BLACK BOX THEATER MANAGER ANNUAL CONTRACT FOR THE CLAYTON COUNTY SENIOR SERVICES DEPARTMENT

Agency: Clayton County
State: Georgia
Type of Government: State & Local
NAICS Category:
  • 541512 - Computer Systems Design Services
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Nov 17, 2020
Due Date: Dec 18, 2020
Solicitation No: BID NUMBER: 20-189 RFP
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
BID NUMBER: 20-189 RFP BID DATE & TIME: 12/18/2020 - 03:00 PM

documents Addendum #1 Added
BID TITLE: BLACK BOX THEATER MANAGER ANNUAL CONTRACT FOR THE CLAYTON COUNTY SENIOR SERVICES DEPARTMENT
BID DESCRIPTION: This Request for Proposals (“RFP”) from qualified Proponents (“Proponent” or “Proponents”) is for black box theater management and programming/operation services for Clayton County (“County”), Georgia. A detailed Scope of Services (“SOS”) is set forth in this RFP.
PRE-BID INFORMATION: A Non-Mandatory Pre-Proposal Conference has been scheduled for Wednesday, December 2, 2020 at 2:00 P.M., EST. and will be hosted virtually by our staff and responsible person(s). Please register by sending an email to centralservicesbids@claytoncountyga.gov. Attendance at the Pre-Proposal Conference is voluntary for Proponents responding to this RFP.

A Non-Mandatory Site Visit will be held on Wednesday, December 2, 2020 at 3:30 P.M. EST. at the Flint River Community Center, 153 Flint River Road, Riverdale, Georgia 30274.
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TABLE OF CONTENTS
1. INFORMATION AND INSTRUCTIONS TO PROPONENTS ............................................... 3
2. SUBMITTAL CHECKLIST .................................................................................................... 9
3. INTRODUCTION ................................................................................................................ 11
4. SCOPE OF SERVICES ..................................................................................................... 13
5. MINIMUM REQUIREMENTS ............................................................................................. 13
6. EVALUATION PROCESS .................................................................................................. 13
7. PROPOSAL PREPARATION AND GUIDELINES ............................................................. 14
8. STANDARD COUNTY CONTRACT ................................................................................... 18
9. APPENDICES
Appendix A – Contract Compliance Requirements ............................................................. 19
Appendix B – Bonding and Insurance Requirements ......................................................... 28
Appendix C – Required Form Submittals............................................................................ 35
Appendix D – Contract Compliance Requirements (LVP)................................................... 55
Appendix E – Required Content of Proposal ...................................................................... 57
10. ATTACHMENTS
Attachment A – Scope of Services ..................................................................................... 61
Attachment B – Cost Proposal Form................................................................................... 64
Attachment C – Draft County Contract ............................................................................... 65
RFP #20-189 BLACK BOX THEATER MANAGER ANNUAL CONTRACT
FOR THE CLAYTON COUNTY SENIOR SERVICES DEPARTMENT
Page 2 of 79
RFP #20-189 BLACK BOX THEATER MANAGER ANNUAL CONTRACT
FOR THE CLAYTON COUNTY SENIOR SERVICES DEPARTMENT
INFORMATION AND INSTRUCTIONS TO PROPONENTS
1. Services Required: This Request for Proposals (“RFP”) from qualified Proponents
(“Proponent” or “Proponents”) is for black box theater management and
programming/operation services for Clayton County (“County”), Georgia. A detailed Scope
of Services (“SOS”) is set forth in this RFP.
2. Solicitation Method: This solicitation is being conducted in accordance with all applicable
provisions of the Clayton County Code of Ordinances including Code Sec. 2-114 -
Competitive sealed proposal process. By submitting a proposal in reference to this
solicitation, a Proponent acknowledges that it is familiar with all laws applicable to this
solicitation, including, but not limited to, the County’s Code of Ordinances, which laws are
incorporated into this RFP by reference.
3. Minimum Qualifications: Each Proponent and its team members shall have the minimum
experience set forth in this RFP.
4. Certificate of Authority to Transact Business in Georgia: Each Proponent shall submit
documentation that demonstrates it is duly authorized to conduct business in the State of
Georgia with its proposal. If the Proponent is not a Georgia corporation, Proponent is
requested to submit a Certificate of Authority to Transact Business in the State of Georgia.
This requirement also applies to Joint Venture (JV) Team Members, Subconsultants, and
Subcontractors.
5. Business License: Proponent is requested to submit a copy of its current, valid business
license with its Proposal. If the Proponent is a Georgia corporation, Proponent is requested
to submit a valid county or city business license. If Proponent is a joint venture, Proponent is
requested to submit valid business licenses for each member of the joint venture. If the
Proponent is a not a Georgia corporation, Proponent is requested to submit a copy of its
current, valid business license issued by its home jurisdiction.
6. Professional License: Proponent must attach a copy any professional license required by
this RFP with its response.
7. No Offer by County and Firm Offer by Proponent: This solicitation does not constitute an
offer by County to enter into a contract and shall not be construed by any Proponent to form
a contract. This solicitation is only an invitation for offers from interested Proponents and no
offer shall bind the County. A Proponent’s offer is considered a firm offer and may not be
withdrawn except as provided in this RFP, and in the County’s Code of Ordinances and other
applicable law.
8. Proposal Duration: Proposals submitted in response to this RFP must be valid for a period
of One Hundred and Twenty (120) calendar days from the Proposal Submission Deadline
and must be marked as such.
9. Proposal Submission Deadline: Responses to this RFP will be received by the Clayton
County Central Services Department, 7994 North McDonough Street, Jonesboro, Georgia,
no later than 3:00 P.M., Eastern Standard Time (EST) on Wednesday, December 9, 2020.
Late Proposals received shall not be accepted or considered.
RFP #20-189 BLACK BOX THEATER MANAGER ANNUAL CONTRACT
FOR THE CLAYTON COUNTY SENIOR SERVICES DEPARTMENT
Page 3 of 79
10. Mandatory Pre-Proposal Conference: A Mandatory Pre-Proposal Conference has been
scheduled for Wednesday, November 18, 2020 at 9:00 A.M., EST. and will be hosted
virtually by our staff and responsible person(s). Please register by sending an email to
centralservicesbids@claytoncountyga.gov. Attendance at the Pre-Proposal Conference is
mandatory for Proponents responding to this RFP. During the Pre-Proposal Conference, the
general requirements of the project will be discussed. Any questions raised by potential
Proponents will be discussed. Verbal answers to questions during the Pre-Proposal
Conference will not be authoritative. Each Proponent must be fully informed regarding all
existing and expected conditions and matters, which might affect the cost or performance of
the Services. It should be emphasized, however, that nothing stated or discussed during the
course of this Pre-Proposal conference shall be considered to modify, alter, or change the
requirement of the solicitation documents, unless it shall be subsequently incorporated into
an addendum to the solicitation documents.
11. Mandatory Site Visit: A Mandatory Site Visit will be held on Wednesday, November 18,
2020 at 11:30 A.M. EST. at the Flint River Community Center, 153 Flint River Road,
Riverdale, Georgia 30274.
12. Solicitation Questions/Prohibited Contacts: Any questions and communications
regarding this RFP shall be submitted in writing to Carol J. Rogers, Director, Clayton County
Central Services Department, 7994 North McDonough Street, Jonesboro, Georgia, 30236,
or by email to centralservicesbids@claytoncountyga.gov , on or before Wednesday,
November 25, 2020 at 3:00 P.M., EST. Questions received after the designated period may
not be considered. Verbal responses are not authoritative. It is the responsibility of each
Proponent to obtain a copy of any Addendum issued for this solicitation by monitoring the
County’s website at https://www.claytoncountyga.gov/government/central-services. All
Proponents and representatives of Proponents are strictly prohibited from contacting any
other County employees, County Officials, Elected Officials or any third party representatives
of the County on any matter having to do with this RFP. Proponent, or any representative of
the Proponent, may not initiate or continue any verbal or written communications regarding
this solicitation with any County officer, elected official, employee or other county
representative other than the department of Central Services employee named in this
solicitation between the date of the issuance of the solicitation and the date of the final
contract award by the Board of Commissioners, unless specified otherwise herein.
Attempting to influence the outcome of any given contract prior to a recommendation of
award to the Board of Commissioners is strictly prohibited. The Director of Central Services
will review alleged violations of this prohibition. If the Director of Central Services determines
that such a communication has compromised the competitive process, the proposal
submitted by that Proponent may be disqualified from consideration for award, and that
Proponent may, among other things, be placed on the ineligible source list. Violations of this
prohibition may also be subject to prosecution under federal, state, or local laws.
13. Ownership of Proposals: Each Proposal submitted to the County shall become the
property of the County, without compensation to a Proponent, for the County’s use, in its
discretion. The County shall not be liable for any proposal preparation costs incurred by
Proponents.
RFP #20-189 BLACK BOX THEATER MANAGER ANNUAL CONTRACT
FOR THE CLAYTON COUNTY SENIOR SERVICES DEPARTMENT
Page 4 of 79
14. Georgia Open Records Act: Information provided to the County is subject to disclosure
under the Georgia Open Records Act, O.C.G.A. § 50-18-70 et. seq. Pursuant to O.C.G.A. §
50-18-72(a) (34), “[a]n entity submitting records containing trade secrets that wishes to keep
such records confidential under this paragraph shall submit and attach to the records an
affidavit affirmatively declaring that specific information in the records constitute trade secrets
pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.]” and any such
documents shall be labeled as confidential by Proponent. All such information shall be clearly
labeled as a trade secret or confidential and include the relevant cite to the Open Records
Act.
15. Bonding and Insurance Requirements: The Bonding and Insurance requirements for any
Contract that may be awarded pursuant to this RFP are set forth in Appendix B, Bonding and
Insurance Requirements. Proponent must provide a copy of a current certificate of insurance
evidencing any policies issued for Proponent as required in Appendix B. For purposes of this
section, “Proponent” shall mean an individual, corporation, or other corporate entity
submitting a proposal in connection with this solicitation, including each Joint Venture partner
if Proponent is a Joint Venture.
16. Applicable County Small Local Business Programs: The SLBE Programs applicable to
this solicitation are set forth in Appendix A, Contract Compliance Requirements, included in
this RFP. By submitting a Proposal in response to this solicitation, each Proponent agrees
to comply with such applicable SLBE Programs.
17. Applicable Local Vendor Preference Program: The Local Vendor Preference Program
if applicable to this solicitation are set forth in Appendix D. The terms for this Program will
only be set forth in the contract if the Proponent is submitting a proposal stating that it is a
local vendor.
18. Evaluation of Financial Information: The County’s evaluation of financial information
concerning a Proponent and its consideration of such information in determining whether a
Proponent is responsive and responsible may involve a review of several items of
information required to be included in a Proposal. The County will review the Financial
Information disclosed by Proponent and attached to this RFP. Further, if this RFP requires
the successful Proponent to post some type of performance guarantee (e.g. letter of credit,
guaranty agreement, etc.), a Proponent must submit with its Proposal a notarized letter from
an appropriate financial institution indicating that it is willing to issue such performance
guarantee for the Proponent if a Contract is awarded.
19. Sub-consultants and Manufacturers: Proponents are required to submit, in writing, the
addresses of any proposed Subcontractors or equipment manufacturers listed in the
Proposal and may be required to submit other material information relative to proposed
Subcontractors. County reserves the right to disapprove any proposed Subcontractors
whose technical or financial ability, or resources, or experience are deemed inadequate.
20. Examination of Proposal Documents:
20.1 Each Proponent is responsible for examining with appropriate care the complete RFP
and all Addenda and for informing itself with respect to all conditions, which might in
any way affect the cost or the performance of any Services. Failure to do so will be at
the sole risk of the Proponent, who is deemed to have included all costs for
performance of the Services in its Proposal.
RFP #20-189 BLACK BOX THEATER MANAGER ANNUAL CONTRACT
FOR THE CLAYTON COUNTY SENIOR SERVICES DEPARTMENT
Page 5 of 79

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