Consideration of a Resolution to
adopt the proposed City of Stockbridge Short-Term Work Program / Capital
Improvements Element (STWP/CIE) for 2026-2030. - Presented by: Ryan
Anderson

NEW BUSINESS
4 APPEAL CASE #AP-2025-02. (Council District 4)
Appeal of the denial of an application for an alcohol license by Reynell Hay, per
City of Stockbridge letter dated September 5, 2025. The applicant proposed
locating a package store at 110 Rock Quarry Road (Parcel #S33-
01011002). Applicant: Reynell Hay. Agent: Law Firm of Smith, Welch, Webb &
White. - Presented by: Ryan Anderson
5 Council consideration to approve the purchase of eight (8) Harris XL-200P
portable radios from Loudon Communications at a total cost of $60,798.10, as
a sole source procurement. - Presented by: Frank Trammer
6 Council consideration to approve the purchase of two (2) 2025 Ford Mustang
Mach-E electric vehicles and two (2) 2025 Ford F-150 Police Responder pickup
trucks from Allan Vigil Ford at a cost of $214,499.00, and five (5) 2025
Chevrolet Tahoe PPVs and one (1) 2026 Chevrolet Silverado 1500 pickup truck
from Hardy Automotive Group at a cost of $329,922.80, through State Contract.
- Presented by: Frank Trammer

ANNOUNCEMENTS OF UPCOMING MEETINGS & EVENTS
UPCOMING MEETINGS & ANNOUNCEMENTS: Council meetings will be held
in the City Council Chamber. Meeting dates, locations and times are subject
to change or contact City Hall offices at 770-389-7900 or visit the website
www.stockbridgega.org for updates.

• Citywide Development Authority Meeting, Second Tuesday of each
month, at 6:00 p.m. — City Hall Levi Meeting Room (Oct 14)
• Youth Council Advisory Committee Meeting *Date Change*, Third
Thursday of each month, at 6:30 p.m. — City Hall Levi Meeting Room
(Oct 16)
• Planning Commission Meeting, Thursday, October 16th at 6:30 p.m. —
City Hall Council Chamber (Oct 16)
• Downtown Development Authority Board Meeting, Third Tuesday of
each month, at 6:00 p.m. at the Downtown Connection Center, 130 M L
King Sr. Heritage Trail (Oct 21)
• Ethics Board Meeting, Wednesday, October 22nd in the Levi Meeting
Room at 6:30 p.m. (Oct 22)
• City Council Work Session Meeting, Last Tuesday of each month,
October 28th at 6:00 p.m. — City Hall Council Chamber (Oct 28)

October 13, 2025 6:00 PM 4640 N. Henry Stockbridge, GA 30281 Phone: (770) 389-7900
Page | 4

UPCOMING CITY EVENTS/INITIATIVES

• Join Councilman Thomas & Councilman Berry in partnership for the
monthly Bingo Bash on Wednesday, October 15th from 10am – noon at
the Merle Manders Conference Center. Lots of fun to be had by all.
• Join the City of Stockbridge for the annual Breast Cancer Love Walk,
Saturday, October 18th from 10:00 am to noon at Clark Park. For more
information, contact the Events Department at
events@stockbridgega.org
• Join Mayor Pro Tem Gantt for the FREE Annual Fall Festival on
Saturday, October 25th at Clark Park with Candy, Food Trucks, Games,
Costume Contest, Prizes and More!
• Join Mayor Anthony Ford for the monthly Meet the Mayor — Monday,
October 27th from 10am – noon at City Hall. Meetings are by
appointment.
• Stockbridge Main Street is hosting a Diabetes Awareness Walk and
Health Fair on Saturday, November 1st. Registration begins at 7:30 a.m.
the 5k walk will begin at 8:30 a.m. at Clark Park; the Health Fair will take
place from 10am - noon at various locations throughout the park
(weather permitting) or at the Merle Manders Conference Center lower
level.
• Join Councilman Alexander for the District 5 Community Cleanup on
Saturday, November 8, 2025, from 9am - 11am. Please meet at the
COSTCO parking lot on Jodeco Rd.
• The Economic Development Department hosts a FREE Business Health
Clinic on the 2nd Thursday of every month from 9am – 12pm at the
Stockbridge Connection Center, 130 M L King Sr. Heritage Trail. Check
the Health of Your Business with the FREE Clinic.
• Councilman Thomas is honoring Veterans with a Continuous Salute all
year long. Please send your pictures of Veterans with their name,
branch, rank, and years of service.
• Join Councilman Thomas for the Don’t Trash Stockbridge initiative
centered around education, highlighting the causes and effects of
Littering and Illegal Dumping. More information to follow.
• Sign Up for real-time alerts about severe weather, road closures and
emergencies on the Regroup App. Visit the city’s website or social
media pages for more information on how and where to sign up. Stay
Safe!

Please contact Rosalynd Rawls to schedule an appointment for Meet the
Mayor and for more information on Council Initiatives at 678-833-3348 or via
email: rrawls@stockbridgega.org

October 13, 2025 6:00 PM 4640 N. Henry Stockbridge, GA 30281 Phone: (770) 389-7900
Page | 5

2025 CONCERT SEASON SCHEDULE

• Saturday, October 18th, Detroit Gospel Legends featuring Fred
Hammond, Le'Andria Johnson, Anthony Brown, Vanessa Bell
Armstrong, Lisa Page-Brooks, Carvin Winans and Bryon Cage

[IGNORE_NUMBERING]

MAYOR'S COMMENTS (Mayor Anthony Ford)

EXECUTIVE SESSION (Exemptions to the Georgia Open Meetings Acts)

ADJOURNMENT

October 13, 2025 6:00 PM 4640 N. Henry Stockbridge, GA 30281 Phone: (770) 389-7900
CITY COUNCIL MEETING
SUMMARY MINUTES
MONDAY, SEPTEMBER 8, 2025 6:00 P.M.
Mayor & City Council
Mayor Anthony S. Ford At-Large
Mayor Pro Tem LaKeisha Gantt – Council District 1
Councilmember Alphonso Thomas – Council District 2
Councilmember Kyle D. Berry, Sr. – Council District 3
Councilmember Yolanda Barber – Council District 4
Councilmember Elton Alexander – Council District 5

Administration
Shawn Edmondson – City Manager
Frank Milazi – City Treasurer
Vanessa Holiday – City Clerk
Quinton Washington – City Attorney
Megan McCullough – Associate Attorney

Mission: To provide visionary leadership and superior municipal services that enhance the
quality of life for citizens while creating a welcoming business atmosphere focused on
sustainability and expansion of tourism and cultural events.
The meeting was called to order by Mayor Ford at 6:10 p.m.

Invocation by: Ms. Maria Ramierz

The Pledge of Allegiance was recited by all in attendance.

City Clerk, Vanessa Holiday was asked to proceed with a verbal roll call. All members
were present except Councilmember Berry and Councilmember Thomas.

Motion to amend the Agenda to defer Item#3, Item#4, and Item#5 at the request of staff
was made by Mayor Pro Tem Gantt; seconded by Councilmember Alexander. The
motion passed unanimously 3-0.

Motion to adopt the Agenda was made by Mayor Pro Tem Gantt; seconded by
Councilmember Alexander. The motion passed unanimously 3-0.

Mayor Ford referenced the ceremonial proclamations issued to Paul Brown in
recognition of the Hidden Valley Recreation Center staff, National Hispanic Heritage
Month presented to the owners of Angie’s Café, Del Horno Pizzeria and RCC &
Associates; and noted the swearing in of Denita Minnis as a member of the Youth
Council Advisory Committee.
1|Page
PUBLIC COMMENTS
• Mr. Willie Carter referenced $32.9 of mismanaged funds; amphitheater
management by an outside firm; referenced the Ethics Board recommendation
for an independent 3rd party review; and asked for an update from the City
Manager and Public Works Director regarding the $6 million dollar Tye Street
project.

Mayor Ford announced the payoff of the Amphitheater, noting that it is debt-free,
and that the city must now maintenance and maintain the operations of the
facility.

APPROVAL OF THE MINUTES
1. Approval of the August 11, 2025 City Council Meeting Minutes
Approval of the August 11, 2025 Millage Rate Hearing #1 Meeting Minutes
Approval of the August 11, 2025 Millage Rate Hearing #2 Meeting Minutes
Approval of the August 18, 2025 Millage Rate Hearing #3 Meeting Minutes
Approval of the August 18, 2025 SCM FLOST Meeting Minutes
Approval of the August 26, 2025 Work Session Meeting Minutes
Motion to approve the Minutes as submitted was made by Mayor Pro Tem
Gantt; seconded by Councilmember Alexander. The motion passed
unanimously 3-0.

Mayor Ford read the Public Hearing Rules
PUBLIC HEARING
2. APPEAL CASE #AP-2025-01. (Council District 4.)
Consideration of an appeal of the March 17, 2025 Zoning Review Form
that was used as a basis for the City of Stockbridge's discontinuance of
the 2025 business license for truck parking on Parcel #S27-01016000 and
Parcel #S27-01017000 on Rock Quarry Road. The property is located in
the Parkway Mixed-Use (PMU) Overlay District, where truck parking and
all industrial uses are not permitted. Applicant: James Raven. Property
Owners: James Raven and Huddleston Concrete Company.
The business license was issued for 123 Rock Quarry Road, where the
company's office is located. The property is located in Land Lots 35 and
36 of District 12. The zoning, current use, and acreage for each parcel
are listed below. The parcels are not contiguous.
~ 123 Rock Quarry Road (Parcel #S27-01012000) -- Zoned 'SR'
(Suburban Residential). Current use: Office for Huddleston Concrete
Company. Acreage: 1.55 +/- acres.
~ Parcel #S27-01016000 on Rock Quarry Road -- Zoned 'LI' (Light
Industrial). Current use: truck parking. Acreage: 2.95 +/- acres.
~ 135 Rock Quarry Road (Parcel #S27-01017000) -- Zoned 'LI' (Light
Industrial). Current use: truck parking. Acreage: 3.44 +/- acres.
Presented by: Ryan Anderson, Community Development Director
Mr. Anderson noted the Denial information that has been prepared has
been vetted and approved by the city’s Planning & Zoning Attorney,
Valerie Ross; and noted the business license application was denied by
Business Services Supervisor, Uneeda Smith-Sellers on April 28, 2025
relating to the 135 Rock Quarry Rd. Parcel ID No. S27-01013000, and
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presented the Purposed of the Appeal Application, Description, Facts of
the Subject Property, Aerial Photos, Table for Property Facts Slides 1, 2
and 3; Displayed the Zoning Map, Overlay District Map, Future Land Use
Map; Reviewed the Zoning History; Displayed the 1963 Henry County
Planning & Zoning Map noting the property as M-1 Light Industrial,
Displayed the 1989 Henry County Planning & Zoning Map noting the
property as M-1 Light Industrial; Reviewed the Henry County Zoning
Ordinance and Zoning History; Displayed Business License Application
with no mention of Parking and Rental of Commercial Vehicles; Displayed
the Violation Notice issued by the City’s Code Enforcement Department
on March 121, 2025; Displayed the Zoning Review Notice, Displayed the
Denial Letter, and gave a summary of the reasoning for denial, that the
owner started truck parking which is not allowed.

Mayor Ford noted the business has been operating the truck
parking/rental for several years.

Councilmember Alexander asked Mr. Anderson to confirm that the Truck
Parking Business is not associated with the Concrete business.

Councilmember Berry joined the meeting at 6:39 p.m.

Mr. Anderson confirmed that the businesses are not connected.

Councilmember Barber noted that she had been made aware of the
appeal by staff on July 3rd, reiterating her request to be informed on
matters concerning District 4, and noted that she would reserve comments
until she hears from both sides.

Attorney Andy Welch of Smith, Welch, Webb & White, presented the
appeal on behalf of the owner James Raven, noting an Affidavit is on file
for Mr. Raven, the owner and Mr. Biggers, the Appraiser, and a Notice of
Constitutional Rights, were submitted to the Clerk for the record.

Attorney Welch noted his client is appealing Section 10.3, noting he has
used the property for 40 years, and that Occupational Tax is a revenue
generating account and cannot be conditionalized.

Attorney Welch noted that his client is requesting the city to grant non-
conforming use, and that he is prepared to provide a means of settlement
and compromise on this matter.

Attorney Welch noted that his client has owned and operated Huddleston
Concrete Company that goes back to 1980, and that the Henry County
Ordinance allowed discretion for use of the property.

Attorney Welch presented a map of the area in 1993, 1999 and 2010,
which all showed tractor trailer trucks parked on the property.

3|Page
Attorney Welch noted that in 2015, the city of Stockbridge authorized a
concrete entrance, and in 2023, 2024, and 2025 the application was noted
as Truck Parking.

Attorney Welch stated that the law protects passing a law and applying the
law retroactively, and that Zoning Ordinances are for matters going
forward and for future us, not going backwards.

Attorney Welch referenced the law related to grandfathered rights, and
that zoning regulations cannot be applied backwards.
Attorney Welch referenced Section 6.1.4 (Non-Conforming) of the city of
Stockbridge Code and stated that business licenses have been applied for
each year by the applicant.

Attorney Welch noted the city adopted Section 2.4.11 in 2022 and in
Section 3.1 the Ordinance shows truck parking is permitted, noting the
language of commercial includes tractor trailers.

Attorney Welch noted the applicant applied for the 2025 Business License
in July 2024 and the application is marked Truck Parking, as there is no
concrete production, only the office where the leases are issued.

Attorney Welch stated that the law for occupational taxes cannot be
denied based on zoning, and that a denial is without legal authority, and
asked that the City Council overturn the denial.

Attorney Welch noted the City’s Code allows for truck parking in light
industrial pursuant to the permitted uses in the current code.

Attorney Welch referenced Outfront Media, LLC v. City of Sandy Spring
regarding damages, noting his client would be entitled to monetary
damages, and that the tenant and landowner would have rights to claims
against the city,

Attorney Welch referenced Diversified Holdings, LLP v City of Suwanee
whereas it stated that private property shall not be taken or damaged for
public purposes without just and adequate compensation being first paid,
and that if you apply your Zoning Ordinance and Occupational Tax Denial,
you are damaging that property right.

Attorney Welch noted there was an appraisal prepared by Mr. Michael H.
Biggers, whose sworn testimony of this appraisal and Affidavit is on file,
and that he concluded after looking at the truck rental parking operations
of the company and stated that if the owner is not allowed to continue, that
would amount to a taking of $1million the value away from the property.

Attorney Welch noted that he initially spoke about a compromise and
settlement and requested a motion from the City Council to allow the
owner to continue to operate the truck parking rental business through
September 8, 2030, giving the owner an opportunity to phase out the
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leases, and that on September 9, 2023 all operations will have ceased, at
no cost to the city, and termination of the non-conforming use.

Councilmember Barber asked if the non-conforming was negotiable,
noting that she appreciates the request to compromise, however, the City,
and specifically District 4, has a vision for city’s downtown district and the
area along Rock Quarry Rd, noting the road widening project currently
underway.

Mayor Pro Tem Gantt noted the citation references improper use and
requested the prior year’s application before the 2024 application.

Attorney Welch noted the prior year’s application copies were not included
in the packet; however, the 1993 aerial map shows the obvious use of the
property show trucks parked at the location.

Mr. Anderson also confirmed that the prior year’s application copies were
not in the staff packet as well, and that concrete trucks could park at the
location, but truck parking rental was not allowed.

Attorney Welch noted stated the gross revenues are paid from the rentals
and noted that occupational taxes are not property taxes and are based
on the business occupation and revenues.

Mayor Pro Tem Gantt noted the applications for 2024 and 2025 state
parking and that the prior applications did not; noting the business has
been operating illegally for a long time.

Mayor Ford asked the designation could be changed if the Council was
amenable to the requested compromise and settlement.

Mr. Anderson stated that based on the city’s current zoning and
development trends, it would not be in line; however, staff is amenable to
a 1–year phase out.

Councilmember Alexander agreed with staff’s recommendation of a 1-year
phase out, and agrees with the city’s Zoning Attorney for Denial, no
grandfather rights, or vested rights.

Councilmember Barber thanked Mayor Pro Tem Gantt for the information
provided and agrees with members of Council on the phasing out; noting
according to the records, Huddleston Concrete was sold to Ready Mix in
1993, and that the truck parking rental was operating years prior to that.

Attorney Welch noted the area around the quarry was established with
ancillary businesses that spun off such as gravel, sand, and pipe
businesses, which have become extinct due to costs.

5|Page
Councilmember Berry agreed that the use is improper, no matter the
length of time.

Attorney Washington recommended a brief Executive Session for
Discussion of the matter.

Attorney Welch noted he would not be privileged to what was being
considered, noting he has not received any documents.

Attorney Washington directed staff to provide Attorney Welch with the
presentations and reports by staff that were presented by Mr. Anderson.

Public Hearing Opened
No Speakers in Favor
No Speakers Opposed
Public Hearing Closed

EXECUTIVE SESSION
Motion to convene Executive Session for Personnel, Litigation, Real
Estate and CyberSecurity was made by Councilmember Alexander;
seconded by Mayor Pro Tem Gantt. The motion passed unanimously 4-0.

Motion to adjourn Executive Session and Sign and Affidavit was made by
Councilmember Alexander; seconded by Mayor Pro Tem Gantt. The
motion passed unanimously 4-0.

Motion to reconvene the meeting was made by Mayor Pro Tem Gantt;
seconded by Councilmember Alexander. The motion passed unanimously
4-0.

Motion to uphold Denial with a Phase Out through December 31, 2026,
was made by Councilmember Barber; seconded by Councilmember Berry.
The motion passed unanimously 4-0.

NEW BUSINESS
3. Council Consideration to approve Second Contract Renewal Option for
Mauldin & Jenkins Certified Public Accountants in the amount of
$67,500.00.
Presented by Frank Milazi, City Treasurer/CFO
Mr. Milazi noted the request to approve the contract was for auditing
services with Mauldin & Jenkins was submitted to the Mayor & Council for
during the July 2024 Council meeting, and approved, however, the
contract was never executed; and noted the request tonight is to approve
a 2nd renewal of the contract for auditing services with Mauldin & Jenkins
for 2025-2026 and recommends the item be placed out for a competitive
bid.

Motion to approve contract through December 31, 2026, and place out for
bid was made by Mayor Pro Tem Gantt; seconded by Councilmember
Berry. The motion passed unanimously 4-0.
6|Page
UPCOMING MEETINGS & ANNOUNCEMENTS: Council meetings will be held in the
City Council Chamber. Meeting dates, locations and times are subject to change or
contact City Hall offices at 770-389-7900 or visit the website www.stockbridgega.org for
updates.

•Citywide Development Authority Meeting, Second Tuesday of each month, at
6:00 p.m. - City Hall Levi Meeting Room (Sep 9)
• Community Zoning and Information Meeting, Wednesday, Sept 10thfrom at 6:00
p.m. - City Hall Council Chamber (Sep 10)
• Main Street Advisory Board Meeting, Second Friday of each month at 9:00 a.m.
at the Downtown Connection Center 130 M L King, Sr. Heritage Trail (Sep 12)
• Downtown Development Authority Board Meeting, Third Tuesday of each
month, at 6:00 p.m. at the Downtown Connection Center 130 M L King Sr.
Heritage Trail (Sep 16)
• Youth Council Advisory Committee Meeting, Third Tuesday of each month, at
6:30 p.m. - City Hall Levi Meeting Room (Sep 16)
• Planning Commission Meeting, Thursday, September 18that 6:30 p.m. - City Hall
Council Chamber (Sep 18)
• City Council Budget Retreat – Wed. Sep 24 thru Fri Sep 26 from 9am – 5pm at
the Merle Manders Conference Center 111 Davis Rd.
• City Council Work Session Meeting, Last Tuesday of each month, September
30th at 6:00 p.m. - City Hall Council Chamber (Sep 30)
UPCOMING CITY EVENTS/INITIATIVES

• Join Main Street for the Tiny Tent Concert Series Fridays from 6pm to 8pm at the
Stockbridge Connection Center, 130 M L King Sr. Heritage Trail. Bring your lawn
chairs. (Weather Permitting)
• Join the City of Stockbridge for the Annual 9/11 Ceremony on Thursday,
September 11th on the steps of City Hall at 8:00 a.m., as we honor all first
responders in observance of September 11, 2001.
• Join Councilman Thomas & Councilman Berry in partnership for the monthly
Bingo Bash on Wednesday, September 17th from 10am – noon at the Merle
Manders Conference Center. Lots of fun to be had by all.
• Join Mayor Pro Tem Gantt for Free Line Dance Classes on Wednesday,
September 17th, and September 24th from 6pm – 8pm at the Merle Manders
Conference Center. All ages are welcome. Bring your own fan!
• Join Councilman Alexander for a District 5 Town Hall on Thursday, September
18th at the Levi @ the Bridges 1400 JR Grant Blvd. McDonough (City of
Stockbridge). Topics: New Developments, Transportation/Traffic & Public
Safety.
• Join us for BridgeFest on Saturday, September 27th at Amphitheater. FREE fun
activities for kids, vendors, food trucks and an amazing concert featuring
Jacquees and KeKe Wyatt. City of Stockbridge residents will have the
opportunity to obtain a limited number of tickets with a picture ID. Check the
website and social media for full details.
• Join Mayor Anthony Ford for the monthly Meet the Mayor - Monday, September
29th from 10am – noon at City Hall. Meetings are by appointment.

7|Page
• The Economic Development Department host a FREE Business Health Clinic on
the 2nd Thursday of every month from 9am – 12pm at the Stockbridge
Connection Center 130 M L King Sr. Heritage Trail. Check the Health of Your
Business with the FREE Clinic.
• Do you have an outstanding citation, warrant, or Failure to Appear fee? You may
qualify to have the warrant resolved and late fees waived during the Stockbridge
Municipal Court Amnesty Program offered during the month of September.
Please visit our website for complete details.www.stockbridgega.org
• Councilman Thomas is honoring Veterans with a Continuous Salute all year long.
Please send your pictures of Veterans with their name, branch, rank, and years
of service.
• Join Councilman Thomas for the Don’t Trash Stockbridge initiative centered
around education, highlighting the causes and effects of Littering and Illegal
Dumping. More information to follow.
• Sign Up for real-time alerts about severe weather, road closures and
emergencies on the Regroup App. Visit the city’s website or social media pages
for more information on how and where to sign up. Stay Safe!
• 2025 Municipal Election Forum taking place Tuesday, October 7th at 7:00 p.m. at
the Merle Manders Conference Center.

Please contact Rosalynd Rawls to schedule an appointment for Meet the Mayor and for
more information on Council Initiatives at 678-833-3348 or via
email: rrawls@stockbridgega.org

2025 CONCERT SEASON SCHEDULE

• Saturday, September 13th – For Lovers & Friends featuring Tank with special
guest Lyfe Jennings, Ginuwine, and Tyrese
• Saturday, October 18th Detroit Gospel Legends featuring Fred Hammond, Donnie
McClurkin, Anthony Brown, Vanessa Bell Armstrong, Lisa Page-Brooks, Carvin
Winans and Bryon Cage

MAYOR’S COMMENTS
Mayor Ford noted we are approaching the cold/flu season and asked that everyone get
up to date Flu Shots and Covid-19 vaccinations and boosters; noted its football season
and for Falcon fans to keep the faith.

Motion to adjourn the meeting at 8:15 p.m. was made by Mayor Pro Tem Gantt;
seconded by Councilmember Alexander. The motion passed unanimously 4-0.

Respectfully submitted by:

Vanessa Holiday, City Clerk Anthony S. Ford, Mayor
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CITY COUNCIL WORK SESSION MEETING
SUMMARY MINUTES
TUESDAY, SEPTEMBER 30, 2025 6:00 P.M.
Mayor & City Council
Mayor Anthony S. Ford At-Large
Mayor Pro Tem LaKeisha Gantt – Council District 1
Councilmember Alphonso Thomas – Council District 2
Councilmember Kyle D. Berry, Sr. – Council District 3
Councilmember Yolanda Barber – Council District 4
Councilmember Elton Alexander – Council District 5

Administration
Shawn Edmondson – City Manager
Frank Milazi – City Treasurer
Vanessa Holiday – City Clerk
Quinton Washington – City Attorney
Megan McCullough – Associate Attorney

Mission: To provide visionary leadership and superior municipal services that enhance the
quality of life for citizens while creating a welcoming business atmosphere focused on
sustainability and expansion of tourism and cultural events.
The meeting was called to order by Mayor Ford at 6:03 p.m.

Invocation by: Mr. Tariq Collins

The Pledge of Allegiance was recited by all in attendance.

City Clerk, Vanessa Holiday was asked to proceed with a verbal roll call. All members
were present except Mayor Pro Tem Gantt and Councilmember Thomas.

Motion to adopt the Agenda was made by Councilmember Berry; seconded by
Councilmember Alexander. The motion passed unanimously 3-0.

There were no public comments.

REVIEW OF THE MINUTES
1. Review of the September 8, 2025 Council Meeting Minutes
No Action Taken

1|Page
PRESENTATION
2. Presentation requesting approval of a Resolution to adopt the city-county joint
Transportation Safety Action Plan.
Presented by: Decius Aaron, Public Works Director and Yasamin Khorashahi,
Modern Mobility Partners
Mr. Aaron stated Henry County and the four municipalities within the county have
been working on a joint Transportation Safety Action Plan and noted he is
requesting approval; and introduced Ms. Khorashahi to give an overview of the
plan.

Ms. Khorashahi noted the presentation would refer to recommendations
specifically to the City of Stockbridge, noting the plan was developed by the
County in partnership with all four cities participating.

Ms. Khorashahi reviewed the presentation, noting the Safe Streets for All (SS4A)
program aims to identify and address transportation-related safety concerns in
the community and establish action steps toward eliminating or significantly
reducing traffic crashes and fatalities.

Ms. Khorashahi referenced the Henry County jurisdiction, and the vision and
goals of the plan; referenced the Plan Schedule to kickoff began in October 2024
and was completed in September 2025; referenced the 5-year most recent crash
numbers, noting the City of Stockbridge had the 2 nd highest number of crashes,
and the 2nd highest number of fatalities.

Ms. Khorashahi referenced the different public engagements activities to discuss
and data and the plan, with 716 responses from three surveys, 298 face-to-face
community engagements and 172 engagements through social media.

Ms. Khorashahi noted the engineering recommendations with the Stockbridge
Priority Corridor consisting of Intersection Recommendations such as re-
evaluating speed limits, and Segment Recommendations such as re-evaluating
the traffic signal timings.

Ms. Khorashahi reviewed the Safety Countermeasurers Toolkit which includes
Speed Management, Intersection Safety, VRU Infrastructure, Visibility
Enhancement, and Traffic Calming, noting examples would be to install beacons
at mid-block pedestrian crossings to increase visibility, and to connect, install or
improve sidewalks to enhance pedestrian mobility and safety.

Ms. Khorashahi reviewed the Policy Recommendations: Adopt a Complete
Streets Policy in Henry County, Update the County’s Land Development Code to
prioritize transportation safety, Prioritize transportation safety along Henry
Cunty’s freight network, and Improve first responder coordination and public
awareness for better post-crash care.

Ms. Khorashahi noted the Henry County Board of Commissioners committed to
moving towards a zero policy of a sixty-five percent (65%) reduction in fatal and
serious injury crashes on its roadways by December 31, 2020.

2|Page
Mayor Ford and members of the City Council thanked Ms. Khorashahi for the
presentation.

Mayor Ford noted the City of Stockbridge has plans in the works for sidewalks,
curb & gutter, expanding Rock Quarry Rd., lighting, and traffic signal
improvements.

Councilmember Alexander referenced the developments underway along the
Patrick Henry Parkway Corridor in the city, and referenced a four-way traffic
signal at the intersection of Club Drive and Patrick Henry Pkwy that is
forthcoming; noted a Model Policy would benefit the city, noting a conversation
with Clayton Carte regarding SPLOST, and plans to identify challenging areas,
and noted his appreciation for the partnership with the county.

Councilmember Berry noted many of the items referenced in the plan run through
the heart of City Council District 3 along Rock Quarry Rd., noting the city’s
medical gateway, the connectivity opportunities; noted Rock Quarry Rd. also
includes City Council District 4 and 5; and noted he is pleased with the County’s
partnership and investment in this joint project.

Mayor Pro Tem Gantt joined the meeting at 6:30 p.m.

Motion to approve a Resolution to adopt the city-county joint Transportation
Safety Action Plan was made by Councilmember Alexander; seconded by
Councilmember Berry. The motion passed unanimously 4-0.

3. Council Consideration to approve Walmart Delivery Services in Stockbridge, GA
– Connecting the Future.
Presented by: Ryan Anderson, Community Development Director,
Catherine Lovett and Tariq Rashid of Wing and Glenn Wilkins of Walmart.
Mr. Anderson noted Walmart reached out to the City of Stockbridge, in
consultation with the City Manager, to request approval to bring Drone Delivery
Service to the City of Stockbridge and introduced Mr. Wilkins of Walmart.

Mr. Wilkins noted he is with Walmart Public Relations, noting the Wing/Walmart
drone delivery service in partnership with Walmart has been operating for four
years in the Dallas/Ft. Worth area with the Walmart Plus customer base having
access to the service.

Councilmember Alexander noted the city is pleased that Stockbridge has been
selected.

Ms. Lovett noted Wing and Walmart are currently using the model 7000 drone
which weighs 11 pounds, and presented a video the customer placing their
Walmart Plus order online or via the Walmart App, and the Wing drone launching
from the Walmart pad and delivery items to the Walmart customer, noting the
drones never touch the ground, transports packages up to 2.5 pounds, delivery

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can be within a 6-mile radius, and Walmart is proposing a 4-mile radius for
Stockbridge, and noted the drone travels at 65mph.

Ms. Lovett noted the Wing drones are federally regulated through the FAA
(Federal Aviation Administration), and they currently do not operate within three
nautical miles of public buildings, government municipal buildings, schools, or
hospitals without receiving special permission.

Ms. Lovett noted the drones are autonomous (no driver), and the antennas are
visible on radar, pilots in the command center are FAA certified and are always
monitoring the drones from each store location in real time; noted the drones
currently are in operation during daylight hours and shift to coincide with daylight
savings time; noted the drones use optical lenses, with no audio or live feed, and
operational sounds go up to 56.5 decibels and are as quiet as a standard sedan
vehicle, and hoover/cruise at 165 feet.

Ms. Lovett noted the benefits of the drone service is that deliveries are under 30
minutes, and on average 10-15 minutes; noted the Dallas/Ft. Worth location
recently completed 2,000 orders in one day and noted orders for the 55+
community have increased; noted the drones do not deliver prescriptions,
flammable items, or tobacco products.

Ms. Lovett noted the customer’s delivery area must be clear with no pets or no
trees; and noted the Dallas/Ft. Worth location has 18 drones, 18 charging pads,
and they rotate the drones out while others are charging.

Ms. Lovett noted the Wing drones are in Australia, the United Kingdom, and the
United States, and they have an excellent safety record, and presented a video
of the Auto Loader which is set up in the curbside are of the store for pickups,
showing the hands-free delivery system, with a battery energy generator, similar
to a cell phone battery back; noted the drones are housed behind 8’ fencing and
stored in a drone kiosk on drone pads with keypad access and cameras.

Mayor Ford asked about deliveries during inclement weather, birds, and the cost
for the service.

Mr. Rashid stated the drones will deliver in light rain, and up to 140-degree
Fahrenheit; and noted to this point, birds have not been an issue, and there is no
cost as long as the customer has a Walmart Plus account,

Mayor Pro Tem Gantt asked what the average product is that is being delivered
by drone.

Ms. Lovett stated products range from rotisserie chicken, salads, frozen spinach,
candy, Powerade, avocados, cosmetics, coffee, back to school supplies, band
aids, baby food, and so much more.
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Mr. Wilkins stated they are working on increasing delivery weight.

Ms. Lovett stated the Operations Team is working on model 8000 which will have
a weight capacity of 5 pounds, however, that has not rolled out yet.

Councilmember Alexander noted his appreciation for the diverse members of
Wing Aviation.

Councilmember Berry asked what happens when you approach neighborhoods
with a sizable number of trees.

Mr. Rashid noted that Wing surveys the area and radius in advance, and noted
there needs to be a six-foot radius, and that most customers have the delivery
placed in their driveways.

Mayor Ford asked if the drones are able to sense or detect powerlines.

Mr. Rashid confirmed and noted the Flight Planner System plans the route in
advance.

Ms. Lovett presented a Conceptual Site Plan for the Walmart location on North
Henry Blvd. and note they will be intentional about hiring locally; and noted the
next steps are to get approval to proceed with permitting.

Mr. Anderson noted the Text Amendment for Drones will be presented as Item
#7 on the Agenda.

NEW BUSINESS
4. Council consideration to approve the annual contract (RFP 2025-0006) for on-
call water & sewer emergency & operational repair/maintenance and construction
services to Professional Pipeline (Primary) and Site Engineering (Secondary) in
the amount of $400,000.00 from the FY2026 Stormwater budget. Contract to
begin January 1, 2026. The account number is 510-42500-542515 (Stormwater
Repair).
Presented by: Decius Aaron
Mr. Aaron noted the request is for on-call service for water/sewer emergency &
operational repairs and maintenance and construction services utilizing two
vendors, Professional Pipeline as the primary, and Site Engineering as the
secondary company, noting the city has used the services of Site Engineering for
eight years.

Councilmember Barber noted Exhibit I, Cost Proposal and the Fee Schedule was
not included, and is necessary in the event there are contract disputes or price
discrepancies.

Mr. Aaron stated he can provide those documents, stating the information was
not provided by the evaluation committee.

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Councilmember Barber asked that the motion include the language not to exceed
$400,000, noting any additional emergencies would be required to come to the
Council for ratification.
Motion to approve was made by Mayor Pro Tem Gantt; seconded by
Councilmember Alexander. The motion passed 3-0-1 (Alexander, Berry, Gantt
Approved); (Barber Abstained, citing the Cost Proposal, Exhibit I and Fee
Schedule was not included for Council review, noting that she makes requests for
these contract documents in the event this is a dispute or price discrepancy; and
asked that the amount referenced be not to exceed $400,000.00, noting an
emergency above that amount would need to come back to the City Council for
ratification.
Motion to amend the Agenda to hear Item #7 now was made by Councilmember
Berry; seconded by Councilmember Alexander. The motion passed unanimously
4-0.
5. Council consideration to approve the annual contract (RFP 2025-0004) for on-
call sidewalk repairs and replacement to CGS, LLC in the amount of
$300,000.00. Funding from SPLOST VI. Contract to begin January 1, 2026.
- Presented by: Decius Aaron
Mr. Aaron noted Public Works has engaged the services of on-call contractors for
sidewalk repairs, noting that ten proposals were submitted, and requested
approval to award CGS, LLC an annual contract in the amount of $300,000.00.
Councilmember Barber noted the cost proposals were not included as Exhibit I
and that of the six evaluation committee members, four members were from the
Public Works Department, the user department for these services, and
referenced a procurement policy approved whereas the evaluation committee
would consist of five employees from various departments throughout the city for
a mix on the evaluation team.
Councilmember Alexander noted the request is for citywide sidewalks, and the
cost would be unknown.
Mr. Aaron noted here is a price sheet that is not included, noting the goal is not to
exceed the budgeted amount.
Councilmember Alexander asked if Hudson Bridge sidewalks have been
approved.
Mr. Aaron noted GDOT has changed the way sidewalks are prepared, whereas
instead of 10’ sections, the entire sidewalk must be repaired.
Mr. Alexander asked if there was an estimate to install the sidewalks on East
Atlanta Rd. sidewalk project.
Mr. Aaron noted the information was submitted to the City Manager.
Councilmember Alexander asked if the East Atlanta Rd. sidewalk can be
completed by the on-call vendor or if there needs to be a bid.

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Councilmember Barber asked that the item be brought back to the next meeting
with all documents included, noting this information protects the city against
contract disputes or invoice discrepancies.
Mayor Pro Tem Gantt asked about the process to select the sidewalks for
repairs.
Mr. Aaron noted staff identifies the sidewalks, and Falcon Design submits to the
on-call contractor costs associated with the project, and price sheet submitted
with the bid.
Mayor Pro Tem Gantt asked if the price sheet was part of the bid packet.
Mr. Aaron confirmed, noting that is what Councilmember Barber is asking for,
and it should have been included.
Councilmember Berry asked for the list of sidewalks.
Mr. Aaron noted the sidewalks were analyzed by an engineer.
Councilmember Barber reiterated that the price sheet was not included.
Motion to approve was made by Councilmember Alexander; seconded by Mayor
Pro Tem Gantt. The motion failed 2-0-2. (Alexander/Gantt Approved)
(Barber/Berry Abstained).
(Barber Abstained, citing the Cost Proposal was not included for Council review,
noting that she makes requests for these contract documents in the event this is
a dispute or price discrepancy).

Motion to Table and bring back to the October 13, 2025 meeting with the Cost
Proposal was made by Councilmember Alexander; seconded by Councilmember
Barber. The motion passed unanimously.
6. Council consideration to approve the purchase of Phosphorous CC2050
chemical removal from CedarChem in the amount of $60,000.00. The funding
source is from Sewer Department budgeted funds.
Presented by: Decius Aaron
Mr. Aaron noted additional chemicals are needed to get through the end of this
current year.
Motion to approve was made by Councilmember Berry; seconded by
Councilmember Barber. The motion passed unanimously 4-0.
7. Text Amendment Case #TX-2025-03. (First Reading). (Citywide.)
Consideration of a text amendment to the Unified Development Code (UDC) to
allow and provide regulations for the use of drone delivery facilities and services
by businesses, with an approved Special Use Permit.
Presented by: Ryan Anderson
Mr. Anderson noted staff met with Wings in July 2025, and to move forward with
the Walmart Drone process, a Regulatory Business Permit is required, noting
amendments to Title 9- 9.116, and amending the UDC Title 12 – Chapter 3
3.342, and will require an Administrative Special Permit as approved by the
Community Development Direct and final approval by the City Manager.

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Mr. Anderson noted the drones are regulated by the FAA; and noted a
commercial drone delivery hub will be used and will operate from 7am – 8pm;
noted a site plan and 2 public meetings are required to determine public impact;
and the service will be up to 6 miles, however, the Walmart drones will start at up
to 4 miles, and noted annual renewals to operate will be required.
Mr. Edmondson noted community meetings will be scheduled as soon as
possible.
Councilmember Berry disclosed his stock in Walmart and HVAC contract and
sought legal guidance regarding conflicts of interest and being able to vote on the
item for the Walmart Drone Delivery.
Attorney McCulloch advised there was no conflict, and that Councilmember Berry
could participate in the vote.
Motion to approve Text Amendment Case # TX-2025-03 was made by
Councilmember Alexander; seconded by Councilmember Berry. The motion
passed unanimously 4-0.
8. Council Consideration to fill a vacancy on the Downtown Development Authority
Board and fill an unexpired term through December 31, 2027.
Presented by: Gerald Sanders.
Mr. Sanders noted there are two vacancies, and this appointment will address
one vacancy, and noted he is working with the DDA Board to fill the 2nd vacancy.

Motion to appoint Tariq Collins to the Downtown Development Authority Board
was made by Councilmember Alexander; seconded by Mayor Pro Tem Gantt.
The motion passed unanimously 4-0.

9. Appointment of Councilwoman Yolanda Barber as the Council Liaison to the
Stockbridge Main Street Advisory Board thru December 31, 2027.
Presented by: Lisa Fareed, Downtown Manager
Councilmember Alexander requested the item not be heard because Councilman
Thomas is still an active member of the Main Street Advisory Board, and the
request to replace him was insensitive, and stated that Councilmember Thomas
should be allowed to complete his term on the Board through December 31st and
a new member appointed in January 2026; and also stated that he would not
accept his resignation Councilmember Thomas’ resignation from the Main Street
Advisory Board, should it be submitted.

Councilmember Barber called for a point of order multiple times, stating the
Mayor is required to address a point of order when it is called.

Councilmember Alexander reiterated statements on why the Agenda item should
not be heard.

Councilmember Barber continued to call for a point of order.

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Mayor Ford recognized the point of order; Councilmember Barber noted that
Ms. Fareed has not been given an opportunity to present the Agenda item after
being called to the podium by Mayor Ford.

Mayor Ford asked the city’s Legal Counsel to research the matter, and asked
Ms. Fareed to proceed.

Councilmember Alexander called for a recess.

Councilmember Alexander made a motion to recess for legal research; seconded
by Mayor Pro Tem Gantt. The motion passed 3-1 (Alexander, Berry and Gantt
Approved) (Barber Opposed citing Ms. Fareed had not been given an opportunity
to present the Agenda item).

The Mayor called for a 10-minute recess.

The meeting resumed with no answer regarding the appointment of the City
Council Liaison to the Main Street Advisory Board.

The consensus of the Council was to allow legal staff to continue the research
and move forward with Agenda Item #10.

10. City of Stockbridge Unaudited Financial Report as of August 31, 2025.
Presented by: Frank Milazi, City Treasurer/CFO
Mr. Milazi stated he was pleased to announce the bank reconciliations are up to
date through August 31, 2025, and will present a Summary Report for January
through August 2025; and noted the FY2025 Budget Amendment will come to
the City Council on October 13, 2025; and noted that similar to FY2024 where
there was a budget amendment of $32 million because expenditures were not
budgeted, there are likewise unbudgeted expenses in FY2025 that will require a
budget amendment to be in compliance with a balanced budget; and noted
today’s report will be a summary of funds, whereas the budget amendment that
will be presented on October 13th will include the details of each account to be
amended.

Mr. Milazi presented the Statement of Revenues, noting the City is obligated to
spend ARPA funds by December 31, 2026, and noted 2025 Budgeted Revenue
equals $59,492,565.00 and YTD Revenues equals $31,355,206.10.
Mr. Milazi referenced the URA account, noting the amount budgeted, and the
amount received YTD equals zero; and noted all three Enterprise Fund revenue
accounts (Water, Sewer, Stormwater and Sanitation) are down and the Finance
Department will access and report back to the Governing Body on why the
revenues are down.

9|Page
Mr. Milazi noted Conference Center was discussed during the Retreat, with the
biggest expense being Personnel, and noted the $500,000+ to cover personnel
and benefits will be moved to the proper department Events.

Mr. Milazi noted the Amphitheater was budgeted for $2.6 million dollars in
revenue, and that $1 million dollars of revenue has been received; noting there
are additional concerts to come, and the budget amendment will clear out the
negative balances with a transfer from the General Fund to make up for the
shortfall in revenues.

Councilmember Alexander asked if the being presented were sent to the Mayor
& Council via email; Mr. Milazi confirmed, noting there were additional details that
have been added.

Mr. Milazi presented the General Fund Expenses as of August 31, 2025, noting
the expenses and revenue are almost the same at $14 million, noting there is a
big chunk of revenue for general fund are not yet received, such as sales tax
which is one month behind, insurance premiums estimated at $3.5 million, and
property tax estimated at $7.4 million, all expected to come in during the months
of November and December, and will catch up once those three revenue sources
are received.

Councilmember Alexander noted the TSPLOST account appears to be over-
performing with $5.6 million dollar projection.

Mr. Milazi confirmed, noting that on the expense side, nothing was budgeted,
however, funds have been spent, and those are corrections that will be made
through the Budget Amendment, noting the revenue was not budgeted, and the
expenses were not budgeted, and confirmed funds have come in, and spending
has also occurred.

Councilmember Alexander noted this report is year-to-date, and that it is his
understanding there was approximately $15 or $16 million dollars in the account,
with the revenue received this year, projects need to be completed, noting these
funds are in the bank, stating the reporting can appear deceptive because it
appears the funds are accumulating.

Mr. Milazi stated that there were two sets of reports that were being made, and
that the information and reports that had been presented to the Governing Body
to make wise decisions were misleading, and that this report intentionally shows
the account balances, and is why the Budget Amendment is necessary to correct
all the zeros.

Councilmember Alexander noted to the public that the money is being pulled
from SPLOST V, SPLOST VI, and TSPLOST accounts to make the transfers

10 | P a g e
because the money is in the bank, and not being transferred from the General
Fund and he understands it.

Mr. Milazi noted there were expenses incurred from SPLOST V, SPLOST VI, and
TSPLOST, and there was funding available in those accounts, however, the
majority of the projects were from Public Works, such as the PW vehicle
purchase, road paving, and many other projects and citywide projects including
ARPA projects that were not budgeted, and those projects required a budget
amendment, and unfortunately that was not done, and the Budget Amendment
on October 13th will make those corrections and balance the budget with
revenues and expenses.

Mr. Milazi referenced the Water Department, noting the expenses are higher than
the revenues, and the department will look at why the revenues are down, and
that every penny will be balanced for revenue and expenses with the Budget
Amendment on October 13.

Mayor Pro Tem Gantt asked if these are corrections are resulting from the prior
administration of the former City Manager and former Treasurer.

Mr. Milazi stated FY2025 Budget that was prepared and approved last year, and
that the first corrections for the FY2025 will be made with the Budget Amendment
on October 13, 2025, noting the Governing Body has accepted the audit for
FY2024, and now corrections need to be made for January 2025 to current.

Mayor Pro Tem Gantt referenced the ARPA account noting there is no revenue
in the account, however, there are expenditures, and asked that to be explained.

Mr. Milazi noted ARPA funds were received they were spent out of General
Fund, noting the projects were not budgeted, however the expenses were paid
using the General Fund noting the funds were co-mingled, and needs to be
separated, and recalled that the city was requested to return $2.2 million dollars
of ARPA funding because proper accounting of the funds and projects was not
done, noting the city is obligated to finish ARPA in 2026 and payments were
made from General Fund, and should have been in the ARPA account, and that
the Budget Amendment on October 13 will make the corrections.

Mayor Pro Tem Gantt noted it has been her recollection over the years that the
city’s Franchise Fees and SPLOST come in at the end of the year, noting the
Franchise Fees are from utilities such as AT&T and Georgia Power, where a
portion of what they collect is submitted to the municipalities each year.

Mr. Milazi confirmed that he expects that those funds will be received by the end
of the year, and noted the city has received Grant revenues, noting the majority
of the grants are reimbursable, and noted the grant funding was held up by
various state agencies because the city did not comply; noted compliance and
11 | P a g e
met all of the requirements, and those funds have been released and will
automatically go to the General Fund, where the payments were made.

Mayor Pro Tem Gantt asked why the presentation is being made tonight and not
waiting for the Franchise Fees to be received to show the revenue received to
show a true budget of revenue and expenses.

Mr. Milazi noted there has not been any reporting of the city’s accounting since
January because the department has been behind with bank reconciliations,
noting the department had a true accounting of expenses, but until the back
reconciliations were complete to present proper reporting of the city’s finances.

Mayor Pro Tem Gantt asked if this information was recently provided at the
Retreat.

Mr. Milazi stated the recent Retreat was information from the departments for the
FY2026 Budget, and this report is for the current fiscal year to show where the
city is right now as of August 31, 2025.

Mayor Pro Tem Gantt stated the Budget Amendment should not be made until
the Franchise Fees and other payments are received.

Mr. Milazi stated the FY2025 is not balanced, and noted one department has
three personnel that were not budgeted in 2025 and there is a shortfall of
funding, and the account cannot be funded without a Budget Amendment in
October, and noted there are other accounts where funds are being spent, but
have not been budgeted, noting zero dollars budgeted in TSPLOST and noted all
of these issues will be corrected with the Budget Amendment on October 13, and
going forward, monthly financial reporting will be provided.

Mayor Ford asked for confirmation of the FY2025 Budget Amendment.
Mr. Milazi stated the FY 2025 Budget Amendment will be presented October 13th
and noted a detailed report on revenues and expenses for each account and
department will be presented through September 30, 2025.

Councilmember Alexander stated it was his understanding the governing body
was to receive quarterly reports, and asked if that has changed to monthly
reporting, noting the month-to-month numbers can be thrown off based on trend.

Mr. Milazi asked what the reporting preference of the Council is.

Mayor Pro Tem Gantt asked if the reports were going to be emailed to the
Governing Body and not presented at the council meeting.

Mr. Milazi confirmed reports would be emailed.

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Councilmember Alexander noted the reporting can appear skewed when revenue
is not showing, and the public may not understand.

Mr. Milazi noted revenues will come in later in the year.

Mayor Pro Tem Gantt requested reporting to show revenues from the previous
year for comparison.

EXECUTIVE SESSION (Exemptions to the Georgia Open Meetings Acts)
Motion to convene Executive Session for Personnel, Real Estate, Litigation and
CyberSecurity was made by Councilmember Barber; seconded by Mayor Pro Tem
Gantt. The motion passed unanimously 4-0.

Motion to adjourn Executive Session was made by Councilmember Barber; seconded
by Councilmember Berry. The motion passed unanimously 4-0.

Motion to reconvene the meeting and sign an Executive Session Affidavit with no
action was made by Councilmember Barber; seconded by Mayor Pro Tem Gantt. The
motion passed unanimously 4-0.

Motion to remove Item #9 from the Agenda restating that Councilman Thomas was still
an active member of the Main Street Advisory Board, and the request to replace him
was insensitive, and that Councilmember Thomas should be allowed to complete his
term through December 31, 2025, and would not accept his resignation, should it be
submitted; seconded by Councilmember Berry. The motion passed 3-0-1 (Alexander,
Berry, Gantt Approved) Barber Abstained citing she did not place the Council Liaison
appointment to the Main Street Advisory Board on the Agenda, and noted that Mr.
Willie Hopkins, Chairman of the Main Street Advisory Board Chair made the request
during a recent City Council meeting where he recognized Councilmember Thomas’
service, commitment, and is tenure on the Board, and that Mr. Hopkins stated the with
all due respect, the Main Street Advisory Board has been without representation since
January, and recommended that she be appointed as the Council Liaison, and Mr.
Hopkins noted the Main Street boundaries are within her City Council District 4; and
stated that she is the only City Councilmember who is not serving on any Board or
Committee of the city.

Mayor Pro Tem Gantt noted her vote was due to the process for replacement not being
adhered to, noting there are steps to be taken.

Motion to adjourn the meeting at 9:55 p.m. was made by Councilmember Barber;
seconded by Councilmember Alexander. The motion passed unanimously 4-0.

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UPCOMING MEETINGS & ANNOUNCEMENTS: Council meetings will be held
in the City Council Chamber. Meeting dates, locations and times are subject
to change or contact City Hall offices at 770-389-7900 or visit the website
www.stockbridgega.org for updates.

• Stockbridge Citizens Police Advisory Council, First Thursday of each month
at the Stockbridge Police Dept. Community Meeting Rm. at 6:00 p.m. (Oct 2)
• Youth Council Meeting, First Monday of each month – City Hall Levi Meeting
Room at 6:30 p.m. (Oct 6)
• Community Zoning and Information Meeting, Wednesday, October 8th at City
Hall in the Council Chamber at 6:00 p.m. (Oct 8)
• Main Street Advisory Board Meeting, Second Friday of each month at 9:00
a.m. at the Downtown Connection Center 130 M L King, Sr. Heritage Trail
(Oct 10)
• City Council Meeting Second Monday of each month, City Hall Council
Chamber (Oct 13)
• Citywide Development Authority Meeting, Second Tuesday of each month, at
6:00 p.m. City Hall Levi Meeting Room (Oct 14)
• Youth Council Advisory Committee Meeting *Date Change*, Third Thursday
of each month, at 6:30 p.m. City Hall Levi Meeting Room (Oct 16)
• Planning Commission Meeting, Thursday, October 16th at 6:30 p.m. City Hall
Council Chamber (Oct 16)
• Downtown Development Authority Board Meeting, Third Tuesday of each
month, at 6:00 p.m. at the Downtown Connection Center, 130 M L King Sr.
Heritage Trail (Oct 21)
• Ethics Board Meeting, Wednesday, October 22nd in the Levi Meeting Room
at 6:30 p.m. (Oct 22)
• City Council Work Session Meeting, Last Tuesday of each month, October
28th at 6:00 p.m. City Hall Council Chamber (Oct 28)
UPCOMING CITY EVENTS/INITIATIVES

• Join the City of Stockbridge Police Department for National Coffee with a
Copy Day, Wednesday, October 1st, from 9:30 am - 11:30 am at Starbucks
at 1058 Eagles Landing Parkway.
• Join Mayor Pro Tem Gantt for a Free Line Dancing Class on Wednesday,
October 1st, from 6:00 pm to 8:00 pm at the Merle Manders Conference
Center. Bring your own fan!
• Haul it to the Hall! Bring your household documents to the City Hall parking
lot for FREE shredding on Saturday, October 4th, from 8am to noon.
• The Muscle & Mystique Car show is back! Main Street is hosting this
amazing car show on Saturday, October 4th, from noon - 4pm in downtown
Stockbridge at 130 M L K Sr. Heritage Trail. Join us for Live Music, come
dressed in your Vintage Outfit and enter the Costume Contest. All ages are
welcome.
• The 2025 Municipal Election Forum will take place Tuesday, October 7 th at
7:00 p.m. at the Merle Manders Conference Center.

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• Join Councilman Thomas & Councilman Berry in partnership for the monthly
Bingo Bash on Wednesday, October 15th from 10am – noon at the Merle
Manders Conference Center. Lots of fun to be had by all.
• Join the City of Stockbridge for the annual Breast Cancer Love Walk,
Saturday, October 18th from 10:00 am to noon at Clark Park. For more
information, contact the Events Department at events@stockbridgega.org
• Join Mayor Pro Tem Gantt for the FREE Annual Fall Festival on Saturday,
October 25th at Clark Park with Candy, Food Trucks, Games, Costume
Contest, Prizes and More!
• Join Mayor Anthony Ford for the monthly Meet the Mayor — Monday,
October 27th from 10am – noon at City Hall. Meetings are by appointment.
• Stockbridge Main Street is hosting a Diabetes Awareness Walk and Health
Fair on Saturday, November 1st. Registration begins at 7:30 a.m. the 5k walk
will begin at 8:30 a.m. at Clark Park; the Health Fair will take place from
10am - noon at various locations throughout the park (weather permitting) or
at the Merle Manders Conference Center lower level.
• Join Councilman Alexander for the District 5 Community Cleanup on
Saturday, November 8, 2025, from 9am to 11am. Please meet at the Costco
parking lot on Jodeco Rd.
• The Economic Development Department hosts a FREE Business Health
Clinic on the 2nd Thursday of every month from 9am – 12pm at the
Stockbridge Connection Center, 130 M L King Sr. Heritage Trail. Check the
Health of Your Business with the FREE Clinic.
• Councilman Thomas is honoring Veterans with a Continuous Salute all year
long. Please send your pictures of Veterans with their name, branch, rank,
and years of service.
• Join Councilman Thomas for the Don’t Trash Stockbridge initiative centered
around education, highlighting the causes and effects of Littering and Illegal
Dumping. More information to follow.
• Sign Up for real-time alerts about severe weather, road closures and
emergencies on the Regroup App. Visit the city’s website or social media
pages for more information on how and where to sign up. Stay Safe!

Please contact Rosalynd Rawls to schedule an appointment for Meet the
Mayor and for more information on Council Initiatives at 678-833-3348 or via
email: rrawls@stockbridgega.org

2025 CONCERT SEASON SCHEDULE

• Saturday, October 18th, Detroit Gospel Legends featuring Fred Hammond,
Donnie McClurkin, Anthony Brown, Vanessa Bell Armstrong, Lisa Page-
Brooks, Carvin Winans and Bryon Cage

MAYOR’S COMMENTS
Mayor Ford reminded everyone about the cold and flu season and to stay protected
and healthy with vaccines and boosters; and noted it was football season, wishing all
the teams well; and wished everyone a Happy Halloween, and to be safe.

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Motion to adjourn the meeting at 9:55 p.m. was made by Councilmember Barber;
seconded by Councilmember Alexander. The motion passed unanimously 4-0.

Respectfully submitted by:

Vanessa Holiday, City Clerk Anthony S. Ford, Mayor

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Request for Proposal No. 2025-0004
On-Call Sidewalk Repairs and Replacement
Date: April 28, 2025

Optional Pre-bid Conference – In Person
Monday, May 12, 2025, at 1:30 p.m. EST.
4640 N. Henry Boulevard, Levi Conference Room
Stockbridge, Georgia 30281

PROPOSAL DUE DATE:
Thursday, May 29, at 3:00 p.m. EST.

Bids shall only be accepted online through the Bonfire Portal at:
City of Stockbridge Annual On-Call Sidewalk Repairs and Replacement

Any bid submitted in any other format (email, paper, fax, mail, etc.) will not be accepted.

Instructions to Offerors:

1. All communications regarding this solicitation must be with the Contract Specialist,
Wanda J. Cooley, Wcooley@stockbridgega.org.

2. All questions or requests for clarification must be sent via Bonfire under Message -
Opportunity Q&A: City of Stockbridge Annual On-Call Sidewalk Repairs and Replacement.
Questions are due no later than Friday, May 16, at 2:30 p.m. EST. Questions received
after this date and time may not be answered.

3. Questions and clarifications will be answered in the form of an addendum. Any addenda,
schedule changes, and other important information regarding or related to the solicitation
will be posted on Bonfire website at City of Stockbridge Annual On-Call Sidewalk Repairs
and Replacement and it is the Offeror’s responsibility to check the Bonfire portal for any
addendum or other communications related to this solicitation.

4. The City of Stockbridge reserves the right to reject all bids and to waive technicalities
and informalities, and to make award in the best interest of the City of Stockbridge.

5. The City of Stockbridge is not responsible for any technical difficulties. It is highly
recommended that all potential contractors submit their quotes prior to the due date of
this solicitation.
PROPOSAL LETTER
Request for Proposal No. 2025-0004
Annual On-Call Sidewalk Repairs and Replacement

We propose to furnish and deliver all the deliverables and services named in the attached Request
for Proposal (RFP). The price or prices offered herein shall apply for the period stated in the
RFP.

We further agree to strictly abide by all the terms and conditions contained in the City of
Stockbridge Procurement Manual as modified by any attached special terms and conditions, all
of which are made a part hereof. Any exceptions are noted in writing and included with this bid.

It is understood and agreed that this statement of Proposal and proposal constitutes an offer,
which when accepted in writing by Purchasing Office, City of Stockbridge, and subject to the
terms and conditions of such acceptance, will constitute a valid and binding contract between the
undersigned and the City of Stockbridge.

It is understood and agreed that we have read the City’s specifications shown or referenced in
the RFP and that this statement is made in accordance with the provisions of such specifications.
By our written signature on this proposal, we guarantee and certify that all items included in this
statement meet or exceed all such City specifications. We further agree, if awarded a contract,
to deliver goods and services which meet or exceed the specifications. The City of Stockbridge
reserves the right to reject any or all offers, waive technicalities, and informalities, and to make
an award in the best interest of the city.

It is understood and agreed that this statement of Proposal and proposal shall be valid and held
open for a period of one hundred twenty (120) days from opening date.

PROPOSAL SIGNATURE AND CERTIFICATION
(Proposer to sign and return)

I certify that this offer is made without prior understanding, agreement, or connection with any
corporation, firm, or person submitting a proposal for the same materials, supplies, equipment,
or services and is in all respects fair and without collusion or fraud. I understand collusive
bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil
damage awards. I agree to abide by all conditions of the proposal and certify that I am authorized
to sign this proposal for the proposer. I further certify that the provisions of the Official Code of
Georgia Annotated, Sections 45-10-20 et. seq. have not been violated and will not be violated
in any respect.

Authorized Signature______________________________Date_______________________

Print/Type Name___________________________________________________________

Print/Type Company Name Here______________________________________________

Email _________________________________________________________________

Contract
RFP No. 2025-0004, Annual On-Call Sidewalk Repairs & Replacement

This CONTRACT made and entered into this ____ day of ____________, 2025 by and between the City
of Stockbridge, (Party of the First Part, hereinafter called the “City”), and_________________________.
Party of the Second Part, hereinafter called the “Service Provider” or “Contractor”).

NOW THEREFORE, for and in consideration of the mutual promises and obligations contained herein
and under the conditions hereinafter set forth, the parties do hereby agree as follows:

1. TERMS:
The services to be performed under this Contract shall commence upon the date stated in the notice to
proceed letter. The contract period for this contract is for the duration of the project. Upon the
completion of the full scope of work the contract shall terminate absolutely and without further
obligation as required by O.C.G.A. §36-60-13, as amended, unless terminated earlier in accordance
with the provisions of this Contract.

OPTIONAL RENEWALS:
This Contract may be renewed at the sole discretion of the City for four (4) additional twelve-month
terms, upon the same terms and conditions, as provided for in this Contract, unless terminated by the
City, by notice to the service provider or termination and non-renewal by December 31 of the Contract
year.

2. ATTACHMENTS:
The following documents are attached and are specifically incorporated herein by reference; and,
along with this Contract and the General Conditions attached as Exhibit A encompass all of the
Contract documents:
Exhibit A: General Conditions.
Exhibit B: Scope of Work and Specifications.
Exhibit C: Request for Proposal.
Exhibit D: Bond Documents.
Exhibit E: Georgia Security and Immigration Compliance Affidavit.
Exhibit F: Drug-Free Workplace.
Exhibit G: Purchasing Policy Addendum.
Exhibit H: Affidavit Verifying Status for Public Benefit Application.
Exhibit I: General Concrete Work Bid Form/Cost Proposal.

3. PERFORMANCE:
Service Provider agrees to furnish all skill and labor of every description necessary to carry out
perform, perform the services in accordance with the Contract Documents (the “Work”).

4. PRICE:
The City agrees to pay the Service Provider following receipt by the City of a detailed invoice
reflecting the actual work performed by the Service Provider, provided, however, Service Provider
guarantees that the maximum price for materials, labor and expenses, shall be the amount reflected in
Exhibit I.

5. INDEMINIFICATION AND HOLD HARMLESS:
[See Section 13 of Exhibit A. --- General Conditions]
Service Provider further agrees to protect, defend, indemnify, and hold harmless the CITY, its
council members, officers, agents, and employees from and against any and all claims or liability
for compensation under the Worker’s Compensation Act arising out of injuries sustained by any
employee or subcontract of the Service Provider, as allowed under the law.

6. TERMINATION FOR CAUSE:
The City may terminate this Contract for cause upon ten (10) days prior written notice to the Service
Provider of the Service Provider’s default in the performance of any term of this Contract. Such
termination shall be without prejudice to any City’s rights or remedies provided by law.

7. TERMINATION FOR CONVENIENCE:
The City may terminate this Contract for its convenience at any time upon (30) days written notice to
the Service Provider. In the event of the City’s termination of this Contract for convenience, the
Service Provider will be paid for those services actually performed. Partially completed performance
of the Contract will be compensated based upon a signed statement of completion to be submitted by
the Service Provider who shall itemize each element of performance.

8. TERMINATION FOR FUND APPROPRIATION:
The City may unilaterally terminate this Contract due to lack of funding at any time by written notice
to the Service Provider. In the event of the City’s termination of this Contract for fund appropriation,
the Service Provider will be paid for those services actually performed. Partially completed
performance of the Contract will be compensated based upon a signed statement of completion to be
submitted by the Service Provider which shall itemize each element of performance.

9. CONTRACT NOT TO DISCRIMINATE:
During the performance of this Contract, the Service Provider will not discriminate against any
employee or applicant for employment because of race, creed, color, sex, national origin, age, or
disability which does not preclude the applicant or employee from performing the essential functions
of the position. The Service Provider will also, in all solicitations or advertisements for employees
placed by qualified applicants, consider the same without regard to race, creed, color, sex, national
origin, age, or disability which does not preclude the applicant from performing the essential
functions of the job. The Service Provider will cause the foregoing provisions to be inserted in all
subcontracts for any work covered by this Contract so that such provision will be binding upon each
subservice providers for standard commercial supplies of raw materials.

10. ASSIGNMENT:
The Service Provider 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 consent of the City in writing.

11. WAIVER:
A waiver by either party of any breach of any provision, term, covenant, or condition of this Contract
shall not be deemed a waiver of any subsequent breach of the same or any other provision, term,
covenant, or condition.

12. SEVERABILITY:
The parties agree that each of the provisions included in this Contract is separate, distinct and
severable from the other and remaining provisions of this Contract, and that the invalidity of any
Contract provision shall not affect the validity of any other provision or provisions of this Contract.

13. GOVERNING LAW:
The parties agree that this Contract shall be governed and construed in accordance with the laws of
the State of Georgia. This Contract has been signed in Henry County, Georgia.

14. MERGER CLAUSE:
The parties agree that the terms of this Contract included the entire Contract between the parties, and
as such, shall exclusively bind the parties. No other representations, either oral or written, may be
used to contradict the terms of this Contract.

IN WITNESS WHEREOF, the parties hereto, acting through their duly authorized agents, have caused
this CONTRACT to be signed, sealed and delivered.

Signatures on following page.

STOCKBRIDGE, GEORGIA

By: _____________________________________
Anthony S. Ford
Mayor, City of Stockbridge, Georgia

ATTEST: _________________________________
Vanessa Holiday
City Clerk

APPROVED AS TO FORM:

City Attorney

SERVICE PROVIDER:

Signature___________________________________ Date _________________

Print Name__________________________________

Print Title ___________________________________

ATTEST:

____________________________________________ Date _________________
Signature

Print Name__________________________________

Print Title __________________________________

EXHIBIT A
GENERAL CONDITIONS

1. SCOPE OF WORK
The Contract will be to provide services to the City in accordance with the Contract Documents.
All work shall be performed in accordance with the Scope of Services attached hereto as Exhibit B

2. REGULATIONS
2.1 The Service Provides shall comply with all applicable federal, state and local laws,
ordinances, rules and regulations pertaining to the performance of the work specified
herein.

2.2 The Service Provider shall obtain all permits, licenses and certificates, or any such
approvals of plans or specifications as may be required by Federal, State and local laws,
ordinance, rules and regulations, for the proper execution of the work specified herein.

2.3 During the performance of this Contract, the Service Provider shall keep current and, if
requested by the City, provide copies of any and all licenses, registrations or permits
required by applicable governing agencies, The Service Provider shall keep a copy of any
and all licenses, registrations and permits on the job site while performing the Contract
work.

2.4 The Service Provider will comply with the City of Stockbridge’s purchasing policies.

2.5 Service Provider will complete all work in accordance with all applicable legal
requirements, including but not limited to O.C.G.A. § 50-5-63, as applicable.

3. SERVICE PROVIDER’S PERSONNEL
3.1 The Service Provider will abide by all State and Federal regulations on wages and hours
of an employee dealing with the employment relationship between the Service Provider
and its subsidiaries or related parties and its employees, including but not limited to the
Federal National Labor Relations Act, the Federal Fair Labor Standards Act, the Federal
Civil Rights Act of 1964, as amended, and the Americans with Disabilities Act.

3.2 The Service Provider shall require all prospective employees to show proof of
citizenship, or proof from the United States Immigration and Naturalization Service of
valid entry permits and/or work permits for legal aliens and proof that such legal aliens
are eligible to be employed in the United States. This includes any requirement for
participation in the DHS E-Verify or SAVE program.

3.3 Should the Service Provider engage employees who are illiterate in English, it will be the
Service Provider’s responsibility and obligation to train such employees to be able to

EXHIBIT A
GENERAL CONDITIONS

identify and understand all signs and notices in and /or around the areas that relate to
them or the services being performed by them pursuant to this Contract. In addition, the
Service Provider will have someone in attendance at all time who can communicate
instructions to said employees.

3.4 The Service Provider shall maintain a drug-free workplace within the meaning of the
Georgia Drug-free Workplace Act. No employee shall be hired by a Service Provider for
work on the City’s premises prior to such employee having tested negative for drugs. In
addition, existing employees having tested negative for drugs. In addition, existing
employees of the Service Provider must be subject to drug testing by the Service Provider
upon reasonable suspicion of drug use. Results of all such drug tests are to be retained by
the Service Provider. Copies shall be provided to the City, if requested.

3.5 The Service Provider shall transfer promptly from the City any employee or employees
that the City advises are not satisfactory and replace such personnel with employees
satisfactory to the City; but in no event shall the City be responsible for monitoring or
assessing the suitability of any employee or agent of the Service Provider.

3.6 The Service Provider’s employees shall be instructed that no gratuities shall be solicited
or accepted for any reason whatsoever from the tenants, customers or other persons at the
City.

3.7 A valid driver license (Commercial Driver License, if applicable) will be required of all
personnel operating motor vehicles or motorized equipment on roadways in or around the
City.

3.8 While working on city property all Service Provider’s employees shall wear neat-
appearing business casual attire or uniforms with the company name and/ or logo and
footwear of a style that the complies with all legal and safety requirements, including and
without limitation, the requirements of OSHA.

3.9 Designation of Supervisor-the Service Provider shall designate an experienced
Supervisor (“Supervisor”) acceptable to the City for all purpose related to the work. The
initial Supervisor shall be (TBD).
3.9.1 The Supervisor shall be fully responsible for the Service Provider meeting
all of its obligations under this Contract. The Supervisor shall provide the
City with an appropriate status report on the progress of the project.
3.9.2 The Supervisor shall be available, as reasonably required, to be on-site
during necessary times. Such times shall be discussed between the

EXHIBIT A
GENERAL CONDITIONS

Supervisor and the City, but the final required times will be the City’s
discretion.
3.9.3 In the event that the designated Supervisor terminates employment with
the Service Provider or is requested by the City to be removed from the
role of Supervisor (as provided in Section 3.5), the position shall be
assumed by an individual with equivalent qualifications, experience, and
knowledge. Such replacement shall require the City’s prior approval.
3.10 The process by which the implementation partner requests the removal of a team
member from the project. If a Service Provider replaces a proposed team member,
the Service Provider shall replace that team member of similar experience. The
City reserves the right to accept or reject any proposed or replacement team
member, with or without cause, at any time during the duration of the project.
4. TOOLS AND EQUIPMENT
It shall be the sole responsibility of the Service Provider to provide for all tools, parts,
and equipment necessary to perform work under this Contract.

5. PERFORMANCE REQUIREMENTS
5.1 The Service Provider shall perform all of its obligations and functions under the Contract
in accordance with the Contract specifications and industry standards. The Service
Provider shall adjust and coordinate its activities to the needs and requirements of the
City and perform its activities so as not to annoy, disturb, endanger, unreasonably
interfere with or delay the operations or activities of the City.

5.2 The Service Provider’s personnel shall perform work in compliance with all Federal,
State, and City of Stockbridge regulations.
5.3 Dates for commencement and completion of work shall be coordinated with the City’s
Authorized Representative (CAR).
5.4 Any work required beyond that which is specified herein shall be reported in advance to
the City. At no time shall work beyond the scope be performed without prior written
authorization from the City.
5.5 The Service Provider shall utilize maximum safety procedures. Tools and equipment will
be in a good state of repair, safe to use, and be used in the manner in which they were
intended. The Service Provider is required to inform all workers and concerned persons
of the Material Safety Data on all products being utilized on this project. No materials or
equipment will be left unattended at any time.

EXHIBIT A
GENERAL CONDITIONS

6. CONFIDENTIAL INFORMATION
6.1 In the curse of performing the Contract work, the Service Provider may gain access to
security-sensitive and other sensitive information of the City.

6.2 The Service Provider agrees to hold all City data and information in confidence and to
make such information known only to its employees and subcontracts who have a
legitimate need to know such information and only after advising such persons of the
Service Provider’s non-disclosure obligations.
6.3 The Service Provider shall seek the City’s prior written consent before using for any
purpose other than the fulfillment of the Service Provider’s obligations hereunder, or
before releasing, disclosing, or otherwise making such information available to any other
person.
6.4 The Service Provider shall employ such practices and take such actions to protect the
City’s information from unauthorized use or disclosure as the Service Provider employs
and takes to protect its own information, but in no event shall the Service Provider use
less than reasonable efforts to protect the City’s information.
6.5 The provisions of this Section shall survive the expiration or earlier termination of the
Contract.
7. USE OF PREMISES
During the progress of the work specified herein, to the extent any work is performed on
the City’s premises, the Service Provider shall keep the premises free from accumulation
of waste materials, and other debris resulting from, work and about the premises as well
as tools, equipment, machinery and surplus material, and leave the site clean and ready
for occupancy by the City.

8. SAFETY AND PROTECTION
The Service Provider shall be solely and completely responsible for initiating,
maintaining and supervising all safety precautions for the safety of, and shall provide the
necessary protection to prevent damage, injury or loss to all employees on the worksite
and other persons including, but not limited to, the general public who may be affected
thereby.

9. COMPENSATION – INVOICE AND PAYMENT FOR SERVICES
9.1 The City shall pay the Service Provider, subject to any authorized deductions, the
applicable prices set forth for each service authorized by the City, and actually delivered
or performed, as the case may be, by the Service Provider to the satisfaction and
acceptance, as appropriate, of the City. The timing of such payments shall be as set forth
below in the Section.

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EXHIBIT A
GENERAL CONDITIONS

9.2 The Service Provider shall invoice with such supporting documentation and other backup
material as the City may reasonably require. The Service Provider shall provide the Proof
of Payment indicating all subcontractors have paid, with each invoice.
9.3 The Service Provider shall deliver to the City approval and acceptance, and before
eligible for final payment of any amounts due, all documents and material prepared by
the Service Provider for the City under this Contract.
9.4 The City shall pay the undisputed amount of the Service Provider’s invoice, as it may be
reduced to reflect unsubstantiated or unsatisfactory service. Items in dispute shall be paid
upon the resolution of the dispute. No verification or payment of any amounts invoiced
shall preclude the City from recovering any money paid in excess of that due under the
terms of this Contract.
9.5 The Service Provider shall be obligated to pay promptly all proper charges and costs
incurred by the Service Provider for labor and expenses incurred for the work performed
hereunder. The City shall have the right, but not the obligation, to pay directly to third
parties (including subcontractors) all past due amounts owed by the Service Provider to
third parties for labor and materials used for the work hereunder, based on invoices
submitted by such third party, and all such amounts paid by the City shall be applied
toward, and shall reduce, amount owed to Service Provider hereunder.
9.6 The Service Provider shall submit all invoices with purchase order number to: City of
Stockbridge, GA, Accounts Payable, 4640 N. Henry Blvd Stockbridge, GA. 30281.
9.7 The Service Provider will agree to comply with the City of Stockbridge’s Financial
Policies and Purchasing Policy, to the extent applicable.
9.8 The Service Provider agrees that the compensation provided herein shall be full and final
settlement of all claims arising against Stockbridge for work done, materials furnished,
costs incurred or otherwise arising out of this contract and shall release the City from any
and all further claims related to the payment for services and materials furnished in
connection with this Agreement.
9.9 The Service Provider and City agree that in any event a provision of this Contract
pertaining to the time of payment, the rate of payment, and any rates of interest differs
from any provision of the Prompt Pay Act, such provision of the Prompt Pay Act is
hereby waived and said Contract provision shall control. The City shall not be
responsible for any interest penalty or for any late payment.
10. COMPLIANCE WITH LAWS AND REGULATIONS
10.1 The Service Provider shall perform its obligations and functions hereunder in compliance
with the applicable laws of the United States, the State of Georgia, Henry County, the

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EXHIBIT A
GENERAL CONDITIONS

City of Stockbridge, any applicable rules, regulations or directives of any agency thereof,
and the applicable regulations of the City. OSHA rules and regulations shall be followed
at all times. The City shall have the right (but not the obligation) to contest or challenge
by any means whatsoever any law, regulation, rule or directive which in any way affects
or otherwise impacts upon the Service Provider’s performance of its obligations and
functions hereunder; the Service Provider shall cooperate to the fullest extent and take
whatever action (including becoming a party in any litigation) the City should reasonable
request in connection with any such challenge or contest by the City.

10.2 The Service Provider shall obtain and keep current all licenses, permits and
authorizations, whether municipal, county, state or deferral, required for the performance
of its obligations and functions hereunder and shall pay promptly when due all fees
therefore.
10.3 The Service Provider shall abide by all applicable state and federal regulations pertaining
to wages and hours of an employees; including but not limited to the Service Provider’s
compliance with requirements of O.C.G.A. 13-10-91 AND Rule 300-104-1-.02.
11. SERVICE PROVIDER’S LIABILITY
The Service Provider shall be responsible for the prompt payment of any fines imposed
on the city or the Service Provider by any other federal, state or local governmental
agency as a result of the Service Provider’s, or its subcontractor’s (or the officers’
directors’, employees’ or agents’ of either), failure to comply with the requirements of
any law or any governmental agency rule, regulation, order or permit. The liability of the
Service Provider under this Section 11 is in addition to and in no way a limitation upon
any other liabilities and responsibilities which may be imposed by applicable law or by
the indemnification provision of Section 12 hereof, and such liability shall survive the
expiration or earlier termination of this Contract.

12. INDEMNIFICATION AND INSURANCE
12.1 This section omitted.
12.2 In addition to indemnification provisions stated above, if the City’s use of any service,
software, firmware, programming, or other item provided by or on behalf of the Service
Provider is enjoined due to infringement of another person or entity’s intellectual
property rights, the Service Provider shall promptly, at its sole cost and expense, modify
the infringing item so that it no longer infringes, procure for the City the legal right to
continue using the infringing item, or procure for the City a non-infringing item, or
procure for the City a non-infringing replacement item having equal or greater functional
capabilities as the infringing item.

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EXHIBIT A
GENERAL CONDITIONS

12.3 To the extent allowed under Georgia law, the Service Provider shall indemnify and hold
harmless the City, and the City's officers, directors, partners, agents, consultants, and
employees from and against any and all claims, costs, losses, and damages (including but
not limited to all fees and charges of engineers, architects, attorneys, and other
professionals, and all court, arbitration, or other dispute resolution costs) arising out of or
relating to the Project, provided that any such claim, cost, loss, or damage is attributable
to bodily injury, sickness, disease, or death, or to injury to or destruction of tangible
property ( other than the Work itself), including the loss of use resulting therefrom, but
only to the extent caused by any negligent act or omission of Service Provider or Service
Provider's officers, directors, partners, employees, or Consultants. The Service Provider
will notify the City in writing of any claim made or suit instituted against the Service
Provider because of its activities in the performance of the Contract.
12.4 No recourse under or upon any obligation, covenant or agreement contained in this
Contract, or any other agreement or document pertaining to the work or services of the
Service Provider hereunder, as such may from time to time be altered or amended in
accordance with the provisions hereof, or any judgment obtained against the City, or by
the enforcement of any assessment or by any legal or equitable proceeding by virtue of
any statute or otherwise, under or independent of this Contract, shall be had against any
member (including without limitation members of the City’s Council, or members of the
citizens advisory committees of each), any officer, employee or agent, as such, past,
present, or future of the City, either directly or through the City or otherwise for any
claim arising out of or in connection with this Contract or the work or services conducted
pursuant to it, or for any sum that may be due and unpaid by the City. Any and all
personal liability of every nature, whether at common law or in equity, or by statue or by
constitution or otherwise, of any such member, officer, employee, or agent, as such, to
respond by reason of any act or omission on his or her part or otherwise for any claim
arising out of or in connection with this Contract or the work or services conducted
pursuant to it, or for the payment for or to the City, or any receiver therefore or otherwise,
or any sum that may remain due and unpaid by the City, is expressly waived and released
as a condition of and in consideration of the execution of this Contract and the promises
made to the Service Provider pursuant to this Contract.
12.5 In any and all claims against the City, or any of their officers, members, agents, servants
or employees, by any employee of the Service Provider, any subcontractor, anyone
directly or indirectly employed by any of them or anyone for whose acts any of them may
be liable, the indemnification obligation of the Service Provider under this Section 12
shall not be limited in any way by any limitation on the amount or type of damages,
compensation or benefit payable by or for the Service Provider or any subcontractor
under Workers’ Compensation Acts, disability benefit acts or other employee benefit
acts.

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EXHIBIT A
GENERAL CONDITIONS

12.6 No provisions of Section 12 herein shall be construed to negate, abridge, or otherwise
reduce any other right of indemnity that the City may have as to any party or person
described therein.
12.7 Insurance
12.7.1 General Liability and Automobile Liability. The Service Provider shall purchase
and maintain in force during the term of the Contract, at its own cost and
expense, to protect the Service Provider, the City, and the members (including,
without limitation, all members of the governing City’s Council and the citizens’
advisory committees of each), officers agents, and employees of each, from and
against any and all liabilities arising out of or in connection with the Service
Provider’s performance of the Contract work:
(1) Commercial general liability insurance with coverage of not less
than ONE MILLION DOLLARS ($1,000,000.00) combined single limit
per occurrence, and with contractual liability coverage for Service
Provider’s covenants to and indemnification of the City under the
Contract, and
(2) Automobile liability insurance with policy limits of not less than
ONE MILLION DOLLORS ($1,000,000.00) combined single limit per
accident or occurrence covering each motor vehicle operated on City
property.
12.7.1.1 Self-Insured Retention. Service Provider’s commercial general liability
insurance policies shall not be subject to a self-insured retention exceeding
$10,000, if the value of the Contract is less than $1,000,000, and not be subject to
a self-insured retention exceeding $100,000, if the Contract is $1,000,000 or
more, unless approved by the City Manager. Service Provider’s automobile
liability insurance policies shall not be subject to a self-insured retention
exceeding $10,000, unless approved by the City Manager.
12.7.1.2 Additional Insured Endorsement. Service Provider agrees and shall cause
the City their member (including, without limitation, members of the City’s
Council and members of the citizens’ advisory committees of each), officers,
employees, and agents to be named as additional insured under such policy or
policies of commercial general and automobile liability insurance.

12.7.1.2 Workers’ Compensation and Employer’s Liability. If Service Provider
has any employee working on City property, Service Provider shall procure and
maintain in force during the term of the Contract (i) workers’ compensation
insurance, and (ii) employer’s liability insurance. The policy limits of the Service

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EXHIBIT A
GENERAL CONDITIONS

Provider’s employer’s liability insurance shall not be less than $100,000 for “each
employee.” If the Service Provider is self-insured, the Service Provider shall
provide proof of self-insurance and authorization to self-insure as required by
applicable state laws and regulations.

12.7.1.3 Professional Liability Insurance. The Service Provider shall purchase and
maintain in force during the term of the Contract, Professional Liability insurance
which will pay for damages arising out of errors or omissions in the rendering, or
failure to render professional services under the Contract in the amount of at least
ONE MILLION DOLLARS ($1,000,000.00) per claim. Such insurance must
contain nose and tail coverage to include work performed by the Service Provider
from the project’s inception date and until such time as the Statue of Limitations
has run for the work done on the project.

12.7.4 Health Insurance. Not applicable.
12.7.5 Garage Liability Insurance. Not applicable.
12.7.6 Garage Keeper’s Legal Liability Insurance. Not applicable.
12.7.7 Crime Coverage. Not applicable.
12.7.8 Pollution Liability Insurance. Not applicable.
12.7.9 Deductibles. The Service Provider’s policies of insurance required by this
Section 12.7may require the Service Provider’s payment of a deductible, provided the
Service Provider’s insurer is required to pay claims from the first dollar at 110% of the
claim value without any requirement that the Service Provider pay the deductible prior to
its insurer’s payment of the claim.

12.7.10 Other Insurance Requirements. All insurance policies required by this Section
12.7 shall provide that they are primary insurance with respect to any other valid
insurance the City may possess, and that any other insurance the City does possess shall
be considered excess insurance only. All such insurance shall be carried with a company
or companies which meet the requirements of Section 13.2 of these General Conditions
and said policies shall be in a form satisfactory to the City. A properly completed and
executed Certificate of Insurance on a form provided or approved by the City (such as a
current ACORD certificate of insurance) evidencing the insurance coverage required by
this Section shall be furnished to the City upon the Service Provider shall provide the
City with at least thirty (30) days’ prior written notice of any adverse material change in
the Service Provider’s required insurance coverage except that ten (10) days’ notice of
cancellation for non-payment is required. For purposes of this Section 12.7.10, and
“adverse material change” shall mean any reduction in the limits of the insurer’s liability,

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any reduction, non-renewal or cancellation of any insurance coverage, or any increase in
the Service Provider’s self-insured retention. Prior to the expiration of any such policy,
the Service Provider shall file with the City a certificate of insurance showing that such
insurance coverage has been renewed. If the insurance coverage is canceled or reduced,
the Service Provider shall, within five (5) days after such cancellation or reduction in
coverage, file with the City a certificate showing that the required insurance has been
reinstated or provided through another insurance company or companies approved by the
City. If the Service Provider fails to obtain or have such insurance reinstated, the City
may, if it so elects, and without waiving any other remedy it may have against the Service
Provider, immediately terminate this Contract upon written notice to the Service
Provider. The City Manager shall have the right to alter the monetary limits or coverage
herein specified from time to time during the term of this Contract, and the Service
Provider shall comply with all reasonable requests of the City Manager with respect
thereto.
13. LIABILITY INSURANCE
13.1 N/A
13.2 Liability Insurance Companies furnishing insurance coverage required by these General
Conditions shall (a) be approved to issue insurance policies in the State of Georgia, and
(b) must have no less that a “B+” Financial Rating and a Financial Size Category of
“Class VI” or higher according to the most current edition of A.M. Best’s Insurance
Reports. If the liability insurer is rated by A.M. Best’s Insurance Reports at an “A-
Financial Rating and a Financial Size Category of “Class VIII” or higher that the City
Manager may waive the requirement for the insurer to be approved by the State of
Georgia.
14. CONTRACT ADJUSTMENTS
14.1 Notwithstanding any provision herein to the contrary, the City reserves the right to
modify at any time the nature, method, scope, frequency, or timing of the Service
Provider’s obligations under this Contract (Contract Adjustments) in whatever manner it
determines to be reasonably necessary for the proper completion of the Service
Provider’s work hereunder. Both parties agree that, should any Contract Adjustments be
made, the Service Provider’s compensation will be adjusted accordingly, in such amount
or amounts as will be mutually agreed to by means of good faith negotiation by the City
and Service Provider and, to the extent possible, by reference to any unit costs already
established in the Proposal. Without exception, all deletion or additions to the scope of
work will be set forth in a written Amendment to this Contract.

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14.2 Notwithstanding the foregoing, the City shall have the right to terminate this Contract
herein should the Service Provider and the City fail to reach agreement on the adjusted
compensation within thirty (30) days after the date of the Contract Adjustment.
14.3 Notwithstanding the foregoing, there shall be no upward adjustment of the compensation
on account of any Contract Adjustment made necessary or appropriate as a result of the
mismanagement, improper act, or other failure of the Service Provider, its employees,
agents, or its subcontractors to properly perform its obligations and functions under this
Contract.
15. SUBCONTRACTORS
15.1 The Service Provider shall perform all of its obligations and functions under this
Contract by means of its own employees, or by a duly qualified subcontractor which
is approved in advance by the City. Such subcontractor which is an affiliate, parent,
or subsidiary company; or had principal owners, relative, management, or employees
common to the Service Provider; or any other party that has the ability to significantly
influence the management or daily business operations of the subcontractor must be
disclosed in writing to the City Manager. Goods and services provided by
subcontractors which are reimbursed by the City must be bona fide arm’s-lengths
transactions. In the event a subcontractor is employed, the Service Provider shall
continuously monitor the subcontractor’s performance, shall remain fully responsible
to ensure that the subcontractor performs as required and itself perform or remedy any
obligations or functions which the subcontractor fails to perform properly.
Nothing contained herein shall be construed to prevent the Service Provider from
using the services of a common carrier for delivering goods to the City. The City
approves the sub-Service Providers listed in the Statement of Qualifications.
15.2 This Contract shall be referred to and incorporated within any contractual
arrangement between the Service Provider and a subcontractor and, in such
contractual arrangement; the subcontractor shall give its express written consent to
the provisions of this Section 15. To the extent feasible, the provisions of this
Contract shall apply to any such subcontractor in the same manner as the apply to the
Service Provider. However, such application shall neither make any subcontractor a
party to this Contract, nor make such subcontractor a third-party beneficiary hereof.
15.3 In the event that the Service Provider employs a subcontractor, then the City may
require that copies of invoices for all work (including invoices submitted to the
Service Provider for work performed by a subcontractor) shall be submitted to the
City by the Service Provider and the City shall pay all compensation to the Service
Provider. It shall be the sole responsibility of the Service Provider to deal with a
subcontractor with respect to the collection ang submission of invoices and the

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payment of compensation. In no event shall the City have any obligation or liability
hereunder to any subcontractor, including, in particular, any obligations of payment.
16. DEFAULT AND TERMINATION
16.1 In the event that:

16.1.1 the Service Provider shall fail to keep, perform or observe any of the promises,
covenants or agreements set forth in this Contract (provided that notice of the first
failure shall have been given to the Service Provider, but whether or not the
Service Provider shall have remedied any such failure); or

16.1.2 the Service Provider shall fail to keep, perform or observe any promise, covenant,
or agreement set forth in this Contract, and such failure shall continue for a period
of more than five (5) days after delivery to the Service Provider of a written
notice of such breach or default; or
16.1.3 the Service Provider’s occupational or business license shall terminate, or the
Service Provider shall fail to provide the City with any bond, letter of credit, or
evidence of insurance as required by the Contract Documents, for any reason; or
16.1.4 the Service Provider fails for any reason to provide the City with an acceptable
renewal or replacement bond or letter of credit within the time period specified by
a provision for this Contract; or
16.1.5 the Service Provider shall become insolvent, or shall take the benefit of any
present or future insolvency statute, or shall make a general assignment for the
benefit of creditor, or file a voluntary petition in bankruptcy or a petition or
answer seeking an arrangement for its reorganization, or the readjustment of its
indebtedness under the Federal Bankruptcy laws, or under any other law or statute
of the United States or any State thereof, or shall consent to the appointment of a
receiver, trustee or liquidator of all or substantially all of its property; or
16.1.6 the Service Provider shall have a petition under any part of the Federal Bankruptcy
laws, or an action under any present or future insolvency laws or statute filed
against it, which petition is not dismissed within thirty (30) days after the filing
thereof; or
16.1.7 there is any assignment by the Service Provider of this Contract or any of the
Service Provider’s rights and obligations hereunder for which the City has not
consented in writing; or
16.1.8 the Service Provider shall default on any other agreement entered into by and
between Service Provider and the City, then, in its discretion, the City shall have

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the right to terminate this Contract for default, which termination shall be
effective upon delivery of written notice of such termination to the Service
Provider. In the event that the City terminates this Contract for default, or the
Service Provider abandons or wrongfully terminates the Contract, the Service
Provider shall be paid for compensation earned to the date of termination or
abandonment (but the City shall have the right to reduce by off-set any amounts
owed to the Service Provider hereunder or under any other Contract or obligation
by the amount of the City’s damages and any amounts owed by the Service
Provider to the City), but the Service Provider shall not be compensated for any
profits earned or claimed after the receipt of the City’s notice of termination by
default or after abandonment or wrongful termination. The City’s election to
terminate or not to terminate this Contract in part or whole for the Service
Provider’s default shall in no way be construed to limit the City’s right to pursue
and exercise any other right or remedy available to it pursuant to the terms of the
Contract or otherwise provided by law or equity.
16.2 Notwithstanding anything else herein contained, the City may terminate this
Contract in whole or in part at any time for its convenience by giving the Service
Provider thirty (30) days written notice. In that event, the Service Provider shall
proceed to complete any part of the work, as directed by the City, and shall settle
all its claims and obligations under the Contract, as directed by the City. The
Service Provider shall be compensated by the City in accordance with the
provisions hereof, including in particular Section 2 of these General Conditions,
provided, however, that in no event shall Service Provider be entitled to
compensation for work not performed or for anticipatory profits. Service Provider
shall justify its claims, as requested by the City, with accurate records and data.
16.3 Bankruptcy and Liquidation – In the event the Service Provider (1) makes an
assignment for the benefit of creditors, or petition or apply to any tribunal for the
appointment pf a custodian, receiver, or trustee for all or a substantial part of its
assts; (2) commences any proceeding under any bankruptcy, reorganization,
arrangement, readjustment of debt, dissolution, or liquidation law or statute of any
jurisdiction whether now or hereafter in effect; (3) has had any such petition or
application filed or any such proceeding commenced against it in which an order
for relief is entered or an adjudication or appointment is made, and which
remains undismissed for a period of sixty(60) days or more; (4) takes any
corporate action indicating its consent to, approval of, or acquiescence in any such
petition, application, proceeding, or order for relief or the appointment of a
custodian, receiver, or trustee for all or substantial part of its assets; or (5) permits
any such custodianship, receivership, or trusteeship to continue undischarged for a
period of sixty (60) days or more causing the Service Provider or any third party,

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including, without limitation, a trustee in bankruptcy, to be empowered under
state or federal law to reject this Contract or any agreement supplementary hereto,
the City shall have the following rights:
(i) In the event of a rejection of this Contract or any agreement
supplementary hereto, the City shall be permitted to retain and use any back-up or
archival copies of the software licensed hereunder under this Agreement for the
purpose of enabling it to mitigate damages caused to the City because of the
rejection of this Contract. The City shall exert reasonable efforts to mitigate such
damage by use of such back-up or archival copies.
(ii) In the event of rejection of this Contract or any agreement
supplementary hereto, the City may elect to retain its rights under this Contract or
any agreement supplementary hereto as provided in Section 365(n) of the
Bankruptcy Code.
Upon written request of the City to, as applicable, the Service Provider or the
bankruptcy trustee or receiver. The Service Provider or such bankruptcy trustee or
receiver shall not interfere with the rights of the City as licensee as provided in
this Contract or in any agreement supplementary hereto to obtain the Source
Material(s) form the bankruptcy trustee and shall, if requested, cause a copy of
such Source Material (s) to be available to the City.

(iii) In the event of rejection of this Contract or any agreement
supplementary hereto, the City may elect to retain its rights under this Contract or
any agreement supplementary hereto as provided in section 365(n) of the
Bankruptcy Code without prejudice to any of its rights of setoff with respect to
this Contract under the Bankruptcy Code or applicable non-bankruptcy law; or In
the event of a rejection of this Contract or any agreement supplementary hereto,
the City may retain its rights under this Contract or any agreement supplementary
hereto as provided in section 365(n) of the Bankruptcy Code without prejudice to
any of its right under section 503(b) of the Bankruptcy Code.

17. CITY’S AUTHORIZED REPRESENTATIVE
During the term of this Contract, the City Mor designee may from time to time designate
an individual to serve as the City’s Authorized Representative (CAR) and an Assistant
CAR designated to serve in that capacity in the absence of the CAR, who shall have such
authority to act on the City’s behalf as the City Manager may from time to time actually
delegate to such person, but in no event shall the CAR have authority to modify or
terminate this Contract, or make final decisions with respect to amendments, time
extensions, assignments, cost or payment adjustments or payment disputes.

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18. ASSIGNMENT
Neither this Contract nor any of the Service Provider’s rights or obligations hereunder
may be assigned by the Service Provider without the City’s prior written consent, which
consent may be granted or withheld at the City’s sole discretion. Any transfer of this
Contract by merger, consolidation or liquidation (unless the stock of the Service Provider
is traded on a national stock exchange or in a generally recognized over the counter
securities market) any change in ownership of a power to vote a majority of the
outstanding voting stock or ownership interests of the Service Provider shall constitute an
assignment of this Contract for purposes of this Section. In the event the Service Provider
assigns or subcontracts or attempts to assign or subcontract any right or obligation arising
under this Contract without City’s prior written consent, the City shall be entitled to
terminate this Contract pursuant to the provisions of Section 17 hereof.

19. NOTICES
19.1 Unless otherwise stated herein, all notices or other writings which the City is required or
permitted to give to the Service Provider may be hand delivered, mailed via U.A
Certified Mail or sent next-day delivery by a nationally-recognized overnight delivery
service to the Service Provider’s address set forth in the Proposal. Any such notice shall
be deemed to have been delivered upon actual delivery, or one (1) day following
submission to a nationally-recognized overnight delivery service for next day delivery to
the Service Provider, or three (3) days following submission to the Service Provider by
U.S. Certified Mail.

19.2 Unless otherwise stated herein, all notices or other writings which the Service Provider is
required or permitted to give to the City may be hand delivered to the City Manager, mail
via U.S. Certified Mail. Or sent next-day delivery by a nationally-recognized overnight
delivery service for next day delivery to City, or three (3) days following submission to
the City by U.S. Certified Mail. Any such notice shall be sent to:

City of Stockbridge, GA
ATTN: City Manager
4640 N. Henry Blvd.
Stockbridge, GA 30281

Service Provider: ________________________________
19.3 Either party may change its notice address by written notice to the other given as
provided in this section.

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20. NONDISCRIMINATION
20.1 During the performance of this Contract, the Service Provider, for itself, its assignees and
successors in interest agrees as follows:

20.1.1 Compliance with Regulations. The Service Provider shall comply with the Law
and Regulations as they may be amended from time to time (hereafter referred to as the
“Regulations”), which are herein incorporated by reference and made a part of this
Contract.

20.1.2 Nondiscrimination. The Service Provider, with regard to the work performed by it
during the Contract, shall not discriminate on the grounds of race, color, or national
origin in the selection and retention of any subcontractor, including procurement of
materials and leases of equipment. The Service Provider shall not participate either
directly or indirectly in the discrimination prohibited by the Regulations.

20.1.3 Solicitations for Subcontracts, Including Procurement of Materials and Equipment.
In all solicitations either by competitive proposing or negotiation made by the Service
Provider for work to be performed under a subcontract, including procurement of
materials or leases of equipment, each potential subcontractor or supplier shall be notified
by the Service Provider of the Service Provider’s obligations under this Contract and the
Regulation relative to nondiscrimination on the grounds of race, color or national origin.

20.1.4 Information and Reports. The Service Provider shall provide all information and
reports required by the Regulations or directives issued pursuant thereto and shall permit
access to its books, records, accounts, other sources or information, and its facilities as
may be determined by the City to be pertinent to ascertain compliance with such
Regulations, orders and instructions, the Service Provider shall so certify to the City , as
appropriate, and shall set forth what efforts it has made to obtain the information.

20.1.5 Sanctions for Noncompliance. In the event of the Service Provider’s
noncompliance with the nondiscrimination provisions of this Contract, the City
shall impose such Contract Sanctions as it may determine to be appropriate,
including but not limited to:

20.1.5.1 Withholding of payments to the Service Provider under the Contract until the
Service Provider complies, and/or

20.1.5.2 Cancellation, termination or suspension of the Contract, in whole or in part.

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20.1.6 Incorporation of Provisions, The Service Provider shall include the provisions of
subsections 20.1.1 through 20.1.5 in every subcontract, including procurement of
materials and leases of equipment, unless exempt by the Regulations or directives
issued pursuant thereto. The Service Provider shall take such action with respect
to any subcontract or procurement as the City may direct as a means of enforcing
such provisions including sanctions for noncompliance. Provided, however, that
in the event the Service Provider becomes involved in, or is threatened with,
litigation with a subcontractor or supplier as a result of such direction, the Service
Provider may request the City to enter into such litigation to protect the interest of
the City and, in addition, the Service Provider may request the interest of the City
and, in addition, the Service Provider may request the United States to enter into
such litigation to protect the interests of the United States.

20.2 The Service Provider assures the City that it will comply with the pertinent statutes,
Executive Orders and such rules as are promulgated to assure that no person shall, on the
grounds of race, creed, color, national origin sex, age, marital status, or handicap be
excluded from participating in any activity conducted with or benefiting from Federal
assistance. This provision shall bind the Service Provider from the period beginning with
the initial solicitation through the completion of the Contract.

21. COPYING DOCUMENTS
The Service Provider hereby grants the City and its agent’s permission to copy and
distribute any and all materials and documents contained in, comprising, or which are
otherwise submitted to the City with or in connection with the Service Provider’s
Proposal or which are contained in the Contract Documents (the “Submittals”). The
permission granted by the Service Provider shall be on behalf of the Service Provider and
any and all other parties who claim any rights to any of the materials or documents
comprising the Submittals. Such permission specifically authorizes the City and its agents
to make and distribute such copies of the Submittals or portions thereof as may be
deemed necessary or appropriate by the City for its own internal purposes or for
responding to requests for copies from any member of the public regardless of whether
the request is specifically characterized as a public records request pursuant to Georgia
Cod. This provision shall survive the expiration or termination of the Contract.

22. GENERAL PROVISIONS
22.1 The Contract Documents consist of the Contract, the Proposal Forms, the Instructions to
Proposers, Request for Qualifications, all Addendum(s) issued prior to execution of this
Contract, these General Conditions and Specifications. Together, these documents
comprise the Contract and all the documents are fully a part of the Contract as if
attached to the Contract or repeated herein. Precedence of the Contract Documents shall

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be as follows: (i) addendum(s) to the Contract Documents, (ii) the Contract, (iii) the
General Conditions, (iv) the Scope of Work in Exhibit B, (v) the Request for Proposal,
and (vii) the Bid Form.

22.2 This Contract represents the entire agreement between the parties in relation to the
subject matter hereof and supersedes all prior agreements and understandings between
such parties relation to such subject matter, and there are no contemporaneous written or
oral agreements, terms or representation made by any party other than those contained
herein. No verbal or written representations shall be relied upon outside the Contract
terms and amendments. Without exception, all deletions or additions to the scope of
work will be set forth in a written amendment to this Contract. No amendment,
modification, or waiver of this Contract, or any part thereof, shall be valid or effective
unless in writing signed by the party or parties sought to be bound or charged therewith;
and no waiver of any breach or condition of this Contract shall be deemed to be a waiver
of any other subsequent breach or condition, whether of a like or different nature.

22.3 The Service Provider shall, during the term of this Contract, repair any damage caused t
real or personal property of the City and/or its tenants, wherever situated, caused by the
intentional, reckless, or negligent acts or omissions of the Service Provider’s officers,
agents, or employees, and any subcontractors and their officers, agents, or employees, or
, at the option of the City, the Service Provider shall reimburse the City for the cost of
repairs thereto and replacement thereof accomplished by or on behalf of the City.

22.4 The Service Provider warrants to the City that no work performed or materials purchased
pursuant to the Contract, whether by, from, or through the Service Provide or a
subcontractor, shall cause any claim, lien or encumbrance to be made against any
property of the City, and the Service Provider shall indemnify and save the City
harmless from and against any and all losses, damages and const, including attorneys’
fees, with respect thereto. If any such claim, lien or encumbrance shall be filed, the
Service Provider shall, within thirty (30) days after notice of the filing thereof, cause the
same to be discharged of record by payment, deposit, bond, order of a court of
competent jurisdiction or otherwise. This provision shall survive the expiration or
termination of the Contract.

22.5 The language of this Contract shall be construed according to its fair meaning, and not
strictly for or against either the City or the Service Provider. This Contract shall be
deemed to be made, construed and performed according to the laws of the State of
Georgia. Any suit or proceeding initiate for the purpose of interpreting or enforcing any
provision of this Contract or any matter in connection therewith shall be brought
exclusively in a court of competent jurisdiction in Henry County, Georgia, and the

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Service Provider waives any venue objection, including, but not limited to, any objection
that a suit has been brought in an inconvenient forum. The Service Provider agrees to
submit to the jurisdiction of the Georgia courts and irrevocably agrees to acknowledge
service of process when requested by the City.

22.6 The section headings herein are for the convenience of the City and the Service Provider
and are not to be used to construe the intent of this Contract or any part hereof, or to
modify, amplify, or aid in the interpretation or construction of any of the provisions
hereof.

22.7 The use of any gender herein shall include all genders, and the use of any number shall be
construed as the singular or the plural, all as the context may require.

22.8 The delay or failure of the City at any time to insist upon a performance of any of the
terms, conditions and covenants herein shall not be deemed a waiver of that breach or any
subsequent breach or default in the terms, conditions, or covenants of this Contract. The
Service Provider shall not be relieved of any obligation hereunder on account of its
failure to perform by reason of any strike, lockout, or other labor disturbance.

22.9 If the City shall, without any fault, be made a party to any litigation commenced
between the Service Provider and a third party arising out of the Service Provider’s
operations and activities at the premises, then the Service Provider shall pay all costs and
reasonable attorney’s fees incurred by or imposed upon the City in connection with such
litigation for all trial and appellate proceedings. The City shall give prompt notice to the
Service Provider of any claim or suit instituted against it by such third party. The
provisions of this Section supplement and are not intended to be in lieu of the
indemnification provisions of Section 5 hereof. The provisions of this Section shall
survive the acceptance of the services and payment therefore, and the expiration or
earlier termination of this Contract.

22.10 The City shall have the right to recover from the Service Provider all of the City’s costs
and expenses incurred in enforcing the provisions of this Contract including, but not
limited to, (1) the cost of administrative investigation and enforcement ( including,
without limitation, audit fees and costs, attorneys’ fees) and (2) the cost of any trial,
appellate or bankruptcy proceeding (including, without limitation, investigation costs,
audit fees and costs, attorney’s fees, court costs, paralegal fees and expert witness fees).
This provision shall survive the expiration or termination of the Contract.

22.11 The Service Provider shall not during the term of the Contract knowingly hire or employ
(on either a full-time or part-time basis) any employee of the City.

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22.12 The Service Provider shall be required, during the term of the Contract at no additional
cost to the City, to take such reasonable security precaution with respect to its operations
at City Hall as the City in its discretion may from time to time prescribe. The Service
Provider shall comply with all regulation, rules and policies of any governmental
authority, including the City, relating to security issues.

22.13 The City may, but shall not be obligated to, cure, at any time, upon five (5) days written
notice to the Service Provider (provided, however, that in any emergency situation to the
City shall be required to give only such notice as is reasonable in light of all the
circumstances), any default by the Service Provider under this Contract; whenever the
City so cures a default by the Service Provider, all costs and expenses incurred by the
City in curing the default, including but not limited to, reasonable attorneys’ fees, shall
be paid by the Service Provider to the City on demand.

22.14 The City shall, in its discretion, be entitled to deduct from the compensation to which the
Service Provider is otherwise entitled hereunder, an amount equal to any liabilities of the
Service Provider to the City which are then outstanding. In the event that additional work
beyond the scope of this Contract is requested by the City Manager and it results in any
extra charges to the City, the Service Provider shall so advise the City in writing of the
amount of the extra charges. The City is not required to pay any extra charges for
additional work unless such work and the charges therefore have been approved in
advance and have been confirmed in writing within twenty-four (24) hours by the City
Manager, in his or her exclusive discretion.

22.15 The Service Provider is an independent Service Provider, and nothing contained herein
shall be construed as making the Service Provider an employee, agent, partner or legal
representative of the City for any purpose whatsoever. The Service Provider
acknowledges that it does not have any authority to incur any obligations or
responsibilities on behalf of the City and agrees not to hold itself out as having any such
authority. Nothing contained in this Contract shall be construed to create a joint
employer relationship between the City and the Service Provider with respect to any
employee of the Service Provider or of its subcontractors.

22.16 The Service Provider and its subcontractors if any, shall maintain complete and accurate
books and records in accordance with generally accepted accounting principles,
consistently applied, and shall be in a form reasonable acceptable to the City Manager or
designee. The Service Provider and its subcontractors shall account for all expenses of
any nature related to transactions in connection with the Contract in a manner which
segregates in detail those transaction from other transactions of the Service Provider and

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subcontractors and which support the amounts reported and /or invoiced to the City. At a
minimum, the Service Provider’s and subcontractor’s accounting for such expenses and
transactions shall include such records in the form of electronic media compatible with
or convertible to a format compatible with computers utilized by the City at its offices; a
computer run hard copy; or legible microfilm or microfiche, together with access to the
applicable reader. All such books and records and computerized accounting systems
shall upon reasonable notice from the City be make available in Henry County, Georgia,
for inspection, examination, audit and copying by the City through and by its duly
authorized representatives at any time for up to four (4) years after the year to which
books and records pertain. Such inspection, examination, or audit may include, but is not
limited to a review of the general input, processing and output controls of information
systems, using read only access, for all computerized applications used to record
financial transactions and information. The Service Provider and subcontractor shall
freely lend its own assistance in a timely manner in making such inspection,
examination, audit, or copying and, if such records are maintained in electronic and other
machine-readable format, shall provide the City and/or its representative such assistance
as may be required to allow complete access to such records. The City Manager may
require the Service Provider and subcontractors to provide other records the City
Manager, in his or her sole discretion, deems necessary to enable the City to perform an
accurate inspection, examination or audit of expenses incurred in and transactions related
to performance of this Contract. Such records shall be provided within thirty (30) days or
request thereof. In the event that expenses incurred or reimbursed are found by such
inspection, examination, or audit to have been overpaid, the Service Provider and its
subcontractors agree that such amounts shall be payable to the City. If, prior to the
expiration of the above-state four (4) year record retention period, any audit or
investigation is commenced by the City, or any claim is made or litigation commenced
relating to this Contract by the City, the Service Provider, or third party, the Service
Provider shall continue to maintain all such records, and the City shall continue to have
the right to inspect such records in the manner stated above, until the inspection,
examination, audit, claim, or litigation is finally resolved (including the determination of
any and all appeals or the expiration of time for an appeal). This provision shall survive
the expiration or earlier termination of this Contract. In the event of any conflict between
any provision of this Contract and generally accepted accounting principles or generally
accepted auditing standards, the provisions of this Contract shall control even where this
Contract references such provisions or standards. In particular, without limitation, the
Service Provider and subcontractors shall maintain all records required under this
Contract to the full extend required hereunder, even if some or all such records would
not be required under such generally accepted accounting principles or auditing
standards. If as a result of an inspection, examination or audit, it is established that
amounts are due from the Service Provider to the City, the Service Provider shall

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forthwith, upon written demand from the City, pay the City such amount, together with
interest on the amount due at the rate of twelve (12%) percent per annum, or if less, the
maximum rate of interest allowed by law, from the date such additional amounts were
overpaid by the City. Further if such inspection, examination or audit establishes that the
Service Provider has over billed such amounts for any Contract period by two (2%)
percent or more, then the entire expense of such inspection, examination or audit shall be
paid by the Service Provider.

22.17 The Service Provider and subcontractors shall prepare and provide the City with all
detailed reports as required under the Contract on a timely basis. The City reserves the
right to modify the reporting procedures or the form and content of any report as it
deems necessary.

22.18 There are no third-party beneficiaries to this Contract, and nothing contained herein shall
be construed to create such.

22.19 Time is of the essence for the performance of each of the Service Provider’s obligations
under this Contract.

22.20 In computing any period of time established under this Contract, except as otherwise
specified herein the word “days” when referring to a period of time is ten (10) days or
less means business days, and when referring to a period of time that is more than ten
(10) days means calendar days. The day of the event, from which the designated period
of time begins to run shall not be included. A business day is any day other than
Saturday, Sunday, or Federal, State of Georgia or City holidays.

22.21 The Service Provider agrees to perform all acts and execute all supplementary
instruments or documents which may be reasonably necessary to carry out or complete
the transaction(s) contemplated by this Contract.

22.22 The City reserves the right to further develop, improve, repair and alter the facilities and
all roadways, and parking areas, as it may reasonably see fit, free from any and all
liability to the Service Provider for loss of business or damages of any nature whatsoever
to the Service Provider occasioned during the making of such improvements, repairs,
alterations and additions, including, but not limited to, any damages resulting from
negligence of the City or its employees, agents or Service Providers.

22.23 The Service Provider and the City hereby mutually waive any claim against each other
and their respective members, officials, officers, agents and employees for damages
(including damages for loss of anticipated profits) caused by any suit or proceedings

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EXHIBIT A
GENERAL CONDITIONS

brought by either of them or by any third party directly or indirectly attacking the
validity of this Contract or any part thereof, or any addendum or amendment hereto, or
the manner in which this Contract was solicited, awarded or negotiated, or arising out of
any judgment or award in any suit or proceeding declaring this Contract, or any
addendum or amendment hereto, null, void or voidable or delaying the same, or any part
thereof, from being carried out.

22.24 At the option of the Service Provider, the products and/or services provided under the
Contract resulting from this solicitation may be provided to other governmental agencies,
including the State of Georgia, its agencies, political subdivisions, counties and cities
under the same terms and conditions, including price, as such products and/or services
are provided under this Contract. Each governmental agency allowed by the Service
Provider to purchase products and/or services in connection with this Contract shall do
so independent of the City or any other governmental entity. Each agency shall be
responsible for its own purchases and shall be liable only for goods and services ordered,
received and accepted by it. The City shall have no liability to Service Provider or any
governmental agency resulting from the purchase by that agency of products and /or
services from the Service Provider in connection with this Contract.

23. GRATUITIES, REBATES, OR KICKBACKS.
23.1 GRATUITIES. It shall be unethical for any person to offer, give or agree to give any
employee or official of the City or for any employee or official of the City to solicit,
demand, accept from another person, a gratuity, rebate, loan, offer of employment or
other services or property of value in connection with any decision, approval,
disapproval, recommendation or preparation of any part of a program requirement or a
purchase request including the content of any specification or procurement standard,
rendering of advice, investigation, auditing or in any other advisory capacity in any
particular matter, pertaining to any program requirement or a Contract or subcontract, or
to any solicitation or proposal therefore in any manner inconsistent with the State of
Georgia’s Department of Administrative Services Gratuity Policy. Rebates normally or
routinely offered to customers in the ordinary course of business for the purchase of
goods and services are acceptable and are the property of the City.

23.2 KICKBACK AND REBATES. It shall be unethical for any payment, gratuity, or offer of
employment to be made by or on behalf of a subcontractor to this Contract to the prime
contract or higher tie subcontractor, or any person associated therewith, as an inducement
for a subcontractor or order.

End of General Conditions.

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EXHIBIT B
SCOPE OF WORK AND SPECIFICATIONS

1.1 BACKGROUND:

The City of Stockbridge is in the northern part of Henry County, Georgia, which was
founded May 15, 1821. Henry county has an area of approximately 331 square miles located
in the Piedmont Section of northern Georgia and is surrounded by the counties of Butts,
Clayton, DeKalb, Newton, Rockdale, and Spalding Counties. Stockbridge, Georgia is just
minutes south of Atlanta a straight drive down Interstate 75-South. The City is populated
with approximately 30,000 residents and has a referendum on the November 2022 ballot
that could add an additional 6,600 residents.

1.2 SUMMARY:

The City of Stockbridge is requesting proposals from contractors with experience in sidewalk
repair and/or replacement to repair or replace selected sidewalks in the City. Respondents must
comply with the minimum qualifications and shall submit a bid to install four (4”) inch thick
sidewalk (six (6”) inch for all driveways) for all sections to be replaced as described in this RFP.
Respondents should take note that the City is requesting an itemized bid response for completion
of each section of sidewalk. The final sections of sidewalk to be repaired will be agreed upon
by both parties before construction begins.

The work to be performed, in general, consists of removing and replacing damaged sections of
existing concrete sidewalk, curb, gutter, curb ramp, and driveway; repairing sections of failed
asphalt concrete pavement; and replacement of curb inlets and concrete repair of adjacent
sidewalk flags. The work shall include traffic control, saw cutting, excavation, backfilling,
compaction; installation of root barriers, patching asphalt conforms adjacent to new gutters, and
clearing and grubbing. Locations of work will be throughout the City of Stockbridge.

In areas of sidewalk construction, water meter boxes and gate valves shall be adjusted to final
sidewalk or parkway grade. All labor and materials to accomplish adjustments and/or
relocations shall be included in unit costs for constructing/repairing sidewalks.

All weakened plane joints shall be spaced at a maximum of ten (10’) feet for sidewalks. Scoring
lines shall conform to those prevailing in the area and be uniform in spacing. A sidewalk edging
tool shall be used to finish the back edges of all curbs to a radius of one-quarter (¼”) inch. All
sidewalk score lines shall have a minimum finished depth of one-quarter (¼”) inch except at
weakened plane joints that shall be cut to two (2) inches and be finished with a one-half (½”)
inch radius.

The sidewalk surface shall not vary more than 0.02 foot from the ten (10’) foot straightedge,
except at grade changes; the finished surface shall be free from humps, sags, blemishes, or other
irregularities.

All sidewalks shall be a minimum four (4”) inch depth, except at driveways and alley
approaches, where the sidewalks shall be a minimum six (6”) inch depth over a six (6”) inch

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EXHIBIT B
SCOPE OF WORK AND SPECIFICATIONS

aggregate base. All work must conform to the Manual of Uniform Traffic Control Devices
(MUTCD) and GDOT technical standards and specifications for roads, sidewalks, right of ways,
or minor construction, including, but not limited to, street traffic, pedestrian traffic, traffic
control devices and work zone safety.

All sidewalk repairs/replacements shall meet the following specifications:
1. Contractor will secure all permits necessary prior to construction.
2. Once Contractor has begun demolition, the Contractor will supply materials, as available,
to rope off the area. Demolition debris to be removed by the Contractor.
3. All drive-way forms must be inspected by the City before pour.
4. All fill sand added will be machine compacted in place, if necessary.
5. Control joints will be placed every three (3’) to five (5’) feet to match existing sidewalk.
6. Concrete mix must conform to the standards of the adjoining sidewalks.
7. Contractor to form and pour the concrete, to include hand excavation to establish grade and
the setting of forms.
8. Contractor, sub-contractor, or suppliers are to avoid driving on lawn and grassy areas. All
damage as a result must be fully repaired by Contractor.
9. Concrete shall have a light broom finish.
10. Contractor shall provide round edges on sides.
11. Decretive brick shall be installed to match existing brick work, when necessary.
12. The Contractor shall barricade and protect poured/placed concrete from all damage, rainy
conditions, marks, mars and/or graffiti. Any damaged, defaced, or defective concrete shall
be replaced at the Contractor’s expense. Concrete replacement areas shall be from score
mark, or control joint, to score mark or control joint, and shall be the full width of the
sidewalk. All concrete replacement areas shall be saw-cut.
13. Contractor will be responsible for restoration along the edges of the new sidewalk once the
forms are removed.
14. Contractor will be responsible for driveway packing and backfill, if impacted.
15. Contractor will be responsible for all traffic signage (pedestrian and vehicle), safety
equipment, traffic cones and other items needed to inform the public of a construction site.
16. Contractor will provide barricades to assist in pedestrian and traffic control.
17. Contractor and Public Works Director or their designee will conduct site inspections to
ensure project completion.

PROCESS:

The City will perform an evaluation of each project location with the Contractor prior to the
Contractor mobilizing to a particular area to perform the work. The City will place markings on
the sidewalk (or other frontage improvement) to identify the limits of the work to be performed.

CHANGES IN WORK:
The City shall have the right to make changes to the plans and/or specifications and the
Contractor shall perform the work as changed.
No adjustment to the unit price for any item in the Proposal Schedule shall be made in the event
more repair locations are added or deleted from the scheduled maintenance program.

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EXHIBIT B
SCOPE OF WORK AND SPECIFICATIONS

Increase or decrease in quantities due to differences between the proposal quantities for any
item and the actual constructed quantities as measured in the field shall not be considered as
change in the scope of work.

PROJECT AREA:
The City will issue work orders to the Contractor to perform repair/replacement of sections of
sidewalk or lengths of curb or gutter or perform other concrete repairs at one or more locations
during the term of the contract. While there will be no minimum quantities for work the City
will use its best efforts to ensure that the work order contains no less than one thousand (1000)
square feet of sidewalk, two hundred (200) linear feet of curb and gutter, or four (4) curb ramps.

The City will also use its best efforts to group work so that a minimum length of curb and gutter
to be replaced would be five (5) lineal feet and sidewalk would be twenty-five (25) square feet.
The quantities may not be continuous sections. Instead, they may be the sum total of small
sections on various streets.

All work performed shall be measured and paid for based on the contract unit prices.

Work will be issued to the Contractor as a Work Order on an as-needed basis during the contract
period. Each Work Order will identify the location and type of work to be performed, the
effective date for commencement of work, specific work item quantities and the Work Order
amount based on the unit prices listed in the Contractor’s Proposal Schedule. The Contractor
shall complete any given work order within thirty (30) calendar days of the commencement of
work. Work shall commence within fourteen (14) calendars days of notification by the City.

The City does not guarantee a minimum number of Work Orders issued or the dollar amount of
work to be performed.

NOTIFICATIONS:

The Contractor shall notify the occupants of properties affected by the work. Notification shall
be by delivery of handbills to be prepared and furnished by the Contractor. Handbills shall be
distributed seven (7) calendar days prior to the commencement of work. The handbills shall
contain information regarding the work, dates, and hours of the work to be clearly identified. A
copy of the handbill shall be submitted to the City for review and approval seven (7) calendar
days prior to distribution.

Review of Contract Documents and Job Sites:
The Contractor shall make field measurements, verify field conditions, and shall carefully
compare such field measurements and conditions with the information in the Contract
Documents before commencing activities. Errors, inconsistencies, or the discovery of
unforeseen conditions shall be reported to the City immediately.
CONTRACTOR REQUIREMENTS:
o Provide all labor, equipment, and materials necessary to perform repair/maintenance work as
directed by the City.

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EXHIBIT B
SCOPE OF WORK AND SPECIFICATIONS

o Take responsibility for the performance of work as directed by the City. o Provide all required
resources for the safety of the public and their staff during the work.
o Identify and implement appropriate traffic control measures, best management practices for
storm water quality and protection of utilities.
o Perform all work in a thorough, competent, professional, and workmanlike manner.
o Provide a labor force that is properly licensed to operate assigned equipment used for the work
they will perform, as determined by local, state, and federal regulations.

INSPECTION OF THE WORK:
1. The Contractor shall notify the City, forty-eight (48) hours in advance of the start of work in
any area.
2. All work performed, and all materials furnished shall be subject to inspection and approval
of the City. The Contractor shall notify the City at least twenty-four (24) hours in advance of
the work locations that have been exposed and requested to be inspected by the City.
Contractor shall not begin concrete replacement without said inspection and approval by the
City.
3. Any work performed without proper inspection will be subject to rejection. Any corrective
work required due to rejected work will be performed at the Contractor’s expense. The
Contractor shall furnish the City with documentation to ascertain that the materials used,
methods employed, and workmanship provided is in accordance with the specifications.
4. Work not properly performed will be subject to rejection. Any work performed in
unauthorized areas or in a manner unacceptable to the City may be rejected and no payment
will be made for rejected work.
5. Inspection of the work does not relieve the Contractor of its obligation to fulfill the conditions
of the contract.

CONSTRUCTION METHODS:

Existing improvements, buildings, trees, shrubs, and other items near areas where sidewalk
repair is being executed shall be protected from damage that could result from the Contractor’s
operations. The Contractor shall be responsible for repairing, at their expense, any damage to
existing improvements and/or items that result from the Contractor providing inadequate
protection from damage.

The Contractor shall utilize dust palliative products and techniques in order to protect any and
all project adjacent properties from annoyance and/or damage from dust resulting from asphalt
and pavement repairs. The Contractor’s failure to utilize dust palliative products and techniques
during an asphalt/pavement repair project shall be cause for the City to suspend progress on any
project until said dust is controlled; costs associated with lost time, additional repairs and other
related expenses shall be the Contractor’s responsibility. The Contractor shall have no recourse
to collect funds from the City to cover any Contractor loss resulting from the City’s suspension
of work. The Contractor shall be responsible for all project clean-up, the cost of which shall be
included in square foot and/or total sum costs. Surplus spoils/materials shall become the Contractor’s
property and shall be disposed of away from project areas in accordance with Georgia Solid Waste
Management practices.

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EXHIBIT B
SCOPE OF WORK AND SPECIFICATIONS

QUALITY CONTROL:

Work covered will be performed by a single firm experienced in repair/maintenance of a similar
nature and scope. Subject to approval of the City, the Contractor may subcontract any work to
be performed under this contract. However, the election to subcontract work will not relieve the
Contractor from responsibility or liability which it has assumed under this contract and the
Contractor will remain liable to the same extent that its liability would attach, as if the work had
been performed by the Contractor's own employees. Furthermore, the contract shall not be
assigned without written consent of the City.

By submitting the bid, the Contractor certifies as to meeting the following requirements:
1. Has completed within the past three (3) years a minimum of three (3) projects of similar
nature and scope to the work being bid and the type of work completed is similar to that
being bid.
2. Maintains a permanent place of business, with a minimum of five (5) years in business.
3. Has access to all necessary equipment and has organizational capacity and technical
competence necessary to do the work properly and expeditiously.
4. Will provide a sworn financial statement upon request, which evidences the bidder, has
adequate financial resources to complete the work being bid, as well as all other work the
bidder is presently under contract to complete.
5. Has a documented safety program with a history of satisfactory past performance.
6. Has a record of satisfactorily completing past projects. Criteria which will be considered
in determining satisfactory completion of projects by the Contractor will include:
a. Completed past contracts in accordance with the contract documents.
b. Diligently pursued execution of the work and completed past contracts according to
established schedules.

HOURS WHEN WORK IS TO BE PERFORMED:
All work is to be performed Monday through Friday from 7:00 A.M. to 6:00 P.M. No work shall
be done on the weekends without written permission from the City.

TRAFFIC CONTROL:

The Contractor shall conduct repair/maintenance operations in a manner that causes minimum
obstruction and inconvenience to the public. A traffic control plan shall be implemented and
must conform to the minimum requirements of the Manual of Uniform Traffic Control Devices
(MUTCD) and GDOT technical standards. The Contractor shall furnish certified flaggers as
necessary to ensure the public is adequately warned that roadway work is underway and of any
potentially dangerous conditions. At all times, emergency vehicles shall be permitted to pass
through the work area, without delay.

SCHEDULE:
For each project requested by the City, the Contractor shall conduct an initial assessment of the

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EXHIBIT B
SCOPE OF WORK AND SPECIFICATIONS

project. After the assessment has been completed, the Contractor will provide a written estimate
of the materials needed and the time required to complete the project and may only start work
upon written authorization from the City. The Contractor shall respond to the call for services
within forty-eight (48) hours of receiving the Notice to Proceed from the City. The Contractor
will be required to provide services at multiple locations on any one day. Repair work should
be completed within three (3) business days after the Notice to Proceed has been given by the
City.

DELAYS IN SCHEDULE:

Should the Contractor be obstructed or delayed in the work required to be done hereunder by
changes in the work or by any default, act, or omission of the City, or by any other Act of God,
or by the inability to obtain materials and/or equipment, then the Contractor shall notify the City
as soon as possible and provide a make-up schedule satisfactory to the City. The City at its sole
option, may extend the deadline to complete the project as may be agreed upon by the City and
the Contractor. In the event that there is insufficient time to grant such extensions prior to the
completion date of the project, the City may, at the time of acceptance of the work, waive
liquidated damages which may have accrued for failure to complete on time, due to any of the
above, after hearing evidence as to the reasons for such delay, and making a finding as to the
causes of same.

EXTRA WORK:

The Contractor shall perform unforeseen work whenever it is deemed necessary or desirable in
order to complete fully the intent of an authorized project. Extra work will be paid for as
mutually agreed between the City and the Contractor prior to commencement of such work. The
final decision and approval regarding the payment of work will be made by the City. The
primary method of payment shall be made by the method outlined in the bid sheet. If the City
desires, it may request work to be taken on a “quote basis”. Such method of payment for “Extra
Work” will be a “not to exceed, quote” submitted to the City by the Contractor and will represent
full compensation to the Contractor for all labor, materials, and equipment to complete such
work.

INCLEMENT WEATHER:

In the event the Contractor is unable to perform services due to adverse weather conditions, the
Contractor shall immediately notify the City to substantiate the conditions which prevent the
performance of services, and the Contractor shall perform within three (3) days said services
pursuant to the regular schedule provided that weather permit

HOLIDAYS:

The City shall be advised in advance of holidays to be observed by the Contractor and shall also
be provided with a makeup schedule that is no more than one (1) week later. Once the makeup
schedule is established, it shall not be changed without prior approval of the City.

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EXHIBIT B
SCOPE OF WORK AND SPECIFICATIONS

CALLBACKS:

Whenever, in the opinion of the City, a repair is determined to be inadequate or inconsistent
with City standards and best management practices, the Contractor shall, within twenty-four
(24) hours after notification, submit a written response detailing how the situation will be
remedied and a timeline for accomplishing the task. The Contractor shall correct, at its expense,
all errors in the work which may be disclosed during the City's review of the Contractor's work.
Should the Contractor fail to make such correction in a reasonably timely manner, such
correction shall be made by the City, and the cost thereof shall be charged to the Contractor. No
additional payment will be made for callbacks as a result of inadequate repairs.

COMPLAINTS:

Complaints regarding repairs/maintenance, which the City considers justifiable and the
responsibility of the Contractor, will be referred to the Contractor for immediate attention.
Within twenty-four (24) hours, the Contractor shall submit to the City a report of the action
taken to address or reconcile each complaint.

EMERGENCY SERVICES:

Emergency services are any non-routine or non-repetitive activities required for operational
continuity, safety and performance generally resulting from the failure of or the need to avert a
failure of City assets, infrastructure, or some component thereof. As part of its emergency
services provisions, the Contractor shall:

• Provide a twenty-four (24) hour telephone number and/or a list of employees (including
their telephone numbers) who are available for twenty-four (24) hour emergency callout
service.
• Respond to the scene of the emergency within two (2) hours of call-out.
• Assure that adequate response and resources will be dedicated to the City to the
satisfaction of the City.
• Perform the minimal amount of work in order to achieve the safety of the public. Any
remaining non-emergency work shall be performed on a task-order basis during normal
working hours.

BREAKDOWN OF EQUIPMENT:

At all times, the Contractor shall properly maintain a fleet of equipment, both as to condition
and appearance, for use on the work under this contract. The Contractor shall have back-up
equipment on hand in the event of a breakdown by the primary equipment. In case of breakdown
by the primary equipment, immediate service within one (1) hour by the back-up equipment is
required to complete the task. If down for more than one (1) hour, a penalty will be assessed at
the rate of $50 per hour for each hour above and beyond one (1) hour.

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EXHIBIT B
SCOPE OF WORK AND SPECIFICATIONS

STORAGE OF EQUIPMENT:
The Contractor must provide his own storage for equipment and other required parts and
materials. The City will not provide storage for any Contractor equipment.

REPORTS:
The Contractor shall provide to the City detailed reports of all street repair/maintenance services
performed which shall include the receipt date of work order, type of service, and photographs
of service site before and after work order is completed, location or address of service site,
description of the work performed, and date completed.

CONCRETE PRICE QUOTATION:
Unit price bids as indicated on the following bid form sheets shall include excavation, stone
bedding, rubberized expansion material (ASTM D-1751-97), topsoil backfill, grades and all
appurtenances to complete the work. Bidder acknowledges the estimated quantities are not
guaranteed and are solely for the purpose of comparison of bids, and final payment for all unit
price bid items will be based on actual quantities provided and determined in the contract
documents. Proposed prices will remain valid for all areas, regardless of quantities to be
installed at the particular site and at all times within the contract period. Pricing will adhere to
the following:

• All pricing as quoted will remain firm for the term of any contract that may be awarded
as a result of this RFP.
• Bidder shall provide an overall bid for the project and a bid for each component.
• Unless otherwise stated, bidder agrees that, in the event of a price decline, the benefit of
such lower price shall be extended to the City.
• Any price increases or decreases for subsequent contract terms may be negotiated between
Contractor and City only after completion of the initial term.
• Unit price bid for all items shall include all water quality, erosion, and traffic control
measures inclusive of permit to comply with local, state, and federal requirements.

REVIEW AND SELECTION PROCESS:
The City reserves the right to make the selection based on its sole discretion. A committee of City
staff will evaluate the proposals received in response to this RFP, each of which will be rated based
on current organizational needs. Criteria which will be used to evaluate responses will include, but
not be limited to, the following:

1. Quality and completeness of the proposal.
2. Ability to schedule and efficiently perform the required work.
3. Cost effectiveness of the proposal compared to the requested scope of work. Utilizing the
criteria listed above and any additional criteria the City deems necessary, a recommendation
of the selected candidate will be made to the City Manager. The Procurement Manager will
make a final recommendation to the Mayor and City Council, which is the governing body
that will award the final contract.

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EXHIBIT B
SCOPE OF WORK AND SPECIFICATIONS

No minimum delivery quantity per project. The City reserves the right to increase or decrease
the quantity of any item or delete items as may be deemed necessary without voiding the
contract.

CONDITIONS:

1. In submitting a proposal for this project, the Contractor acknowledges that they are familiar
with all conditions and requirements included herein.

2. The Contractor shall be responsible for ensuring that all work performed on this project is in
strict compliance with the applicable Codes, regulations, and project requirements.

3. The Contractor shall obtain and pay for all permits, licenses and any other related fees
required for this work. The Contractor shall possess and maintain a current State of Georgia
license and a City of Stockbridge Business License throughout the duration of the contract.

4. The Contractor shall maintain insurance provisions as required in the contract.

End of Exhibit B.

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EXHIBIT C
REQUEST FOR PROPOSAL

I. REQUEST FOR PROPOSAL PROCESS

The proposal must contain the information outlined below.

Please include a title on each page of your proposal and number the pages to ensure proper
identification.
1. Cover Letter
2. Executive Summary
3. Evaluation and Selection Criteria
1. Cover/Transmittal Letter
Each proposal must have a Cover/Transmittal Letter briefly summarizing the qualifications
and experience relevant to the scope. Please include in the letter the following:

i. Company’s information including the name of the company (include any dba names);
headquarters and parent company locations; and a brief history of the company.
ii. Company’s mailing address, contact person, telephone number for the primary contact
person, and email address.
iii. A principal or officer of the company authorized to execute contracts or other similar
documents on the firm’s behalf must sign the letter.

2. Executive Summary
Executive Summary: An executive summary letter should include the key elements of the
respondent’s RFP and an overview of the team. Indicate the address and telephone number of
the respondent’s office located nearest to Stockbridge, Georgia, and the office from which the
project will be managed.

3. Evaluation and Selection Criteria
The City, at its discretion, may award the contract to the responsible and responsive
consultant submitting the proposal which is deemed to be the most advantageous to the city.
The following is the evaluation criteria the city will consider in determining which proposal
is most advantageous to the City:

A. Approach
1. Methodology(ies): This section should clearly describe the methodology or
methodologies planned to be used to carry out the specific tasks described in the Scope
of Work with clarity and thoroughness in addressing the task required.
2. Work Plan: Indicate all key deliverables and their contents.
3. Project Schedule: Provide an outline for each performance metric listed in the Scope
of Work. Demonstrate your team’s ability to perform the work requested within an
established schedule.

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EXHIBIT C
REQUEST FOR PROPOSAL

B. Qualifications and Experience of the Firm(s)

1. List 3-5 similar projects completed in the last 5 five years.
2. Contracts on hand (schedule – showing gross amount of each contract and the approximate
timelines).
3. Have you ever failed to complete any work awarded to you, if so, where, and why?
4. How long do you warrant a project?

C. Qualifications and Experience of Key Staff

1. Identify key individuals to be assigned to this project and include the function and/or
responsibility of each identified individual. Experience summaries of these key
individuals must be provided with emphasis on previous experience in similar roles
on comparable projects and a copy of their resumes if applicable.
D. Cost Proposal

1. Preventative Maintenance
• Provide a lump sum bid for all scheduled services based on unit pricing
2. Additional Labor Costs
• Normal Hours: Monday through Friday, 7AM to 4 PM b. After
Hours/Holidays Billed at approved overtime rates
3. Parts and Materials
• No more than a 5% markup; provide a detailed price

Proposals submitted in response to this RFP will be evaluated and scored, in accordance with the
criteria outlined below, by an evaluation committee established by the client.

Criteria Points
Technical Approach/Project Management 40
Qualifications and Experience of the Firm(s) 20

Qualifications and Experience of Key Staff 10

Cost 30
Highest Possible Score 100

a. All Corporations should provide corporate seal, a copy of the Secretary of State’s
Certificate of Incorporation, and a listing of the principals of the corporation with the
proposal.

b. The Department is concerned about proposers’ financial capability to perform.
Therefore, please provide enough data to lead evaluators to the conclusion that your firm

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EXHIBIT C
REQUEST FOR PROPOSAL
has the financial capability to perform. As detailed financial data is generally
proprietary, and proposers do not wish such information to be part of the public record
under the Georgia Open Records Act (G.O.R.A.), the City reserves the right to perform
additional due diligence in this area, at the sole discretion of the City, prior to award of
any contract.
c. The proposals will be the basis from which interested firms will be selected for
interviews. Following the City staff evaluation of the proposals received, selected firms
may be invited to make oral presentations before the City’s Evaluation Panel. The City’s
Project Manager will provide additional details outlining the preferred content of the
presentation to each firm or team of firms that are invited to participate. Upon completion
of the evaluations, the City’s Evaluation Panel will determine the most qualified firm based
on all materials and information presented. The City will then begin the negotiations for
an agreement with the selected firm.

d. Any firm failing to submit information in accordance with the procedures set forth in the
RFP may be subject to disqualification. The City reserves the right to change the
solicitation schedule or issue amendments to the solicitation at any time. The City
reserves the right, at its sole discretion, to waive immaterial irregularities contained in the
solicitation. The City reserves the right to reject any and all proposals at any time,
without penalty. The City reserves the right to request "best and final" offers, and to issue
a new RFP. Firms eliminated from further consideration will be notified by mail by the
City as soon as practical.

II. SUBMISSION OF RFP
Proposals shall be submitted online thru the Bonfire Portal, and identified as follows:

RFP Number: 2025-0004, Annual On-Call Sidewalk Repairs And Replacement
Optional Pre-bid Conference (In Person): Monday, May 12, 2025, at 1:30 p.m. EST
Questions Due: Friday, May 16, at 2:30 p.m. EST
Proposal Due Date: Thursday, May 29, 2025, at 3:00 p.m. EST

Proposals shall only be accepted online through the Bonfire Portal
City of Stockbridge Annual On-Call Sidewalk Repairs and Replacement

All submissions are due in Bonfire no later than the date and time specified herein. The RFP
package must include detailed information relative to Request for Proposal Process and
Selection Criteria, as required. The Proposal Letter included as page two (2) of this RFP, and
Exhibit C-I must be attached in Bonfire and must be signed by a person authorized to
legally bind the company.

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EXHIBIT C
REQUEST FOR PROPOSAL

III. EVALUATION CRITERIA AND PROCESS
a. All RFPs received will be reviewed by the Purchasing Manager to ensure that all
administrative requirements of the RFP package have been met by the Offerors. Each
RFP will be reviewed to ensure that the Offeror submitted all information required in
the RFP and that all documents requiring a signature have been signed. Failure to
meet these requirements may be cause for rejection. All RFP’s that meet the
administrative requirements will then be turned over to the evaluation committee for
further evaluation.

b. The Evaluation Committee will review all submittals received and rank Offerors
based on submittal information required in Evaluation and Selection Criteria.
Discussions may be conducted by the City of Stockbridge with responsible Offerors
who submit RFP determined to be reasonably susceptible of being selected for award
for clarification to assure full understanding of and responsiveness to the solicitation
requirements. Offerors shall be accorded fair and equal treatment with respect to any
opportunity for discussion and revision of statements; and such revisions may be
permitted after submissions and prior to award. In conducting any such discussions,
there shall be no disclosure of any information derived from proposals submitted by
competing Offerors. Cost will not be a deciding factor in this RFP, only Proposal.

c. The City of Stockbridge reserves the right to addend the RFP prior to the date of RFP
submission. Addenda will be posted to the Stockbridge website at
www.stockbridgega.gov.

d. Awards of contract shall be made to the responsible Offerors who have successfully
submitted an RFP and been ranked by the Evaluation Committee considering all the
evaluation factors set forth in this RFP. No other factors or criteria shall be used in
the evaluation. The City of Stockbridge reserves the right to reject all RFP’s
submitted in response to this RFP.

IV. OTHER CONSIDERATIONS
a. Vendors responding to this RFP need to become a registered Vendor to sell products or
services to the City of Stockbridge. Please note that the vendor file is a good source for
vendor information but not the only source. Registration does not guarantee that your
firm will be solicited for any or all requirements. The vendor file will also be used to
support financial transactions with vendors, including invoice payments. If you have any
questions or concerns, please feel free to email:
City of Stockbridge
Purchasing Office
Shall@stockbridgega.org

42
EXHIBIT C
REQUEST FOR PROPOSAL
b. Prior to the due date, a submitted RFP may be withdrawn by the Offeror by submitting a
written request to the Buyer named herein. A person authorized to sign for the Offeror
must sign all such requests.

The City reserves the right to add provisions to the contract to be consistent with the
successful Offeror's offer and to negotiate with the successful Offeror other additions to,
deletions from, and/or changes in the language in the Contract, provided that no such
addition, deletion or change in Contract language would, in the sole discretion of the City
affect the evaluation criteria set forth herein, or give the successful Offeror a competitive
advantage.
Any exceptions to the agreement must be clearly identified, accompany the Offeror's RFP
and be attached to the agreement. Offerors are cautioned that any exception submitted
that will give the Offeror a competitive advantage over another Offeror or that will cause
a failure to meet a mandatory requirement of the RFP will not be accepted.
Prior to award, the apparent winning Offeror(s) may be required to enter discussions with
the City to resolve any contractual differences before an award is made. These
discussions are to be finalized, and all exceptions resolved within one (1) week of
notification, if not, this could lead to rejection of the Offeror's proposal. Offeror will not
retype the enclosed contract.

V. CERTIFICATION
By my signature below, it is certified that my firm can meet all terms of the statement of
Proposal and will perform the services specified; and for the privilege of doing so on the City
of Stockbridge premises. I understand that, upon proper acceptance of this offer by the City
of Stockbridge, a contract will thereby be created.
Given under my hand this __________ day of _____________, 20___.

Name of Firm
Signature
Title
Business Address
Email address

End of Exhibit C.

43
EXHIBIT D
BOND DOCUMENTS

PROVIDED, FURTHER, that Principal and Surety agree and represent that this bond is executed
pursuant, to and in accordance with the applicable provisions of the Official Code of Georgia Annotated,
as Amended, including, but not limited to, O.C.G.A. SS 13-10-1, et. Seg. And SS 36-86-101, et. Seg.
And is intended to be and shall be constructed as a bond in compliance with the requirements thereof.
Signed, sealed, and dated this __________ day of _______________________________, 2025.

ATTEST:

(Principal Secretary) (Principal)

(SEAL) BY: _________________________

(Witness to Principal) (Address)

(Address)

(Surety)

ATTEST
BY: _______________________________
(Attorney-in-Fact) and Resident Agent

(Attorney-in-Fact)

(Seal) ______________________________
(Address)

(Witness as to Surety)
(Address)

44
EXHIBIT D
BOND DOCUMENTS

PAYMENT BOND

KNOW ALL MEN BY THESE PRESENTS: THAT

(Name of Contractor)

(Address of Contractor)

(Corporation, Partnership or Individual)

Hereinafter called Principal, and

(Name of Surety)

(Address of Surety)

A Corporation of the State of _________________and a surety authorized by law to do business
in the State of Georgia, hereinafter called Surety, are held and firmly bound unto:

The City of Stockbridge Georgia
(Name of Obligee)

4640 N Henry Blvd. Stockbridge, Georgia 30281
(Address of Obligee)

Hereinafter referred to as Obligee; for the use and protection of all subcontractors and all persons
supplying labor, services, skill, tools, machinery, materials and/or equipment in the prosecution of the
work provided for in the contract hereinafter referred to in the full and just sum of ___________________
_____________________________ Dollars ($_____________) in lawful money of the United States, for
the payment of which sum well and truly to be made, the Principal and Surety bind themselves, their, and

each of their heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these
presents.

45
EXHIBIT D
BOND DOCUMENTS
The condition of this obligation is such, as whereas the Principal entered into a certain contract, hereto
attached, with the Obligee, dated____________________ for ________________.

NOW, THEREFORE, the conditions of this obligation are such that if the Principal shall well, truly, and
faithfully perform said Contract in accordance to its terms, covenants, and conditions, and shall promptly
pay all persons furnishing labor, materials, services, skill, tools, machinery and/or equipment for use in
the performance of said Contract, then this obligation shall be void; otherwise, it shall remain in full force
and effect.

All persons who have furnished labor, materials, services, skill, tools, machinery and/or equipment for
use in the performance of said Contract shall have a direct right of action on this Bond, provided payment
has not been made in full within ninety (90) days after the last day on which labor was performed,
materials service, skill, tools, machinery, and equipment furnished or the subcontract completed.

PROVIDED FURTHER, that said Surety to this Bond, for value received, hereby stipulates and agrees
that no change, extension of time, alterations, or additions, to the terms of the Contract or to the Work to
be performed thereunder shall in any way affect its obligation on this bond, and it does hereby waive
notice of any such change, extension of time, alterations, or additions to the terms of the Contract or to the
work to be performed thereunder.

PROVIDED, HOWEVER, that no suit or action shall be commenced hereunder by any person furnishing
labor, materials, services, skill, tools, machinery, and /or equipment having a direct contractual
relationship with a subcontractor, but no contractual relationship express or implied with the Principal:

Unless such person shall have given notice to the Principal within 120 days after such person did, or
performed the last of the work or labor, or furnished the last of the materials, services, skill, tools,
machinery and/or equipment for which claim is made, stating with substantial accuracy the amount
claimed and the name of the party to whom the materials, services, skill, tools, machinery, and/or
equipment were furnished, or for whom they work or labor was done or performed. Such a notice shall be
served by mailing the same by registered mail, postage prepaid, in an envelope addressed to the Principal,
at any place where an office is regularly maintained for the transaction of business, or served in any
manner in which legal process may be served in the State in which the aforesaid project is located, save
that such service need not be made by a public officer, and a copy of such notice shall be delivered to the
Obligee, to the person and at the address provided for in the Contract, within five days of the mailing of
the notice to the Principal.

PROVIDED FURTHER, any suit under this Bond must be instituted before the expiration of one year
after the acceptance of the public works covered by the Contract by the proper authorities.

46
EXHIBIT D
BOND DOCUMENTS

PROVIDED FURTHER, that Principal and Surety agree and represent that this bond is executed pursuant
to and in accordance with the applicable provision of the Official Code of Georgia Annotated, as
amended, including, but not limited to, O.C.G.A. SS 13-10-1, et. Eq. and SS 36-86-101, et. Seg., and is
intended to be and shall be construed as a bond in compliance with the requirements, therefore.

Signed, sealed, and dated this___________day of_______________, 2025

ATTEST:

(Principal Secretary) (Principal)
(Seal)

By:__________________________

(Witness to Principal) (Address)

___________________________________ (Surety)

ATTEST BY:
Agent
(Attorney-in-Fact)

(Seal)

(Address)

(Witness as to Surety)

47
EXHIBIT D
BOND DOCUMENTS
PERFORMANCE BOND

KNOW ALL MEN BY THESE PRESENTS: THAT
(Name of Contractor)

(Address of Contractor)
(Corporation, Partnership or Individual)

Hereinafter called Principal, and

(Name of Surety)

(Address of Surety)

A Corporation of the State of _________________ and a surety authorized by law to do business in the
State of Georgia, hereinafter called Surety, are held and firmly bound unto:

The City of Stockbridge, Georgia
(Name of Obligee)

4640 N Henry Blvd., Stockbridge, Georgia 30281
(Address of Obligee)

Hereinafter referred to as Obligee; are held firmly bound unto said Obligee and all persons doing work or
furnishing skill, tools, machinery, supplies, or material under or for the purpose of the Contract
hereinafter referred to, in the penal sum of: __________________________Dollars ($______________),
in lawful money of United States, for the payment of which sum well and truly to be made, we bind
ourselves, our heirs, executors, administrators and successors, jointly and severally, firmly by these
presents.

48
EXHIBIT D
BOND DOCUMENTS

The condition of this obligation is such, as whereas the Principal entered into a certain contract, hereto
attached, with the Obligee, dated_______________ for: _____________.

NOW THEREFORE, the conditions of this obligation are such that if the above-bound Principal shall
well, truly, fully and faithfully perform said contract according to its terms, covenants, conditions, and
agreements of said contract during the original term of said contract and any extensions thereof that may
be granted by the oblige, with or without notice to the Surety, and during the life of any guaranty required
under the contract, and shall also well and truly perform and fulfill all the undertakings, covenants, terms,
conditions and agreement of any and all duly authorized modifications of said contract that may hereafter
be made, then his obligation shall be void, otherwise to remain in full force and effect.

PROVIDED FURTHER, that said Surety to this Bond, for value received, hereby stipulates and agrees
that no change, extension of time, alterations, or additions to the terms of the Contract or to the Work to
be performed thereunder shall in any way affect its obligation on this bond, and it does hereby waive
notice of any such change, extension of time, alterations, or additions to the terms of the Contract or to the
work to be performed thereunder.

PROVIDED FURTHER, that Principal and Surety agree and represent that this bond is executed pursuant
to and in accordance with the applicable provisions of the Official Code of Georgia Annotated, as
amended, including but not limited t. O. C.G.A. SS 13-10-1 et. Eq. and SS 36-86-101, et Seg., and is
intended to be and shall be construed as a bond in compliance with the requirements thereof.

Signed, sealed, and dated this________day of __________________, 2025

ATTEST:

(Principal)

(Principal Secretary)

(Seal)

By: ____________________________________________________

(Witness to Principal)

49
EXHIBIT D
BOND DOCUMENTS
(Address)

(Surety)

ATTEST:

(Attorney-in-Fact) and Resident Agent

(Attorney-in-Fact)

(Seal)
(Address)

(Witness as to Surety)

(Address)

50
EXHIBIT D
BOND DOCUMENTS

MAINTENANCE BOND
PROJECT NO: _____________
BOND NO: ________________

KNOW ALL MEN BY THESE PRESENTS that we, _______________________ as Principal, and
________________________as Surety, are held and firmly bound unto the CITY OF
STOCKBRIDGE, GEORGIA, as Obligee in the sum of one-third of the contract bid for the
payment of which said Principal and Surety bind themselves, their heirs, administrators,
executors, successors and assigns jointly and severally, firmly by these presents.

WHEREAS, the Principal has entered into an agreement with the City of Stockbridge. Said work has now
been completed and the Obligee desires a maintenance bond guarantee said streets and
improvements for a period of one-year beginning_____________ and
ending_________________.

NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION IS SUCH, that if the Principal shall
fully indemnify and save harmless the City of Stockbridge from any and all loss, costs, expenses
or damages, for any repairs or replacements required because of defective workmanship or
materials in said construction, then this obligation shall be null and void; otherwise to be and
remain in full force and effect as to any such claim arising within one year from the completion of
said construction as set forth in said agreement.

Signed, sealed and dated this_______ day of ________________, 2025
Witness:
(Principal)

(Name of Surety Company)

(Attorney-in-fact)

End of Exhibit D.

51
EXHIBIT E
GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

Contractor(s) Name:
Address:

By executing this affidavit, the undersigned person or entity verifies its compliance with O.C.G.A. § 13-
10-91, stating affirmatively that the individual, firm, or corporation which is registered with, is authorized
to participate in, and is participating in the federal work authorization program commonly known as E-
Verify,* in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

The undersigned person or entity further agrees that it will continue to use the federal work authorization
program throughout the contract period, and it will contract for the physical performance of services in
satisfaction of such contract only with subcontractors who present an affidavit to the undersigned with the
information required by O.C.GA. § 13-10-91(b).

The undersigned person or entity further agrees to maintain records of such compliance and provide a
copy of each such verification to the City of Stockbridge within five (5) business days after any
subcontractor(s) is/are retained to perform such service.

E Verify TM Company Identification Number Date of Authorization

BY: Authorized Officer or Agent Date
(Name of Person or Entity)

SUBSCRIBED AND SWORN BEFORE
ME ON THIS THE

DAY OF , 20_

[NOTARY SEAL]
Notary Public

My Commission Expires: ______________________

* or any subsequent replacement 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 of 1986 (IRCA), P.L. 99-60

52
EXHIBIT E
GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

Subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(3)
By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. §
13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the
physical performance of services under a contract with (name of contractor) on behalf of (name of
public employer) has registered with, is authorized to use and uses the federal work authorization
program commonly known as E-Verify, or any subsequent replacement program, in accordance with
the applicable provisions and deadlines established in
O.C.G.A. § 13-10-91. Furthermore, the undersigned subcontractor will continue to use the federal
work authorization program throughout the contract period and the undersigned subcontractor will
contract for the physical performance of services in satisfaction of such contract only with sub-
subcontractors who present an affidavit to the subcontractor with the information required by
O.C.G.A.§ 13-10-91(b). Additionally, the undersigned subcontractor will forward notice of the
receipt of an affidavit from a sub-subcontractor to the contractor within five business days of
receipt. If the undersigned subcontractor receives notice that a sub- subcontractor has received an
affidavit from any other contracted sub-subcontractor, the undersigned subcontractor must
forward, within five business days of receipt, a copy of the notice to the contractor. Subcontractor
hereby attests that its federal work authorization user identification number and date of
authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Subcontractor

Name of Project

Name of Public Employer

SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE

DAY OF ___________, 20_

[NOTARY SEAL]

Notary Public

My Commission Expires: ____________________

End of Exhibit E.

53
EXHIBIT F
DRUG-FREE WORKPLACE

The undersigned certifies that the provisions of Code Sections 50-24-1 through 50-24-6 of the Official
Code of Georgia Annotated, relating to the “Drug-free Workplace Act”, have been complied with in full.
The undersigned further certifies that:

(1) A drug-free workplace will be provided for the Service Provider’s employees during the
performance of the Contract; and

(2) Each Service Provider who hires a subcontractor to work in a drug-free workplace shall secure
from the subcontractor the following written certification:
“As part of the subcontracting agreement with __________________ (Service Provider),
_______________________________(subcontractor) certifies to the Service Provider that a drug-free
workplace will be provided for the subcontractor’s employees during the performance of this Contract
pursuant to paragraph (7) of the subsection (b) of Code Section 50-24-03.”

Also, the undersigned further certifies that he/she will not engage in the unlawful manufacture, sale,
distribution, dispensation, possession, or use of a controlled substance or marijuana during the
performance of the Contract.

Company Name

BY: Authorized Officer or Agent Date
(Service Provider Signature)

Title of Authorized Officer or Agent of Service Provider

Printed Name of Authorized Officer or Agent

End of Exhibit F.

54
EXHIBIT G
PURCHASING POLICY ADDENDUM

I, _____________________, hereby certify that I have received certify that I have received a copy of the
City of Stockbridge, GA, Financial Management Policies Purchasing Policy which can be found at
https://stockbridgega.org/departments/procurement-division and agree to comply with all requirements of
the City of Stockbridge, GA Financial Management Policies Purchasing Policy to the extent the policy is
applicable to the undersigned.

BY: Authorized Officer or Agent Date
(Service Provider Signature)

Title of Authorized Officer or Agent of Service Provider

Printed Name of Authorized Officer or Agent Date

End of Exhibit G.

55
EXHIBIT H
AFFIDAVIT VERIFYING STATUS FOR CITY PUBLIC BENEFIT APPLICATION

By executing this affidavit under oath, as an applicant for a City of Stockbridge, Georgia Business
License or Occupation Tax Certificate, Alcohol License, Taxi Permit, execution of contract or other
public benefit as referenced in O.C.G.A. § 50-36-1, I am stating the following with respect to my
application for a City of Stockbridge license/permit and /or contract for
[ Name of natural person applying on behalf of individual, business, corporation, partnership, or other
private entity]:
1. ____________________ I am a United States citizen
OR
2. ____________________ I am a legal permanent resident 18 years of age or older or I am an
otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality Act 18
years of age or older and lawfully present in the United States. *

In making the above representation under oath, I understand that any person who knowingly and willfully
makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a
violation of O.C.G.A. § 16-10-20.
Signature of Applicant: _____________________________________Date: ______________

Printed Name: ____________________________________________

* Alien Registration number for non-citizens: ___________________

** PLEASE INCLUDE A COPY OF YOUR PERMANENT RESIDENT CARD, EMPLOYMENT
AUTHORIZATION, GREEN CARD, PASSPORT WITH A COPY OF YOUR DRIVER’S LICENSE,
OR OTHER DOCUMENTATION AS ALLOWED UNDER THE LAW IF YOUR ARE A LEGAL
PERMANENT RESIDENT (#2).**

Subscribed and Sworn Before Me, this the ____day of ________________, 20___

Notary Public:___________________________________________________

My Commission Expires: ______________________________

* Note: O.C.G.A.§ 50-36-1(e)(2) requires that aliens under the Federal Immigration and Nationality Act,
Title 8 U.S.C., as amended, provide their alien registration number. Because legal permanent residents are
included in the Federal definition of “alien”, legal permanent residents must also provide their alien
registration number. Qualified aliens that do not have an alien registration number may supply another
identifying number below:

End of Exhibit H.

56
EXHIBIT I:
CITY OF STOCKBRIDGE GENERAL CONCRETE WORK BID FORM/COST PROPOSAL
RFP No. 2025-0004
ANNUAL ON-CALL SIDEWALK REPAIRS AND REPLACEMENT

ITEM DESCRIPTION UNIT UNIT PRICE AMOUNT
REMOVAL & DISPOSAL OF RIGID PAVEMENT
(SIDEWALK, ETC.,) S.Y. $ $
REMOVAL OF CURB (EXTRUDED, DETACHED,
CURB & GUTTER) L.F. $ $
CONCRETE SIDEWALK (4-INCH
DEPTH, 3,000 PSI, BROOM FINISH) S.F. $ $
EXPOSED AGGREGATE CONCRETE
SIDEWALK (4-INCH DEPTH, 3000 PSI),
(see Sect. II note 4.) S.F. $ $
EXPOSED AGGREGATE CONCRETE
DRIVEWAY (6-INCH DEPTH, 4,000 PSI,
WITH FIBER MESH) S.F. $ $
CONCRETE HANDICAP RAMP (4-INCH
THICKNESS, 3,000 PSI, RETROFIT
W/DETECTABLE WARNING PER CITY S.F. $ $
STANDARD)
CONCRETE DRIVEWAY (BROOM
FINISH, 4-INCH DEPTH, 4,000 PSI,
WITH FIBER MESH) S.F. $ $
CONCRETE DRIVEWAY (BROOM
FINISH, 6-INCH DEPTH, 4,000 PSL
W/FIBER MESH) S.F. $ $
BLACK FIBER BOARD EXPANSION JOINT L.F. $ $

RUBBERIZED EXPANSION JOINT (ASTM D-
1751-97) L.F. $ $
EXTRUDED MOUNTABLE CURB (NEW
INSTALLATION, Spring Hill STD.) L.F. $ $
CONCRETE COMBINED CURB &
GUTTER (NEW INSTALLATION, Spring
Hill STD) L.F. $ $
ADJUSTMENT OF CATCH BASIN GRATES &
FRAMES EACH $ $

ADJUSTMENT OF WATER VALVE BOXES EACH $ $

57
EXHIBIT I
CITY OF STOCKBRIDGE GENERAL CONCRETE WORK BID FORM/COST PROPOSAL
RFP No. 2025-0004
ANNUAL ON-CALL SIDEWALK REPAIRS AND REPLACEMENT

ADJUSTMENT OF MANHOLE COVERS & EACH $ $
FRAMES
ADJUSTMENT OF WATER METERS EACH $ $

BERMUDA SOD – PER GDOT S.F. $ $

ITEM DESCRIPTION UNIT UNIT PRICE AMOUNT

SEED & STRAW – PER GDOT S.F. $ $

REMOVAL OF TREE & STUMP GRINDING EACH $ $

REMOVAL OF TREE ROOT UNDER THE
SIDEWALK ONLY EACH $ $
REMOVAL AND INSTALLATION OF ADA RAMP
INCLUDING DETECTOR WARNING STRIPS
EACH $ $

TOTAL BASE BID $ _________________________

TOTAL BASE BID IN WORDS

End of Exhibit I.

58
City of Stockbridge Purchasing Division
City of Stockbridge City Hall
4640 North Henry Boulevard
Stockbridge, GA 30281

ADDENDUM No. 1
Solicitation No.: REQUEST FOR PROPOSAL (RFP) NO. 2025-0004
Solicitation Title: CITY OF STOCKBRIDGE ANNUAL ON-CALL SIDEWALK
REPAIRS AND REPLACEMENT

ATTENTION ALL POTENTIAL BIDDERS:
X MUST ADDENDUM. READ CAREFULLY AND FOLLOW ALL INSTRUCTIONS.
This addendum forms a part of the contract documents, modifies the original bidding
Documents and shall be as binding as if contained therein.

Return Addendum with Bid Submittal. Failure to do so may subject the Bidder to
disqualification.

Return Completed Revised Bid Pricing Sheets with Bid Submittal.

TO ALL PROSPECTIVE BIDDERS, PLEASE NOTE THE FOLLOWING CHANGES
AND CLARIFICATIONS:

Words in strikethrough type are deletions from existing text. Words in bold, underline type are
additions to existing text.

1. Proposal Due Date has not changed. The Proposal Due Date is Thursday, May 29, 2025,
3:00 PM EST.

2. The deadline for questions has not changed. The deadline for questions is Friday, May
16, 2025, 2:30 PM EST.

CLARIFICATIONS / MODIFICATIONS / QUESTIONS AND ANSWERS

Q1. Concrete Mix: If contractor is pouring 1 yd. or less of concrete, can it be bag
concrete?
A1. Yes

Q2. Subdivisions: Will majority of work be in subdivisions?
A2. Yes
Request For Proposal (RFP) No. 2025-0004 – City of Stockbridge – Annual On-Call Sidewalk Repairs And Replacement, 5/19/2025
Addendum No. 1 – Page 1 of 2
Q3. Renewal: Will there be an option to renew? If so, will there be a % of markup allowed?
A3. There will be an option to renew. Any proposed increase can not exceed the annual
Consumer Price Index (CPI).

Q4. Work Size – In Exhibit B under Project Area, the first and second paragraph
seem to contradict each other. The first paragraph states work will be no less than 1000
sf of sidewalk, while the second paragraph states a minimum of 25 sf of sidewalk. Could
you please clarify? What will the minimum size of work orders be?
A4. The work requested will not be less that one-hundred (100) square feet.

Q5. Traffic Control – Can a line item be added for traffic control?
A5. Yes. However, the City reserves the right to review and approve the costs associated with
traffic control.

Q6. Trees – On removal of tree and stump grinding line item, what is the diameter
of trees?
A6. Stumps must be at least 12 inches in diameter.

Q7. Graffiti Damage – How long after concrete is completed will contractor be
responsible for graffiti damage?
A7. Thirty (30) days.

Q8a. For any work, material requested outside of the RFP will that be a change order?
A8a. Yes. Work outside of the RFP will be considered a change order.

Q8b. Is and of this work for the RFP need to be Bonded?
A8b. All work will need to be bonded.

Q8c. It states in the RFP that an inspection has to be performed before the concrete is poured,
will this have to be scheduled in advance and if so how far in advance will be have to
schedule it. Or will the inspection be readly available?
A8c. Inspections will have to be scheduled at least twenty-four (24) hours in advance.

Q8d. On Number 11 of the SOW on pg. 31 Decretive brick shall be installed to match existing
brick work, when necessary. This will be priced outside of the RFP correct?
A8d. Yes.

Q8e. Will we need to call GA-811 Locates for this RFP
A8e. Yes. Per GA law, 811 will have to be called prior to any excavations.

End of Addendum No. 1

Request For Proposal (RFP) No. 2025-0004 – City of Stockbridge – Annual On-Call Sidewalk Repairs And Replacement, 5/19/2025
Addendum No. 1 – Page 2 of 2
PROCUREMENT DIVISION
4640 N. Henry Boulevard, Stockbridge, GA 30281

ADDENDUM NO. 2
SOLICITATION NO.: REQUEST FOR PROPOSALS (RFP) NO. 2025-0004
SOLICITATION TITLE: ANNUAL ON-CALL SIDEWALK REPAIRS & REPLACEMENT

ATTENTION ALL POTENTIAL BIDDERS:
MUST ADDENDUM. READ CAREFULLY AND FOLLOW ALL INSTRUCTIONS.
X This addendum forms a part of the contract documents, modifies the original bidding
documents and shall be as binding as if contained therein.
Return Addendum with Bid Submittal. Failure to do so may subject the Bidder to
disqualification.
Return Completed Revised Bid Pricing Sheets with Bid Submittal.

TO ALL PROSPECTIVE BIDDERS, PLEASE NOTE THE FOLLOWING CHANGES AND
CLARIFICATIONS:

Words in strikethrough type are deletions from existing text. Words in bold, underlined type are
additions to existing text.

1. The RFP closing time has changed to Tuesday, June 3, 2025, at 3:00 PM EDT.

2. Added: Update Exhibit D to reflect the full bid documents.

Request For Proposals (RFP) No. 2025-0004 / City of Stockbridge Annual On Call Sidewalk Repairs and
Replacement / Addendum No. 2
PROCUREMENT DIVISION
4640 N. Henry Boulevard, Stockbridge, GA 30281

The City of Stockbridge website is the official location for the posting of all solicitation addenda and
contract award results. It is the obligation of each Prospective Provider to frequently monitor the City’s
website in order to obtain complete and timely information. The City’s website is located at
https://www.cityofstockbridge.com/default.aspx and Georgia Procurement Registry website
https://ssl.doas.state.ga.us/PRSapp/PR_index.jsp . All other terms, conditions, and specifications of the
solicitation remain unchanged.

Name of Company / Firm / Organization

Printed Name of Authorized Rep. / Title Signature of Authorized Representative / Date

Request For Proposals (RFP) No. 2025-0004 / City of Stockbridge Annual On Call Sidewalk Repairs and
Replacement / Addendum No. 2
EXHIBIT D
BOND DOCUMENTS

Each bid must be accompanied with a BID BOND (bond only: certified checks or other forms
are not acceptable) in an amount equal to five percent (5%) of the base bid, payable to the City of
Stockbridge. Said bid bond guarantees the bidder will enter into a contract to construct the
project strictly within the terms and conditions stated in this bid and in the bidding and contract
documents, should the construction contract be awarded.
The Successful Bidder shall be required to furnish a bond for the faithful performance on the
contract and a bond to secure payment of all claims for materials furnished and/or labor
performed in performance of the project, both in amounts equal to one hundred percent (100%)
of the contract price.
The Successful Bidder shall also be required to furnish a Maintenance Bond, in the amount of
one-third (1/3) of the contract price, guaranteeing the repair or replacement caused by defective
workmanship or materials for a period of one (1) year from the completion of construction.
Bonds shall be issued by a corporate surety appearing on the Treasury Department’s most current
list (Circular 570 as amended) and be authorized to do business in the State of Georgia.
Date of Bond must not be prior to date of Contract. If Contractor is a Partnership, all partners
shall execute Bond.
EXHIBIT D
BOND DOCUMENTS
BID BOND

KNOW ALL MEN BY THESE PRESENTS, THAT __________________________________
(Name of Contractor) __________________________________________________
(Address of Contractor) at __________________________________

(Corporation, Partnership and or Individual) hereinafter called Principal, and ________________
(Name of Surety)
(Address of Surety

A corporation of the State of _________________, and a surety authorized by law to do business in the
State of Georgia, hereinafter called Surety, are held and firmly bound unto

City of Stockbridge Georgia
(Name of Obligee)
4640 N Henry Blvd., Stockbridge, Georgia 30281
(Address of Obligee)

herein after referred to as Obligee, in the penal sum of____________________________________
Dollars ($ _______________) in lawful money of the United States, for the payment of which sum well
and truly to be made, we bind ourselves, our heirs, executors, administrators and successors, jointly and
severally, firmly by these presents.

WHEREAS, the Principal is about to submit, or has submitted, to the City of Stockbridge, Georgia, a
proposal for furnishing materials, labor and equipment for:

Request For Proposal, No. 2025-0006
Annual On-Call Water And Sewer Emergency, Operational Repair, Maintenance and
Construction

WHEREAS, the Principal desires to file this Bond in accordance with law in lieu of a certified Bidder’s
check otherwise required to accompany this Bid.

NOW, THEREFORE, the conditions of this obligation are such that if the bid is accepted, the Principal
shall within ten days after receipt of notification of the acceptance execute a Contract in accordance with
the Bid and upon the terms, conditions, and prices set forth in the form and manner required by the City
of Stockbridge, Georgia, and execute a sufficient and satisfactory Performance Bond and Payment Bond
payable to the City of Stockbridge, Georgia, each in an amount of 100% of the total Contract Price, in
form and with security satisfactory to said the City of Stockbridge, Georgia, and otherwise, to be and
remain in full force and virtue in law; and the Surety shall, upon failure of the Principal to comply with
any or all of the foregoing requirements within the time specified above, immediately pay to the City of
Stockbridge,

Georgia, upon demand, the amount hereof in good and lawful money of the United States of America,
not as a penalty, but as liquidated damages.
EXHIBIT D
BOND DOCUMENTS

PROVIDED, FURTHER, that Principal and Surety agree and represent that this bond is executed
pursuant, to and in accordance with the applicable provisions of the Official Code of Georgia Annotated,
as Amended, including, but not limited to, O.C.G.A. SS 13-10-1, et. Seg. And SS 36-86-101, et. Seg.
And is intended to be and shall be constructed as a bond in compliance with the requirements thereof.
Signed, sealed, and dated this __________ day of _______________________________, 2025.

ATTEST:

(Principal Secretary) (Principal)

(SEAL) BY: _________________________

(Witness to Principal) (Address)

(Address)

(Surety)

ATTEST
BY: _______________________________
(Attorney-in-Fact) and Resident Agent

(Attorney-in-Fact)

(Seal) ______________________________
(Address)

(Witness as to Surety)
(Address)
EXHIBIT D
BOND DOCUMENTS

PAYMENT BOND

KNOW ALL MEN BY THESE PRESENTS: THAT

(Name of Contractor)

(Address of Contractor)

(Corporation, Partnership or Individual)

Hereinafter called Principal, and

(Name of Surety)

(Address of Surety)

A Corporation of the State of _________________and a surety authorized by law to do business
in the State of Georgia, hereinafter called Surety, are held and firmly bound unto:

The City of Stockbridge Georgia
(Name of Obligee)

4640 N Henry Blvd. Stockbridge, Georgia 30281
(Address of Obligee)

Hereinafter referred to as Obligee; for the use and protection of all subcontractors and all persons
supplying labor, services, skill, tools, machinery, materials and/or equipment in the prosecution of the
work provided for in the contract hereinafter referred to in the full and just sum of
_____________________________ Dollars ($_____________) in lawful money of the United States, for
the payment of which sum well and truly to be made, the Principal and Surety bind themselves, their, and
EXHIBIT D
BOND DOCUMENTS

each of their heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these
presents.

The condition of this obligation is such, as whereas the Principal entered into a certain contract, hereto
attached, with the Obligee, dated____________________ for ________________.

NOW, THEREFORE, the conditions of this obligation are such that if the Principal shall well, truly, and
faithfully perform said Contract in accordance to its terms, covenants, and conditions, and shall promptly
pay all persons furnishing labor, materials, services, skill, tools, machinery and/or equipment for use in
the performance of said Contract, then this obligation shall be void; otherwise, it shall remain in full force
and effect.

All persons who have furnished labor, materials, services, skill, tools, machinery and/or equipment for
use in the performance of said Contract shall have a direct right of action on this Bond, provided payment
has not been made in full within ninety (90) days after the last day on which labor was performed,
materials service, skill, tools, machinery, and equipment furnished or the subcontract completed.

PROVIDED FURTHER, that said Surety to this Bond, for value received, hereby stipulates and agrees
that no change, extension of time, alterations, or additions, to the terms of the Contract or to the Work to
be performed thereunder shall in any way affect its obligation on this bond, and it does hereby waive
notice of any such change, extension of time, alterations, or additions to the terms of the Contract or to the
work to be performed thereunder.

PROVIDED, HOWEVER, that no suit or action shall be commenced hereunder by any person furnishing
labor, materials, services, skill, tools, machinery, and /or equipment having a direct contractual
relationship with a subcontractor, but no contractual relationship express or implied with the Principal:

Unless such person shall have given notice to the Principal within 120 days after such person did, or
performed the last of the work or labor, or furnished the last of the materials, services, skill, tools,
machinery and/or equipment for which claim is made, stating with substantial accuracy the amount
claimed and the name of the party to whom the materials, services, skill, tools, machinery, and/or
equipment were furnished, or for whom they work or labor was done or performed. Such a notice shall be
served by mailing the same by registered mail, postage prepaid, in an envelope addressed to the Principal,
at any place where an office is regularly maintained for the transaction of business, or served in any
manner in which legal process may be served in the State in which the aforesaid project is located, save
that such service need not be made by a public officer, and a copy of such notice shall be delivered to the
Obligee, to the person and at the address provided for in the Contract, within five days of the mailing of
the notice to the Principal.
EXHIBIT D
BOND DOCUMENTS

PROVIDED FURTHER, any suit under this Bond must be instituted before the expiration of one year
after the acceptance of the public works covered by the Contract by the proper authorities.

PROVIDED FURTHER, that Principal and Surety agree and represent that this bond is executed pursuant
to and in accordance with the applicable provision of the Official Code of Georgia Annotated, as
amended, including, but not limited to, O.C.G.A. SS 13-10-1, et. Eq. and SS 36-86-101, et. Seg., and is
intended to be and shall be construed as a bond in compliance with the requirements, therefore.

Signed, sealed, and dated this___________day of_______________, 2025
ATTEST:

(Principal Secretary) (Principal)
(Seal)

By:__________________________

(Witness to Principal) (Address)

___________________________________ (Surety)

ATTEST BY:
Agent
(Attorney-in-Fact)

(Seal)

(Address)

(Witness as to Surety)
EXHIBIT D
BOND DOCUMENTS
PERFORMANCE BOND

KNOW ALL MEN BY THESE PRESENTS: THAT
(Name of Contractor)

(Address of Contractor)
(Corporation, Partnership or Individual)

Hereinafter called Principal, and

(Name of Surety)

(Address of Surety)

A Corporation of the State of _________________ and a surety authorized by law to do business in the
State of Georgia, hereinafter called Surety, are held and firmly bound unto:

The City of Stockbridge, Georgia
(Name of Obligee)

4640 N Henry Blvd., Stockbridge, Georgia 30281
(Address of Obligee)

Hereinafter referred to as Obligee; are held firmly bound unto said Obligee and all persons doing work or
furnishing skill, tools, machinery, supplies, or material under or for the purpose of the Contract
hereinafter referred to, in the penal sum of: __________________________Dollars ($______________),
in lawful money of United States, for the payment of which sum well and truly to be made, we bind
EXHIBIT D
BOND DOCUMENTS
ourselves, our heirs, executors, administrators and successors, jointly and severally, firmly by these
presents.

The condition of this obligation is such, as whereas the Principal entered into a certain contract, hereto
attached, with the Obligee, dated_______________ for: _____________.

NOW THEREFORE, the conditions of this obligation are such that if the above-bound Principal shall
well, truly, fully and faithfully perform said contract according to its terms, covenants, conditions, and
agreements of said contract during the original term of said contract and any extensions thereof that may
be granted by the oblige, with or without notice to the Surety, and during the life of any guaranty required
under the contract, and shall also well and truly perform and fulfill all the undertakings, covenants, terms,
conditions and agreement of any and all duly authorized modifications of said contract that may hereafter
be made, then his obligation shall be void, otherwise to remain in full force and effect.

PROVIDED FURTHER, that said Surety to this Bond, for value received, hereby stipulates and agrees
that no change, extension of time, alterations, or additions to the terms of the Contract or to the Work to
be performed thereunder shall in any way affect its obligation on this bond, and it does hereby waive
notice of any such change, extension of time, alterations, or additions to the terms of the Contract or to the
work to be performed thereunder.

PROVIDED FURTHER, that Principal and Surety agree and represent that this bond is executed pursuant
to and in accordance with the applicable provisions of the Official Code of Georgia Annotated, as
amended, including but not limited t. O. C.G.A. SS 13-10-1 et. Eq. and SS 36-86-101, et Seg., and is
intended to be and shall be construed as a bond in compliance with the requirements thereof.

Signed, sealed, and dated this________day of __________________, 2025

ATTEST:

(Principal)
(Principal Secretary)

(Seal)

By: ____________________________________________________

(Witness to Principal)

(Address)
EXHIBIT D
BOND DOCUMENTS

(Surety)

ATTEST:

(Attorney-in-Fact) and Resident Agent

(Attorney-in-Fact)

(Seal)
(Address)

(Witness as to Surety)

(Address)
EXHIBIT D
BOND DOCUMENTS

MAINTENANCE BOND
PROJECT NO: _____________
BOND NO: ________________

KNOW ALL MEN BY THESE PRESENTS that we, _______________________ as Principal, and
________________________as Surety, are held and firmly bound unto the CITY OF
STOCKBRIDGE, GEORGIA, as Obligee in the sum of one-third of the contract bid for the
payment of which said Principal and Surety bind themselves, their heirs, administrators,
executors, successors and assigns jointly and severally, firmly by these presents.

WHEREAS, the Principal has entered into an agreement with the City of Stockbridge. Said work has now
been completed and the Obligee desires a maintenance bond guarantee said streets and
improvements for a period of one-year beginning_____________ and
ending_________________.

NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION IS SUCH, that if the Principal shall
fully indemnify and save harmless the City of Stockbridge from any and all loss, costs, expenses
or damages, for any repairs or replacements required because of defective workmanship or
materials in said construction, then this obligation shall be null and void; otherwise to be and
remain in full force and effect as to any such claim arising within one year from the completion of
said construction as set forth in said agreement.

Signed, sealed and dated this_______ day of ________________, 2025
Witness:
(Principal)

(Name of Surety Company)

(Attorney-in-fact)

End of Exhibit D.
Response Proposals Listing
for
Request for Proposals No. 2025-0004
Annual On-Call Sidewalk Repairs and Replacement

The following proposals were received in response to Request For Proposals No. 2025-0004,
City of Stockbridge Annual On-Call Sidewalk Repairs and Replacement by the closing date of
6/3/2025, 3:00PM, EST.

A & S Paving, Inc.
Blount Construction Company, Inc.
CGS Waterproofing, LLC
Construction
CSTE, Inc.
DAF Concrete, Inc.
HFJ Concrete
Limitless Concrete & Works, Inc.
Peach State Construction Co., LLC
The M. Mitchell Group, LLC

Department of Finance – Procurement Division * 4640 N. Henry Boulevard * Stockbridge, GA 30291 *Tel: (770) 389-7900
Request for Proposal No. 2025-0004
On-Call Sidewalk Repairs and Replacement
Date: April 28, 2025

Optional Pre-bid Conference – In Person
Monday, May 12, 2025, at 1:30 p.m. EST.
4640 N. Henry Boulevard, Levi Conference Room
Stockbridge, Georgia 30281

PROPOSAL DUE DATE:
Thursday, May 29, at 3:00 p.m. EST.

Bids shall only be accepted online through the Bonfire Portal at:
City of Stockbridge Annual On-Call Sidewalk Repairs and Replacement

Any bid submitted in any other format (email, paper, fax, mail, etc.) will not be accepted.

Instructions to Offerors:

1. All communications regarding this solicitation must be with the Contract Specialist,
Wanda J. Cooley, Wcooley@stockbridgega.org.

2. All questions or requests for clarification must be sent via Bonfire under Message -
Opportunity Q&A: City of Stockbridge Annual On-Call Sidewalk Repairs and Replacement.
Questions are due no later than Friday, May 16, at 2:30 p.m. EST. Questions received
after this date and time may not be answered.

3. Questions and clarifications will be answered in the form of an addendum. Any addenda,
schedule changes, and other important information regarding or related to the solicitation
will be posted on Bonfire website at City of Stockbridge Annual On-Call Sidewalk Repairs
and Replacement and it is the Offeror’s responsibility to check the Bonfire portal for any
addendum or other communications related to this solicitation.

4. The City of Stockbridge reserves the right to reject all bids and to waive technicalities
and informalities, and to make award in the best interest of the City of Stockbridge.

5. The City of Stockbridge is not responsible for any technical difficulties. It is highly
recommended that all potential contractors submit their quotes prior to the due date of
this solicitation.
PROPOSAL LETTER
Request for Proposal No. 2025-0004
Annual On-Call Sidewalk Repairs and Replacement

We propose to furnish and deliver all the deliverables and services named in the attached Request
for Proposal (RFP). The price or prices offered herein shall apply for the period stated in the
RFP.

We further agree to strictly abide by all the terms and conditions contained in the City of
Stockbridge Procurement Manual as modified by any attached special terms and conditions, all
of which are made a part hereof. Any exceptions are noted in writing and included with this bid.

It is understood and agreed that this statement of Proposal and proposal constitutes an offer,
which when accepted in writing by Purchasing Office, City of Stockbridge, and subject to the
terms and conditions of such acceptance, will constitute a valid and binding contract between the
undersigned and the City of Stockbridge.

It is understood and agreed that we have read the City’s specifications shown or referenced in
the RFP and that this statement is made in accordance with the provisions of such specifications.
By our written signature on this proposal, we guarantee and certify that all items included in this
statement meet or exceed all such City specifications. We further agree, if awarded a contract,
to deliver goods and services which meet or exceed the specifications. The City of Stockbridge
reserves the right to reject any or all offers, waive technicalities, and informalities, and to make
an award in the best interest of the city.

It is understood and agreed that this statement of Proposal and proposal shall be valid and held
open for a period of one hundred twenty (120) days from opening date.

PROPOSAL SIGNATURE AND CERTIFICATION
(Proposer to sign and return)

I certify that this offer is made without prior understanding, agreement, or connection with any
corporation, firm, or person submitting a proposal for the same materials, supplies, equipment,
or services and is in all respects fair and without collusion or fraud. I understand collusive
bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil
damage awards. I agree to abide by all conditions of the proposal and certify that I am authorized
to sign this proposal for the proposer. I further certify that the provisions of the Official Code of
Georgia Annotated, Sections 45-10-20 et. seq. have not been violated and will not be violated
in any respect.

Authorized Signature______________________________Date_______________________

Print/Type Name___________________________________________________________

Print/Type Company Name Here______________________________________________

Email _________________________________________________________________

Contract
RFP No. 2025-0004, Annual On-Call Sidewalk Repairs & Replacement

This CONTRACT made and entered into this ____ day of ____________, 2025 by and between the City
of Stockbridge, (Party of the First Part, hereinafter called the “City”), and_________________________.
Party of the Second Part, hereinafter called the “Service Provider” or “Contractor”).

NOW THEREFORE, for and in consideration of the mutual promises and obligations contained herein
and under the conditions hereinafter set forth, the parties do hereby agree as follows:

1. TERMS:
The services to be performed under this Contract shall commence upon the date stated in the notice to
proceed letter. The contract period for this contract is for the duration of the project. Upon the
completion of the full scope of work the contract shall terminate absolutely and without further
obligation as required by O.C.G.A. §36-60-13, as amended, unless terminated earlier in accordance
with the provisions of this Contract.

OPTIONAL RENEWALS:
This Contract may be renewed at the sole discretion of the City for four (4) additional twelve-month
terms, upon the same terms and conditions, as provided for in this Contract, unless terminated by the
City, by notice to the service provider or termination and non-renewal by December 31 of the Contract
year.

2. ATTACHMENTS:
The following documents are attached and are specifically incorporated herein by reference; and,
along with this Contract and the General Conditions attached as Exhibit A encompass all of the
Contract documents:
Exhibit A: General Conditions.
Exhibit B: Scope of Work and Specifications.
Exhibit C: Request for Proposal.
Exhibit D: Bond Documents.
Exhibit E: Georgia Security and Immigration Compliance Affidavit.
Exhibit F: Drug-Free Workplace.
Exhibit G: Purchasing Policy Addendum.
Exhibit H: Affidavit Verifying Status for Public Benefit Application.
Exhibit I: General Concrete Work Bid Form/Cost Proposal.

3. PERFORMANCE:
Service Provider agrees to furnish all skill and labor of every description necessary to carry out
perform, perform the services in accordance with the Contract Documents (the “Work”).

4. PRICE:
The City agrees to pay the Service Provider following receipt by the City of a detailed invoice
reflecting the actual work performed by the Service Provider, provided, however, Service Provider
guarantees that the maximum price for materials, labor and expenses, shall be the amount reflected in
Exhibit I.

5. INDEMINIFICATION AND HOLD HARMLESS:
[See Section 13 of Exhibit A. --- General Conditions]
Service Provider further agrees to protect, defend, indemnify, and hold harmless the CITY, its
council members, officers, agents, and employees from and against any and all claims or liability
for compensation under the Worker’s Compensation Act arising out of injuries sustained by any
employee or subcontract of the Service Provider, as allowed under the law.

6. TERMINATION FOR CAUSE:
The City may terminate this Contract for cause upon ten (10) days prior written notice to the Service
Provider of the Service Provider’s default in the performance of any term of this Contract. Such
termination shall be without prejudice to any City’s rights or remedies provided by law.

7. TERMINATION FOR CONVENIENCE:
The City may terminate this Contract for its convenience at any time upon (30) days written notice to
the Service Provider. In the event of the City’s termination of this Contract for convenience, the
Service Provider will be paid for those services actually performed. Partially completed performance
of the Contract will be compensated based upon a signed statement of completion to be submitted by
the Service Provider who shall itemize each element of performance.

8. TERMINATION FOR FUND APPROPRIATION:
The City may unilaterally terminate this Contract due to lack of funding at any time by written notice
to the Service Provider. In the event of the City’s termination of this Contract for fund appropriation,
the Service Provider will be paid for those services actually performed. Partially completed
performance of the Contract will be compensated based upon a signed statement of completion to be
submitted by the Service Provider which shall itemize each element of performance.

9. CONTRACT NOT TO DISCRIMINATE:
During the performance of this Contract, the Service Provider will not discriminate against any
employee or applicant for employment because of race, creed, color, sex, national origin, age, or
disability which does not preclude the applicant or employee from performing the essential functions
of the position. The Service Provider will also, in all solicitations or advertisements for employees
placed by qualified applicants, consider the same without regard to race, creed, color, sex, national
origin, age, or disability which does not preclude the applicant from performing the essential
functions of the job. The Service Provider will cause the foregoing provisions to be inserted in all
subcontracts for any work covered by this Contract so that such provision will be binding upon each
subservice providers for standard commercial supplies of raw materials.

10. ASSIGNMENT:
The Service Provider 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 consent of the City in writing.

11. WAIVER:
A waiver by either party of any breach of any provision, term, covenant, or condition of this Contract
shall not be deemed a waiver of any subsequent breach of the same or any other provision, term,
covenant, or condition.

12. SEVERABILITY:
The parties agree that each of the provisions included in this Contract is separate, distinct and
severable from the other and remaining provisions of this Contract, and that the invalidity of any
Contract provision shall not affect the validity of any other provision or provisions of this Contract.

13. GOVERNING LAW:
The parties agree that this Contract shall be governed and construed in accordance with the laws of
the State of Georgia. This Contract has been signed in Henry County, Georgia.

14. MERGER CLAUSE:
The parties agree that the terms of this Contract included the entire Contract between the parties, and
as such, shall exclusively bind the parties. No other representations, either oral or written, may be
used to contradict the terms of this Contract.

IN WITNESS WHEREOF, the parties hereto, acting through their duly authorized agents, have caused
this CONTRACT to be signed, sealed and delivered.

Signatures on following page.

STOCKBRIDGE, GEORGIA

By: _____________________________________
Anthony S. Ford
Mayor, City of Stockbridge, Georgia

ATTEST: _________________________________
Vanessa Holiday
City Clerk

APPROVED AS TO FORM:

City Attorney

SERVICE PROVIDER:

Signature___________________________________ Date _________________

Print Name__________________________________

Print Title ___________________________________

ATTEST:

____________________________________________ Date _________________
Signature

Print Name__________________________________

Print Title __________________________________

EXHIBIT A
GENERAL CONDITIONS

1. SCOPE OF WORK
The Contract will be to provide services to the City in accordance with the Contract Documents.
All work shall be performed in accordance with the Scope of Services attached hereto as Exhibit B

2. REGULATIONS
2.1 The Service Provides shall comply with all applicable federal, state and local laws,
ordinances, rules and regulations pertaining to the performance of the work specified
herein.

2.2 The Service Provider shall obtain all permits, licenses and certificates, or any such
approvals of plans or specifications as may be required by Federal, State and local laws,
ordinance, rules and regulations, for the proper execution of the work specified herein.

2.3 During the performance of this Contract, the Service Provider shall keep current and, if
requested by the City, provide copies of any and all licenses, registrations or permits
required by applicable governing agencies, The Service Provider shall keep a copy of any
and all licenses, registrations and permits on the job site while performing the Contract
work.

2.4 The Service Provider will comply with the City of Stockbridge’s purchasing policies.

2.5 Service Provider will complete all work in accordance with all applicable legal
requirements, including but not limited to O.C.G.A. § 50-5-63, as applicable.

3. SERVICE PROVIDER’S PERSONNEL
3.1 The Service Provider will abide by all State and Federal regulations on wages and hours
of an employee dealing with the employment relationship between the Service Provider
and its subsidiaries or related parties and its employees, including but not limited to the
Federal National Labor Relations Act, the Federal Fair Labor Standards Act, the Federal
Civil Rights Act of 1964, as amended, and the Americans with Disabilities Act.

3.2 The Service Provider shall require all prospective employees to show proof of
citizenship, or proof from the United States Immigration and Naturalization Service of
valid entry permits and/or work permits for legal aliens and proof that such legal aliens
are eligible to be employed in the United States. This includes any requirement for
participation in the DHS E-Verify or SAVE program.

3.3 Should the Service Provider engage employees who are illiterate in English, it will be the
Service Provider’s responsibility and obligation to train such employees to be able to

EXHIBIT A
GENERAL CONDITIONS

identify and understand all signs and notices in and /or around the areas that relate to
them or the services being performed by them pursuant to this Contract. In addition, the
Service Provider will have someone in attendance at all time who can communicate
instructions to said employees.

3.4 The Service Provider shall maintain a drug-free workplace within the meaning of the
Georgia Drug-free Workplace Act. No employee shall be hired by a Service Provider for
work on the City’s premises prior to such employee having tested negative for drugs. In
addition, existing employees having tested negative for drugs. In addition, existing
employees of the Service Provider must be subject to drug testing by the Service Provider
upon reasonable suspicion of drug use. Results of all such drug tests are to be retained by
the Service Provider. Copies shall be provided to the City, if requested.

3.5 The Service Provider shall transfer promptly from the City any employee or employees
that the City advises are not satisfactory and replace such personnel with employees
satisfactory to the City; but in no event shall the City be responsible for monitoring or
assessing the suitability of any employee or agent of the Service Provider.

3.6 The Service Provider’s employees shall be instructed that no gratuities shall be solicited
or accepted for any reason whatsoever from the tenants, customers or other persons at the
City.

3.7 A valid driver license (Commercial Driver License, if applicable) will be required of all
personnel operating motor vehicles or motorized equipment on roadways in or around the
City.

3.8 While working on city property all Service Provider’s employees shall wear neat-
appearing business casual attire or uniforms with the company name and/ or logo and
footwear of a style that the complies with all legal and safety requirements, including and
without limitation, the requirements of OSHA.

3.9 Designation of Supervisor-the Service Provider shall designate an experienced
Supervisor (“Supervisor”) acceptable to the City for all purpose related to the work. The
initial Supervisor shall be (TBD).
3.9.1 The Supervisor shall be fully responsible for the Service Provider meeting
all of its obligations under this Contract. The Supervisor shall provide the
City with an appropriate status report on the progress of the project.
3.9.2 The Supervisor shall be available, as reasonably required, to be on-site
during necessary times. Such times shall be discussed between the

EXHIBIT A
GENERAL CONDITIONS

Supervisor and the City, but the final required times will be the City’s
discretion.
3.9.3 In the event that the designated Supervisor terminates employment with
the Service Provider or is requested by the City to be removed from the
role of Supervisor (as provided in Section 3.5), the position shall be
assumed by an individual with equivalent qualifications, experience, and
knowledge. Such replacement shall require the City’s prior approval.
3.10 The process by which the implementation partner requests the removal of a team
member from the project. If a Service Provider replaces a proposed team member,
the Service Provider shall replace that team member of similar experience. The
City reserves the right to accept or reject any proposed or replacement team
member, with or without cause, at any time during the duration of the project.
4. TOOLS AND EQUIPMENT
It shall be the sole responsibility of the Service Provider to provide for all tools, parts,
and equipment necessary to perform work under this Contract.

5. PERFORMANCE REQUIREMENTS
5.1 The Service Provider shall perform all of its obligations and functions under the Contract
in accordance with the Contract specifications and industry standards. The Service
Provider shall adjust and coordinate its activities to the needs and requirements of the
City and perform its activities so as not to annoy, disturb, endanger, unreasonably
interfere with or delay the operations or activities of the City.

5.2 The Service Provider’s personnel shall perform work in compliance with all Federal,
State, and City of Stockbridge regulations.
5.3 Dates for commencement and completion of work shall be coordinated with the City’s
Authorized Representative (CAR).
5.4 Any work required beyond that which is specified herein shall be reported in advance to
the City. At no time shall work beyond the scope be performed without prior written
authorization from the City.
5.5 The Service Provider shall utilize maximum safety procedures. Tools and equipment will
be in a good state of repair, safe to use, and be used in the manner in which they were
intended. The Service Provider is required to inform all workers and concerned persons
of the Material Safety Data on all products being utilized on this project. No materials or
equipment will be left unattended at any time.

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6. CONFIDENTIAL INFORMATION
6.1 In the curse of performing the Contract work, the Service Provider may gain access to
security-sensitive and other sensitive information of the City.

6.2 The Service Provider agrees to hold all City data and information in confidence and to
make such information known only to its employees and subcontracts who have a
legitimate need to know such information and only after advising such persons of the
Service Provider’s non-disclosure obligations.
6.3 The Service Provider shall seek the City’s prior written consent before using for any
purpose other than the fulfillment of the Service Provider’s obligations hereunder, or
before releasing, disclosing, or otherwise making such information available to any other
person.
6.4 The Service Provider shall employ such practices and take such actions to protect the
City’s information from unauthorized use or disclosure as the Service Provider employs
and takes to protect its own information, but in no event shall the Service Provider use
less than reasonable efforts to protect the City’s information.
6.5 The provisions of this Section shall survive the expiration or earlier termination of the
Contract.
7. USE OF PREMISES
During the progress of the work specified herein, to the extent any work is performed on
the City’s premises, the Service Provider shall keep the premises free from accumulation
of waste materials, and other debris resulting from, work and about the premises as well
as tools, equipment, machinery and surplus material, and leave the site clean and ready
for occupancy by the City.

8. SAFETY AND PROTECTION
The Service Provider shall be solely and completely responsible for initiating,
maintaining and supervising all safety precautions for the safety of, and shall provide the
necessary protection to prevent damage, injury or loss to all employees on the worksite
and other persons including, but not limited to, the general public who may be affected
thereby.

9. COMPENSATION – INVOICE AND PAYMENT FOR SERVICES
9.1 The City shall pay the Service Provider, subject to any authorized deductions, the
applicable prices set forth for each service authorized by the City, and actually delivered
or performed, as the case may be, by the Service Provider to the satisfaction and
acceptance, as appropriate, of the City. The timing of such payments shall be as set forth
below in the Section.

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9.2 The Service Provider shall invoice with such supporting documentation and other backup
material as the City may reasonably require. The Service Provider shall provide the Proof
of Payment indicating all subcontractors have paid, with each invoice.
9.3 The Service Provider shall deliver to the City approval and acceptance, and before
eligible for final payment of any amounts due, all documents and material prepared by
the Service Provider for the City under this Contract.
9.4 The City shall pay the undisputed amount of the Service Provider’s invoice, as it may be
reduced to reflect unsubstantiated or unsatisfactory service. Items in dispute shall be paid
upon the resolution of the dispute. No verification or payment of any amounts invoiced
shall preclude the City from recovering any money paid in excess of that due under the
terms of this Contract.
9.5 The Service Provider shall be obligated to pay promptly all proper charges and costs
incurred by the Service Provider for labor and expenses incurred for the work performed
hereunder. The City shall have the right, but not the obligation, to pay directly to third
parties (including subcontractors) all past due amounts owed by the Service Provider to
third parties for labor and materials used for the work hereunder, based on invoices
submitted by such third party, and all such amounts paid by the City shall be applied
toward, and shall reduce, amount owed to Service Provider hereunder.
9.6 The Service Provider shall submit all invoices with purchase order number to: City of
Stockbridge, GA, Accounts Payable, 4640 N. Henry Blvd Stockbridge, GA. 30281.
9.7 The Service Provider will agree to comply with the City of Stockbridge’s Financial
Policies and Purchasing Policy, to the extent applicable.
9.8 The Service Provider agrees that the compensation provided herein shall be full and final
settlement of all claims arising against Stockbridge for work done, materials furnished,
costs incurred or otherwise arising out of this contract and shall release the City from any
and all further claims related to the payment for services and materials furnished in
connection with this Agreement.
9.9 The Service Provider and City agree that in any event a provision of this Contract
pertaining to the time of payment, the rate of payment, and any rates of interest differs
from any provision of the Prompt Pay Act, such provision of the Prompt Pay Act is
hereby waived and said Contract provision shall control. The City shall not be
responsible for any interest penalty or for any late payment.
10. COMPLIANCE WITH LAWS AND REGULATIONS
10.1 The Service Provider shall perform its obligations and functions hereunder in compliance
with the applicable laws of the United States, the State of Georgia, Henry County, the

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City of Stockbridge, any applicable rules, regulations or directives of any agency thereof,
and the applicable regulations of the City. OSHA rules and regulations shall be followed
at all times. The City shall have the right (but not the obligation) to contest or challenge
by any means whatsoever any law, regulation, rule or directive which in any way affects
or otherwise impacts upon the Service Provider’s performance of its obligations and
functions hereunder; the Service Provider shall cooperate to the fullest extent and take
whatever action (including becoming a party in any litigation) the City should reasonable
request in connection with any such challenge or contest by the City.

10.2 The Service Provider shall obtain and keep current all licenses, permits and
authorizations, whether municipal, county, state or deferral, required for the performance
of its obligations and functions hereunder and shall pay promptly when due all fees
therefore.
10.3 The Service Provider shall abide by all applicable state and federal regulations pertaining
to wages and hours of an employees; including but not limited to the Service Provider’s
compliance with requirements of O.C.G.A. 13-10-91 AND Rule 300-104-1-.02.
11. SERVICE PROVIDER’S LIABILITY
The Service Provider shall be responsible for the prompt payment of any fines imposed
on the city or the Service Provider by any other federal, state or local governmental
agency as a result of the Service Provider’s, or its subcontractor’s (or the officers’
directors’, employees’ or agents’ of either), failure to comply with the requirements of
any law or any governmental agency rule, regulation, order or permit. The liability of the
Service Provider under this Section 11 is in addition to and in no way a limitation upon
any other liabilities and responsibilities which may be imposed by applicable law or by
the indemnification provision of Section 12 hereof, and such liability shall survive the
expiration or earlier termination of this Contract.

12. INDEMNIFICATION AND INSURANCE
12.1 This section omitted.
12.2 In addition to indemnification provisions stated above, if the City’s use of any service,
software, firmware, programming, or other item provided by or on behalf of the Service
Provider is enjoined due to infringement of another person or entity’s intellectual
property rights, the Service Provider shall promptly, at its sole cost and expense, modify
the infringing item so that it no longer infringes, procure for the City the legal right to
continue using the infringing item, or procure for the City a non-infringing item, or
procure for the City a non-infringing replacement item having equal or greater functional
capabilities as the infringing item.

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12.3 To the extent allowed under Georgia law, the Service Provider shall indemnify and hold
harmless the City, and the City's officers, directors, partners, agents, consultants, and
employees from and against any and all claims, costs, losses, and damages (including but
not limited to all fees and charges of engineers, architects, attorneys, and other
professionals, and all court, arbitration, or other dispute resolution costs) arising out of or
relating to the Project, provided that any such claim, cost, loss, or damage is attributable
to bodily injury, sickness, disease, or death, or to injury to or destruction of tangible
property ( other than the Work itself), including the loss of use resulting therefrom, but
only to the extent caused by any negligent act or omission of Service Provider or Service
Provider's officers, directors, partners, employees, or Consultants. The Service Provider
will notify the City in writing of any claim made or suit instituted against the Service
Provider because of its activities in the performance of the Contract.
12.4 No recourse under or upon any obligation, covenant or agreement contained in this
Contract, or any other agreement or document pertaining to the work or services of the
Service Provider hereunder, as such may from time to time be altered or amended in
accordance with the provisions hereof, or any judgment obtained against the City, or by
the enforcement of any assessment or by any legal or equitable proceeding by virtue of
any statute or otherwise, under or independent of this Contract, shall be had against any
member (including without limitation members of the City’s Council, or members of the
citizens advisory committees of each), any officer, employee or agent, as such, past,
present, or future of the City, either directly or through the City or otherwise for any
claim arising out of or in connection with this Contract or the work or services conducted
pursuant to it, or for any sum that may be due and unpaid by the City. Any and all
personal liability of every nature, whether at common law or in equity, or by statue or by
constitution or otherwise, of any such member, officer, employee, or agent, as such, to
respond by reason of any act or omission on his or her part or otherwise for any claim
arising out of or in connection with this Contract or the work or services conducted
pursuant to it, or for the payment for or to the City, or any receiver therefore or otherwise,
or any sum that may remain due and unpaid by the City, is expressly waived and released
as a condition of and in consideration of the execution of this Contract and the promises
made to the Service Provider pursuant to this Contract.
12.5 In any and all claims against the City, or any of their officers, members, agents, servants
or employees, by any employee of the Service Provider, any subcontractor, anyone
directly or indirectly employed by any of them or anyone for whose acts any of them may
be liable, the indemnification obligation of the Service Provider under this Section 12
shall not be limited in any way by any limitation on the amount or type of damages,
compensation or benefit payable by or for the Service Provider or any subcontractor
under Workers’ Compensation Acts, disability benefit acts or other employee benefit
acts.

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12.6 No provisions of Section 12 herein shall be construed to negate, abridge, or otherwise
reduce any other right of indemnity that the City may have as to any party or person
described therein.
12.7 Insurance
12.7.1 General Liability and Automobile Liability. The Service Provider shall purchase
and maintain in force during the term of the Contract, at its own cost and
expense, to protect the Service Provider, the City, and the members (including,
without limitation, all members of the governing City’s Council and the citizens’
advisory committees of each), officers agents, and employees of each, from and
against any and all liabilities arising out of or in connection with the Service
Provider’s performance of the Contract work:
(1) Commercial general liability insurance with coverage of not less
than ONE MILLION DOLLARS ($1,000,000.00) combined single limit
per occurrence, and with contractual liability coverage for Service
Provider’s covenants to and indemnification of the City under the
Contract, and
(2) Automobile liability insurance with policy limits of not less than
ONE MILLION DOLLORS ($1,000,000.00) combined single limit per
accident or occurrence covering each motor vehicle operated on City
property.
12.7.1.1 Self-Insured Retention. Service Provider’s commercial general liability
insurance policies shall not be subject to a self-insured retention exceeding
$10,000, if the value of the Contract is less than $1,000,000, and not be subject to
a self-insured retention exceeding $100,000, if the Contract is $1,000,000 or
more, unless approved by the City Manager. Service Provider’s automobile
liability insurance policies shall not be subject to a self-insured retention
exceeding $10,000, unless approved by the City Manager.
12.7.1.2 Additional Insured Endorsement. Service Provider agrees and shall cause
the City their member (including, without limitation, members of the City’s
Council and members of the citizens’ advisory committees of each), officers,
employees, and agents to be named as additional insured under such policy or
policies of commercial general and automobile liability insurance.

12.7.1.2 Workers’ Compensation and Employer’s Liability. If Service Provider
has any employee working on City property, Service Provider shall procure and
maintain in force during the term of the Contract (i) workers’ compensation
insurance, and (ii) employer’s liability insurance. The policy limits of the Service

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Provider’s employer’s liability insurance shall not be less than $100,000 for “each
employee.” If the Service Provider is self-insured, the Service Provider shall
provide proof of self-insurance and authorization to self-insure as required by
applicable state laws and regulations.

12.7.1.3 Professional Liability Insurance. The Service Provider shall purchase and
maintain in force during the term of the Contract, Professional Liability insurance
which will pay for damages arising out of errors or omissions in the rendering, or
failure to render professional services under the Contract in the amount of at least
ONE MILLION DOLLARS ($1,000,000.00) per claim. Such insurance must
contain nose and tail coverage to include work performed by the Service Provider
from the project’s inception date and until such time as the Statue of Limitations
has run for the work done on the project.

12.7.4 Health Insurance. Not applicable.
12.7.5 Garage Liability Insurance. Not applicable.
12.7.6 Garage Keeper’s Legal Liability Insurance. Not applicable.
12.7.7 Crime Coverage. Not applicable.
12.7.8 Pollution Liability Insurance. Not applicable.
12.7.9 Deductibles. The Service Provider’s policies of insurance required by this
Section 12.7may require the Service Provider’s payment of a deductible, provided the
Service Provider’s insurer is required to pay claims from the first dollar at 110% of the
claim value without any requirement that the Service Provider pay the deductible prior to
its insurer’s payment of the claim.

12.7.10 Other Insurance Requirements. All insurance policies required by this Section
12.7 shall provide that they are primary insurance with respect to any other valid
insurance the City may possess, and that any other insurance the City does possess shall
be considered excess insurance only. All such insurance shall be carried with a company
or companies which meet the requirements of Section 13.2 of these General Conditions
and said policies shall be in a form satisfactory to the City. A properly completed and
executed Certificate of Insurance on a form provided or approved by the City (such as a
current ACORD certificate of insurance) evidencing the insurance coverage required by
this Section shall be furnished to the City upon the Service Provider shall provide the
City with at least thirty (30) days’ prior written notice of any adverse material change in
the Service Provider’s required insurance coverage except that ten (10) days’ notice of
cancellation for non-payment is required. For purposes of this Section 12.7.10, and
“adverse material change” shall mean any reduction in the limits of the insurer’s liability,

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any reduction, non-renewal or cancellation of any insurance coverage, or any increase in
the Service Provider’s self-insured retention. Prior to the expiration of any such policy,
the Service Provider shall file with the City a certificate of insurance showing that such
insurance coverage has been renewed. If the insurance coverage is canceled or reduced,
the Service Provider shall, within five (5) days after such cancellation or reduction in
coverage, file with the City a certificate showing that the required insurance has been
reinstated or provided through another insurance company or companies approved by the
City. If the Service Provider fails to obtain or have such insurance reinstated, the City
may, if it so elects, and without waiving any other remedy it may have against the Service
Provider, immediately terminate this Contract upon written notice to the Service
Provider. The City Manager shall have the right to alter the monetary limits or coverage
herein specified from time to time during the term of this Contract, and the Service
Provider shall comply with all reasonable requests of the City Manager with respect
thereto.
13. LIABILITY INSURANCE
13.1 N/A
13.2 Liability Insurance Companies furnishing insurance coverage required by these General
Conditions shall (a) be approved to issue insurance policies in the State of Georgia, and
(b) must have no less that a “B+” Financial Rating and a Financial Size Category of
“Class VI” or higher according to the most current edition of A.M. Best’s Insurance
Reports. If the liability insurer is rated by A.M. Best’s Insurance Reports at an “A-
Financial Rating and a Financial Size Category of “Class VIII” or higher that the City
Manager may waive the requirement for the insurer to be approved by the State of
Georgia.
14. CONTRACT ADJUSTMENTS
14.1 Notwithstanding any provision herein to the contrary, the City reserves the right to
modify at any time the nature, method, scope, frequency, or timing of the Service
Provider’s obligations under this Contract (Contract Adjustments) in whatever manner it
determines to be reasonably necessary for the proper completion of the Service
Provider’s work hereunder. Both parties agree that, should any Contract Adjustments be
made, the Service Provider’s compensation will be adjusted accordingly, in such amount
or amounts as will be mutually agreed to by means of good faith negotiation by the City
and Service Provider and, to the extent possible, by reference to any unit costs already
established in the Proposal. Without exception, all deletion or additions to the scope of
work will be set forth in a written Amendment to this Contract.

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14.2 Notwithstanding the foregoing, the City shall have the right to terminate this Contract
herein should the Service Provider and the City fail to reach agreement on the adjusted
compensation within thirty (30) days after the date of the Contract Adjustment.
14.3 Notwithstanding the foregoing, there shall be no upward adjustment of the compensation
on account of any Contract Adjustment made necessary or appropriate as a result of the
mismanagement, improper act, or other failure of the Service Provider, its employees,
agents, or its subcontractors to properly perform its obligations and functions under this
Contract.
15. SUBCONTRACTORS
15.1 The Service Provider shall perform all of its obligations and functions under this
Contract by means of its own employees, or by a duly qualified subcontractor which
is approved in advance by the City. Such subcontractor which is an affiliate, parent,
or subsidiary company; or had principal owners, relative, management, or employees
common to the Service Provider; or any other party that has the ability to significantly
influence the management or daily business operations of the subcontractor must be
disclosed in writing to the City Manager. Goods and services provided by
subcontractors which are reimbursed by the City must be bona fide arm’s-lengths
transactions. In the event a subcontractor is employed, the Service Provider shall
continuously monitor the subcontractor’s performance, shall remain fully responsible
to ensure that the subcontractor performs as required and itself perform or remedy any
obligations or functions which the subcontractor fails to perform properly.
Nothing contained herein shall be construed to prevent the Service Provider from
using the services of a common carrier for delivering goods to the City. The City
approves the sub-Service Providers listed in the Statement of Qualifications.
15.2 This Contract shall be referred to and incorporated within any contractual
arrangement between the Service Provider and a subcontractor and, in such
contractual arrangement; the subcontractor shall give its express written consent to
the provisions of this Section 15. To the extent feasible, the provisions of this
Contract shall apply to any such subcontractor in the same manner as the apply to the
Service Provider. However, such application shall neither make any subcontractor a
party to this Contract, nor make such subcontractor a third-party beneficiary hereof.
15.3 In the event that the Service Provider employs a subcontractor, then the City may
require that copies of invoices for all work (including invoices submitted to the
Service Provider for work performed by a subcontractor) shall be submitted to the
City by the Service Provider and the City shall pay all compensation to the Service
Provider. It shall be the sole responsibility of the Service Provider to deal with a
subcontractor with respect to the collection ang submission of invoices and the

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payment of compensation. In no event shall the City have any obligation or liability
hereunder to any subcontractor, including, in particular, any obligations of payment.
16. DEFAULT AND TERMINATION
16.1 In the event that:

16.1.1 the Service Provider shall fail to keep, perform or observe any of the promises,
covenants or agreements set forth in this Contract (provided that notice of the first
failure shall have been given to the Service Provider, but whether or not the
Service Provider shall have remedied any such failure); or

16.1.2 the Service Provider shall fail to keep, perform or observe any promise, covenant,
or agreement set forth in this Contract, and such failure shall continue for a period
of more than five (5) days after delivery to the Service Provider of a written
notice of such breach or default; or
16.1.3 the Service Provider’s occupational or business license shall terminate, or the
Service Provider shall fail to provide the City with any bond, letter of credit, or
evidence of insurance as required by the Contract Documents, for any reason; or
16.1.4 the Service Provider fails for any reason to provide the City with an acceptable
renewal or replacement bond or letter of credit within the time period specified by
a provision for this Contract; or
16.1.5 the Service Provider shall become insolvent, or shall take the benefit of any
present or future insolvency statute, or shall make a general assignment for the
benefit of creditor, or file a voluntary petition in bankruptcy or a petition or
answer seeking an arrangement for its reorganization, or the readjustment of its
indebtedness under the Federal Bankruptcy laws, or under any other law or statute
of the United States or any State thereof, or shall consent to the appointment of a
receiver, trustee or liquidator of all or substantially all of its property; or
16.1.6 the Service Provider shall have a petition under any part of the Federal Bankruptcy
laws, or an action under any present or future insolvency laws or statute filed
against it, which petition is not dismissed within thirty (30) days after the filing
thereof; or
16.1.7 there is any assignment by the Service Provider of this Contract or any of the
Service Provider’s rights and obligations hereunder for which the City has not
consented in writing; or
16.1.8 the Service Provider shall default on any other agreement entered into by and
between Service Provider and the City, then, in its discretion, the City shall have

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the right to terminate this Contract for default, which termination shall be
effective upon delivery of written notice of such termination to the Service
Provider. In the event that the City terminates this Contract for default, or the
Service Provider abandons or wrongfully terminates the Contract, the Service
Provider shall be paid for compensation earned to the date of termination or
abandonment (but the City shall have the right to reduce by off-set any amounts
owed to the Service Provider hereunder or under any other Contract or obligation
by the amount of the City’s damages and any amounts owed by the Service
Provider to the City), but the Service Provider shall not be compensated for any
profits earned or claimed after the receipt of the City’s notice of termination by
default or after abandonment or wrongful termination. The City’s election to
terminate or not to terminate this Contract in part or whole for the Service
Provider’s default shall in no way be construed to limit the City’s right to pursue
and exercise any other right or remedy available to it pursuant to the terms of the
Contract or otherwise provided by law or equity.
16.2 Notwithstanding anything else herein contained, the City may terminate this
Contract in whole or in part at any time for its convenience by giving the Service
Provider thirty (30) days written notice. In that event, the Service Provider shall
proceed to complete any part of the work, as directed by the City, and shall settle
all its claims and obligations under the Contract, as directed by the City. The
Service Provider shall be compensated by the City in accordance with the
provisions hereof, including in particular Section 2 of these General Conditions,
provided, however, that in no event shall Service Provider be entitled to
compensation for work not performed or for anticipatory profits. Service Provider
shall justify its claims, as requested by the City, with accurate records and data.
16.3 Bankruptcy and Liquidation – In the event the Service Provider (1) makes an
assignment for the benefit of creditors, or petition or apply to any tribunal for the
appointment pf a custodian, receiver, or trustee for all or a substantial part of its
assts; (2) commences any proceeding under any bankruptcy, reorganization,
arrangement, readjustment of debt, dissolution, or liquidation law or statute of any
jurisdiction whether now or hereafter in effect; (3) has had any such petition or
application filed or any such proceeding commenced against it in which an order
for relief is entered or an adjudication or appointment is made, and which
remains undismissed for a period of sixty(60) days or more; (4) takes any
corporate action indicating its consent to, approval of, or acquiescence in any such
petition, application, proceeding, or order for relief or the appointment of a
custodian, receiver, or trustee for all or substantial part of its assets; or (5) permits
any such custodianship, receivership, or trusteeship to continue undischarged for a
period of sixty (60) days or more causing the Service Provider or any third party,

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including, without limitation, a trustee in bankruptcy, to be empowered under
state or federal law to reject this Contract or any agreement supplementary hereto,
the City shall have the following rights:
(i) In the event of a rejection of this Contract or any agreement
supplementary hereto, the City shall be permitted to retain and use any back-up or
archival copies of the software licensed hereunder under this Agreement for the
purpose of enabling it to mitigate damages caused to the City because of the
rejection of this Contract. The City shall exert reasonable efforts to mitigate such
damage by use of such back-up or archival copies.
(ii) In the event of rejection of this Contract or any agreement
supplementary hereto, the City may elect to retain its rights under this Contract or
any agreement supplementary hereto as provided in Section 365(n) of the
Bankruptcy Code.
Upon written request of the City to, as applicable, the Service Provider or the
bankruptcy trustee or receiver. The Service Provider or such bankruptcy trustee or
receiver shall not interfere with the rights of the City as licensee as provided in
this Contract or in any agreement supplementary hereto to obtain the Source
Material(s) form the bankruptcy trustee and shall, if requested, cause a copy of
such Source Material (s) to be available to the City.

(iii) In the event of rejection of this Contract or any agreement
supplementary hereto, the City may elect to retain its rights under this Contract or
any agreement supplementary hereto as provided in section 365(n) of the
Bankruptcy Code without prejudice to any of its rights of setoff with respect to
this Contract under the Bankruptcy Code or applicable non-bankruptcy law; or In
the event of a rejection of this Contract or any agreement supplementary hereto,
the City may retain its rights under this Contract or any agreement supplementary
hereto as provided in section 365(n) of the Bankruptcy Code without prejudice to
any of its right under section 503(b) of the Bankruptcy Code.

17. CITY’S AUTHORIZED REPRESENTATIVE
During the term of this Contract, the City Mor designee may from time to time designate
an individual to serve as the City’s Authorized Representative (CAR) and an Assistant
CAR designated to serve in that capacity in the absence of the CAR, who shall have such
authority to act on the City’s behalf as the City Manager may from time to time actually
delegate to such person, but in no event shall the CAR have authority to modify or
terminate this Contract, or make final decisions with respect to amendments, time
extensions, assignments, cost or payment adjustments or payment disputes.

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18. ASSIGNMENT
Neither this Contract nor any of the Service Provider’s rights or obligations hereunder
may be assigned by the Service Provider without the City’s prior written consent, which
consent may be granted or withheld at the City’s sole discretion. Any transfer of this
Contract by merger, consolidation or liquidation (unless the stock of the Service Provider
is traded on a national stock exchange or in a generally recognized over the counter
securities market) any change in ownership of a power to vote a majority of the
outstanding voting stock or ownership interests of the Service Provider shall constitute an
assignment of this Contract for purposes of this Section. In the event the Service Provider
assigns or subcontracts or attempts to assign or subcontract any right or obligation arising
under this Contract without City’s prior written consent, the City shall be entitled to
terminate this Contract pursuant to the provisions of Section 17 hereof.

19. NOTICES
19.1 Unless otherwise stated herein, all notices or other writings which the City is required or
permitted to give to the Service Provider may be hand delivered, mailed via U.A
Certified Mail or sent next-day delivery by a nationally-recognized overnight delivery
service to the Service Provider’s address set forth in the Proposal. Any such notice shall
be deemed to have been delivered upon actual delivery, or one (1) day following
submission to a nationally-recognized overnight delivery service for next day delivery to
the Service Provider, or three (3) days following submission to the Service Provider by
U.S. Certified Mail.

19.2 Unless otherwise stated herein, all notices or other writings which the Service Provider is
required or permitted to give to the City may be hand delivered to the City Manager, mail
via U.S. Certified Mail. Or sent next-day delivery by a nationally-recognized overnight
delivery service for next day delivery to City, or three (3) days following submission to
the City by U.S. Certified Mail. Any such notice shall be sent to:

City of Stockbridge, GA
ATTN: City Manager
4640 N. Henry Blvd.
Stockbridge, GA 30281

Service Provider: ________________________________
19.3 Either party may change its notice address by written notice to the other given as
provided in this section.

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20. NONDISCRIMINATION
20.1 During the performance of this Contract, the Service Provider, for itself, its assignees and
successors in interest agrees as follows:

20.1.1 Compliance with Regulations. The Service Provider shall comply with the Law
and Regulations as they may be amended from time to time (hereafter referred to as the
“Regulations”), which are herein incorporated by reference and made a part of this
Contract.

20.1.2 Nondiscrimination. The Service Provider, with regard to the work performed by it
during the Contract, shall not discriminate on the grounds of race, color, or national
origin in the selection and retention of any subcontractor, including procurement of
materials and leases of equipment. The Service Provider shall not participate either
directly or indirectly in the discrimination prohibited by the Regulations.

20.1.3 Solicitations for Subcontracts, Including Procurement of Materials and Equipment.
In all solicitations either by competitive proposing or negotiation made by the Service
Provider for work to be performed under a subcontract, including procurement of
materials or leases of equipment, each potential subcontractor or supplier shall be notified
by the Service Provider of the Service Provider’s obligations under this Contract and the
Regulation relative to nondiscrimination on the grounds of race, color or national origin.

20.1.4 Information and Reports. The Service Provider shall provide all information and
reports required by the Regulations or directives issued pursuant thereto and shall permit
access to its books, records, accounts, other sources or information, and its facilities as
may be determined by the City to be pertinent to ascertain compliance with such
Regulations, orders and instructions, the Service Provider shall so certify to the City , as
appropriate, and shall set forth what efforts it has made to obtain the information.

20.1.5 Sanctions for Noncompliance. In the event of the Service Provider’s
noncompliance with the nondiscrimination provisions of this Contract, the City
shall impose such Contract Sanctions as it may determine to be appropriate,
including but not limited to:

20.1.5.1 Withholding of payments to the Service Provider under the Contract until the
Service Provider complies, and/or

20.1.5.2 Cancellation, termination or suspension of the Contract, in whole or in part.

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20.1.6 Incorporation of Provisions, The Service Provider shall include the provisions of
subsections 20.1.1 through 20.1.5 in every subcontract, including procurement of
materials and leases of equipment, unless exempt by the Regulations or directives
issued pursuant thereto. The Service Provider shall take such action with respect
to any subcontract or procurement as the City may direct as a means of enforcing
such provisions including sanctions for noncompliance. Provided, however, that
in the event the Service Provider becomes involved in, or is threatened with,
litigation with a subcontractor or supplier as a result of such direction, the Service
Provider may request the City to enter into such litigation to protect the interest of
the City and, in addition, the Service Provider may request the interest of the City
and, in addition, the Service Provider may request the United States to enter into
such litigation to protect the interests of the United States.

20.2 The Service Provider assures the City that it will comply with the pertinent statutes,
Executive Orders and such rules as are promulgated to assure that no person shall, on the
grounds of race, creed, color, national origin sex, age, marital status, or handicap be
excluded from participating in any activity conducted with or benefiting from Federal
assistance. This provision shall bind the Service Provider from the period beginning with
the initial solicitation through the completion of the Contract.

21. COPYING DOCUMENTS
The Service Provider hereby grants the City and its agent’s permission to copy and
distribute any and all materials and documents contained in, comprising, or which are
otherwise submitted to the City with or in connection with the Service Provider’s
Proposal or which are contained in the Contract Documents (the “Submittals”). The
permission granted by the Service Provider shall be on behalf of the Service Provider and
any and all other parties who claim any rights to any of the materials or documents
comprising the Submittals. Such permission specifically authorizes the City and its agents
to make and distribute such copies of the Submittals or portions thereof as may be
deemed necessary or appropriate by the City for its own internal purposes or for
responding to requests for copies from any member of the public regardless of whether
the request is specifically characterized as a public records request pursuant to Georgia
Cod. This provision shall survive the expiration or termination of the Contract.

22. GENERAL PROVISIONS
22.1 The Contract Documents consist of the Contract, the Proposal Forms, the Instructions to
Proposers, Request for Qualifications, all Addendum(s) issued prior to execution of this
Contract, these General Conditions and Specifications. Together, these documents
comprise the Contract and all the documents are fully a part of the Contract as if
attached to the Contract or repeated herein. Precedence of the Contract Documents shall

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be as follows: (i) addendum(s) to the Contract Documents, (ii) the Contract, (iii) the
General Conditions, (iv) the Scope of Work in Exhibit B, (v) the Request for Proposal,
and (vii) the Bid Form.

22.2 This Contract represents the entire agreement between the parties in relation to the
subject matter hereof and supersedes all prior agreements and understandings between
such parties relation to such subject matter, and there are no contemporaneous written or
oral agreements, terms or representation made by any party other than those contained
herein. No verbal or written representations shall be relied upon outside the Contract
terms and amendments. Without exception, all deletions or additions to the scope of
work will be set forth in a written amendment to this Contract. No amendment,
modification, or waiver of this Contract, or any part thereof, shall be valid or effective
unless in writing signed by the party or parties sought to be bound or charged therewith;
and no waiver of any breach or condition of this Contract shall be deemed to be a waiver
of any other subsequent breach or condition, whether of a like or different nature.

22.3 The Service Provider shall, during the term of this Contract, repair any damage caused t
real or personal property of the City and/or its tenants, wherever situated, caused by the
intentional, reckless, or negligent acts or omissions of the Service Provider’s officers,
agents, or employees, and any subcontractors and their officers, agents, or employees, or
, at the option of the City, the Service Provider shall reimburse the City for the cost of
repairs thereto and replacement thereof accomplished by or on behalf of the City.

22.4 The Service Provider warrants to the City that no work performed or materials purchased
pursuant to the Contract, whether by, from, or through the Service Provide or a
subcontractor, shall cause any claim, lien or encumbrance to be made against any
property of the City, and the Service Provider shall indemnify and save the City
harmless from and against any and all losses, damages and const, including attorneys’
fees, with respect thereto. If any such claim, lien or encumbrance shall be filed, the
Service Provider shall, within thirty (30) days after notice of the filing thereof, cause the
same to be discharged of record by payment, deposit, bond, order of a court of
competent jurisdiction or otherwise. This provision shall survive the expiration or
termination of the Contract.

22.5 The language of this Contract shall be construed according to its fair meaning, and not
strictly for or against either the City or the Service Provider. This Contract shall be
deemed to be made, construed and performed according to the laws of the State of
Georgia. Any suit or proceeding initiate for the purpose of interpreting or enforcing any
provision of this Contract or any matter in connection therewith shall be brought
exclusively in a court of competent jurisdiction in Henry County, Georgia, and the

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Service Provider waives any venue objection, including, but not limited to, any objection
that a suit has been brought in an inconvenient forum. The Service Provider agrees to
submit to the jurisdiction of the Georgia courts and irrevocably agrees to acknowledge
service of process when requested by the City.

22.6 The section headings herein are for the convenience of the City and the Service Provider
and are not to be used to construe the intent of this Contract or any part hereof, or to
modify, amplify, or aid in the interpretation or construction of any of the provisions
hereof.

22.7 The use of any gender herein shall include all genders, and the use of any number shall be
construed as the singular or the plural, all as the context may require.

22.8 The delay or failure of the City at any time to insist upon a performance of any of the
terms, conditions and covenants herein shall not be deemed a waiver of that breach or any
subsequent breach or default in the terms, conditions, or covenants of this Contract. The
Service Provider shall not be relieved of any obligation hereunder on account of its
failure to perform by reason of any strike, lockout, or other labor disturbance.

22.9 If the City shall, without any fault, be made a party to any litigation commenced
between the Service Provider and a third party arising out of the Service Provider’s
operations and activities at the premises, then the Service Provider shall pay all costs and
reasonable attorney’s fees incurred by or imposed upon the City in connection with such
litigation for all trial and appellate proceedings. The City shall give prompt notice to the
Service Provider of any claim or suit instituted against it by such third party. The
provisions of this Section supplement and are not intended to be in lieu of the
indemnification provisions of Section 5 hereof. The provisions of this Section shall
survive the acceptance of the services and payment therefore, and the expiration or
earlier termination of this Contract.

22.10 The City shall have the right to recover from the Service Provider all of the City’s costs
and expenses incurred in enforcing the provisions of this Contract including, but not
limited to, (1) the cost of administrative investigation and enforcement ( including,
without limitation, audit fees and costs, attorneys’ fees) and (2) the cost of any trial,
appellate or bankruptcy proceeding (including, without limitation, investigation costs,
audit fees and costs, attorney’s fees, court costs, paralegal fees and expert witness fees).
This provision shall survive the expiration or termination of the Contract.

22.11 The Service Provider shall not during the term of the Contract knowingly hire or employ
(on either a full-time or part-time basis) any employee of the City.

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22.12 The Service Provider shall be required, during the term of the Contract at no additional
cost to the City, to take such reasonable security precaution with respect to its operations
at City Hall as the City in its discretion may from time to time prescribe. The Service
Provider shall comply with all regulation, rules and policies of any governmental
authority, including the City, relating to security issues.

22.13 The City may, but shall not be obligated to, cure, at any time, upon five (5) days written
notice to the Service Provider (provided, however, that in any emergency situation to the
City shall be required to give only such notice as is reasonable in light of all the
circumstances), any default by the Service Provider under this Contract; whenever the
City so cures a default by the Service Provider, all costs and expenses incurred by the
City in curing the default, including but not limited to, reasonable attorneys’ fees, shall
be paid by the Service Provider to the City on demand.

22.14 The City shall, in its discretion, be entitled to deduct from the compensation to which the
Service Provider is otherwise entitled hereunder, an amount equal to any liabilities of the
Service Provider to the City which are then outstanding. In the event that additional work
beyond the scope of this Contract is requested by the City Manager and it results in any
extra charges to the City, the Service Provider shall so advise the City in writing of the
amount of the extra charges. The City is not required to pay any extra charges for
additional work unless such work and the charges therefore have been approved in
advance and have been confirmed in writing within twenty-four (24) hours by the City
Manager, in his or her exclusive discretion.

22.15 The Service Provider is an independent Service Provider, and nothing contained herein
shall be construed as making the Service Provider an employee, agent, partner or legal
representative of the City for any purpose whatsoever. The Service Provider
acknowledges that it does not have any authority to incur any obligations or
responsibilities on behalf of the City and agrees not to hold itself out as having any such
authority. Nothing contained in this Contract shall be construed to create a joint
employer relationship between the City and the Service Provider with respect to any
employee of the Service Provider or of its subcontractors.

22.16 The Service Provider and its subcontractors if any, shall maintain complete and accurate
books and records in accordance with generally accepted accounting principles,
consistently applied, and shall be in a form reasonable acceptable to the City Manager or
designee. The Service Provider and its subcontractors shall account for all expenses of
any nature related to transactions in connection with the Contract in a manner which
segregates in detail those transaction from other transactions of the Service Provider and

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subcontractors and which support the amounts reported and /or invoiced to the City. At a
minimum, the Service Provider’s and subcontractor’s accounting for such expenses and
transactions shall include such records in the form of electronic media compatible with
or convertible to a format compatible with computers utilized by the City at its offices; a
computer run hard copy; or legible microfilm or microfiche, together with access to the
applicable reader. All such books and records and computerized accounting systems
shall upon reasonable notice from the City be make available in Henry County, Georgia,
for inspection, examination, audit and copying by the City through and by its duly
authorized representatives at any time for up to four (4) years after the year to which
books and records pertain. Such inspection, examination, or audit may include, but is not
limited to a review of the general input, processing and output controls of information
systems, using read only access, for all computerized applications used to record
financial transactions and information. The Service Provider and subcontractor shall
freely lend its own assistance in a timely manner in making such inspection,
examination, audit, or copying and, if such records are maintained in electronic and other
machine-readable format, shall provide the City and/or its representative such assistance
as may be required to allow complete access to such records. The City Manager may
require the Service Provider and subcontractors to provide other records the City
Manager, in his or her sole discretion, deems necessary to enable the City to perform an
accurate inspection, examination or audit of expenses incurred in and transactions related
to performance of this Contract. Such records shall be provided within thirty (30) days or
request thereof. In the event that expenses incurred or reimbursed are found by such
inspection, examination, or audit to have been overpaid, the Service Provider and its
subcontractors agree that such amounts shall be payable to the City. If, prior to the
expiration of the above-state four (4) year record retention period, any audit or
investigation is commenced by the City, or any claim is made or litigation commenced
relating to this Contract by the City, the Service Provider, or third party, the Service
Provider shall continue to maintain all such records, and the City shall continue to have
the right to inspect such records in the manner stated above, until the inspection,
examination, audit, claim, or litigation is finally resolved (including the determination of
any and all appeals or the expiration of time for an appeal). This provision shall survive
the expiration or earlier termination of this Contract. In the event of any conflict between
any provision of this Contract and generally accepted accounting principles or generally
accepted auditing standards, the provisions of this Contract shall control even where this
Contract references such provisions or standards. In particular, without limitation, the
Service Provider and subcontractors shall maintain all records required under this
Contract to the full extend required hereunder, even if some or all such records would
not be required under such generally accepted accounting principles or auditing
standards. If as a result of an inspection, examination or audit, it is established that
amounts are due from the Service Provider to the City, the Service Provider shall

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forthwith, upon written demand from the City, pay the City such amount, together with
interest on the amount due at the rate of twelve (12%) percent per annum, or if less, the
maximum rate of interest allowed by law, from the date such additional amounts were
overpaid by the City. Further if such inspection, examination or audit establishes that the
Service Provider has over billed such amounts for any Contract period by two (2%)
percent or more, then the entire expense of such inspection, examination or audit shall be
paid by the Service Provider.

22.17 The Service Provider and subcontractors shall prepare and provide the City with all
detailed reports as required under the Contract on a timely basis. The City reserves the
right to modify the reporting procedures or the form and content of any report as it
deems necessary.

22.18 There are no third-party beneficiaries to this Contract, and nothing contained herein shall
be construed to create such.

22.19 Time is of the essence for the performance of each of the Service Provider’s obligations
under this Contract.

22.20 In computing any period of time established under this Contract, except as otherwise
specified herein the word “days” when referring to a period of time is ten (10) days or
less means business days, and when referring to a period of time that is more than ten
(10) days means calendar days. The day of the event, from which the designated period
of time begins to run shall not be included. A business day is any day other than
Saturday, Sunday, or Federal, State of Georgia or City holidays.

22.21 The Service Provider agrees to perform all acts and execute all supplementary
instruments or documents which may be reasonably necessary to carry out or complete
the transaction(s) contemplated by this Contract.

22.22 The City reserves the right to further develop, improve, repair and alter the facilities and
all roadways, and parking areas, as it may reasonably see fit, free from any and all
liability to the Service Provider for loss of business or damages of any nature whatsoever
to the Service Provider occasioned during the making of such improvements, repairs,
alterations and additions, including, but not limited to, any damages resulting from
negligence of the City or its employees, agents or Service Providers.

22.23 The Service Provider and the City hereby mutually waive any claim against each other
and their respective members, officials, officers, agents and employees for damages
(including damages for loss of anticipated profits) caused by any suit or proceedings

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brought by either of them or by any third party directly or indirectly attacking the
validity of this Contract or any part thereof, or any addendum or amendment hereto, or
the manner in which this Contract was solicited, awarded or negotiated, or arising out of
any judgment or award in any suit or proceeding declaring this Contract, or any
addendum or amendment hereto, null, void or voidable or delaying the same, or any part
thereof, from being carried out.

22.24 At the option of the Service Provider, the products and/or services provided under the
Contract resulting from this solicitation may be provided to other governmental agencies,
including the State of Georgia, its agencies, political subdivisions, counties and cities
under the same terms and conditions, including price, as such products and/or services
are provided under this Contract. Each governmental agency allowed by the Service
Provider to purchase products and/or services in connection with this Contract shall do
so independent of the City or any other governmental entity. Each agency shall be
responsible for its own purchases and shall be liable only for goods and services ordered,
received and accepted by it. The City shall have no liability to Service Provider or any
governmental agency resulting from the purchase by that agency of products and /or
services from the Service Provider in connection with this Contract.

23. GRATUITIES, REBATES, OR KICKBACKS.
23.1 GRATUITIES. It shall be unethical for any person to offer, give or agree to give any
employee or official of the City or for any employee or official of the City to solicit,
demand, accept from another person, a gratuity, rebate, loan, offer of employment or
other services or property of value in connection with any decision, approval,
disapproval, recommendation or preparation of any part of a program requirement or a
purchase request including the content of any specification or procurement standard,
rendering of advice, investigation, auditing or in any other advisory capacity in any
particular matter, pertaining to any program requirement or a Contract or subcontract, or
to any solicitation or proposal therefore in any manner inconsistent with the State of
Georgia’s Department of Administrative Services Gratuity Policy. Rebates normally or
routinely offered to customers in the ordinary course of business for the purchase of
goods and services are acceptable and are the property of the City.

23.2 KICKBACK AND REBATES. It shall be unethical for any payment, gratuity, or offer of
employment to be made by or on behalf of a subcontractor to this Contract to the prime
contract or higher tie subcontractor, or any person associated therewith, as an inducement
for a subcontractor or order.

End of General Conditions.

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SCOPE OF WORK AND SPECIFICATIONS

1.1 BACKGROUND:

The City of Stockbridge is in the northern part of Henry County, Georgia, which was
founded May 15, 1821. Henry county has an area of approximately 331 square miles located
in the Piedmont Section of northern Georgia and is surrounded by the counties of Butts,
Clayton, DeKalb, Newton, Rockdale, and Spalding Counties. Stockbridge, Georgia is just
minutes south of Atlanta a straight drive down Interstate 75-South. The City is populated
with approximately 30,000 residents and has a referendum on the November 2022 ballot
that could add an additional 6,600 residents.

1.2 SUMMARY:

The City of Stockbridge is requesting proposals from contractors with experience in sidewalk
repair and/or replacement to repair or replace selected sidewalks in the City. Respondents must
comply with the minimum qualifications and shall submit a bid to install four (4”) inch thick
sidewalk (six (6”) inch for all driveways) for all sections to be replaced as described in this RFP.
Respondents should take note that the City is requesting an itemized bid response for completion
of each section of sidewalk. The final sections of sidewalk to be repaired will be agreed upon
by both parties before construction begins.

The work to be performed, in general, consists of removing and replacing damaged sections of
existing concrete sidewalk, curb, gutter, curb ramp, and driveway; repairing sections of failed
asphalt concrete pavement; and replacement of curb inlets and concrete repair of adjacent
sidewalk flags. The work shall include traffic control, saw cutting, excavation, backfilling,
compaction; installation of root barriers, patching asphalt conforms adjacent to new gutters, and
clearing and grubbing. Locations of work will be throughout the City of Stockbridge.

In areas of sidewalk construction, water meter boxes and gate valves shall be adjusted to final
sidewalk or parkway grade. All labor and materials to accomplish adjustments and/or
relocations shall be included in unit costs for constructing/repairing sidewalks.

All weakened plane joints shall be spaced at a maximum of ten (10’) feet for sidewalks. Scoring
lines shall conform to those prevailing in the area and be uniform in spacing. A sidewalk edging
tool shall be used to finish the back edges of all curbs to a radius of one-quarter (¼”) inch. All
sidewalk score lines shall have a minimum finished depth of one-quarter (¼”) inch except at
weakened plane joints that shall be cut to two (2) inches and be finished with a one-half (½”)
inch radius.

The sidewalk surface shall not vary more than 0.02 foot from the ten (10’) foot straightedge,
except at grade changes; the finished surface shall be free from humps, sags, blemishes, or other
irregularities.

All sidewalks shall be a minimum four (4”) inch depth, except at driveways and alley
approaches, where the sidewalks shall be a minimum six (6”) inch depth over a six (6”) inch

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aggregate base. All work must conform to the Manual of Uniform Traffic Control Devices
(MUTCD) and GDOT technical standards and specifications for roads, sidewalks, right of ways,
or minor construction, including, but not limited to, street traffic, pedestrian traffic, traffic
control devices and work zone safety.

All sidewalk repairs/replacements shall meet the following specifications:
1. Contractor will secure all permits necessary prior to construction.
2. Once Contractor has begun demolition, the Contractor will supply materials, as available,
to rope off the area. Demolition debris to be removed by the Contractor.
3. All drive-way forms must be inspected by the City before pour.
4. All fill sand added will be machine compacted in place, if necessary.
5. Control joints will be placed every three (3’) to five (5’) feet to match existing sidewalk.
6. Concrete mix must conform to the standards of the adjoining sidewalks.
7. Contractor to form and pour the concrete, to include hand excavation to establish grade and
the setting of forms.
8. Contractor, sub-contractor, or suppliers are to avoid driving on lawn and grassy areas. All
damage as a result must be fully repaired by Contractor.
9. Concrete shall have a light broom finish.
10. Contractor shall provide round edges on sides.
11. Decretive brick shall be installed to match existing brick work, when necessary.
12. The Contractor shall barricade and protect poured/placed concrete from all damage, rainy
conditions, marks, mars and/or graffiti. Any damaged, defaced, or defective concrete shall
be replaced at the Contractor’s expense. Concrete replacement areas shall be from score
mark, or control joint, to score mark or control joint, and shall be the full width of the
sidewalk. All concrete replacement areas shall be saw-cut.
13. Contractor will be responsible for restoration along the edges of the new sidewalk once the
forms are removed.
14. Contractor will be responsible for driveway packing and backfill, if impacted.
15. Contractor will be responsible for all traffic signage (pedestrian and vehicle), safety
equipment, traffic cones and other items needed to inform the public of a construction site.
16. Contractor will provide barricades to assist in pedestrian and traffic control.
17. Contractor and Public Works Director or their designee will conduct site inspections to
ensure project completion.

PROCESS:

The City will perform an evaluation of each project location with the Contractor prior to the
Contractor mobilizing to a particular area to perform the work. The City will place markings on
the sidewalk (or other frontage improvement) to identify the limits of the work to be performed.

CHANGES IN WORK:
The City shall have the right to make changes to the plans and/or specifications and the
Contractor shall perform the work as changed.
No adjustment to the unit price for any item in the Proposal Schedule shall be made in the event
more repair locations are added or deleted from the scheduled maintenance program.

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Increase or decrease in quantities due to differences between the proposal quantities for any
item and the actual constructed quantities as measured in the field shall not be considered as
change in the scope of work.

PROJECT AREA:
The City will issue work orders to the Contractor to perform repair/replacement of sections of
sidewalk or lengths of curb or gutter or perform other concrete repairs at one or more locations
during the term of the contract. While there will be no minimum quantities for work the City
will use its best efforts to ensure that the work order contains no less than one thousand (1000)
square feet of sidewalk, two hundred (200) linear feet of curb and gutter, or four (4) curb ramps.

The City will also use its best efforts to group work so that a minimum length of curb and gutter
to be replaced would be five (5) lineal feet and sidewalk would be twenty-five (25) square feet.
The quantities may not be continuous sections. Instead, they may be the sum total of small
sections on various streets.

All work performed shall be measured and paid for based on the contract unit prices.

Work will be issued to the Contractor as a Work Order on an as-needed basis during the contract
period. Each Work Order will identify the location and type of work to be performed, the
effective date for commencement of work, specific work item quantities and the Work Order
amount based on the unit prices listed in the Contractor’s Proposal Schedule. The Contractor
shall complete any given work order within thirty (30) calendar days of the commencement of
work. Work shall commence within fourteen (14) calendars days of notification by the City.

The City does not guarantee a minimum number of Work Orders issued or the dollar amount of
work to be performed.

NOTIFICATIONS:

The Contractor shall notify the occupants of properties affected by the work. Notification shall
be by delivery of handbills to be prepared and furnished by the Contractor. Handbills shall be
distributed seven (7) calendar days prior to the commencement of work. The handbills shall
contain information regarding the work, dates, and hours of the work to be clearly identified. A
copy of the handbill shall be submitted to the City for review and approval seven (7) calendar
days prior to distribution.

Review of Contract Documents and Job Sites:
The Contractor shall make field measurements, verify field conditions, and shall carefully
compare such field measurements and conditions with the information in the Contract
Documents before commencing activities. Errors, inconsistencies, or the discovery of
unforeseen conditions shall be reported to the City immediately.
CONTRACTOR REQUIREMENTS:
o Provide all labor, equipment, and materials necessary to perform repair/maintenance work as
directed by the City.

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o Take responsibility for the performance of work as directed by the City. o Provide all required
resources for the safety of the public and their staff during the work.
o Identify and implement appropriate traffic control measures, best management practices for
storm water quality and protection of utilities.
o Perform all work in a thorough, competent, professional, and workmanlike manner.
o Provide a labor force that is properly licensed to operate assigned equipment used for the work
they will perform, as determined by local, state, and federal regulations.

INSPECTION OF THE WORK:
1. The Contractor shall notify the City, forty-eight (48) hours in advance of the start of work in
any area.
2. All work performed, and all materials furnished shall be subject to inspection and approval
of the City. The Contractor shall notify the City at least twenty-four (24) hours in advance of
the work locations that have been exposed and requested to be inspected by the City.
Contractor shall not begin concrete replacement without said inspection and approval by the
City.
3. Any work performed without proper inspection will be subject to rejection. Any corrective
work required due to rejected work will be performed at the Contractor’s expense. The
Contractor shall furnish the City with documentation to ascertain that the materials used,
methods employed, and workmanship provided is in accordance with the specifications.
4. Work not properly performed will be subject to rejection. Any work performed in
unauthorized areas or in a manner unacceptable to the City may be rejected and no payment
will be made for rejected work.
5. Inspection of the work does not relieve the Contractor of its obligation to fulfill the conditions
of the contract.

CONSTRUCTION METHODS:

Existing improvements, buildings, trees, shrubs, and other items near areas where sidewalk
repair is being executed shall be protected from damage that could result from the Contractor’s
operations. The Contractor shall be responsible for repairing, at their expense, any damage to
existing improvements and/or items that result from the Contractor providing inadequate
protection from damage.

The Contractor shall utilize dust palliative products and techniques in order to protect any and
all project adjacent properties from annoyance and/or damage from dust resulting from asphalt
and pavement repairs. The Contractor’s failure to utilize dust palliative products and techniques
during an asphalt/pavement repair project shall be cause for the City to suspend progress on any
project until said dust is controlled; costs associated with lost time, additional repairs and other
related expenses shall be the Contractor’s responsibility. The Contractor shall have no recourse
to collect funds from the City to cover any Contractor loss resulting from the City’s suspension
of work. The Contractor shall be responsible for all project clean-up, the cost of which shall be
included in square foot and/or total sum costs. Surplus spoils/materials shall become the Contractor’s
property and shall be disposed of away from project areas in accordance with Georgia Solid Waste
Management practices.

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SCOPE OF WORK AND SPECIFICATIONS

QUALITY CONTROL:

Work covered will be performed by a single firm experienced in repair/maintenance of a similar
nature and scope. Subject to approval of the City, the Contractor may subcontract any work to
be performed under this contract. However, the election to subcontract work will not relieve the
Contractor from responsibility or liability which it has assumed under this contract and the
Contractor will remain liable to the same extent that its liability would attach, as if the work had
been performed by the Contractor's own employees. Furthermore, the contract shall not be
assigned without written consent of the City.

By submitting the bid, the Contractor certifies as to meeting the following requirements:
1. Has completed within the past three (3) years a minimum of three (3) projects of similar
nature and scope to the work being bid and the type of work completed is similar to that
being bid.
2. Maintains a permanent place of business, with a minimum of five (5) years in business.
3. Has access to all necessary equipment and has organizational capacity and technical
competence necessary to do the work properly and expeditiously.
4. Will provide a sworn financial statement upon request, which evidences the bidder, has
adequate financial resources to complete the work being bid, as well as all other work the
bidder is presently under contract to complete.
5. Has a documented safety program with a history of satisfactory past performance.
6. Has a record of satisfactorily completing past projects. Criteria which will be considered
in determining satisfactory completion of projects by the Contractor will include:
a. Completed past contracts in accordance with the contract documents.
b. Diligently pursued execution of the work and completed past contracts according to
established schedules.

HOURS WHEN WORK IS TO BE PERFORMED:
All work is to be performed Monday through Friday from 7:00 A.M. to 6:00 P.M. No work shall
be done on the weekends without written permission from the City.

TRAFFIC CONTROL:

The Contractor shall conduct repair/maintenance operations in a manner that causes minimum
obstruction and inconvenience to the public. A traffic control plan shall be implemented and
must conform to the minimum requirements of the Manual of Uniform Traffic Control Devices
(MUTCD) and GDOT technical standards. The Contractor shall furnish certified flaggers as
necessary to ensure the public is adequately warned that roadway work is underway and of any
potentially dangerous conditions. At all times, emergency vehicles shall be permitted to pass
through the work area, without delay.

SCHEDULE:
For each project requested by the City, the Contractor shall conduct an initial assessment of the

34
EXHIBIT B
SCOPE OF WORK AND SPECIFICATIONS

project. After the assessment has been completed, the Contractor will provide a written estimate
of the materials needed and the time required to complete the project and may only start work
upon written authorization from the City. The Contractor shall respond to the call for services
within forty-eight (48) hours of receiving the Notice to Proceed from the City. The Contractor
will be required to provide services at multiple locations on any one day. Repair work should
be completed within three (3) business days after the Notice to Proceed has been given by the
City.

DELAYS IN SCHEDULE:

Should the Contractor be obstructed or delayed in the work required to be done hereunder by
changes in the work or by any default, act, or omission of the City, or by any other Act of God,
or by the inability to obtain materials and/or equipment, then the Contractor shall notify the City
as soon as possible and provide a make-up schedule satisfactory to the City. The City at its sole
option, may extend the deadline to complete the project as may be agreed upon by the City and
the Contractor. In the event that there is insufficient time to grant such extensions prior to the
completion date of the project, the City may, at the time of acceptance of the work, waive
liquidated damages which may have accrued for failure to complete on time, due to any of the
above, after hearing evidence as to the reasons for such delay, and making a finding as to the
causes of same.

EXTRA WORK:

The Contractor shall perform unforeseen work whenever it is deemed necessary or desirable in
order to complete fully the intent of an authorized project. Extra work will be paid for as
mutually agreed between the City and the Contractor prior to commencement of such work. The
final decision and approval regarding the payment of work will be made by the City. The
primary method of payment shall be made by the method outlined in the bid sheet. If the City
desires, it may request work to be taken on a “quote basis”. Such method of payment for “Extra
Work” will be a “not to exceed, quote” submitted to the City by the Contractor and will represent
full compensation to the Contractor for all labor, materials, and equipment to complete such
work.

INCLEMENT WEATHER:

In the event the Contractor is unable to perform services due to adverse weather conditions, the
Contractor shall immediately notify the City to substantiate the conditions which prevent the
performance of services, and the Contractor shall perform within three (3) days said services
pursuant to the regular schedule provided that weather permit

HOLIDAYS:

The City shall be advised in advance of holidays to be observed by the Contractor and shall also
be provided with a makeup schedule that is no more than one (1) week later. Once the makeup
schedule is established, it shall not be changed without prior approval of the City.

35
EXHIBIT B
SCOPE OF WORK AND SPECIFICATIONS

CALLBACKS:

Whenever, in the opinion of the City, a repair is determined to be inadequate or inconsistent
with City standards and best management practices, the Contractor shall, within twenty-four
(24) hours after notification, submit a written response detailing how the situation will be
remedied and a timeline for accomplishing the task. The Contractor shall correct, at its expense,
all errors in the work which may be disclosed during the City's review of the Contractor's work.
Should the Contractor fail to make such correction in a reasonably timely manner, such
correction shall be made by the City, and the cost thereof shall be charged to the Contractor. No
additional payment will be made for callbacks as a result of inadequate repairs.

COMPLAINTS:

Complaints regarding repairs/maintenance, which the City considers justifiable and the
responsibility of the Contractor, will be referred to the Contractor for immediate attention.
Within twenty-four (24) hours, the Contractor shall submit to the City a report of the action
taken to address or reconcile each complaint.

EMERGENCY SERVICES:

Emergency services are any non-routine or non-repetitive activities required for operational
continuity, safety and performance generally resulting from the failure of or the need to avert a
failure of City assets, infrastructure, or some component thereof. As part of its emergency
services provisions, the Contractor shall:

• Provide a twenty-four (24) hour telephone number and/or a list of employees (including
their telephone numbers) who are available for twenty-four (24) hour emergency callout
service.
• Respond to the scene of the emergency within two (2) hours of call-out.
• Assure that adequate response and resources will be dedicated to the City to the
satisfaction of the City.
• Perform the minimal amount of work in order to achieve the safety of the public. Any
remaining non-emergency work shall be performed on a task-order basis during normal
working hours.

BREAKDOWN OF EQUIPMENT:

At all times, the Contractor shall properly maintain a fleet of equipment, both as to condition
and appearance, for use on the work under this contract. The Contractor shall have back-up
equipment on hand in the event of a breakdown by the primary equipment. In case of breakdown
by the primary equipment, immediate service within one (1) hour by the back-up equipment is
required to complete the task. If down for more than one (1) hour, a penalty will be assessed at
the rate of $50 per hour for each hour above and beyond one (1) hour.

36
EXHIBIT B
SCOPE OF WORK AND SPECIFICATIONS

STORAGE OF EQUIPMENT:
The Contractor must provide his own storage for equipment and other required parts and
materials. The City will not provide storage for any Contractor equipment.

REPORTS:
The Contractor shall provide to the City detailed reports of all street repair/maintenance services
performed which shall include the receipt date of work order, type of service, and photographs
of service site before and after work order is completed, location or address of service site,
description of the work performed, and date completed.

CONCRETE PRICE QUOTATION:
Unit price bids as indicated on the following bid form sheets shall include excavation, stone
bedding, rubberized expansion material (ASTM D-1751-97), topsoil backfill, grades and all
appurtenances to complete the work. Bidder acknowledges the estimated quantities are not
guaranteed and are solely for the purpose of comparison of bids, and final payment for all unit
price bid items will be based on actual quantities provided and determined in the contract
documents. Proposed prices will remain valid for all areas, regardless of quantities to be
installed at the particular site and at all times within the contract period. Pricing will adhere to
the following:

• All pricing as quoted will remain firm for the term of any contract that may be awarded
as a result of this RFP.
• Bidder shall provide an overall bid for the project and a bid for each component.
• Unless otherwise stated, bidder agrees that, in the event of a price decline, the benefit of
such lower price shall be extended to the City.
• Any price increases or decreases for subsequent contract terms may be negotiated between
Contractor and City only after completion of the initial term.
• Unit price bid for all items shall include all water quality, erosion, and traffic control
measures inclusive of permit to comply with local, state, and federal requirements.

REVIEW AND SELECTION PROCESS:
The City reserves the right to make the selection based on its sole discretion. A committee of City
staff will evaluate the proposals received in response to this RFP, each of which will be rated based
on current organizational needs. Criteria which will be used to evaluate responses will include, but
not be limited to, the following:

1. Quality and completeness of the proposal.
2. Ability to schedule and efficiently perform the required work.
3. Cost effectiveness of the proposal compared to the requested scope of work. Utilizing the
criteria listed above and any additional criteria the City deems necessary, a recommendation
of the selected candidate will be made to the City Manager. The Procurement Manager will
make a final recommendation to the Mayor and City Council, which is the governing body
that will award the final contract.

37
EXHIBIT B
SCOPE OF WORK AND SPECIFICATIONS

No minimum delivery quantity per project. The City reserves the right to increase or decrease
the quantity of any item or delete items as may be deemed necessary without voiding the
contract.

CONDITIONS:

1. In submitting a proposal for this project, the Contractor acknowledges that they are familiar
with all conditions and requirements included herein.

2. The Contractor shall be responsible for ensuring that all work performed on this project is in
strict compliance with the applicable Codes, regulations, and project requirements.

3. The Contractor shall obtain and pay for all permits, licenses and any other related fees
required for this work. The Contractor shall possess and maintain a current State of Georgia
license and a City of Stockbridge Business License throughout the duration of the contract.

4. The Contractor shall maintain insurance provisions as required in the contract.

End of Exhibit B.

38
EXHIBIT C
REQUEST FOR PROPOSAL

I. REQUEST FOR PROPOSAL PROCESS

The proposal must contain the information outlined below.

Please include a title on each page of your proposal and number the pages to ensure proper
identification.
1. Cover Letter
2. Executive Summary
3. Evaluation and Selection Criteria
1. Cover/Transmittal Letter
Each proposal must have a Cover/Transmittal Letter briefly summarizing the qualifications
and experience relevant to the scope. Please include in the letter the following:

i. Company’s information including the name of the company (include any dba names);
headquarters and parent company locations; and a brief history of the company.
ii. Company’s mailing address, contact person, telephone number for the primary contact
person, and email address.
iii. A principal or officer of the company authorized to execute contracts or other similar
documents on the firm’s behalf must sign the letter.

2. Executive Summary
Executive Summary: An executive summary letter should include the key elements of the
respondent’s RFP and an overview of the team. Indicate the address and telephone number of
the respondent’s office located nearest to Stockbridge, Georgia, and the office from which the
project will be managed.

3. Evaluation and Selection Criteria
The City, at its discretion, may award the contract to the responsible and responsive
consultant submitting the proposal which is deemed to be the most advantageous to the city.
The following is the evaluation criteria the city will consider in determining which proposal
is most advantageous to the City:

A. Approach
1. Methodology(ies): This section should clearly describe the methodology or
methodologies planned to be used to carry out the specific tasks described in the Scope
of Work with clarity and thoroughness in addressing the task required.
2. Work Plan: Indicate all key deliverables and their contents.
3. Project Schedule: Provide an outline for each performance metric listed in the Scope
of Work. Demonstrate your team’s ability to perform the work requested within an
established schedule.

39
EXHIBIT C
REQUEST FOR PROPOSAL

B. Qualifications and Experience of the Firm(s)

1. List 3-5 similar projects completed in the last 5 five years.
2. Contracts on hand (schedule – showing gross amount of each contract and the approximate
timelines).
3. Have you ever failed to complete any work awarded to you, if so, where, and why?
4. How long do you warrant a project?

C. Qualifications and Experience of Key Staff

1. Identify key individuals to be assigned to this project and include the function and/or
responsibility of each identified individual. Experience summaries of these key
individuals must be provided with emphasis on previous experience in similar roles
on comparable projects and a copy of their resumes if applicable.
D. Cost Proposal

1. Preventative Maintenance
• Provide a lump sum bid for all scheduled services based on unit pricing
2. Additional Labor Costs
• Normal Hours: Monday through Friday, 7AM to 4 PM b. After
Hours/Holidays Billed at approved overtime rates
3. Parts and Materials
• No more than a 5% markup; provide a detailed price

Proposals submitted in response to this RFP will be evaluated and scored, in accordance with the
criteria outlined below, by an evaluation committee established by the client.

Criteria Points
Technical Approach/Project Management 40
Qualifications and Experience of the Firm(s) 20

Qualifications and Experience of Key Staff 10

Cost 30
Highest Possible Score 100

a. All Corporations should provide corporate seal, a copy of the Secretary of State’s
Certificate of Incorporation, and a listing of the principals of the corporation with the
proposal.

b. The Department is concerned about proposers’ financial capability to perform.
Therefore, please provide enough data to lead evaluators to the conclusion that your firm

40
EXHIBIT C
REQUEST FOR PROPOSAL
has the financial capability to perform. As detailed financial data is generally
proprietary, and proposers do not wish such information to be part of the public record
under the Georgia Open Records Act (G.O.R.A.), the City reserves the right to perform
additional due diligence in this area, at the sole discretion of the City, prior to award of
any contract.
c. The proposals will be the basis from which interested firms will be selected for
interviews. Following the City staff evaluation of the proposals received, selected firms
may be invited to make oral presentations before the City’s Evaluation Panel. The City’s
Project Manager will provide additional details outlining the preferred content of the
presentation to each firm or team of firms that are invited to participate. Upon completion
of the evaluations, the City’s Evaluation Panel will determine the most qualified firm based
on all materials and information presented. The City will then begin the negotiations for
an agreement with the selected firm.

d. Any firm failing to submit information in accordance with the procedures set forth in the
RFP may be subject to disqualification. The City reserves the right to change the
solicitation schedule or issue amendments to the solicitation at any time. The City
reserves the right, at its sole discretion, to waive immaterial irregularities contained in the
solicitation. The City reserves the right to reject any and all proposals at any time,
without penalty. The City reserves the right to request "best and final" offers, and to issue
a new RFP. Firms eliminated from further consideration will be notified by mail by the
City as soon as practical.

II. SUBMISSION OF RFP
Proposals shall be submitted online thru the Bonfire Portal, and identified as follows:

RFP Number: 2025-0004, Annual On-Call Sidewalk Repairs And Replacement
Optional Pre-bid Conference (In Person): Monday, May 12, 2025, at 1:30 p.m. EST
Questions Due: Friday, May 16, at 2:30 p.m. EST
Proposal Due Date: Thursday, May 29, 2025, at 3:00 p.m. EST

Proposals shall only be accepted online through the Bonfire Portal
City of Stockbridge Annual On-Call Sidewalk Repairs and Replacement

All submissions are due in Bonfire no later than the date and time specified herein. The RFP
package must include detailed information relative to Request for Proposal Process and
Selection Criteria, as required. The Proposal Letter included as page two (2) of this RFP, and
Exhibit C-I must be attached in Bonfire and must be signed by a person authorized to
legally bind the company.

41
EXHIBIT C
REQUEST FOR PROPOSAL

III. EVALUATION CRITERIA AND PROCESS
a. All RFPs received will be reviewed by the Purchasing Manager to ensure that all
administrative requirements of the RFP package have been met by the Offerors. Each
RFP will be reviewed to ensure that the Offeror submitted all information required in
the RFP and that all documents requiring a signature have been signed. Failure to
meet these requirements may be cause for rejection. All RFP’s that meet the
administrative requirements will then be turned over to the evaluation committee for
further evaluation.

b. The Evaluation Committee will review all submittals received and rank Offerors
based on submittal information required in Evaluation and Selection Criteria.
Discussions may be conducted by the City of Stockbridge with responsible Offerors
who submit RFP determined to be reasonably susceptible of being selected for award
for clarification to assure full understanding of and responsiveness to the solicitation
requirements. Offerors shall be accorded fair and equal treatment with respect to any
opportunity for discussion and revision of statements; and such revisions may be
permitted after submissions and prior to award. In conducting any such discussions,
there shall be no disclosure of any information derived from proposals submitted by
competing Offerors. Cost will not be a deciding factor in this RFP, only Proposal.

c. The City of Stockbridge reserves the right to addend the RFP prior to the date of RFP
submission. Addenda will be posted to the Stockbridge website at
www.stockbridgega.gov.

d. Awards of contract shall be made to the responsible Offerors who have successfully
submitted an RFP and been ranked by the Evaluation Committee considering all the
evaluation factors set forth in this RFP. No other factors or criteria shall be used in
the evaluation. The City of Stockbridge reserves the right to reject all RFP’s
submitted in response to this RFP.

IV. OTHER CONSIDERATIONS
a. Vendors responding to this RFP need to become a registered Vendor to sell products or
services to the City of Stockbridge. Please note that the vendor file is a good source for
vendor information but not the only source. Registration does not guarantee that your
firm will be solicited for any or all requirements. The vendor file will also be used to
support financial transactions with vendors, including invoice payments. If you have any
questions or concerns, please feel free to email:
City of Stockbridge
Purchasing Office
Shall@stockbridgega.org

42
EXHIBIT C
REQUEST FOR PROPOSAL
b. Prior to the due date, a submitted RFP may be withdrawn by the Offeror by submitting a
written request to the Buyer named herein. A person authorized to sign for the Offeror
must sign all such requests.

The City reserves the right to add provisions to the contract to be consistent with the
successful Offeror's offer and to negotiate with the successful Offeror other additions to,
deletions from, and/or changes in the language in the Contract, provided that no such
addition, deletion or change in Contract language would, in the sole discretion of the City
affect the evaluation criteria set forth herein, or give the successful Offeror a competitive
advantage.
Any exceptions to the agreement must be clearly identified, accompany the Offeror's RFP
and be attached to the agreement. Offerors are cautioned that any exception submitted
that will give the Offeror a competitive advantage over another Offeror or that will cause
a failure to meet a mandatory requirement of the RFP will not be accepted.
Prior to award, the apparent winning Offeror(s) may be required to enter discussions with
the City to resolve any contractual differences before an award is made. These
discussions are to be finalized, and all exceptions resolved within one (1) week of
notification, if not, this could lead to rejection of the Offeror's proposal. Offeror will not
retype the enclosed contract.

V. CERTIFICATION
By my signature below, it is certified that my firm can meet all terms of the statement of
Proposal and will perform the services specified; and for the privilege of doing so on the City
of Stockbridge premises. I understand that, upon proper acceptance of this offer by the City
of Stockbridge, a contract will thereby be created.
Given under my hand this __________ day of _____________, 20___.

Name of Firm
Signature
Title
Business Address
Email address

End of Exhibit C.

43
EXHIBIT D
BOND DOCUMENTS

PROVIDED, FURTHER, that Principal and Surety agree and represent that this bond is executed
pursuant, to and in accordance with the applicable provisions of the Official Code of Georgia Annotated,
as Amended, including, but not limited to, O.C.G.A. SS 13-10-1, et. Seg. And SS 36-86-101, et. Seg.
And is intended to be and shall be constructed as a bond in compliance with the requirements thereof.
Signed, sealed, and dated this __________ day of _______________________________, 2025.

ATTEST:

(Principal Secretary) (Principal)

(SEAL) BY: _________________________

(Witness to Principal) (Address)

(Address)

(Surety)

ATTEST
BY: _______________________________
(Attorney-in-Fact) and Resident Agent

(Attorney-in-Fact)

(Seal) ______________________________
(Address)

(Witness as to Surety)
(Address)

44
EXHIBIT D
BOND DOCUMENTS

PAYMENT BOND

KNOW ALL MEN BY THESE PRESENTS: THAT

(Name of Contractor)

(Address of Contractor)

(Corporation, Partnership or Individual)

Hereinafter called Principal, and

(Name of Surety)

(Address of Surety)

A Corporation of the State of _________________and a surety authorized by law to do business
in the State of Georgia, hereinafter called Surety, are held and firmly bound unto:

The City of Stockbridge Georgia
(Name of Obligee)

4640 N Henry Blvd. Stockbridge, Georgia 30281
(Address of Obligee)

Hereinafter referred to as Obligee; for the use and protection of all subcontractors and all persons
supplying labor, services, skill, tools, machinery, materials and/or equipment in the prosecution of the
work provided for in the contract hereinafter referred to in the full and just sum of ___________________
_____________________________ Dollars ($_____________) in lawful money of the United States, for
the payment of which sum well and truly to be made, the Principal and Surety bind themselves, their, and

each of their heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these
presents.

45
EXHIBIT D
BOND DOCUMENTS
The condition of this obligation is such, as whereas the Principal entered into a certain contract, hereto
attached, with the Obligee, dated____________________ for ________________.

NOW, THEREFORE, the conditions of this obligation are such that if the Principal shall well, truly, and
faithfully perform said Contract in accordance to its terms, covenants, and conditions, and shall promptly
pay all persons furnishing labor, materials, services, skill, tools, machinery and/or equipment for use in
the performance of said Contract, then this obligation shall be void; otherwise, it shall remain in full force
and effect.

All persons who have furnished labor, materials, services, skill, tools, machinery and/or equipment for
use in the performance of said Contract shall have a direct right of action on this Bond, provided payment
has not been made in full within ninety (90) days after the last day on which labor was performed,
materials service, skill, tools, machinery, and equipment furnished or the subcontract completed.

PROVIDED FURTHER, that said Surety to this Bond, for value received, hereby stipulates and agrees
that no change, extension of time, alterations, or additions, to the terms of the Contract or to the Work to
be performed thereunder shall in any way affect its obligation on this bond, and it does hereby waive
notice of any such change, extension of time, alterations, or additions to the terms of the Contract or to the
work to be performed thereunder.

PROVIDED, HOWEVER, that no suit or action shall be commenced hereunder by any person furnishing
labor, materials, services, skill, tools, machinery, and /or equipment having a direct contractual
relationship with a subcontractor, but no contractual relationship express or implied with the Principal:

Unless such person shall have given notice to the Principal within 120 days after such person did, or
performed the last of the work or labor, or furnished the last of the materials, services, skill, tools,
machinery and/or equipment for which claim is made, stating with substantial accuracy the amount
claimed and the name of the party to whom the materials, services, skill, tools, machinery, and/or
equipment were furnished, or for whom they work or labor was done or performed. Such a notice shall be
served by mailing the same by registered mail, postage prepaid, in an envelope addressed to the Principal,
at any place where an office is regularly maintained for the transaction of business, or served in any
manner in which legal process may be served in the State in which the aforesaid project is located, save
that such service need not be made by a public officer, and a copy of such notice shall be delivered to the
Obligee, to the person and at the address provided for in the Contract, within five days of the mailing of
the notice to the Principal.

PROVIDED FURTHER, any suit under this Bond must be instituted before the expiration of one year
after the acceptance of the public works covered by the Contract by the proper authorities.

46
EXHIBIT D
BOND DOCUMENTS

PROVIDED FURTHER, that Principal and Surety agree and represent that this bond is executed pursuant
to and in accordance with the applicable provision of the Official Code of Georgia Annotated, as
amended, including, but not limited to, O.C.G.A. SS 13-10-1, et. Eq. and SS 36-86-101, et. Seg., and is
intended to be and shall be construed as a bond in compliance with the requirements, therefore.

Signed, sealed, and dated this___________day of_______________, 2025

ATTEST:

(Principal Secretary) (Principal)
(Seal)

By:__________________________

(Witness to Principal) (Address)

___________________________________ (Surety)

ATTEST BY:
Agent
(Attorney-in-Fact)

(Seal)

(Address)

(Witness as to Surety)

47
EXHIBIT D
BOND DOCUMENTS
PERFORMANCE BOND

KNOW ALL MEN BY THESE PRESENTS: THAT
(Name of Contractor)

(Address of Contractor)
(Corporation, Partnership or Individual)

Hereinafter called Principal, and

(Name of Surety)

(Address of Surety)

A Corporation of the State of _________________ and a surety authorized by law to do business in the
State of Georgia, hereinafter called Surety, are held and firmly bound unto:

The City of Stockbridge, Georgia
(Name of Obligee)

4640 N Henry Blvd., Stockbridge, Georgia 30281
(Address of Obligee)

Hereinafter referred to as Obligee; are held firmly bound unto said Obligee and all persons doing work or
furnishing skill, tools, machinery, supplies, or material under or for the purpose of the Contract
hereinafter referred to, in the penal sum of: __________________________Dollars ($______________),
in lawful money of United States, for the payment of which sum well and truly to be made, we bind
ourselves, our heirs, executors, administrators and successors, jointly and severally, firmly by these
presents.

48
EXHIBIT D
BOND DOCUMENTS

The condition of this obligation is such, as whereas the Principal entered into a certain contract, hereto
attached, with the Obligee, dated_______________ for: _____________.

NOW THEREFORE, the conditions of this obligation are such that if the above-bound Principal shall
well, truly, fully and faithfully perform said contract according to its terms, covenants, conditions, and
agreements of said contract during the original term of said contract and any extensions thereof that may
be granted by the oblige, with or without notice to the Surety, and during the life of any guaranty required
under the contract, and shall also well and truly perform and fulfill all the undertakings, covenants, terms,
conditions and agreement of any and all duly authorized modifications of said contract that may hereafter
be made, then his obligation shall be void, otherwise to remain in full force and effect.

PROVIDED FURTHER, that said Surety to this Bond, for value received, hereby stipulates and agrees
that no change, extension of time, alterations, or additions to the terms of the Contract or to the Work to
be performed thereunder shall in any way affect its obligation on this bond, and it does hereby waive
notice of any such change, extension of time, alterations, or additions to the terms of the Contract or to the
work to be performed thereunder.

PROVIDED FURTHER, that Principal and Surety agree and represent that this bond is executed pursuant
to and in accordance with the applicable provisions of the Official Code of Georgia Annotated, as
amended, including but not limited t. O. C.G.A. SS 13-10-1 et. Eq. and SS 36-86-101, et Seg., and is
intended to be and shall be construed as a bond in compliance with the requirements thereof.

Signed, sealed, and dated this________day of __________________, 2025

ATTEST:

(Principal)

(Principal Secretary)

(Seal)

By: ____________________________________________________

(Witness to Principal)

49
EXHIBIT D
BOND DOCUMENTS
(Address)

(Surety)

ATTEST:

(Attorney-in-Fact) and Resident Agent

(Attorney-in-Fact)

(Seal)
(Address)

(Witness as to Surety)

(Address)

50
EXHIBIT D
BOND DOCUMENTS

MAINTENANCE BOND
PROJECT NO: _____________
BOND NO: ________________

KNOW ALL MEN BY THESE PRESENTS that we, _______________________ as Principal, and
________________________as Surety, are held and firmly bound unto the CITY OF
STOCKBRIDGE, GEORGIA, as Obligee in the sum of one-third of the contract bid for the
payment of which said Principal and Surety bind themselves, their heirs, administrators,
executors, successors and assigns jointly and severally, firmly by these presents.

WHEREAS, the Principal has entered into an agreement with the City of Stockbridge. Said work has now
been completed and the Obligee desires a maintenance bond guarantee said streets and
improvements for a period of one-year beginning_____________ and
ending_________________.

NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION IS SUCH, that if the Principal shall
fully indemnify and save harmless the City of Stockbridge from any and all loss, costs, expenses
or damages, for any repairs or replacements required because of defective workmanship or
materials in said construction, then this obligation shall be null and void; otherwise to be and
remain in full force and effect as to any such claim arising within one year from the completion of
said construction as set forth in said agreement.

Signed, sealed and dated this_______ day of ________________, 2025
Witness:
(Principal)

(Name of Surety Company)

(Attorney-in-fact)

End of Exhibit D.

51
EXHIBIT E
GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

Contractor(s) Name:
Address:

By executing this affidavit, the undersigned person or entity verifies its compliance with O.C.G.A. § 13-
10-91, stating affirmatively that the individual, firm, or corporation which is registered with, is authorized
to participate in, and is participating in the federal work authorization program commonly known as E-
Verify,* in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

The undersigned person or entity further agrees that it will continue to use the federal work authorization
program throughout the contract period, and it will contract for the physical performance of services in
satisfaction of such contract only with subcontractors who present an affidavit to the undersigned with the
information required by O.C.GA. § 13-10-91(b).

The undersigned person or entity further agrees to maintain records of such compliance and provide a
copy of each such verification to the City of Stockbridge within five (5) business days after any
subcontractor(s) is/are retained to perform such service.

E Verify TM Company Identification Number Date of Authorization

BY: Authorized Officer or Agent Date
(Name of Person or Entity)

SUBSCRIBED AND SWORN BEFORE
ME ON THIS THE

DAY OF , 20_

[NOTARY SEAL]
Notary Public

My Commission Expires: ______________________

* or any subsequent replacement 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 of 1986 (IRCA), P.L. 99-60

52
EXHIBIT E
GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

Subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(3)
By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. §
13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the
physical performance of services under a contract with (name of contractor) on behalf of (name of
public employer) has registered with, is authorized to use and uses the federal work authorization
program commonly known as E-Verify, or any subsequent replacement program, in accordance with
the applicable provisions and deadlines established in
O.C.G.A. § 13-10-91. Furthermore, the undersigned subcontractor will continue to use the federal
work authorization program throughout the contract period and the undersigned subcontractor will
contract for the physical performance of services in satisfaction of such contract only with sub-
subcontractors who present an affidavit to the subcontractor with the information required by
O.C.G.A.§ 13-10-91(b). Additionally, the undersigned subcontractor will forward notice of the
receipt of an affidavit from a sub-subcontractor to the contractor within five business days of
receipt. If the undersigned subcontractor receives notice that a sub- subcontractor has received an
affidavit from any other contracted sub-subcontractor, the undersigned subcontractor must
forward, within five business days of receipt, a copy of the notice to the contractor. Subcontractor
hereby attests that its federal work authorization user identification number and date of
authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Subcontractor

Name of Project

Name of Public Employer

SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE

DAY OF ___________, 20_

[NOTARY SEAL]

Notary Public

My Commission Expires: ____________________

End of Exhibit E.

53
EXHIBIT F
DRUG-FREE WORKPLACE

The undersigned certifies that the provisions of Code Sections 50-24-1 through 50-24-6 of the Official
Code of Georgia Annotated, relating to the “Drug-free Workplace Act”, have been complied with in full.
The undersigned further certifies that:

(1) A drug-free workplace will be provided for the Service Provider’s employees during the
performance of the Contract; and

(2) Each Service Provider who hires a subcontractor to work in a drug-free workplace shall secure
from the subcontractor the following written certification:
“As part of the subcontracting agreement with __________________ (Service Provider),
_______________________________(subcontractor) certifies to the Service Provider that a drug-free
workplace will be provided for the subcontractor’s employees during the performance of this Contract
pursuant to paragraph (7) of the subsection (b) of Code Section 50-24-03.”

Also, the undersigned further certifies that he/she will not engage in the unlawful manufacture, sale,
distribution, dispensation, possession, or use of a controlled substance or marijuana during the
performance of the Contract.

Company Name

BY: Authorized Officer or Agent Date
(Service Provider Signature)

Title of Authorized Officer or Agent of Service Provider

Printed Name of Authorized Officer or Agent

End of Exhibit F.

54
EXHIBIT G
PURCHASING POLICY ADDENDUM

I, _____________________, hereby certify that I have received certify that I have received a copy of the
City of Stockbridge, GA, Financial Management Policies Purchasing Policy which can be found at
https://stockbridgega.org/departments/procurement-division and agree to comply with all requirements of
the City of Stockbridge, GA Financial Management Policies Purchasing Policy to the extent the policy is
applicable to the undersigned.

BY: Authorized Officer or Agent Date
(Service Provider Signature)

Title of Authorized Officer or Agent of Service Provider

Printed Name of Authorized Officer or Agent Date

End of Exhibit G.

55
EXHIBIT H
AFFIDAVIT VERIFYING STATUS FOR CITY PUBLIC BENEFIT APPLICATION

By executing this affidavit under oath, as an applicant for a City of Stockbridge, Georgia Business
License or Occupation Tax Certificate, Alcohol License, Taxi Permit, execution of contract or other
public benefit as referenced in O.C.G.A. § 50-36-1, I am stating the following with respect to my
application for a City of Stockbridge license/permit and /or contract for
[ Name of natural person applying on behalf of individual, business, corporation, partnership, or other
private entity]:
1. ____________________ I am a United States citizen
OR
2. ____________________ I am a legal permanent resident 18 years of age or older or I am an
otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality Act 18
years of age or older and lawfully present in the United States. *

In making the above representation under oath, I understand that any person who knowingly and willfully
makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a
violation of O.C.G.A. § 16-10-20.
Signature of Applicant: _____________________________________Date: ______________

Printed Name: ____________________________________________

* Alien Registration number for non-citizens: ___________________

** PLEASE INCLUDE A COPY OF YOUR PERMANENT RESIDENT CARD, EMPLOYMENT
AUTHORIZATION, GREEN CARD, PASSPORT WITH A COPY OF YOUR DRIVER’S LICENSE,
OR OTHER DOCUMENTATION AS ALLOWED UNDER THE LAW IF YOUR ARE A LEGAL
PERMANENT RESIDENT (#2).**

Subscribed and Sworn Before Me, this the ____day of ________________, 20___

Notary Public:___________________________________________________

My Commission Expires: ______________________________

* Note: O.C.G.A.§ 50-36-1(e)(2) requires that aliens under the Federal Immigration and Nationality Act,
Title 8 U.S.C., as amended, provide their alien registration number. Because legal permanent residents are
included in the Federal definition of “alien”, legal permanent residents must also provide their alien
registration number. Qualified aliens that do not have an alien registration number may supply another
identifying number below:

End of Exhibit H.

56
EXHIBIT I:
CITY OF STOCKBRIDGE GENERAL CONCRETE WORK BID FORM/COST PROPOSAL
RFP No. 2025-0004
ANNUAL ON-CALL SIDEWALK REPAIRS AND REPLACEMENT

ITEM DESCRIPTION UNIT UNIT PRICE AMOUNT
REMOVAL & DISPOSAL OF RIGID PAVEMENT
(SIDEWALK, ETC.,) S.Y. $ $
REMOVAL OF CURB (EXTRUDED, DETACHED,
CURB & GUTTER) L.F. $ $
CONCRETE SIDEWALK (4-INCH
DEPTH, 3,000 PSI, BROOM FINISH) S.F. $ $
EXPOSED AGGREGATE CONCRETE
SIDEWALK (4-INCH DEPTH, 3000 PSI),
(see Sect. II note 4.) S.F. $ $
EXPOSED AGGREGATE CONCRETE
DRIVEWAY (6-INCH DEPTH, 4,000 PSI,
WITH FIBER MESH) S.F. $ $
CONCRETE HANDICAP RAMP (4-INCH
THICKNESS, 3,000 PSI, RETROFIT
W/DETECTABLE WARNING PER CITY S.F. $ $
STANDARD)
CONCRETE DRIVEWAY (BROOM
FINISH, 4-INCH DEPTH, 4,000 PSI,
WITH FIBER MESH) S.F. $ $
CONCRETE DRIVEWAY (BROOM
FINISH, 6-INCH DEPTH, 4,000 PSL
W/FIBER MESH) S.F. $ $
BLACK FIBER BOARD EXPANSION JOINT L.F. $ $

RUBBERIZED EXPANSION JOINT (ASTM D-
1751-97) L.F. $ $
EXTRUDED MOUNTABLE CURB (NEW
INSTALLATION, Spring Hill STD.) L.F. $ $
CONCRETE COMBINED CURB &
GUTTER (NEW INSTALLATION, Spring
Hill STD) L.F. $ $
ADJUSTMENT OF CATCH BASIN GRATES &
FRAMES EACH $ $

ADJUSTMENT OF WATER VALVE BOXES EACH $ $

57
EXHIBIT I
CITY OF STOCKBRIDGE GENERAL CONCRETE WORK BID FORM/COST PROPOSAL
RFP No. 2025-0004
ANNUAL ON-CALL SIDEWALK REPAIRS AND REPLACEMENT

ADJUSTMENT OF MANHOLE COVERS & EACH $ $
FRAMES
ADJUSTMENT OF WATER METERS EACH $ $

BERMUDA SOD – PER GDOT S.F. $ $

ITEM DESCRIPTION UNIT UNIT PRICE AMOUNT

SEED & STRAW – PER GDOT S.F. $ $

REMOVAL OF TREE & STUMP GRINDING EACH $ $

REMOVAL OF TREE ROOT UNDER THE
SIDEWALK ONLY EACH $ $
REMOVAL AND INSTALLATION OF ADA RAMP
INCLUDING DETECTOR WARNING STRIPS
EACH $ $

TOTAL BASE BID $ _________________________

TOTAL BASE BID IN WORDS

End of Exhibit I.

58
Henry County, GA

Overview

Legend
Parcels
Roads

57 ft

Parcel ID S33-01011002 Class Commercial Owner ESP2 PROPERTIES Land $86,200
Property ROCK QUARRY Acreage 0.66 Address LLC Value:
Address RD 110 ROCK Building $316,800 Last 2 Sales
District City/Stockbridge QUARRY RD Value: Date Price Reason Qual
STOCKBRIDGE, GA Misc $23,700 1/1/2016 $0 VM U
30281 Value: 9/29/2010 $500,000 FM Q
Total $426,700
Value:

Parcel lines depicted on the maps do not re ect a true and exact representation of property boundaries and should not be relied upon for said purpose. Property boundary lines
are depicted on recorded plats available at the Henry County courthouse or can be determined by employing the services of a licensed surveyor.

Date created: 9/18/2025
Last Data Uploaded: 9/18/2025 6:45:53 PM

Developed by
City of Stockbridge

Appeal Case# Community Development Department
Planning & Zoning
AP 2025-02 City Council Meeting October 13, 2025

Submittal of Appeal Application

Appellant information Appeal Letter

Date: September 15, 2025

Applicant: Reynell Hay

Agent: Smith, Welch, Webb & White

Letter of Appeal: Submitted by Smith,
Welch, Webb & White

Purpose of the Appeal Application

City Staff evaluated Reynell
Reynell Hay was one of
Hay’s lottery application for an City staff sent a denial letter,
fourteen applicants for a
alcohol license and deemed via certified mail, to Mr. Hay,
lottery for an alcohol license in
the application to be on September 5, 2024.
the City of Stockbridge.
incomplete.

Law firm Smith, Welch, Webb,
& White (agent) submitted an
Reynell Hay claimed to have City Staff provided an updated appeal letter to the City of
never received it and denial letter dated September Stockbridge on the behalf of
requested a copy of the denial. 15, 2025 alcohol license lottery
applicant, Reynell Hay on
September 15, 2025

Alcohol License Application
Requirements
Application Lottery Requirements Application Contents
Section 9.04.180:The application shall be submitted utilizing the city application
form and shall contain, under oath, the following information, and additional
documents:
Section 9.04.130 of the Municipal Code of Ordinances
authorized the issuance of two additional retail package stores • Name and address of each applicant and each person who would have an
due to the City’s population increase from the 2022 annexation. interest in the license, however including only those stockholders owning ten
percent (10%) or more of the corporation's stock and all members of the LLC;
• Name and address for the past ten (10) years of each individual licensee,
A period of forty-five (45) days was allowed for the City to including registered agent where necessary;
receive applications.
• The name, address, and date of birth of each employee working at the
business location;
• Description of the business operation, its location, and facilities;
The application forms are located on the City’s website, and
• Blueprint or scale drawing of the business facilities, including the boundaries
or limits of any parking assigned to or under the control of the business;
• Survey indicating the location of the business and the distance to the nearest
the application fee is $750.00. school, church, alcoholic treatment center; and closest distilled spirits retail
dealer;
• The license fee required by this chapter, in the form of cash or a bank-certified
check;
The retail package stores were to be located on either Rock
Quarry Road or Jodeco Road. • The non-refundable investigative fee, in the form of cash or a bank-certified
check;
• Financial statements for each person identified in Section 9.04.170; and such
other information and documents as may be required by the license 5
department.
Alcohol License
Application
Requirements
• A property for a retail package store must be located in one of
five approved areas, per Section 9.04.090 of the Stockbridge
Municipal Code. Those areas are shown on a City map, dated
2/24/24, entitled “Proposed Liquor Store Areas” which also
shows the locations of four liquor stores as of that date. The
approved locations for new liquor stores were later limited to
Rock Quarry Road or Jodeco Road. Reynell Hay’s proposed
property location was at 110 Rock Quarry Road (Parcel #S33-
01011002).
• Section 9.04.130(B) lists four retail package store
requirements. These include
• a minimum store size of at least 6,000 square feet,
• permissibility to locate within a mixed-use development,
• approval of a special use permit by the Stockbridge City
Council, and
• compliance with the provisions of the Stockbridge Unified
Development Code (UDC). 6
Alcohol License Application
Requirements 9.04.210 - Misleading, omitted, or obsolete
information—Report—Penalties.
A. Any untrue or misleading information contained
in or material omission left out of an original or
renewal application for an alcoholic beverage
Section 9.04.210 of the Stockbridge Municode license shall be cause sufficient for the denial
Identifies possible reasons for the denial of an thereof.
alcohol license lottery application. Section B. Any information which changes or otherwise
9.04.210(A) states that a “material omission left becomes obsolete shall be reported immediately.
out of an original or renewal application for an
alcoholic beverage license shall be cause C. When any license is issued on the basis of an
sufficient for the denial thereof.” Section application containing misleading or untrue
9.04.210(C) further explains that if a license is information or omitted or unreported changed
issued on the basis of omitted material material information, such circumstances shall be
information, which would be cause for the cause for revocation of same.
revocation of the license D. In the event a licensee receives notice of violation of
any federal or state law or administrative regulation,
such licensee shall, within ten (10) days of receipt of
such notice, provide a copy of the notice to the city
by certified mail. The licensee shall keep the city
informed as to the progress of the matter for which
notice of violation was issued and shall promptly 7
communicate the outcome of all proceedings to the
Origin of the Lottery Application Process
for Alcohol Licenses
• In November of 2022, a citywide annexation
referendum was passed and approved,
increasing the City’s population by approximately
7,000.
• As a result of the substantial population increase,
the City became eligible for two additional alcohol
licenses.
• Section 9.04.040 of the Stockbridge Municipal
Code of Ordinances requires all manufacturers
and dealers of alcoholic beverages to obtain an
alcohol business license from the City of
Stockbridge before commencing operations.
• Section 9.04.130 further limits the number of
alcohol licenses to be issued within the City
Limits, based on the City’s population.
• As of February 27, 2024, four liquor stores were
located in the City of Stockbridge
Origin of the Lottery
Application Process for
Alcohol Licenses
• February 27, 2024 City Council Work
Session: An ordinance was considered two
allow additional licenses and locations in the
City for several types of businesses, including
dealers in distilled spirits, by clarifying the
number of licenses available and providing a
process for allowing additional licenses based
up Census data.
• March 26, 2024 Work Session Meeting: The
discussion of the ordinance continued and the
ordinance was adopted with the following
requirements for retail package stores: the
minimum store size would be 6,000 square
feet; retail package stores would be allowed in
mixed-used developments; applicants must file
a Special Use Permit and receive approval of
the City Council; and all requirements of the
Unified Development Code (UDC) had to be
met.
• These requirements have been incorporated 9
into Section 9.04.130(B) of the Stockbridge
Implementation of the
Alcohol License
Lottery Process
• The City of Stockbridge’s alcohol
license lottery process began on April
6, 2024, via public notice, as a method
for awarding two additional alcohol
licenses to eligible lottery applicants.

• A public lottery was authorized to
determine the applicants for an alcohol
license and an occupational tax
certificate. The application period
ended on Friday, June 7, 2024, and
there were fourteen (14) total
applicants.

10
Implementation of the Alcohol License
Lottery Process
Addendum No. 1 was issued on April 17, 2024. It advised Addendum No. 2 was issued on May 3, 2024. It superseded and
applicants that certain application requirements regarding the effectively rescinded Addendum No. 1, and it required the
location of the business no longer needed to be addressed. applicant to include a specific location of the business within
the City, pursuant to the City’s Alcoholic Beverage Code,
Section 9.04.180.

11
Implementation of the
Alcohol License Lottery
Process
• The “update” first letter, dated June 28, 2024, stated as
follows:
• “This communication serves to inform you that we
received your application for the city’s alcohol lottery within
the stipulated deadline. However, following the June 10,
2024, city council meeting, it was determined that further
clarification of this process was necessary.”
• Upon consultation with our leadership and review from
the City Attorney, it has been determined that applicants are
required to provide responses to questions 14-16 of the
application, along with a formal letter of intent to purchase or
lease land located within Stockbridge city limits on either
Rock Quarry Road or Jodeco Road. As of today, an alcohol
lottery application received without a proposed location with
an address on Rock Quarry Road or Jodeco Road does not
meet the requirements. These applicants are required to
amend their application by July 19, 2024, or it will be
withdrawn from consideration.
• Please ensure your application is updated accordingly to
avoid disqualification.
• This information must be submitted no later than July 19,
2024, at 5:00 PM EST.”

12
Implementation of the
Alcohol License Lottery
Process
• The second “update” letter, dated July 17,
2024, stated as follows:
• “This communication serves to inform you that
we received your application for the city’s alcohol
lottery within the stipulated deadline. Upon further
review, City Staff has removed the requirement for
all applicants to have a formal letter of intent to
purchase land located within Stockbridge city limits
on either Rock Quarry Road or Jodeco Road. The
alcohol lottery will take place on July 30, 2024, at
6:00 PM in the council chambers.”
• The City of Stockbridge mailed a second
update letter to notify the applicant via certified
mail and it was returned.

13
Implementation of the Alcohol License
Lottery Process
• June 10, 2024 City Council Meeting: The
names of all applicants were listed on the City
Council agenda for the meeting, when a public • September 5, 2024 the City notified the
lottery drawing was to be held. However, The remaining twelve (12) alcohol license lottery
lottery process was tabled until the July 30, applicants that their applications were deemed
2024, Work Session meeting, to be incomplete, including the application of
Reynell Hay, via certified mail
• July 30, 2024 City Council Work Session:
Only two applications were deemed to be • One applicant did not apply for a special use
complete. During the meeting two permit within the required 120-day application
applicants,(Applicant No. 1) and (Applicant No. period; thus, his alcohol license expired.
5), were selected by City Council.
• The selected applicants were required to
undergo criminal background checks and were
allotted 120 days to apply for a special use
permit, which required City Council approval,
before they could be awarded an alcohol
license or their approvals could be repealed by
City Council.

14
Lottery Application for an Alcohol License
by Reynell Hay
• The City of Stockbridge received an alcohol license application by Reynell Hay on June 6,
2024. It stated that the proposed business name was to be “Ologo Wines and Spirit” as a
Limited Liability Company (LLC), and that the company was formed on 5/17/24.
• The business address of 950 Eagles Landing Parkway, Stockbridge, GA, 30281 was
listed, which is the address of an UPS store. No post office box number was given,
nor did the applicant supply his requested home address (although it was obtained
from his driver’s license); Thus making his application incomplete.
• The application listed Reynell Hay as a “Member Manager” with a member-ownership
interest of 50%, with Shaffer Smith also listed as a member-ownership interest of 50%.
• The proposed retail package store was to be located at 110 Rock Quarry Road (Parcel
#S33-01011002).
• Mr. Hay signed his application but did not provide a date, although a notary public date of
May 21, 2024, was listed. The applicant also submitted a “Certificate of Organization”
from the State of Georgia, which stated that Ologo Wine and Spirits LLC was organized
under the laws of the State of Georgia on 05/17/2024.

15
Lottery Application for an Alcohol License
by Reynell Hay

16
Lottery Application for
an Alcohol License by
Reynell Hay
• After receiving Mr. Hay’s alcohol lottery license
application, City Staff filled out a Lottery Application
Tracking Sheet after Mr. Hay’s application was
received. The Sheet was marked as “Date Received:
5/28/24; Application No. 6.”

17
Lottery
Application for an
Alcohol License
by Reynell Hay
• City Staff then sent Addendum
No. 1 and Addendum No. 2 to
all applicants, including
Reynell Hay, as well as the
two “update” letters. The first
“update” letter to Reynell Hay
was dated June 28, 2024, and
the second one was dated
July 17, 2024

18
Lottery Application for
an Alcohol License by
Reynell Hay
• After evaluating Reynell Hay’s application, City Staff
determined that it was incomplete. The City sent a denial
letter to Mr. Hay, dated September 11, 2024.
• Since the applicant’s stated business mailing
address of 950 Eagles Landing Parkway did not
include a post office box number, it was insufficient,
and the denial letter could not be delivered to that
address.
• City Staff therefore used the address that was listed on
the applicant’s driver’s license since he did not supply a
home address on his application. A confirmation of the
applicant’s home address was made by examining the
Henry County Tax Assessors’ records.
• The denial letter was sent to the driver’s license by
certified mail, but Mr. Hay claimed to have never
received it. The letter was returned unclaimed just as
the previous two letters.

19
Lottery Application for an
Alcohol License by Reynell
Hay
• City Staff sent a second denial letter to the
applicant, dated September 5, 2025, and it
used the same language as the first denial
letter from September 11, 2024.
• Both denial letters were sent to the
applicant’s residential mailing address.

20
• On July 30, 2024, the Stockbridge City Council awarded
two alcohol licenses during the lottery process. One
license was awarded to Girishkumar Patel, and the
second license was awarded to Niral Patel.
• On August 2, 2024 Girishkumar Patel applied for the
required special use permit, when he proposed to locate
his retail package store at 106 Rock Quarry Road.
City Council • On February 10, 2025, the Stockbridge City Council
heard but denied SP-2024-02 for Girishkumar Patel (the
Decisions agent for the special use permit applicant, GRP, LLC).
The denial was documented by Ordinance #OR25-588.
• Niral Patel did not apply for a special use permit during
the allotted 120-day time period, so his alcohol license
expired.

21
Smith, Welch, Webb &
White Justification for the
Appeal
• December 18, 2024 The City of Stockbridge received a letter
a from the law firm of Smith, Welch, Webb & White on behalf
of their client, Reynell Hay. The letter stated that all of alcohol
license applications were incomplete, including the two which
City Staff deemed to be complete, which were the
applications of Girishkumar Patel (Application No. 1) and Niral
Patel (Application No. 5), and should be rejected.
• The letter requested that both of the alcohol licenses which
City Council had awarded on July 30, 2024 be rescinded
because
• 1) City Council had denied the special use permit for 106
Rock Quarry Road for Girishkumar Patel; and
• 2) Time had expired for the second license since for Niral
Patel since he had not provided a proposed business
location for his retail package store.

22
Smith, Welch, Webb &
White Justification for the
Appeal
• September 5, 2025 A second letter from the
applicant’s law firm stated that the City made
numerous violations and did not abide by the
requirements of the Stockbridge Municipal Code
for alcohol licenses.
• Further, it states that Mr. Hay was told by a City
employee that he did not need to provide a
business location for his proposed retail package
store, thus Mr. Hay did not submit any plans or
drawings, either.

23
• Reynell Hay’s alcohol license application was deemed to be incomplete by City
Staff. Reynell Hey did not provide a legitimate business mailing address,
nor did he provide any residential mailing address on his application.
Section 9.04.210(A) of the Stockbridge Municode cites this as a reason
for denial: “Failure to provide required information and documentation.”
This alone should be sufficient justification for the denial of his
application.
• City Staff sent Mr. Hay a denial letter on September 10, 2024, which he
claimed to have never received.

Staff • Mr. Hay received both Addenda submitted on June 28, 2024 and July 17.
2024 respectively via certified at mail at the residential address that the

Analysis denial letter was mail to. When or how he found out that his application was
denied is unknown.
• Nevertheless, Mr. Hay did not file an appeal during the required ten-day
appeal window, per Section 9.04.210(C). It was not until September 5,
2025, more than a year after City Council held the lottery on July 30,
2024, that the City received an appeal letter from the law firm
representing Mr. Hay. Therefore, the appeal letter is void.
• The alcohol license lottery process for 2024 ended, and no alcohol
licenses have been issued. Since the license that was issued to Niral
Kumar expired due to his non-application for a special use permit, one
license is still available. Reynell Hay could therefore re-apply for an
alcohol license whenever the City begins a new lottery process.
24
1. The City of Stockbridge was justified by both Section 9.04.210(A)(3)
and Section 9.04.220(A)(3) of the Stockbridge Municode in denying
Reynell’s alcohol license lottery application because of his “material
omission” of required information since he did not provide an accurate
business address on his application, nor did he provide his residential
address at all.
2. Even if an alcohol license had been, or were to be, issued to Reynell Hay on
the basis of his submitted application, the address omissions in his
application would be justification for his license being revoked, according to
Section 9.04.210(C) of the Stockbridge Municode.
3. Since the special use permit application (SP-2024-02) of one of the winners
(Girishkumar Patel) of the 2024 alcohol license lottery process was denied

Staff
by City Council, and the second winner’s time to apply for the required
special use permit expired after the allotted 120 days, at least one alcohol
license is still available for an eligible applicant.

Conclusions 4. Since at least one alcohol license is still available for an eligible
applicant, Reynell Hay may reapply for an alcohol license with the City
of Stockbridge whenever the City reopens the application process to
the public.
5. Since at least one alcohol license is still available, there is no reason to
“rescind” Girishkumar Patel’s alcohol license, as the December 18, 2024,
letter from the law firm requests.
6. In stating that “all” of the alcohol license lottery applications were
incomplete, according to the law firm’s December 18, 2024, letter, an
admission is made that Reynell Hay’s application was incomplete.
Therefore, there is no basis for the appeal that was requested by the
law firm’s subsequent letter dated September 5, 2025. Consequently,
the appeal is void.
25
In view of the conclusions above that were made for
Appeal Case #AP-2025-02, the Community Development
staff makes the following recommendations for this case:
1. DENY / VOID the requested appeal for Appeal Case
#AP-2025-02 for Reynell Hay since:
1. The lottery application for an alcohol license was
incomplete due to his omissions of material information
pertaining to his addresses;
2. The law firm’s appeal letter dated September 15, 2025, is
void because its December 18, 2024. letter admitted that
Staff Reynell Hay’s alcohol license lottery application was
incomplete,
Recommendations 3. One alcohol license is still available for him to apply for
whenever the City opens a new alcohol license lottery
process.
2. ALLOW Reynell Hay the opportunity to apply for a
lottery application for alcohol license with the City of
Stockbridge, in the same manner and with the same
consideration as any other applicant, when the City re-
opens the lottery application process for alcohol.

26
Ryan Anderson
Director,

Thank You Community Development
Randerson@stockbridgega.org

27
4640 North Henry Boulevard Stockbridge, Ga 30281

City of Stockbridge
Community Development Department

ADDENDUM NO. 1
Re: APPLICATION (Lottery Application ONLY)
ATTENTION ALL POTENTIAL APPLICANTS:
READ CAREFULLY AND FOLLOW ALL INSTRUCTIONS.
X This addendum forms a part of the contract documents, modifies the original lottery
documents and shall be as binding as if contained therein.

TO ALL PROSPECTIVE BIDDERS, PLEASE NOTE THE FOLLOWING CHANGES AND
CLARIFICATIONS:

Lottery Application due date is 5:00 p.m. EDT on Friday, June 7, 2024.

Council Meeting for Lottery Drawing will take place Monday, June 10, 2024.
ALCOHOL APPLICANTS ONLY:
Questions number 14, 15, 16, 17, 23, 24, and 25 are to be removed from the application and do not need
to be completed by the applicant for consideration and entry into the lottery process.
As it pertains to question 23. Ordinance 9.04.090 the locations of the package store will be discussed and
determined after the initial lottery process winner is awarded. The discussed location WILL have to be
approved by Council at the following next available meeting.

If you have any questions, please contact the Business Services Division of Community Development.
Email: ot@cityofstockbridge-ga.gov
Phone Number(s):
678-833-3302 Uneeda Smith-Sellers
678-833-3310 Stephanie Milton
678-833-3318 Savannah Williams
4640 North Henry Boulevard Stockbridge, Ga 30281

City of Stockbridge
Community Development Department

ADDENDUM NO. 2
Re: APPLICATION (Lottery Application ONLY)
ATTENTION ALL POTENTIAL APPLICANTS:
READ CAREFULLY AND FOLLOW ALL INSTRUCTIONS.
X This addendum forms a part of the contract documents, modifies the original lottery
documents and shall be as binding as if contained therein.

TO ALL PROSPECTIVE BIDDERS, PLEASE NOTE THE FOLLOWING CHANGES AND
CLARIFICATIONS:
Addendum No. 2 supersedes Addendum No. 1

Lottery Application due date is 5:00 p.m. EDT on Friday, June 7, 2024.

Council Meeting for Lottery Drawing will take place Monday, June 10, 2024.

ALCOHOL APPLICANTS ONLY:

As it pertains to the proposed location of a package store. Please be advised that Stockbridge Ordinance
9.04.180 governs all applications for the additional license to be a retail seller of liquor, beer, and wine in
Stockbridge. Ordinance 9.04.180 requires that all applications contain the identification of a specific
address within Stockbridge. A general property description, such as a road name or intersection, is
insufficient.

If you have any questions, please contact the Business Services Division of Community Development.
Email: ot@cityofstockbridge-ga.gov
Phone Number(s):
678-833-3302 Uneeda Smith-Sellers
678-833-3310 Stephanie Milton
678-833-3318 Savannah Williams
Ernest M. Smith (1911-1992) Grant E. McBride
A. J. Welch, Jr. (1944-2018) Bianca K. Davis
John P. Webb, PC Miranda N. Hanley
William A. White, PC Brandon F. Palmer

SMITH WELCH
Andrew J. Welch, Ill, PC (NY & GA) M. Chase Collum
L. Scott Mayfield Brooke A. White
Marc A. Avidano (FL & GA)
David M. Waldroup WEBB & W H IT E"' ASSOCIATES
Andrew J. Gebhardt
R. Brian Strickland Christopher T. Webb
Elizabeth P. O'Neal ATTORNEYS AT LAW Susana Gude-Rodriguez
Richard A. McCall
Megan Murren Rittle (GA & AL)
Lajuana C. Ransaw ■M·IWWliiMiliDIMNIIIIMWllllliil■ Amber D. Porter
Warren M. Tillery Morgan R. Thomas
Orion G. Webb Billy D. Thomas, Jr.
2200 KEYS FERRY COURT· MCDONOUGH, GA 30253 Jacob S. Barlar
Telephone: 770-957-3937 • Facsimile: 770-957-0115 Priyesh Patel
www.smithwelchlaw.com
OF COUNSEL
Amy M. Fletcher

September 15, 2025

VIA CERTIFIED MAIL; VIA E-MAIL:
FOLLOWED BY FIRST CLASS MAIL asford(a),stockbridgega.org
Mayor Anthony S. Ford
4640 North Henry Boulevard
Stockbridge, Georgia 30281

RE: Formal Notice of Appeal Pursuant to the City of Stockbridge's Code of
Ordnances, Appealing the City of Stockbridge's Denial ofReynell Hay's
Alcohol License Application

Dear Mayor Ford:

I represent Reynell Hay ("Appellant"). Appellant submitted an application for an
alcohol license to the City of Stockbridge in May 2024. I am writing to formally appeal the
City of Stockbridge's September 5, 2025 denial letter (enclosed herewith) of Reynell Hay's
application for an alcohol license, pursuant to the City of Stockbridge's Code of Ordinances,
due to the City's numerous violations and failure to abide by the City's Code of Ordinances.
These violations and failmes of due process are more fully set forth in the enclosed letter
submitted to the City's attorney on December 18, 2024. The December 18, 2024 letter is
incorporated into this appeal.

Regarding the City's reasons for denial of Appellant's application listed in the
September 5, 2025 letter, Appellant contends he was told by a staff member of the City of
Stockbridge that Appellant was not required to list the business location at the time of
application, so no plans or drawings for a location were submitted either. Appellant also
submitted a timely application before June 7, 2024. The lottery application tracking sheet
provided to Appellant through an open records request shows that Appellant's application was
received by the City on May 28, 2024. A copy ofAppellant's application is enclosed as well.

Please submit this notice of appeal and enclosed documents to the Stockbridge City
Council. Should you have any questions, please do not hesitate to contact me at
awelch@smithwelchlaw.com or 770-957-3937.
4640 North Henry Blvd
Stockbridge, GA 30281

September 5, 2025

Reynell Hay
1013 Legacy Hills Drive
McDonough, GA 30253

RE: Denial of Alcohol License Application
To Reynell Hay:
Your application for an alcohol license dated June 6, 2024, was received by the City of Stockbridge
(the “City”) in response to the published notice requesting applications for the Lottery Drawing
originally scheduled for June 10, 2024. The Lottery Drawing was for two (2) additional alcohol
licenses held by the City. Applications were due on or before June 7, 2024. On April 17, 2024, the
City issued Addendum No. 1, to advise applicants that certain application requirements regarding the
location of the business did not have to be addressed. Thereafter, on May 3, 2024, the City issued
Addendum No. 2, which superseded and effectively rescinded Addendum No. 1, and required the
applicant to include a specific location of the business within the City, pursuant to the City’s Alcoholic
Beverage Code, Section 9.04.180.
Your application was incomplete and hereby denied by the City of Stockbridge, pursuant to the City’s
Alcoholic Beverage Code, Sections 9.04.180, 9.04.190, and 9.04.220. The application was denied
for failure to provide all of the required information and documentation as requested in the
application, including but not limited to, the following:
(1) a description of the business operation, its location and facilities;
(2) blueprint or scale drawing of the business facilities, including the boundaries or limits of
any parking assigned to or under the control of the business;
(3) named location is neither in the City nor properly zoned for the retail sale of alcohol by
the package;
(4) did not provide all of the required information requested in the application; and/or
(5) the application was not submitted prior to June 7, 2024.
Pursuant to the City’s Alcoholic Beverage Code, Section 9.04.220(c), you have the right to appeal
this denial to the Mayor and Council in writing no more than ten (10) days following receipt of
this denial notice.
Regards,

Ryan Anderson
Director, Community Development Department
Public Notice
City of Stockbridge
Notice is hereby given as required by Section 9.04.130 of the Code of Ordinances, City of
Stockbridge, Georgia, authorizing issuance of two additional retail package stores with a
period of forty-five (45) days to receive applications.

Applications for the retail packages stores will be located on the City’s website
www.stockbridgega.org.

LOCATION
Rock Quarry Rd or Jodeco Rd

PROCEDURES
The City of Stockbridge will have a public lottery to determine the applicants for an
alcohol license and occupational tax certificate. Applications for liquor store licenses are
now being taken. The application period will end on Friday, June 7, 2024, and
afterwards no applications can be submitted. If the number of applicants eligible for
further processing exceeds the number of open slots that are available, then each
applicant's application for an alcohol license and occupational tax certificate shall be
considered based on a public lottery drawing. The city clerk shall place on the agenda for
the next regular session of the city council an agenda item for a public lottery drawing
pertaining to retail package store, and listing the names of all applicants that are eligible
for the public lottery drawing.

Prior to said next regular session, the city treasurer shall prepare separate strips of paper
of equal dimensions upon which the names of each applicant seeking a certificate of
compliance is typed. Each strip of paper shall then be folded twice in the same manner
for each strip of paper, and then placed into an opaque container from which the drawing
shall be made. At the appropriate time at the next regular city council meeting, the city
mayor, or the mayor's designee, shall draw from the opaque container without viewing
the inside of the container a number of the strips of paper containing the typewritten
names of the applicants that are equal to the number of open alcohol licenses that are
available. Those applicants selected by public lottery shall then be the applicants
accepted for consideration of the applicant's application for an alcohol license with the
same number of alternates by the city council. Upon the conclusion of the public lottery
drawing, each applicant selected during the public lottery drawing shall have their lottery
application immediately considered at the same session as the public lottery drawing, by
the city council by separate resolution for each selected applicant location, which shall
require a majority vote for approval.

The date of the lottery for determining the accepted applicants for a liquor store will be
on June 10, 2024 during the City of Stockbridge’s City Council Meeting.

ALLOCATED TIME
Any applicant who has been approved for an alcohol license by the city council who does
not then make application for a retail package store license from the City of Stockbridge
within one hundred twenty (120) calendar days of the date of approval of the resolution,
may have their approved repealed by a separate resolution of the city council.

BACKGROUND CHECK INFORMATION
All applicants that timely submitted a properly and fully completed application and who
have passed the criminal background check shall then be eligible for further processing.

Lakeisha Gaines
Interim City Treasurer – City of Stockbridge

Ryan Anderson
Community Development Director – City of Stockbridge

Uneeda Smith-Sellers
Business Services Supervisor – City of Stockbridge
Docusign Envelope ID: 4E255154-6C49-4451-9CC3-13F335945975

CONTRACT AMENDMENT # 3
RENEWAL#2
REMAINING RENEWALS# 1

This amendment by and between the Supplier and State Entity defined below shall be effective as of the
date listed below.

STATE OF GEORGIA CONTRACT

State Entity's Name: Department of Administrative Services ("DOAS")

Suoolier's Full Legal Name: Allan Vigil Ford Lincoln Inc.

Contract No.: 99999-001-SPD0000183-0005

Solicitation No./Event ID: 99999-SPD0000183

Solicitation Title/Event
Name: Police Pursuit and Special Service Vehicles

Contract Award Date: 9/13/2021
1/4/2024 - 1/3/2025
Current Contract Term:

WHEREAS, the Contract is in effect through the Current Contract Term as defined above; and

NOW THEREFORE, for good and valuable consideration, the receipt and sufficiency of which are hereby
acknowledged, the parties do hereby agree as follows:

1. CONTRACT RENEWAL. The parties hereby agree that the contract will be renewed/extended
for an additional period of time as follows:

NEW CONTRACT TERM
Beginning Date of
New Contract Term: 1/4/2025
End Date of 1/3/2026
New Contract Term:

The parties agree the contract will expire at midnight on the date defined as the "End Date of
the New Contract Term" unless the parties agree to renew/extend the contract for an additional
period of time.

Revised 7/1/15 SPD-CP010
Docusign Envelope ID: 4E255154-6C49-4451-9CC3-13F335945975

10/30/2024

State of Georgia
STATEWIDE CONTRACT
DEPARTMENT OF ADMINISTRATIVE SERVICES
Electronic Request for Quotes (“eRFQ”)
Event Name: Police Pursuit & Special Service Vehicles
eRFQ (Event) Number: 99999-SPD-SPD0000183

1. Introduction

1.1. Purpose of Procurement
Pursuant to the State Purchasing Act (Official Code of Georgia Annotated §§50-5-50 et seq.), this
electronic Request for Quote (“eRFQ”) is being issued to establish multiple statewide contracts with
multiple qualified Suppliers who will provide Police Pursuit Vehicles, Special Service Vehicles (SSV) and
associated police vehicle options and preparation (prep) packages. This eRFQ is being conducted by the
Department of Administrative Services, through its State Purchasing Division, (hereinafter, “DOAS”). The
resulting statewide contracts (if any) will be a “Mandatory” source for all State of Georgia governmental
entities subject to the State Purchasing Act, including but not limited to certain state offices, agencies,
departments, boards, bureaus, commissioners, institutions, colleges and universities. The statewide
contract(s) will also be available on a convenience basis to Georgia and other State’s Governmental
entities such as state authorities, local governments, municipalities, cities, townships, counties, and other
political subdivisions of the State of Georgia. In addition, the contract will be available on a convenience
basis to other state’s entities and other state’s local municipalities. All entities authorized to utilize the
resulting statewide contract(s) shall be referred to collectively as Authorized Users.

The scope of this eRFQ is to establish, through fair and open competition among Suppliers, a
comprehensive supply base that can deliver every Police Pursuit and Special Service Vehicles on the
market, inclusive of Electric or Alternatively Fueled Police Vehicles, to meet the current and future
operational needs of a broad demographic of state and local government users who require quality
products/service, timely and effective delivery, and high levels of customer care during and after the sale.
This commodity group is divided into two (2) categories: Police Pursuit Vehicles and Special Services
Vehicles. Each category is composed of independent line items of vehicles desired. The State seeks
quotes from Suppliers who can deliver vehicles identified in one or more-line items, for one or both
categories, to Authorized Users in the 12 regions within the State of Georgia. Authorized users of the
contract have historically had a high demand for top-quality police vehicles and timely, effective, and
exemplary customer service. The awarded Supplier(s) will enjoy the benefit of receiving direct orders from
the authorized users as well as the availability of their product offerings on Team Georgia Marketplace, the
State’s e-procurement solution.

Statewide Contract eRFQ
Revised 08/04/2016 1 of 29 SPD-SP002
To facilitate this initiative, the State desires to make each model of Police Pursuit and Specialty Service
Vehicles, listed in the table below, available for purchase under any resultant contract(s):

Police Pursuit Vehicles (PPV)
General Motors
Chevrolet Tahoe
Ford
Ford Police Interceptor Utility (Hybrid)
Ford F-150 Police Responder
DODGE
Dodge Charger Pursuit
Dodge Durango Pursuit
Special Services Vehicles
General Motors
Chevrolet Tahoe
Chevrolet Silverado
Chevrolet Express Van
Ford
Ford Prisoner Transport Van
Ford Expedition Max
Ford F-150 Special Service
DODGE
Dodge Durango SSV
Dodge Ram Pro Master 1500 136”
High Roof
Dodge Ram 1500 Pick Up Truck
Electric/Alternatively Fueled Vehicles
Electric Police Vehicle
Propane Police Vehicle
CNG Police Vehicle

In addition, pursuant to this eRFQ, Suppliers are also requested to make other equipment, options, and
accessories, including police vehicle preparation packages for identified vehicle models, available for
purchase under any resultant contract.

Lastly, this eRFQ is designed to add new Police Pursuit and Special Service Vehicles that become
available on the market, that were not available during this solicitation period, throughout the terms of the
resulting contract(s), and to delete any vehicles that the manufacturer phases out of production.

1.1.1. Process for Adding or Deleting Vehicles from Contract: In order to ensure fairness and
competitiveness, the process for adding new vehicles to the contract will be:

1) DOAS may solicit price quotes for the new proposed base vehicle(s) from all Suppliers that
were deemed responsible and responsive for the same brand of vehicles in this solicitation and
whom are authorized dealers of proposed vehicles.

2) The state will benchmark quoted prices to ensure competitive pricing and select the lowest

Statewide Contract eRFQ
Revised 08/04/2016 2 of 29 SPD-SP002
price quote(s) for the proposed vehicle.

3) All other pricing elements will be the same as like vehicles previously awarded i.e. delivery
rates, options at dealer actual cost plus 1%, early pay discount if offered etc...

To delete vehicles from the contract, that have gone out of production, the awarded Supplier(s) must
notify the State that the manufacturer has stopped production of the vehicle(s) by submitting notification
from the Manufacturer(s) that the vehicle(s) are out of production.

The final decision to add new vehicles rest solely with DOAS.

1.1.2. Small Business
The State is committed to supporting small business entities by utilizing strategies which help create
opportunities for Georgia’s small businesses to be part of statewide contracts. The State encourages
large companies who participate in the solicitation process and are awarded a statewide contract to
consider partnering with small business entities through business to business (B2B)
relationships/arrangements in product delivery to state agencies. Doing so has multiple advantages, for
example 1) B2B relationships with small business helps stimulate growth with small business, 2) the
dollars spent with small business are often recycled in the local communities where the small business
resides, thus stimulating growth in the local economy, and 3) large companies who have a corporate social
responsibility (CSR) program may satisfy goals of their CSR program through partnerships with small
business entities.

1.2. Estimated Spend
DOAS has determined through spend analysis encompassing the past three fiscal years (FY18-FY20),
that Authorized Users of the current statewide contract spent approximately $15.3 M annually on a
combination of Police Pursuit and Special Services Vehicles. This historical spend is based on
purchasing activity by Authorized Users across the state associated with the existing statewide contract
for police vehicles.

Spend Per FY18-FY20
Fiscal Year Spend
FY18 $11,795,788
FY19 $15,610,149
FY20 $18,363,572
Total $45,769,509

In order to provide Suppliers greater inside into the spend, the following information depicts the brand
and types of vehicles sold during the last completed contract FY and the type entity purchasing vehicles
from the current Police Pursuit and Special Service Vehicles contract. A breakout of the specific types of
vehicles purchased during FY 20 (July 1, 2020 thru June 30, 20218), are depicted in the table below:

Statewide Contract eRFQ
Revised 08/04/2016 3 of 29 SPD-SP002
Quantities Sold Per Vehicle FY18-FY20

Dodge Dodge Chevrolet Chevrolet Ford Ford Ford Ford F-
PPV/SSV
Charger Durango Tahoe Impala Sedans Utility Expedition 150

FY18 586 5 3 55 6 63 1 0
FY19 324 32 89 11 26 94 0 2
FY20 463 11 113 0 0 56 0 5
Totals 1,373 48 205 66 32 213 1 7

Lastly, the percentage of spend breakout by entity is provided for FY 20 as represented below:

Spend Breakout by Entity

Local Municipalities 55%

State Entities 43%

Board of Regents 2%

Although award of this contract does not guarantee any specific volume of purchases from Authorized
Users, the awarded Supplier(s) can expect significant sales volume based on historical spending patterns
and growth (outlined above) which are anticipated to be sustainable throughout the term of any resultant
contract. DOAS expects to receive significantly lower competitive pricing that takes into consideration
historical purchase volumes, reduced administrative expense and increased efficiency resulting from
consolidation of multiple government entities into a single purchasing base, expanded product offerings,
other enhancements, and the anticipated substantial growth in sales to local government entities. Growth
in sales is anticipated because the awarded Supplier(s) of any resulting statewide contract will receive
maximum exposure for their products/services through Team Georgia Market Place, the State’s e-
Procurement environment coupled with an increased emphasis on collaborative marketing efforts of the
Supplier and the State Purchasing Division.

1.3. Electronic Records and Signatures
This eRFQ is being sourced through an electronic sourcing tool approved by the Department of
Administrative Services and all Suppliers’ responses must be submitted electronically in accordance with
the instructions contained in Section 2 “Instructions to Suppliers” of this eRFQ. Electronic competitive
sealed bid will be administered pursuant to the Georgia Electronic Records and Signature Act. Please note
electronic competitive sealed bid meet the sealed bidding requirements of the State of Georgia, an
electronic record meets any requirements for writing, and an electronic signature meets any requirements
for an original signature.

1.4. Overview of the eRFQ Process
The objective of the eRFQ is to select a group of qualified Suppliers to provide the goods and/or services
outlined in this eRFQ to the Authorized Users. This eRFQ process will be conducted to gather and
evaluate responses from Suppliers for potential award(s). All qualified Suppliers are invited to participate
by submitting responses, as further defined below. After evaluating all responses received prior to the
closing date of this eRFQ and resolution of any contract exceptions, the preliminary results of the eRFQ

Statewide Contract eRFQ
Revised 08/04/2016 4 of 29 SPD-SP002
process will be publicly announced, including the names of all participating Suppliers and the evaluation
results. Subject to the protest process, final contract award(s) will be publicly announced thereafter.

NOTE TO SUPPLIERS: The general instructions and provisions of this document have been drafted with
the expectation that DOAS will make multiple awards. For example, this document contains phrases such
as “statewide contract(s)” and “award(s)”.

1.5. Schedule of Events
The schedule of events below represents DOAS’ best estimate of the schedule that will be followed.
However, delays to the procurement process may occur which may necessitate adjustments to the
proposed schedule. If a component of this schedule, such as the close date, is delayed, the rest of the
schedule may be shifted as appropriate. Any changes to the dates up to the closing date of the eRFQ will
be publicly posted prior to the closing date of this eRFQ. After the close of the eRFQ, DOAS reserves the
right to adjust the remainder of the proposed dates, including the dates for evaluation, award, and the
contract term on an as needed basis with or without notice.

Description Date Time
Release of eRFQ As Published on the N/A
Georgia
Procurement
Registry (“GPR”)
Deadline for written questions sent via email to the Issuing 19 April 2021 5:00
Officer referenced in Section 1.6. p.m.
ET
Bidders Conference Location: Online Microsoft Teams Meeting 13 April 2021 10:00
a.m.
ET
(Hold down Control key and click on link)
Click here to join the meeting

Attendance is: Optional but strongly encouraged
Responses to Written Questions 22 April 2021 5:00
p.m.
ET
Responses Due/Close Date and Time 30 April 2021 5:00
p.m.
ET
Evaluation Completed (on or about) [2} to {[3] Weeks N/A
after closing
Finalization of Contract Terms [3] to [4] Weeks N/A
after Closing or Nine
calendar days
Notice of Intent to Award* [NOIA] (on or about) [1] to [2] Weeks N/A
after Closing
Notice of Award [NOA] (on or about) 10 calendar days N/A
after NOIA

1.6. Official Issuing Officer
Billy Gilbert
404-657-4277
billy.gilbert@doas.ga.gov

Statewide Contract eRFQ
Revised 08/04/2016 5 of 29 SPD-SP002
1.7. Definition of Terms
Please review the following terms:

Dealer Actual Cost –The actual cost for vehicle option, accessory or preparation package billed to the
dealer by the manufacturer.

Supplier(s) – Companies desiring to or currently doing business with the State of Georgia.
Police Vehicle Preparation Package(s): Package (s) of upgrades to the vehicle, installed by the
manufacturer, that gives the police vehicle specific or enhanced capabilities to operate in a police or
police pursuit environment (i.e. : police floor console, front and rear corner LED lamps, front and rear wire
harnesses, power distribution center, siren speaker with bracket, trunk tray and trunk cooling fan to the
base police vehicle: Pricing includes the manufacturer’s installation costs.

Early Pay Discount: The discount applied to the price of the vehicle if the Authorized User pays for the
vehicle in full within 20 days from the date of receipt of a correct invoice.

Fixed pricing: Pricing that is fixed for a designated contract period and may be adjusted periodically per
Producer Price Index (PPI). Note: All vehicles in the bid response are fixed prices.

Finished Goods PPI: The U.S. Department of Labor Producer Price Index used to show the change in the
selling price of goods sold to a consumer.

Producer Pricing Index (PPI); A family of indexes, provided by the U. S. Department of Labor, that
measures the average change in the cost of direct materials received by domestic producers of goods and
services over a predetermined period, which can be retrieved from http://www.bls.gov.

Small Businesses: Refers to a business which is independently owned and operated with either fewer
than 300 employees or less than $30 million in gross receipts per year.

State Entity – the governmental entity identified in Section 1.1 “Purpose of Procurement” of this eRFQ.

Any special terms or words which are not identified in this eRFQ Document may be identified separately in
one or more attachments to the eRFQ. Please download, save, and carefully review all documents in
accordance with the instructions provided in Section 2 “Instructions to Suppliers” of this eRFQ.

1.8. Contract Term
The initial term of the statewide contract is for 2 calendar years from the execution date of the contract.
DOAS shall have 3 one (1) year option(s) to renew, which options shall be exercisable at the discretion of
DOAS and the Awarded Supplier. Renewal will be accomplished through the issuance of Notice of Award
Amendment. If the statewide contract, if any, resulting from the award of this eRFQ shall terminate or be
likely to terminate prior to the making of an award for a new contract for the identified products and/or
services, DOAS may, with the written consent of the awarded Suppliers, extend the statewide contract for
such period as may be necessary to permit the State’s continued supply of the identified products and/or
services. The statewide contract may be amended in writing from time to time by mutual consent of the
parties. Unless this eRFQ states otherwise, the resulting award of the statewide contract does not
guarantee volume or a commitment of funds.

2. Instructions to Suppliers
By submitting a response to the eRFQ, the supplier is acknowledging that the supplier:
1. Has read the information and instructions,
2. Agrees to comply with the information and instructions contained herein.

2.1. General Information and Instructions

Statewide Contract eRFQ
Revised 08/04/2016 6 of 29 SPD-SP002
2.1.1. Team Georgia Marketplace™ Registration System
DOAS requires all companies and/or individuals interested in conducting business with the State of
Georgia to register in the State’s web-based registration system, through Team Georgia
Marketplace™. Registration is free and enables the registering company to gain access to certain
information, services and/or materials maintained in Team Georgia Marketplace™ at no charge to
the registering company. All registering companies must agree to be bound by the applicable terms
and conditions governing the supplier’s use of Team Georgia Marketplace™. In the event DOAS
elects to offer certain optional or premium services to registered companies on a fee basis, the
registered company will be given the opportunity to either accept or reject the service before
incurring any costs and still maintain its registration. Companies may register at
https://fscm.teamworks.georgia.gov/psc/supp/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDING
PAGE.GBL

2.1.2. Restrictions on Communicating with Staff
From the issue date of this eRFQ until the final award is announced (or the eRFQ is officially
cancelled), suppliers are not allowed to communicate for any reason with any State staff except
through the Issuing Officer named herein, or during the Bidders/Suppliers’ conference (if any), or as
defined in this eRFQ or as provided by existing work agreement(s). Prohibited communication
includes all contact or interaction, including but not limited to telephonic communications, emails,
faxes, letters, or personal meetings, such as lunch, entertainment or otherwise. DOAS reserves the
right to reject the response of any supplier violating this provision.

2.1.3. Submitting Questions
All questions concerning this eRFQ must be submitted in writing via email to the Issuing Officer
identified in Section 1.5 “Issuing Officer” of this eRFQ. No questions other than written will be
accepted. No response other than written will be binding upon the State. All suppliers must submit
questions by the deadline identified in the Schedule of Events for submitting questions. Suppliers
are cautioned that DOAS may or may not elect to entertain late questions or questions submitted by
any other method than as directed by this section. All questions about this eRFQ must be
submitted in the following format:
Company Name
Question #1 Question, Citation of relevant section of the eRFQ
Question #2 Question, Citation of relevant section of the eRFQ
Do not use the comments section of the Sourcing Event to submit questions to the issuing officer.

2.1.4. Attending Bidders Conference
The Bidders Conference or any other information session (if indicated in the schedule of events) will
be held online as referred to in Section 1.4 “Schedule of Events” of this eRFQ. Unless indicated
otherwise, attendance is not mandatory; although bidders are strongly encouraged to attend.
However, in the event the conference has been identified as mandatory, then a representative of
the bidder must attend the conference in its entirety to be considered eligible for contract award.
The bidder is strongly encouraged to allow ample travel time to ensure arrival in the conference
meeting room prior to the beginning of any mandatory conference. DOAS reserves the right to
consider any representative arriving late to be “not in attendance.” Therefore, all bidders are
strongly encouraged to arrive early to allow for unexpected travel contingencies.

2.1.5. State’s Right to Request Additional Information - Supplier’s Responsibility
Prior to an award, DOAS must be assured that the selected supplier(s) has all of the resources to
successfully perform under the statewide contract. This includes, but is not limited to, adequate
number of personnel with required skills, availability of appropriate equipment in sufficient quantity
to meet the on-going needs of the State, financial resources sufficient to complete performance
under the statewide contract, and experience in similar endeavors. If, during the evaluation
process, DOAS or the State’s evaluation team is unable to assure itself of the supplier’s ability to
perform, if awarded, DOAS has the option of requesting from the supplier any information deemed
Statewide Contract eRFQ
Revised 08/04/2016 7 of 29 SPD-SP002
necessary to determine the supplier’s responsibility. If such information is required, the supplier will
be so notified and will be permitted approximately seven (7) business days to submit the
information requested.

2.1.6. Failing to Comply with Submission Instructions
Responses received after the identified due date and time or submitted by any other means than
those expressly permitted by the eRFQ will not be considered. Responses must be complete in all
respects, as required in each section of this eRFQ.

2.1.7. Rejection of Responses; State’s Right to Waive Immaterial Deviation
DOAS reserves the right to reject any or all responses, to waive any irregularity or informality in a
response, and to accept or reject any item or combination of items, when to do so would be to the
advantage of the State of Georgia. It is also within the right of DOAS to reject responses that do
not contain all elements and information requested in this eRFQ. A response will be rejected if
the response contains any defect or irregularity and such defect or irregularity constitutes a material
deviation from the eRFQ requirements, which determination will be made by DOAS on a case-by-
case basis.

2.1.8. State’s Right to Amend and/or Cancel the eRFQ
DOAS reserves the right to amend this eRFQ prior to the end date and time. Any time a change is
made to the eRFQ, the eRFQ will be temporarily “un-posted” from the Team Georgia
Marketplace™ to permit changes to be made. Then, once the revision is complete, a new “version”
of the eRFQ will be posted to the Team Georgia Marketplace™. The eRFQ will possess the same
solicitation number; however, the eRFQ will contain a new version number. By submitting a
response, the supplier shall be deemed to have accepted all terms and agreed to all requirements
of the eRFQ (including any revisions/additions made in writing prior to the close of the eRFQ
whether or not such revision occurred prior to the time the supplier submitted its response) unless
expressly stated otherwise in the supplier’s response. THEREFORE, EACH SUPPLIER IS
INDIVIDUALLY RESPONSIBLE FOR REVIEWING THE REVISED eRFQ AND MAKING ANY
NECESSARY OR APPROPRIATE CHANGES AND/OR ADDITIONS TO THE SUPPLIER’S
RESPONSE PRIOR TO THE CLOSE OF THE eRFQ. Suppliers are encouraged to frequently
check the GPR for additional information. Finally, DOAS reserves the right to cancel this eRFQ at
any time.

2.1.9. Protest Process
Suppliers should familiarize themselves with the procedures set forth in Chapter 6 of the Georgia
Procurement Manual.

2.1.10. Costs for Preparing Responses
Each response should be prepared simply and economically, avoiding the use of elaborate
promotional materials beyond those sufficient to provide a complete presentation. The cost for
developing the response and participating in the procurement process (including the protest
process) is the supplier’s sole responsibility. The State will not provide reimbursement for such
costs.

2.1.11. ADA Guidelines
The State of Georgia adheres to the guidelines set forth in the Americans with Disabilities Act.
Suppliers should contact the Issuing Officer at least one day in advance if they require special
arrangements when attending the Bidders Conference (if any). The Georgia Relay Center at 1-
800-255-0056 (TDD Only) or 1-800-255-0135 (Voice) will relay messages, in strict confidence, for
the speech and hearing impaired.

2.1.12. Public Access to Procurement Records

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Solicitation opportunities will be publicly advertised as required by law and the provisions of the
Georgia Procurement Manual. The State Purchasing Act delays the release of certain procurement
records in the event the public disclosure of those records prior to the State’s public
announcements of the results of a solicitation would undermine the public purpose of obtaining the
best value for the State such as cost estimates, proposals/bids, evaluation criteria, supplier
evaluations, negotiation documents, offers and counter-offers, and certain records revealing
preparation for the procurement. After issuance of the Notice of Intent to Award (or the Notice of
Award in the event the State does not issue the Notice of Intent to Award) ), or after a solicitation
has been cancelled following evaluation, without intent to rebid, requests for access to public
records, shall be subject to the disclosure provisions of Georgia’s Open Records Act. Pursuant to
O.C.G.A. § 50-18-71(a), DOAS must make all public records, including but not limited to, cost
estimates, proposals/bids, evaluation criteria, supplier proposals, evaluation documents, negotiation
documents, offers and counter offers, and records revealing preparation to the procurement, open
for personal inspection and copying, except those records which by order of a court of this state or
by law are specifically exempted from disclosure. The State is allowed to assess a charge for
search, retrieval, redaction, and to defray the cost of reproducing documents as permitted under
O.C.G.A § 50-18-71(c)(1).

2.1.12.1. Marking Submissions as “Confidential”, “Proprietary”, or “Trade Secret
If a Supplier considers any portion of the documents, data, or records submitted in response to
this solicitation to be exempt from disclosure under Georgia law, the Supplier must clearly mark
each such submission, or portions of the submission, considered to be exempt from disclosure
as “Confidential,” “Proprietary”, or “Trade Secret” and specify the statutory exemption. All
markings must be conspicuous; use color, bold, underlining, or some other method in order to
conspicuously distinguish the mark from the other text. Wholesale designation of a response
or substantial parts of a response as “Confidential” will not be accepted by the State. If only
portions of a page are subject to some protection, Supplier should not mark the entire page.
PLEASE NOTE: Even though information (financial or other information) submitted by a
supplier may be marked as "confidential", "proprietary", etc., the State will make its own
determination regarding what information may or may not be withheld from disclosure.

2.1.12.2. Submission of Redacted Copies
If Supplier considers any portion of its bid/proposal to the solicitation to be trade secret or
otherwise not subject to public disclosure under the Georgia Open Records Act, Supplier must,
in addition to the required original documents, provide a separate redacted electronic copy of
its bid/proposal, in PDF format, and briefly describe in a separate writing, as to each item
redacted, the grounds for claiming exemption from the public records law, including citation to
the appropriate exemption from disclosure requirements provided under Georgia law. This
redacted copy should be clearly marked “Redacted Copy-Available for Public Review.” In
addition, the electronic file name should include the words “Redacted Copy” at the beginning
of the file name. The redacted copy shall be submitted at the same time Supplier submits its
bid/proposal and must only exclude or redact those specific portions that are claimed not
subject to disclosure. The redacted copy should reflect the same pagination as the original and
show the location from which information was redacted. Except for the redacted information,
the redacted electronic copy must be identical to the original bid/proposal. The redacted copy
will be open to public inspection under the Georgia Open Records Act without further notice to
the Supplier. If Supplier fails to submit a redacted copy with its bid/proposal, the State is
authorized to produce the Supplier’s bid/proposal with the exception of audited financial
statements in answer to any public records request under the Georgia Open Records Act.
Even though information submitted by a Supplier may be marked as "confidential",
"proprietary", “trade secret” etc., the State will make its own determination regarding what
information may or may not be withheld from disclosure. If the State of Georgia deems
redacted information to be subject to disclosure under the Georgia Open Records Act, the
Supplier will be contacted prior to the release of this information.
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2.1.12.3. Trade Secret
In addition, if the Supplier claims that certain information in its bid/proposal may be withheld as
trade secret pursuant to O.C.G.A. 50-18-72(a)(34), the Supplier shall include with its
bid/proposal submission, an affidavit indicating the specific information that the Supplier
identifies as trade secret, affirmatively declaring that such information is trade secret. A sample
affidavit template is provided as an attachment to this solicitation; however, use of the sample
affidavit template does not guarantee that all requirements of the Open Records Act have been
met. Along with the affidavit, the Supplier shall provide a justification regarding how and why
each redaction request constitutes a trade secret pursuant to Georgia law. Designation of a
“trade secret” shall not be binding on the State, but the State will review and consider the
designation. Wholesale designation of a response or substantial parts of a response as “trade
secrets” will not be accepted by the State. In general, the State does not consider pricing
information to be trade secret. See State Rd. & Tollway Auth. V. Elec. Transaction Consultants
Corp. 306 Ga. App. 487; 702 S.E. 2d 486 (2010).

2.1.13. Registered Lobbyists
By submitting a response to this eRFQ, the supplier hereby certifies that the supplier and its
lobbyists are in compliance with the Lobbyist Registration Requirements in accordance with the
Georgia Procurement Manual.

2.1.14. Supplier Debriefing Process
For all solicitations issued on or after November 1, 2020 that result in a contract award of $250,000
or more, unsuccessful suppliers may request a supplier debriefing from DOAS in accordance with
the Georgia Procurement Manual, Section 6.6. The purpose of a supplier debriefing is to share
information about the evaluation and award process. Unsuccessful suppliers can benefit from
supplier debriefings by enhancing their understanding of the procurement process and gaining
insights to improve the competitiveness of their responses to future solicitations. The supplier
debriefing is not an adversarial proceeding and may not be used to challenge DOAS’s selection.
For more information, including the process and deadline for requesting a supplier debriefing,
please review the Georgia Procurement Manual, Section 6.6.

2.2. Submittal Instructions
Listed below are key action items related to this eRFQ. The Schedule of Events in Section 1.5 identifies the
dates and time for these key action items. This portion of the eRFQ provides high-level instructions
regarding the process for reviewing the eRFQ, preparing a response to the eRFQ and submitting a
response to the eRFQ. Suppliers are required to access, print and utilize the training materials identified in
Section 2.1.1 “Team Georgia Marketplace™” of this eRFQ to ensure the Supplier successfully submits a
response to this eRFQ.

2.2.1. eRFQ Released
The release of the eRFQ is formally communicated through the posting of this eRFQ as an event in
the Team Georgia Marketplace™ and by a public announcement posted to the Georgia
Procurement Registry, which is accessible online as follows: https://ssl.doas.state.ga.us/gpr/

This eRFQ is being conducted through Team Georgia Marketplace™, an online, electronic tool,
which allows a Supplier to register, logon, select answers and type text in response to questions,
and upload any necessary documents. Team Georgia Marketplace™ permits a Supplier to build
and save a response over time until the Supplier is ready to submit the completed response. Each
Supplier interested in competing to win a statewide contract award must complete and submit a
response to this eRFQ using Team Georgia Marketplace™. Therefore, each Supplier MUST
carefully review the instructions and training information from the following link for a comprehensive
overview of the functionality of Team Georgia Marketplace™:
http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp
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2.2.2 eRFQ Review
The eRFQ (or “Sourcing Event”) consists of the following: this document, entitled “Statewide eRFQ
Document”, and all information included in the Sourcing Event, as posted online on Team Georgia
Marketplace™, including all documents provided by DOAS as attachments to the Sourcing Event or
links contained within the Sourcing Event or its attached documents.

Please carefully review all information contained in the Sourcing Event, including all documents
available as attachments or available through links. Any difficulty accessing the Sourcing Event or
opening provided links or documents should be reported immediately to the Issuing Officer (See
Section 1.6) and/or the Help Desk (Section 2.2.8). Attached documents may be found as follows:

1. First, documents may be provided at the “header” level of the Sourcing Event. Please select
“View/Add General Comments & Attachments”, which appears at the top of the screen of the
Event under the “Event Details” Section. Next, by selecting “View Event Attachments”, the
Supplier may open and save all the available documents. In this location, the Supplier is
most likely to find this document (Statewide eRFQ Document) as well as the documents
referenced in Section 4 “eRFQ Bid Factors.” Please thoroughly review all provided Event
Attachments.

2. Second, documents may also be provided at the “line detail” level of the Sourcing Event.
Please navigate to “Step 2: Enter Line Bid Responses”, which appears towards the bottom of
the screen of the Event. Please access any provided documents as follows:
a. First Method:
i. To the right of each line appearing under Step 2, the Event contains a “Bid”
link. By selecting the “Bid” link, the Supplier will navigate to a new page of the
Event.
ii. On this new page, the Supplier can select “View/Add Question Comments and
Attachments” to locate attached documents.
b. Second Method:
i. To the right of each line appearing under Step 2, the Event contains a “Line
Comments/Files” icon (appears as a bubble with text). By selecting the “Line
Comments/Files” icon, the Supplier will navigate to a new page of the Event.
ii. On this new page, the Supplier can locate attached documents.

In this location, the Supplier is most likely to find the cost worksheet (if any, as defined by
Section 5 “Cost/Pricing”) as well as any other documents provided with respect to the
identified line items. Please thoroughly review all provided attachments.

2.2.3. Preparing a Response
As noted earlier, Team Georgia Marketplace™ allows the Supplier to answer questions by entering
text and numeric responses. In addition, as noted in Section 2.2.4 “Uploading Forms”, the Supplier
may also provide information by uploading electronic files. When preparing a response, the
Supplier must consider the following instructions:
1. Use the provided worksheets to prepare your response. Enter your responses directly into
the worksheet. Unless otherwise directed, do not insert “see attached file” (or similar
statements) in the worksheet to reference separate documents.
2. Answer each question in sufficient detail for evaluation while using judgment with regards to
the length of response.
3. Proofread your response and make sure it is accurate and readily understandable.
4. Label all uploaded files using the corresponding section numbers of the eRFQ or any other
logical name so that DOAS can easily organize and navigate the Supplier’s response.
Uploaded Filenames should be: Document Name, Date and Name of Submitting

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Company. i.e. ´Police Vehicle Cost Worksheet 4-2-2013 ABC Company”
5. Use caution in creating electronic files to be uploaded. If DOAS is unable to open an
electronic file due to a virus or because the file has become corrupted, the Supplier’s
response may be considered incomplete and disqualified from further consideration.
6. Use commonly accepted software programs to create electronic files. DOAS has the
capability of viewing documents submitted in the following format: Microsoft Word or
WordPad, Microsoft Excel, portable document format file (PDF), and plain text files with the
file extension noted in parentheses (.txt). Unless the eRFQ specifically requests the use of
another type of software or file format than those listed above, please contact the Issuing
Officer prior to utilizing another type of software and/or file format. In the event DOAS is
unable to open an electronic file because DOAS does not have ready access to the software
utilized by the Supplier, the Supplier’s response may be considered incomplete and
disqualified from further consideration.
7. Continue to save your response until the response is ready to be submitted. Select the “Save
for Later” button at the top of the page under “Event Details” of the Event.

2.2.4. Uploading Forms
Once the supplier is ready to upload electronic files (completed forms or worksheets, product
sheets, etc.), please following the directions within the eRFQ to upload these documents in the
proper location. There are three places to upload completed documents:
1. First, the “View/Add General Comments & Attachments” link contains a place for the supplier
to upload all of the documents and worksheets which were provided by DOAS under the
“View Event Attachments” link. Once the supplier has completed the Event Attachments, the
supplier can then select “Add New Attachments” to upload the completed documents. The
supplier can upload as many documents as necessary in this section of the Sourcing Event.
2. Second, the supplier can also upload documents in response to each question or bid factor
which appears on the main page of the Sourcing Event, which appears below the “View/Add
General Comments & Attachments” link of the Sourcing Event. To the right of each question
or bid factor, the supplier can select the “Add Comments or Attachments” link to either enter a
written response or upload an electronic document in response to the question or bid factor.
After selecting “Add Comments or Attachments”, the supplier should select “Upload” under
the “Add New Attachments” section to browse and upload an electronic file.
3. Third, the supplier can also upload documents in the bottom portion of the Sourcing Event
where pricing is requested. After selecting the comment bubble icon, the Sourcing Event
allows the supplier to select “Upload” in order to include an attachment as part of the
supplier’s response. In the alternative, the supplier can also select the link “Bid”, which also
appears to the right of any line items provided in the “Enter Line Bid Responses” portion of
the Event. After selecting the “Bid” link, the supplier can select “View/Add Question
Comments and Attachments” to upload a document.

2.2.5. Reviewing the Response Prior to Submission
Each Supplier is responsible for ensuring all questions have been answered appropriately and that
all necessary documents have been uploaded. Prior to final submission of your response, please
review the following checklist:
1. Please review and confirm that the Supplier has answered all questions appropriately. Many
questions require a “yes” or “no” response. Please ensure that the correct response has
been selected.
2. Please review and confirm that the most competitive response has been provided.
3. Please confirm that all necessary files have been uploaded.
4. Please select the “Validate Entries” button under “Event Details” at the top portion of the
Event. While the “Validate Entries” feature cannot verify whether the Supplier has attached
files, attached the correct files, or entered the correct responses, the “Validate Entries”
feature will alert the Supplier if one or more questions in the “Event Questions” section of the
Event have not been answered. The “Validate Entries” feature is a useful tool; however, it is
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no substitute for careful preparation and review by the Supplier. The State will not consider
the Supplier’s use of the “Validate Entries” feature as an excuse for an error committed by the
Supplier in the preparation of its response.

2.2.6. Submitting the Completed Response/Bid
Once the completed response has been reviewed by the Supplier, click the "Submit Bid"
button at the top of the page under the “Event Details” section of the Event. Any information
entered by a Supplier into Team Georgia Marketplace™ but not submitted prior to the submission
deadline will not be released to DOAS and will not be considered for award. Only after the Supplier
selects the “Submit Bid” button, will the response to the eRFQ be sent electronically, time stamping
the Supplier’s response and sending a confirmation email to the email address of the Supplier.
Please note that submission is not instantaneous; therefore, each Supplier must allow ample time
for its response to be submitted prior to the deadline.

2.2.7. Reviewing, Revising or Canceling a Submitted Response
After the response has been submitted, the Supplier may view and/or revise its response by logging
into Team Georgia Marketplace™ and selecting the eRFQ event number and the “View/Edit”
feature for the Supplier’s previous response. Please take note of the following:

1. REVIEW ONLY. In the event the Supplier only wishes to view a submitted response; the
Supplier may select “View/Edit”. Once the Supplier has finished viewing the response, the
Supplier may simply exit the screen. DO NOT SELECT “Save for Later.” Team Georgia
Marketplace™ recognizes any response placed in the “Save for Later” status as a work in
progress and withdraws the originally submitted bid. Thus, unless the Supplier selects
“Submit” prior to the closing date and time, no response will be transmitted through the
system.

2. REVIEW AND REVISE. In the event the Supplier desires to revise a previously submitted
response, the Supplier may select “View/Edit” and then revise the response. If the revisions
cannot be completed in a single work session, the Supplier should save its progress by
selecting “Save for Later.” Once revisions are complete, the Supplier MUST select “Submit”
to submit its corrected response. Please permit adequate time to revise and then resubmit
the response. Please note submission is not instantaneous and may be affected by several
events, such as the Supplier temporarily losing a connection to the Internet.

AS EACH SUPPLIER IS SOLELY RESPONSIBLE FOR RESUBMITTING ITS RESPONSE
PRIOR TO THE eRFQ END DATE AND TIME TO ENSURE THE RESPONSE MAY BE
CONSIDERED BY DOAS, PLEASE USE CAUTION IN DECIDING WHETHER OR NOT TO
MAKE REVISIONS. The State will assume no responsibility for a Supplier’s inability to
correct errors or otherwise revise the submitted response or the Supplier’s inability to
resubmit a response prior to the eRFQ end date and time.

3. WITHDRAW/CANCEL. In the event the Supplier desires to revise a previously submitted
response, the Supplier may select “View/Edit” and then select “Save for Later”. Team
Georgia Marketplace™ recognizes any response placed in the “Save for Later” status as a
work in progress and withdraws the originally submitted bid. Thus, unless the Supplier
selects “Submit” prior to the closing date and time, no response will be transmitted through
the system. In the event a Supplier desires to withdraw its response after the closing date
and time, the Supplier must submit a request in writing to the Issuing Officer.

2.2.8. Help Desk Support
For technical questions related to the use of Team Georgia Marketplace™, Suppliers have access
to phone support through the DOAS Customer Service Help Desk at 404-657-6000,
Monday through Friday 8:00 AM to 5:00 PM excluding State Holidays or any other day state offices
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are closed such as furlough days or closings in response to inclement weather. Suppliers can also
email questions to: ProcurementHelp@doas.ga.gov.

3. General Business Requirements
This section contains general business requirements. By submitting a response, the Supplier is certifying its
agreement to comply with all the identified requirements of this Section and Section 4 and that all costs for
complying with these general business requirements are included in the Supplier’s submitted pricing.

3.1. Periodic Performance/Sales Reports
If selected for award, the Supplier shall submit the following management reports to the DOAS identified
contract administrator. All reports shall be provided by the Supplier in electronic format. All electronic
reports must be submitted in Microsoft Excel or Microsoft Access format. Reports should include the ability
to sort/summarize by account. The Supplier agrees to provide all data requested in a flat file format
as designated by DOAS’ contract administrator.

3.1.1 Quarterly Sales Reports: Sales by Product Number Reports
Statewide sales by customer account number and product number, including the information: product
number, product description, manufacturer name, NIGP code, merchandise class code/indicator,
quantity shipped, list price, unit price, total spend, year-to-date quantity shipped, year-to-date spent,
year-to-date frequency of order is required quarterly. The information must be provided in a flat file
format. Reports will be submitted quarterly in accordance with section 3.5 of the eRFQ. A copy of the
Supplier’s Quarterly Sales Report is provided at Attachment K by the fifteenth (15th) calendar day of
the following month.

3.2. Business Review Meetings
If selected for award, the Supplier must participate in business review meetings at DOAS’ request. During
the scheduled meetings, the Supplier will present a written and oral status to DOAS regarding all
work orders/purchase orders (including date and value). The QBR meeting will also focus on the status of
service level agreements and key performance indicators agreed to by Supplier and DOAS. The QBR
meeting may involve, but not be limited to, the following: review of the Supplier’s performance and
submitted reports, identification of areas of improvement to be addressed, review of the previous quarter's
sales statistics, development/monitoring of a Supplier service "scorecard."

3.3. Virtual Catalog
Supplier’s Interface with the Virtual Catalog
To be eligible for contract award, the Supplier must agree to cooperate with DOAS and SciQuest (and any
authorized agent or successor entity to SciQuest) in the event DOAS selects this statewide contract to be
exhibited on the Virtual Catalog. At a minimum, the Supplier agrees to the following:

1. Supplier agrees, upon DOAS’ written request, to deliver within thirty (30) days’ of such request either
(1) a hosted catalog or (2) punch-out catalog. Supplier will cooperate with DOAS and SciQuest to
create a schedule to enable the integration of the Supplier’s statewide contract offering into the Virtual
Catalog within this thirty (30) day time period.
2. Supplier will join the SciQuest Supplier Network (SQSN) and will have the option of using the
SciQuest’s Supplier Portal to extract the Supplier’s catalog and pricing, upload products, pricing and
images into the SciQuest system, and view reports on catalog spend and product/pricing freshness.
The Supplier can receive orders through electronic delivery or through low-tech options such as e-mail
and fax. More information about the SQSN can be found at: www.sciquest.com or call the SciQuest
Supplier Network Services team at 919-659-2152.
3. Supplier will support use of the United Nations Standard Product and Services Code (UNSPSC).
UNSPSC versions that must be adhered to are driven by SciQuest for the suppliers and are upgraded
every year. The State of Georgia reserves the right to migrate to future versions of the UNSPSC and
the Supplier will be required to support the migration effort. All line items, goods or services provided
under the resulting statewide contract must be associated to a UNSPSC code. All line items must be
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identified at the most detailed UNSPSC level indicated by segment, family, class and commodity. More
information about the UNSPSC is available at: http://www.unspsc.org and
http://www.unspsc.org/faqs#How .
4. DOAS will decide which of the catalog structures (either hosted or punch-out as further described
below) will be provided by the Supplier. Whether hosted or punch-out, the catalog must be strictly
limited to the Supplier’s awarded contract offering (e.g. products and/or services not authorized
through the resulting statewide contract should not be viewable by User Agencies).
a. Hosted Catalog. By providing a hosted catalog, the Supplier is providing a list of its
products/services and pricing in an electronic data file in a format acceptable to SciQuest, such as
Tab Delimited Text files. In this scenario, the Supplier must submit updated electronic data from
time to time to DOAS to maintain the most up-to-date version of its product/service offering under
the statewide contract in the Virtual Catalog.
b. Punch-Out Catalog. By providing a punch-out catalog, the Supplier is providing its own online
catalog, which must be capable of being integrated with the Virtual Catalog as follows: Standard
punch-in via Commerce eXtensible Markup Language (cXML). In this scenario, the Supplier
ensures its online catalog marketplace is up-to-date by periodically updating the offered
products/services and pricing listed on its online catalog. If awarded multiple contracts, Offerior
agrees to maintain a single Punchout site and be able to provide the appropriate contract id on
each item returned to SciQuest. The site must also return detailed UNSPSC codes (as outlined in
line 3) for each line item. Offerior also agrees to provide e-Quote functionality to facilitate volume
discounts.
5. Minimum Requirements: Whether the Supplier is providing a hosted catalog or a punch-out catalog,
the Supplier agrees to meet the following requirements:
a. Catalog must contain the most current pricing, including all applicable administrative fees and/or
discounts, as well as the most up-to-date product/service offering the Supplier is authorized to
provide in accordance with the statewide contract; and
b. The accuracy of the catalog must be maintained by Supplier throughout the duration of the
statewide contract between the Supplier and DOAS; and
c. The Catalog must include a State-specific contract identification number; and
d. The catalog must include detailed product line item descriptions; and
e. The catalog must include pictures when possible;* and
f. The catalog must include any additional DOAS content requirements.**
6. Revising Pricing and Product Offerings: Any revisions (whether an increase or decrease) to pricing or
product/service offerings (new products, altered SKUs, etc.) must be pre-approved by DOAS and will
be subject to any other applicable restrictions with respect to the frequency or amount of such revisions.
However, no statewide contract showcased in the Virtual Catalog may include price changes on a more
frequent basis than once per quarter. The following conditions apply with respect to hosted catalogs:
a. Updated pricing files are required by the 1st of the month and will go into effect in the Virtual Catalog
on the 1st day of the following month (i.e. file received on 1/01/09 would be effective in the Virtual
Catalog on 12/01/09). Files received after the 1st of the month may be delayed up to a month (i.e.
file received on 11/06/09 would be effect in the Virtual Catalog on 1/01/10).
b. DOAS-approved price changes are not effective until implemented within the Virtual Catalog.
Errors in the Supplier’s submitted pricing files will delay the implementation of the price changes in
the Virtual Catalog.
7. Supplier must be able to accept Purchase Orders via fax, e-mail, cXML or EDI INT AS 12.
a. For Purchase Orders received via email, the Supplier must provide a dedicated email address (i.e.
orders@company.com) that is monitored during normal business hours.
b. The Supplier is required to provide positive confirmation via phone or email within 24 hours of the
Supplier’s receipt of the Purchase Order. If the Purchasing Order is received after 3pm EST on the
day before a weekend or holiday, the Supplier must provide positive confirmation via phone or
email on the next business day.
8. Supplier agrees that DOAS controls which contracts appear on the Virtual Catalog and that DOAS may
elect at any time to remove any supplier’s offering from the Virtual Catalog.

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*Details regarding the submission of image files and catalog content will be discussed during the
enablement process; however, the following represents key information regarding the submission of
product image files:
o Provide URL links to the product images (preferred method) or actual image files (in gif, jpeg
and other commonly used formats) for all of the items in the Supplier’s catalog that will be
hosted by the Virtual Catalog. These images are displayed to the customer directly in search
results as well as in the product details window.
o Provide the actual image files in a ‘zip archive’. Please go to www.winzip.com to download
the WinZip® application that is needed to create such an archive as well as additional details
about using WinZip® application.
o Provide only one image per product.
o Color pictures are preferred; however, black and white pictures or drawings are acceptable if
this is the current standard for the Supplier’s business marketing.
o Please note the Virtual Catalog prefers jpg format for image files (280X280 pixels) although
images in many other formats are accepted.
▪ When an image is in jpg format, it is resized to 280X280 pixels, if necessary, to
maintain a consistent appearance for the Virtual Catalog.
▪ When an image is in a format other than jpg, it will be converted to jpg and resized
to 280X280 pixels to maintain a consistent appearance for the Virtual Catalog.
o As products change, updated image files must be submitted to update the Virtual Catalog.
o Provide a corporate logo image in the following sizes. Logo will be used for display on the
Supplier/Contract profile.
o 30 pixels (H) x 70 pixels (W)
o 50 pixels (H) x 115 pixels (W)
o 300 pixels (H) x 200 pixels (W)
In rare instances where an image is not available, SciQuest and DOAS will work with the Supplier to
determine the best solution for advertising the Supplier’s offering.

** Existing suppliers in the SQSN normally host one (1) general product catalog that is made available
for all customers. This avoids duplication of effort for the supplier and brings improvements to the
catalog to all customers at once. It is rare that individual customers have needs that are not also
required by others. SciQuest does not prohibit ‘private’ catalogs, but recommends review of
requirements with the supplier enablement consultants and the suppliers in question first. Although
suppliers in the SQSN normally submit one (1) catalog, it is possible to have multiple contracts
applicable to different Georgia agencies. For example, a supplier may have different pricing for state
government agencies and Board of Regents institutions. Suppliers have the ability and responsibility to
submit separate contract pricing for the same catalog if applicable. The system will deliver the
appropriate contract pricing to the person viewing the catalog.

In the event DOAS selects this statewide contract to be included on the Virtual Catalog, SciQuest’s
technical documentation will be provided to the Supplier after (1) the Supplier has been formally invited
by DOAS to join the Virtual Catalog and (2) the Supplier has joined the SciQuest supplier network and
signed up for SciQuest’s Supplier Portal. These services will be provided by SciQuest at no additional
cost to the Supplier. Supplier agrees that Supplier’s statewide contract pricing includes any and all
costs to the Supplier in complying with these provisions.

The Board of Regents and select colleges currently maintain separate instances of certain statewide
contracts through SciQuest. In the event Board of Regents or one or more colleges elects to publish
the resulting statewide contract in the board/college’s SciQuest catalog, the awarded supplier agrees to
work in good faith with the board/college to implement the catalog. DOAS does not anticipate that this
will require additional efforts by the awarded supplier; however, the supplier agrees to take
commercially reasonable efforts to enable such separate SciQuest catalogs or related integrations (i.e.,
electronic order submission, e-invoicing, etc.). Suppliers are welcome to submit questions regarding
this requirement during the Q&A period and/or during the Suppliers’ Conference.
Statewide Contract eRFQ
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3.4. State of Georgia P-Card/ePayable Program
Suppliers are not required to accept the State Purchasing Card (P-Card) for payment of vehicles sold
under this solicitation and any resulting contract(s).

The methods of payment for this solicitation and any resulting contracts are 1) Check, 2) Automatic
Funds Transfer (AFT) via wire or Automated Clearing House (ACH) and 3) P-Card (Subject to
Supplier acceptance).

The method(s) of payment, deemed acceptable by the successful Supplier(s), will be noted in the
pricing documentation which will be communicated to the authorized users of the resulting
contract(s).

Should the awarded Supplier(s) elect to accept the P Card as a method of payment, acceptance will be
based on the knowledge that DOAS administers a program which provides a purchasing card
(hereinafter, “State of Georgia PCard”) to be used by authorized government employees of certain
governmental entities electing to participate in the program to purchase necessary supplies. Contractor
shall impose no fee on either DOAS or any Authorized User for the use of the State of Georgia PCard
pursuant to this statewide contract. All purchases made by Authorized Users representatives utilizing
State of Georgia PCards shall be exempt from sales tax. It is the responsibility of the Authorized User
representative to provide the Authorized User’s tax identification number as needed at the point of sale.

If selected for award, the supplier chooses to accept the PCard, the Supplier shall keep the State of
Georgia PCard numbers confidential and shall not disclose the State of Georgia PCard numbers except
as expressly authorized by DOAS. The supplier represents that State of Georgia PCard numbers will be
processed, transmitted and stored in compliance with the Payment Card Industry Data Security
Standard. Supplier shall provide immediate written notice to the current DOAS contract administrator in
the event of (1) any unauthorized disclosure of State of Georgia PCard Numbers or (2) supplier’s failure
to maintain compliance with the Payment Card Industry Data Security Standard in the supplier’s contract
performance. Supplier agrees to cooperate with DOAS, Authorized Users, and DOAS contractual
partner(s) for the PCard in resolving any issues or disputes concerning the use of the State of Georgia
PCards pursuant to this statewide contract.

3.5. Administrative Fee
Pursuant to O.C.G.A. Section 50-5-51(10), DOAS has the authority to collect moneys, rebates, or
commissions payable to the State that are generated by supply contracts established pursuant to O.C.G.A.
Section 50-5-57. These administrative fees are used by DOAS to fund various initiatives, including the
administration of existing and new statewide contracts, training, and technology. For this statewide
contract, DOAS requires each supplier to pay to DOAS an administrative fee on all sales pursuant to the
resulting statewide contract. The administrative fee amount for this statewide contract is 1%. EACH
SUPPLIER MUST SUBMIT PRICING IN ITS COST PROPOSAL WHICH INCLUDES THE IDENTIFIED
PERCENT ADMINISTRATIVE FEE (HEREINAFTER, “THE FEE”) BUILT INTO THE SUBMITTED
PRICING. All suppliers must agree that the Fee will not be identified separately from the product and/or
service pricing offered to Authorized Users wherever that pricing may appear (website, catalog, invoices,
etc.). This Fee will be collected by the awarded supplier (“Contractor”) and remitted to DOAS in
accordance with the following paragraphs.

a. Quarterly Payment and Sales Reporting Requirements. DOAS and Contractor agree that the
collected Fees and the corresponding Quarterly Sales Report (report template available upon
request), which identifies the total sales pursuant to this statewide contract for the corresponding
fiscal quarter, shall be submitted by Contractor to DOAS. The total sales reported in the Quarterly
Sales Report should be limited to sales in which the Contractor has received payment from the state
customer. The Fees and the Quarterly Sales Report must be received by DOAS on or before the
Contractor’s Payment Due Date as defined in the table below:
Statewide Contract eRFQ
Revised 08/04/2016 17 of 29 SPD-SP002
DOAS’ Contractor’s Payment
Fiscal Quarters Months Due Date

Quarter 1 July 1st – September 30th November 15th

Quarter 2 October 1st – December 31st February 15th

Quarter 3 January 1st – March 31st May 15th

Quarter 4 April 1st – June 30th August 15th
30 calendar days following the
termination of this Statewide
Contract for any reason

At the end of each state fiscal quarter as defined above, Contractor shall prepare the Quarterly Sales
Report. In the event no sales have occurred, the Contractor must complete and submit the Quarterly
Sales Report, indicating no sales have occurred. No later than the date identified above as the
“Contractor’s Payment Due Date” for each fiscal quarter, Contractor shall remit a check payable to
DOAS for the Fees, which check shall include the note “administrative fee” and the contract number.
Contractor shall remit the check together with the Quarterly Sales Report to:

Department of Administrative Services
Finance & Administration Division
Finance and Administration Division Director
Sloppy Floyd Building
200 Piedmont Avenue, S.E.
Suite 1820, West Tower
Atlanta, Georgia 30334-9010

At the same time, Contractor shall also submit a second copy of the Quarterly Sales Report to the
DOAS Issuing Officer. By submission of these reports and corresponding Contractor payments,
Contractor is certifying their correctness. DOAS, at its sole discretion, may also accept payment of
Fees from the Contractor via electronic funds transfer (EFT).

b. Auditing and Contract Close Out. All sales reports and Fee payments shall be subject to audit by the
State. Contractor shall maintain books, records and documents which sufficiently and properly
document and calculate all charges billed to the State and all Fees throughout the term of the
statewide contract for a period of at least five (5) years following the date of final payment or
completion of any required audit, whichever is later. Contractor shall permit the Auditor of the State
of Georgia or any authorized representative of the State, and where federal funds are involved, the
Comptroller General of the United States, or any other authorized representative of the United States
government, to access and examine, audit, excerpt and transcribe any directly pertinent books,
documents, papers, electronic or optically stored and created records or other records of the

Statewide Contract eRFQ
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Contractor relating to orders, invoices or payments or any other documentation or materials
pertaining to the statewide contract, wherever such records may be located during normal business
hours. Contractor shall not impose a charge for audit or examination of the Contractor’s books and
records. If an audit discloses incorrect billings or improprieties, the State reserves the right to charge
the Contractor for the cost of the audit and appropriate reimbursement. Evidence of criminal conduct
will be turned over to the proper authorities.

In no event shall Contractor retain any amount of money in excess of the compensation to which
Contractor is entitled and all Fees owed DOAS shall be paid within thirty (30) calendar days of
termination of the statewide contract for any reason.

c. Modifying or Canceling the Fee. DOAS reserves the right to modify and/or cancel the Fee at any
time. Contractor shall immediately amend the statewide contract pricing to reflect any modification or
cancellation of the Fee by DOAS. In addition, DOAS reserves the right to revise collection and
reporting requirements in conjunction with implementation of an on-line procurement system.

d. Late Payment Fee. In the event DOAS does not receive the Contractor’s payment of the Fees on or
before the Contractor’s Payment Due Date, the parties agree the Contractor must pay DOAS interest
on the overdue Fees at a rate of eighteen percent (18%) per annum. Interest will be calculated as
follows:

(Administrative Fee Amount Due) x (18%) = X
X / 365 (366 for leap years) = Y
Y x (Number of Days Payment is Late) = Interest Owed

For the purposes of this provision, payment of the Fees shall be considered received by DOAS on (1)
the date of DOAS’ receipt of the EFT confirmation or (2) the date DOAS receives the envelope
containing a check for the correct amount of the administrative fee. In the event the Contractor does
not submit full payment of the Fees owed, interest shall only be applicable to the portion of the Fees
which is outstanding. In the event the Contractor makes an error and overpays, the Contractor is
responsible for alerting DOAS in writing of the Contractor’s discovery of the overpayment. DOAS will
confirm whether an overpayment has occurred and refund the overpayment amount to the Contractor
no later than thirty (30) days’ following DOAS’ receipt of written notice of the overpayment. DOAS will
have no responsibility for interest or any other fees with respect to Contractor’s overpayment of Fees.

e. Default. THE CONTRACTOR’S RESPONSIBILITY TO COLLECT AND REMIT THE
ADMINISTRATIVE FEE ON BEHALF OF DOAS IS A SERIOUS RESPONSIBILITY AS THE
CONTRACTOR IS HANDLING STATE FUNDS. Accordingly, failure to comply with these contractual
requirements shall constitute grounds for declaring Contractor in default and recovering procurement
costs from Contractor in addition to all outstanding Fees and interest.

3.6. Standard Insurance Requirements
If awarded a contract, the supplier shall procure and maintain insurance which shall protect the supplier and
the State of Georgia (as an additional insured) from any claims for bodily injury, property damage, or
personal injury covered by the indemnification obligations set forth in the statewide contract attached to this
solicitation throughout the duration of the statewide contract. The supplier shall procure and maintain the
insurance policies described below at the supplier’s own expense and shall furnish DOAS an insurance
certificate listing the State of Georgia as certificate holder and as an additional insured. The insurance
certificate must document that the Commercial General Liability insurance coverage purchased by the
supplier includes contractual liability coverage applicable to the statewide contract. In addition, the
insurance certificate must provide the following information: the name and address of the insured; name,
address, telephone number and signature of the authorized agent; name of the insurance company
(authorized to operate in Georgia); a description of coverage in detailed standard terminology (including

Statewide Contract eRFQ
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policy period, policy number, limits of liability, exclusions and endorsements); and an acknowledgment of
notice of cancellation to DOAS.

The supplier is required to maintain the following insurance coverage’s during the term of the statewide
contract:
1) Workers Compensation Insurance (Occurrence) in the amounts of the statutory limits
established by the General Assembly of the State of Georgia (A self-insurer must submit a
certificate from the Georgia Board of Workers Compensation stating that the supplier qualifies
to pay its own workers compensation claims.) In addition, the supplier shall require all
subcontractors occupying the premises or performing work under the statewide contract to
obtain an insurance certificate showing proof of Workers Compensation Coverage with the
following minimum coverage:
Bodily injury by accident - per employee $100,000;
Bodily injury by disease - per employee $100,000;
Bodily injury by disease – policy limit $500,000.
2) Commercial General Liability Policy with the following minimum coverage:
Each Occurrence Limit $1,000,000
Personal & Advertising Injury Limit $1,000,000
General Aggregate Limit $ 2,000,000
Products/Completed Ops. Aggregate Limit $ 2,000,000
3) Automobile Liability
Combined Single Limit $1,000,000

The foregoing policies shall contain a provision that coverage afforded under the policies will not be
canceled, or not renewed or allowed to lapse for any reason until at least thirty (30) days prior written notice
has been given to DOAS. Certificates of Insurance showing such coverage to be in force shall be filed
with DOAS prior to commencement of any work under the statewide contract. The foregoing policies shall
be obtained from insurance companies licensed to do business in Georgia and shall be with companies
acceptable to DOAS, which must have a minimum A.M. Best rating of A-. All such coverage shall remain in
full force and effect during the term and any renewal or extension thereof.

Within ten (10) business days of award, the awarded supplier must procure the required insurance and
provide DOAS with two (2) Certificates of Insurance. Certificates must reference the contract number. The
supplier’s submitted pricing must include the cost of the required insurance. No contract performance shall
occur unless and until the required insurance certificates are provided.

3.7. Bonds and/or Letter of Credit
Not Applicable

3.7.1 Bid Bond
Not Applicable

3.7.2 Performance Bond/Letter of Credit
Not Applicable

3.7.3 Payment Bond
Not Applicable

3.8. Supplier Compliance

Suppliers responding to this eRFQ and currently holding one or more statewide contracts are required to be
compliant with the terms and conditions of their current agreement(s) with the State. This includes all
quarterly reporting and administrative fee submission requirements. DOAS will not award the resulting
statewide contract to a Supplier that has failed to meet its current statewide contract obligations.

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3.9. Small Business Opportunity
As noted in this RFQ Section 1.1.1. Small Business, The State is committed to supporting small business
entities to help create opportunities for Georgia’s small businesses to be part of statewide contracts.
Accordingly, the State is soliciting input from major market players who participate in the solicitation process
and are awarded a statewide contract(s), to consider forming a B2 to B2 relationship with a small business.
If your company is awarded a statewide contract, please describe how your company would partner with a
small business entity to facilitate a second-tier relationship to stimulate growth with small business. In
addition, please provide a list of Georgia Small Businesses that you currently utilize in providing your
business solutions. (Definition of a Georgia Small Business is found in Section 1.7 – Definition of Terms)

3.10. Marketing and Outreach

Suppliers engaging in Statewide Contracts are expected to incorporate marketing plans to grow their
Statewide Contract and presence in the marketplace. Responsive bidders to solicitations should identify
their marketing plan and the tools they will utilize to accomplish these goals. The marketing plan must be
designed to be used throughout the life of the Statewide Contract and should identify, when possible, how
they will leverage government conferences to further promote their offerings.
The DOAS State Purchasing Division (SPD) hosts marketing and training trade conferences throughout the
year to educate public procurement professionals on the commodities and services available on statewide
contracts. SPD also offers educational platforms to learn new techniques and best practices from state and
national industry experts, provides marketing, networking, and training opportunities to Statewide Contract
Suppliers. The Georgia Procurement Conference is geared towards purchasing professionals. The
attendees at these events have included public procurement professionals from all state agencies, the
colleges and universities of the Board of Regents and the Technical College System of Georgia, local cities
and municipalities across the state, and many independent authorities. When possible, we have included
Exhibitor Expos with booth space that offer significant marketing value and provides exceptional
opportunities for statewide Suppliers to market directly to hundreds of attendees. Small Business
Symposiums are also offered to small businesses to assist them in networking and learning about the
statewide contract experience and opportunities for partnerships.
Additional outreach opportunities could include webinars, product or service spotlights, and participation in
periodic business reviews throughout the life of the contract.
3.11. Bid/Proposal Certification
By responding to this solicitation, the supplier understands and agrees to the following:
1. That the electronically submitted response constitutes an offer, which when accepted in writing by
DOAS, and subject to the terms and conditions of such acceptance, will constitute a valid and
binding contract between the undersigned and DOAS; and
2. That the supplier guarantees and certifies that all items included in the supplier’s response meet
or exceed any and all of the solicitation’s identified specifications and requirements except as
expressly stated otherwise in the supplier’s response; and
3. That the response submitted by the supplier shall be valid and held open for a period of sixty (60)
days from the final solicitation closing date and that the supplier’s response may be held open for
a lengthier period of time subject to the supplier’s consent; and
4. That this response is made without prior understanding, agreement, or connection with any
corporation, firm, or person submitting a bid for the same materials, supplies, equipment, or
services and is in all respects fair and without collusion or fraud. Supplier understands and
agrees that collusive bidding is a violation of state and federal law and can result in fines, prison
sentences, and civil damage awards; and
5. That the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et seq. have not
been violated and will not be violated in any respect.

4. eRFQ Bid Factors
DOAS has determined that it is best to define its own needs, desired operating objectives, and desired operating
environment. DOAS will not tailor these needs to fit a particular solution suppliers may have available; rather,
Statewide Contract eRFQ
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suppliers shall propose to meet the State’s needs as defined in this eRFQ. All claims shall be subject to
demonstration. Suppliers are cautioned that conditional responses/bids, based upon assumptions, may be
deemed non-responsive.

4.1. Introduction
All the items described in this section are service levels and/or terms and conditions that the State expects
to be satisfied by the selected supplier. Each supplier must indicate its willingness and ability to satisfy
these requirements in the supplier’s submitted response.

Unless otherwise specified, references to brand name or trade name/mark products are intended to be
descriptive, but not restrictive, and are used to indicate the quality and characteristics of products that may
be offered. Other products may be considered for award if such products are clearly identified and are
determined by DOAS/the State’s Evaluation Team to meet its needs in all respects. Each supplier’s
response must indicate the brand name and model or series number of the product offered and include
such specifications, catalog pages, or other data that will provide an adequate basis for determining the
quality and functional capabilities of the product offered.

4.2. Supplier General Information
Each supplier must complete all of the requested information in the electronic purchasing system entitled
Supplier’s General Information Worksheet for inclusion with their bid response.

4.3. Mandatory Requirements
As noted in the preceding section, this eRFQ contains mandatory requirements (e.g. product specifications,
service or quality levels, staff requirements, experience or license requirements, etc.) which must be met by
the supplier in order for the supplier to be considered “responsive” and, therefore, eligible for contract
award. These mandatory requirements will be defined in one or more of the following ways:
1. Requirements in this eRFQ document
2. Requirements contained in any attachment to the Sourcing Event, such as a Mandatory
Requirements Worksheet and the cost worksheet

A Pass/Fail evaluation will be utilized for all mandatory requirements. Please review the Sourcing Event
and its attachments carefully and respond as directed. Information regarding accessing attachments is
provided in Section 2.2.2 “eRFQ Review” of this document. Information regarding uploading attachments is
provided in Section 2.2.4 “Uploading Forms”.

Some requirements may require a “Yes” or “No” response. Ordinarily, to be considered responsive,
responsible and eligible for award, all requirements identified as mandatory must be marked “YES” to pass.
There may be rare instances in which a response of “NO” is the correct and logical response in order to
meet the mandatory requirement (e.g. responding “NO” that the supplier does not possess any conflicts of
interest). Otherwise, any mandatory questions marked "NO" will fail the technical requirements and will
result in disqualification of the supplier’s response, except as otherwise provided in Section 6 “Evaluation
and Award” of this eRFQ. Please note some requirements may require the supplier to provide product
sheets or other technical materials.

4.4 General Specifications- Police Vehicles (PPV & SSV)

Requirements specified herein shall apply to all police automobiles, light trucks, sport utility
vehicles, crossovers, and vans provided to the State of Georgia and its Authorized Users.
4.4.1. Design and Specification: The vehicle shall be the current model year for the line Item being
bid.. The vehicle specification shall be the manufacturers “Standard Equipment” and must include all
components, assemblies and accessories as offered by the vehicle manufacturer and referred to as
"standard equipment or features".
4.4.1.1. Transmission: The state reserves the right to reject vehicles that comes with
a Standard Transmission as Standard Equipment.
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4.4.2. Two Tone Paint
Suppliers must have the capability to apply a two-tone paint scheme to the vehicles that is OEM-Quality
according to generally accepted OEM industry paint/finish quality standards. The two-tone paint
application shall carry the same warranty length and terms as the manufacturer’s warranty coverage for
paint/finishes for the same vehicle.
4.4.3 Delivery and Post Delivery
4.4.3.1. Responsibility for Inspection: Unless otherwise specified in the contract or
purchase order, the Supplier shall be responsible for the performance of all inspection and test
requirements necessary to ensure compliance with requirements of this and the applicable detail
specifications. This action does not preclude subsequent inspection and testing by the State of Georgia
and Authorized Users to further determine conformance with specification requirements for performance,
quality standards of workmanship, material, and construction techniques.
4.4.3.2. Pre-delivery Servicing and Adjustment: The dealer shall not attach any
dealer identification, advertising, or similar material to the vehicle. Prior to acceptance by the state
customer, the dealer shall service and adjust each vehicle for operational use, to include as a minimum,
the following:
1. Focusing of lights
2. Tuning of engine
3. Adjustment of accessories
4. Checking of electrical, braking and suspension systems
5. Charging of battery
6. Alignment of front end
7. Inflation of tires
8. Balancing of all wheels, including the spare
9. Complete servicing of engine, chassis and operating mechanisms with recommended
levels and grades of lubricants or fluids for the ambient air temperature at the point and
time of delivery
10. Servicing of cooling system with permanent type antifreeze and summer coolant for
minus 20 degrees f. Protection
11. Servicing of windshield washer reservoir with water and appropriate
additives
12. A minimum of 1/4 tank of fuel
13. Documents: each vehicle shall be delivered with complete certification of origin, tag
application, warranty, owner's manual, and any other necessary credentials
4.4.3.3. Warranty: Suppliers will provide a minimum commercial bumper to bumper
warranty for 36 months or 36,000 miles. Commercial power train warranty and rust Warranty will be the
Standard Powertrain fully warranted against defective materials and workmanship by the manufacturer
for the period stated in the “from the date of delivery and acceptance. However, if additional warranty
coverage on the whole or any components of the vehicle, in the form of time and/or mileage (including
any prorate arrangements), is normally extended to commercial customers, the State shall receive
corresponding warranty benefits.

5. Cost/Pricing
Each Supplier is required to submit pricing as part of their response. There will be two (2) Cost Workbooks, one
(1) for Police Pursuit Vehicles and one (1) for Special Services Vehicles. Each Cost Workbook included in this
eRFQ contains an Instructions Tab, a Line Item Listing Tab and a Pricing Tab for each vehicle identified in the
Line Item Listing within each Cost Workbook. Please note, there are cost worksheets for alternatively fueled and
electric vehicles within the PPV Cost Workbook. Each Cost Worksheet within the PPV Cost Workbooks contain
specific vehicle identification for the vehicle being offered by the Supplier. The Supplier MUST be an authorized
dealer of each vehicle being offered by the Supplier. Specifically, to be eligible for award, Supplier(s) must, at a
minimum, submit proposed pricing for all pricing elements for at least one vehicle in one or both Cost Workbooks
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identified as Police Pursuit Vehicles Cost Workbook (Attachment C) and Special Services Vehicles Cost
Workbook (Attachment D).

5.1. General Pricing Rules

By submitting a response, the Supplier agrees that it has read, understood, and will abide by the following
instructions/rules:
1. The submitted pricing must include all costs of performing pursuant to the resulting statewide
contract; and

2. Bid containing a minimum order/ship quantity or dollar value, unless otherwise called for in the
eRFQ, will be treated as non-responsive and may not be considered for award; and

3. The Supplier is required to provide net prices. In the event, there is discrepancy between a
Supplier’s unit price and extended price, the unit price shall govern; and

4. In the event, there is a discrepancy between (1) the Supplier’s pricing as quoted on an uploaded,
detailed cost worksheet such as an Excel Worksheet and (2) the Supplier’s pricing as quoted by
the Supplier in one or more single line entries directly into the Sourcing Event screen (for
example, “Your Total Line Pricing” and/or “Your Unit Bid Price”), the former shall govern; and

5. The prices quoted and listed in the response shall be firm throughout the 1st year of the resulting
statewide contract, unless otherwise noted in the eRFQ or statewide contract; and

6. Unless otherwise specified in any terms and conditions attached to the eRFQ, all product
deliveries will be at the delivery rates submitted in the regional delivery cell for each region in
Georgia.

7. Unless expressly permitted by the eRFQ, responses containing provisions for late or interest
charges cannot be awarded a contract. Suppliers must “strike through” any such provisions in
printed forms and initial such revisions prior to submitting a response; and

8. Responses containing prepayment and/or progress payment requirements may be determined
non-responsive unless otherwise permitted by the eRFQ; and

9. Unless permitted by the eRFQ, responses requiring payment from the Authorized User in less
than thirty (30) days will be considered non-responsive; and

10. The State of Georgia is exempt from certain taxes and no provision for such taxes should be
included in the Supplier’s response.

5.2. Cost Structure and Additional Instructions
DOAS’ intent is to structure the cost format to facilitate comparison among all Suppliers and foster
competition to obtain the best market pricing. Consequently, DOAS requires that each Supplier’s cost be
structured as directed in the eRFQ. Additional alternative cost structures will not be considered. Each
Supplier is hereby advised that failure to comply with the eRFQ instructions, submission of an incomplete
offer, or submission of an offer in a different format than the one requested may result in the rejection of the
Supplier’s response.

Team Georgia Marketplace™ permits DOAS to Structure the Sourcing Event to allow the Supplier to enter
pricing directly into the “Cost Worksheets”, DOAS has attached two Cost Workbooks (Attachments C & D)
for the Supplier to download, complete and then upload as part of the Supplier’s response.

The primary cost structure for this eRFQ is based on a firm fixed unit price per line item for each vehicle
being offered.

Download the Cost Workbooks, complete the Cost Worksheet for each vehicle being proposed and then
upload the workbook by following the instructions in Section 2.2.4 “Uploading Forms” of this eRFQ. Enter all
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information directly into the Cost Worksheet(s). Enter numbers on each tab (Cost Worksheet) of the Cost
Workbook(s) in “number” (two-place decimal), not “currency” or another format unless otherwise stated.
That is, omit dollar signs, commas, and any other non-essential symbols (e.g., $7.90 should be entered as
7.90). A value of zero (0) entered will be interpreted as “no cost”. Prices must be in US Dollars. All pricing
cells in the Cost Worksheet(s) should be completed by entering a pricing value for each cell. Cells left
blank may disqualify you from any further award consideration.

5.3 Police Pursuit Vehicles Cost Workbook (Attachment C)
The Police Pursuit Vehicles (PPV) Cost Workbook, Attachment C, consists of an Instructions Tab, a Line
Items Listings Tab, and five (5) Vehicle Pricing Tabs representing each of the available PPVs on the market.
Supplier must complete a minimum of one Cost Worksheet within the PPV Cost Workbook to be evaluated
for award. Suppliers may offer more than one brand or line item, however, the Supplier must be an
Authorized Dealer for all brands they offer. Supplier must complete all pricing elements, for each vehicle
offered, in the Cost Worksheets for Police Pursuit Vehicles. For each vehicle model that a Supplier desires to
make available for sale pursuant to this eRFQ, the Supplier is REQUIRED to submit:
(1) a fixed unit price inclusive of all cost (i.e. profit, overhead, operating & administrative expenses,
commissions, administrative fees, etc.…) for the base model vehicle; and
(2) a fixed unit price inclusive of all cost (i.e. profit, overhead, operating & administrative expenses,
commissions, administrative fees, etc.…) for ALL Options identified in the Options “Market Basket”
section of the Cost Worksheet; and
(3) a percentage for any early or “prompt” payment discount offered for payments received within 20
days (standard payment terms are Net 30); Specifically, if the Supplier decides not to offer an Early
Pay Discount, Supplier should enter a zero “0” in that pricing cell. and
(4) a fixed (lump sum) price inclusive of all costs associated with delivering vehicles (ONLY) to
Authorized Users within each region identified on the Cost Worksheet. Based on the Regional Map
(Attachment L) provided in the eRFQ, the State has identified specific regions within the state for the
purpose of determining delivery charges for vehicles purchased under any resultant contract. The
regional delivery price should be based on the cost to deliver a single shipment of vehicles (one or
more vehicles could comprise a single shipment) within the region. The regional delivery prices
submitted for each region will be used in the event of contract award to establish the actual regional
delivery price for each region.
5.3.1. Manufacturers Certificate: In order for the State to verify the Supplier is an Authorized Dealer of the
vehicle(s) offered, Supplier must submit a Manufacturer Certification Letter, Attachment P, for each brand of
Police Pursuit Vehicles offered (i.e. Chevrolet, Ford, Dodge, etc.).

5.4. Special Service Vehicles Cost Workbook (Attachment D)
The Special Service Vehicles (SSV) Cost Workbook, Attachment D, consists of an Instructions Tab, a Line
Items Listings Tab, and eight (8) Vehicle Pricing Tabs representing each of the available SSVs on the market
and three (3) Vehicle Pricing Tabs for Electric or Alternatively Fueled SSVs. Supplier must complete a
minimum of one Cost Worksheet within the SSV Cost Workbook to be evaluated for award. Suppliers may
offer more than one brand or line item, however, the Supplier must be an Authorized Dealer for all brands
they offer. Supplier must complete all pricing elements, for each vehicle offered, in the Cost Worksheets
for Special Service Vehicles. For each vehicle model that a Supplier desires to make available for sale
pursuant to this eRFQ, the Supplier is REQUIRED to submit:
(1) a fixed unit price inclusive of all cost (i.e. profit, overhead, operating & administrative expenses,
commissions, administrative fees, etc.…) for the base model vehicle; and
(2) a fixed unit price inclusive of all cost (i.e. profit, overhead, operating & administrative expenses,
commissions, administrative fees, etc.…) for ALL Options identified in the Options “Market Basket”
section of the Cost Worksheet; and

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(3) a percentage for any early or “prompt” payment discount offered for payments received within 20
days (standard payment terms are Net 30); Specifically, if the Supplier decides not to offer an Early Pay
Discount, Supplier should enter a zero “0” in that pricing cell; and
(4) a fixed (lump sum) price inclusive of all costs associated with delivering vehicles (ONLY) to
Authorized Users within each region identified on the cost sheet. Based on the Regional Map
(Attachment L) provided in the eRFQ, the State has identified specific regions within the state for the
purpose of determining delivery charges for vehicles purchased under any resultant contract. The
regional delivery price should be based on the cost to deliver a single shipment of vehicles (one or
more vehicles could comprise a single shipment) within the region. The regional delivery prices
submitted for each region will be used in the event of contract award to establish the actual regional
delivery price for each region.
5.4.1. Manufacturers Certificate: In order for the State to verify the Supplier is an Authorized Dealer of the
vehicle(s) offered, Supplier must submit a Manufacturer Certification Letter, Attachment P, for each brand of
Special Services Vehicles offered (i.e. Chevrolet, Ford, Dodge, etc.).

5.5. Price Escalations/De-escalation and Product Offering
Supplier pricing must remain firm for 1 year from the date of award. Price increase requests will be reviewed
on an annual basis after the twelfth (12) month at contract renewal. Suppliers are limited to one (1) price
increase request per year. If price increase requests are submitted with renewal options, the below
mentioned price increase methodology will be used to determine any price adjustments. Increase(s) will not
exceed the average percentage increase as shown for the previous twelve (12) month period for the US
Department of Labor Producer Price Index (PPI) series ID Number: 336110 Automobile and Light Truck
Manufacturing. Temporary data will not be used in the evaluation. In the event the increase request exceeds
the increase amount allowed by the PPI, Supplier(s) must provide strong justification and invoices from the
manufacturer to substantiate. The State must be notified at least ninety (90) days in advance prior to any
price change, and the Supplier must have the State's approval before such change may be implemented.

DOAS expects any market reductions to be passed along to the State. If the PPI Series ID reflect a decrease
of two percent (2%) or greater for the previous 12 months of activity, prices may be reduced to the State
accordingly on an annual basis, and the Supplier(s) will be notified no less than 30 days in advance. Supplier
agrees and will comply with this section.

5.6. Things to Remember when Responding to Bids
This document provides information that the Supplier(s) may find helpful when preparing their bid submission.
Attachment M.

6. Evaluation and Award
All timely responses will be evaluated in accordance with the following steps. The objective of the evaluation
process is to identify the most competitive bid(s) for each line item in each category. Once the evaluation process
has been completed, the apparent successful Supplier(s) will be required to enter into discussions with DOAS to
resolve any exceptions to DOAS’ statewide contract. DOAS will announce the results of the eRFQ as described
further in Section 6.6. “Public Award Announcement.”

6.1. Administrative/Preliminary Review
First, the responses will be reviewed by the Issuing Officer to determine compliance with the
following requirements:
1. Response was submitted by deadline via Team Georgia Marketplace™
2. Response is complete and contains all required documents.

6.2. Evaluating Bid Factors/Mandatory (Section 4)
If the Supplier’s response passes the Administrative/Preliminary Review, the Supplier responses to Section
4 “eRFQ Bid Factors” will be reviewed for compliance. Responses to the mandatory requirements will also
be reviewed in detail to determine its compliance with mandatory eRFQ requirements. Responses to
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mandatory requirements will be evaluated on a pass/fail basis. If a response fails to meet a mandatory
requirement, DOAS and the State’s Cross Functional Team will determine if the deviation is material. A
material deviation will be cause for rejection of the response. An immaterial deviation will be processed as
if no deviation had occurred.

6.3. Evaluating Cost
Submitted pricing will be evaluated at the line item level relative to other responses/bids.

To expedite the evaluation process, DOAS reserves the right to analyze pricing independently, but at the
same time the Evaluation Team is analyzing Suppliers’ compliance with the mandatory requirements.
DOAS will utilize “Total Proposed Weighted Bid Price” to determine the most competitive pricing.

In the event DOAS elects to consider awarding to more than one Supplier per line item, DOAS will identify
Suppliers pricing with the next lowest “Total Proposed Weighted Bid Price” which will be utilized to
determine possible multiple awards per line item. Specifically, in the Special Services Vehicles Category
for Alternatively Fueled or Electric Vehicles, DOAS may elect to award to the two (2) or more lowest bids
per line item as determined by their Total Proposed Weighted Bid Price.

6.3.1. Georgia Enterprises for Products and Services (GEPS)
In the event the issuing officer has received a response from GEPS, the issuing officer must factor in a price
preference of 8% for purposes of cost evaluation. The price preference of 8% has been approved by DOAS
in accordance with the State Use Law set forth at O.C.G.A. 50-5-135 et seq., which is intended to create
opportunities for disabled persons employed by community-based rehabilitation programs and training
centers that are certified by the State Use Council. To implement the price preference, the issuing officer
must lower GEPS’ price by 8% when comparing GEPS’ bid price(s) with any other Supplier’s response.
However, in the event GEPS wins the contract award, GEPS must be paid at its actual bid price.

6.3.2. Georgia Based Business/Reciprocal Preference Law O.C.G.A. §50-5-60(b)
For the purposes of evaluation only, Supplier’s resident in the State of Georgia will be granted the same
preference over Supplier’s resident in another state in the same manner, on the same basis, and to the
same extent that preference is granted in awarding bid for the same goods or services by such other state
to Supplier’s resident therein over Supplier’s resident in the State of Georgia. NOTE: For the purposes of
this law, the definition of a resident Supplier is a Supplier who is domiciled in the State of Georgia.

6.4. Selection and Award
DOAS reserves the right to: (a) waive minor irregularities, variances or non-material defects in a response;
(b) reject all responses, in whole or in part; (c) request clarifications from Suppliers; (d) request
resubmissions from all Suppliers; and (e) take any other action as permitted by law.

Any contract award(s) resulting from the eRFQ will be made to the lowest “Total Proposed Weighted Bid
Price(s)” responsive and responsible Supplier(s) meeting all specifications and with whom DOAS has
DOAS reserves the right, to select one or more Suppliers for award and to award individual line items per
category to one or more Suppliers, when to do so is in the best interests of the State of Georgia.

6.5. Site Visits and Oral Presentations
DOAS reserves the right to conduct site visits, request product/work samples, or to invite Suppliers to
present their product/service solution to the Cross-Functional Team.

6.6. Public Award Announcement
The preliminary results of the evaluation will be announced through the public posting of a Notice of Intent
to Award to the Georgia Procurement Registry. The Notice of Intent to Award (“NOIA”) is not notice of an
actual contract award; instead, the NOIA is notice of DOAS’ expected contract award pending resolution of
the protest process. The NOIA will identify the apparent successful Supplier(s), unsuccessful Supplier(s),
and the reasons why any unsuccessful Suppliers were not selected for contract award. NO SUPPLIER
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SHOULD ASSUME PERSONAL NOTICE OF THE NOTICE OF INTENT TO AWARD (“NOIA”) WILL BE
PROVIDED BY DOAS. INSTEAD, ALL SUPPLIERS SHOULD FREQUENTLY CHECK THE GEORGIA
PROCUREMENT REGISTRY FOR NOTICE OF THE NOIA.

The Notice of Award (“NOA”) is DOAS’ public notice of actual contract award(s). The NOA will be publicly
posted to the Georgia Procurement Registry.

7. Contract Terms and Conditions
The statewide contract that DOAS expects to award because of this eRFQ will be based upon the successful
Supplier’s final response as accepted by DOAS and the contract terms and conditions, which terms and
conditions can be downloaded from the Sourcing Event. The “successful Supplier’s final response as accepted
by DOAS” shall mean: the response submitted by the Supplier, written clarifications, and any other terms deemed
necessary by DOAS, except that no objection or amendment by the Supplier to the eRFQ requirements or the
contract terms and conditions shall be incorporated by reference into the statewide contract unless DOAS has
explicitly accepted the Supplier’s objection or amendment in writing.

Please review DOAS’ statewide contract terms and conditions prior to submitting a response to this eRFQ.
Suppliers should plan on the contract terms and conditions contained in this eRFQ being included in any award
as an outcome of this eRFQ. Therefore, all costs associated with complying with these requirements should be
included in any pricing quoted by the Suppliers. The contract terms and conditions may be supplemented or
revised before contract execution and are provided to enable Suppliers to better evaluate the costs associated
with the eRFQ and the potential resulting statewide contract.

7.1. Exception to Contract
By submitting a response, each Supplier acknowledges its acceptance of the eRFQ specifications and the
contract terms and conditions without change except as otherwise expressly stated in the Supplier’s
submitted response. If the Supplier takes exception to a contract provision, the Supplier must state the
reason for the exception and state the specific contract language it proposes to include in place of the
provision. Any exceptions to the statewide contract must be redlined with comments explaining the rationale
for the proposed revision, uploaded, and submitted as part of the Supplier’s response. Proposed exceptions
must not conflict with or attempt to preempt mandatory requirements specified in the eRFQ. Proposed
exceptions should be in compliance with Georgia law. For further information regarding contracting with
entities subject to DOAS purview, please see SPD-SP060 “Contracting with State Entities” provided as an
attachment to this solicitation and located at http://doas.ga.gov/state-purchasing/seven-stages-of-
procurement/stage-3-solicitation-preparation#.

In the event the Supplier is selected for potential award, the Supplier will be required to enter into discussions
with DOAS to resolve any contractual differences before an award is made. These discussions are to be
finalized and all exceptions resolved within the period of time identified in the schedule of events. Failure to
resolve any contractual issues will lead to rejection of the Supplier. DOAS reserves the right to proceed to
discussions with the next best ranked Supplier.

DOAS reserves the right to modify the statewide contract to be consistent with the apparent successful offer,
and to negotiate other modifications with the apparent successful Supplier. Exceptions that materially change
the terms or the requirements of the eRFQ may be deemed non-responsive by DOAS, in its sole discretion,
and rejected. Contract exceptions which grant the Supplier an impermissible competitive advantage, as
determined by DOAS, in its sole discretion, will be rejected. If there is any question whether a particular
contract exception would be permissible, the Supplier is strongly encouraged to inquire via written question
submitted to the Issuing Officer prior to the deadline for submitting written questions as defined by the
Schedule of Events.

8. List of eRFQ Attachments
The following documents make up this eRFQ. Please see Section 2.2.2 “eRFQ Review” for instructions about
how to access the following documents. Any difficulty locating or accessing the following documents should be
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immediately reported to the Issuing Officer.

A. Attachment A: Statewide eRFQ Police Pursuit and Special Service Vehicles (this document)
B. Attachment B: Mandatory Response Worksheet, Specification Sheets, etc. from Section 4.3. of this
eRFQ (Upload this completed form)
C. Attachment C: Police Pursuit Vehicle Cost Workbook from Section 5 “Cost/Pricing” of this eRFQ
(Upload this completed form)
D. Attachment D: Special Service Vehicle Cost Workbook from Section 5 “Cost/Pricing” of this eRFQ
(Upload this completed form)
E. Attachment E: Supplier Question and Answer Form (Email questions utilizing this form in accordance
with the instructions Section 2.1.3. and the timeline in section 1.5 of this eRFQ)
F. Attachment F: Statewide Contract from Section 7 “Contract Terms and Conditions” of this eRFQ
(Upload this signed and completed form)
G. Attachment G: Contract Exceptions (Upload this completed form)
H. Attachment H: Certificate of Non-Collusion (Upload this completed form)
I. Attachment I: Tax Compliance Form (Upload this completed form)
J. Attachment J: W-9 Form, Updated 2018 version (Upload a current completed W-9 Form)
K. Attachment K: Supplier Quarterly Sales Report Template (Section 3.5.)
L. Attachment L: Georgia Regional Delivery Map
M. Attachment M: Things to Remember when Responding to Bids.
N. Attachment N: SPD-SP060 “Contracting with State Entities”
O. Attachment O: SPD-SP044 Sample Trade Secret Affidavit (Upload if applicable)
P. Attachment P: Manufacturer Certification (Upload this completed form)
Q. Attachment Q: Document Upload Checklist

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