Equine Waste Removal, Shaving Sales & Golf Car Rentals

REQUEST FOR PROPOSALS
FOR
Georgia International Horse Park
Equine Waste Removal, Shaving Sales &
Golf Car Rentals
August 2026
CITY OF CONYERS
Georgia International Horse Park
1996 Centennial Olympic Parkway, Conyers, GA 30013
770-860-4190
CONTACT: Rebecca Hill, Director
rebecca.hill@conyersga.gov
770-860-4188 Direct
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1. INTRODUCTION:
a. Purpose
The City of Conyers, herein referred to as the City, is seeking Proposals from qualified contractors
interested in providing equine waste removal, sale of shavings, hay, and feed, and coordinating
golf cart rentals for customers at the Georgia International Horse Park (Park). The intent of the
contract is to provide the successful Vendor with an exclusive right to sell shavings, hay, and feed
(exhibitors are allowed to bring in shavings, hay, and feed for their own use only) in exchange for
stall cleaning and removal of equine waste from the Park.
The initial term of the Contract shall be ten (10) years, commencing January 1, 2027, and
expiring December 31, 2036, unless earlier terminated in accordance with the terms of the
Agreement.
Recognizing that operating costs, labor expenses, fuel costs, supply costs, and market
conditions may change during the term of the Contract, the Contractor may request a pricing
adjustment no more frequently than once every two (2) years. Any requested pricing adjustment
shall be submitted in writing to the City with supporting documentation demonstrating the basis
for the requested adjustment. Approval of any pricing adjustment shall be at the sole discretion
of the City and shall not become effective unless approved in writing by the City through a
contract amendment executed by both parties.
All respondents to this solicitation are subject to instructions communicated in this document and
are cautioned to review the entire document and follow instructions completely. The City reserves
the right to modify existing provisions, include additional provisions that are not addressed herein,
and reject any or all proposals.
There will be a Mandatory Pre-Proposal Meeting held on August 3, 2026, at 1:00 PM EST
at the following location:
Georgia International Horse Park
Administration Office
1996 Centennial Olympic Parkway
Conyers, GA 30013
The Purpose of this meeting will be to answer any questions regarding the RFP. A site
visit of the Georgia International Horse Park will also be conducted as part of this
meeting.
Failure to attend the pre-proposal meeting from beginning to end will result in
disqualification of proposal response. Please bring a copy of the solicitation documents
to the pre-proposal meeting as copies will not be provided to you.
Any questions and/or misunderstandings that may arise from this RFP must be submitted in
writing according to the instructions in paragraph 2(a.) below. Answers to questions that materially
change the conditions and specifications of this RFP will be issued in an addendum and posted
to the City's website at www.conyersga.com. Any discussions and/or documents will be
considered non-binding unless incorporated and issued in an addendum. It is the proposer's
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responsibility to check the City of Conyers website for any addenda that may be issued prior to
submitting a proposal for this RFP.
Background of the Georgia International Horse Park
The Georgia International Horse Park (GIHP) is a premier multi-purpose event facility spanning
approximately 1,400 acres. Opened in 1995, the Park gained international recognition as the
equestrian venue for the 1996 Centennial Olympic Games, hosting all equestrian competitions,
the inaugural Olympic mountain biking events, and portions of the modern pentathlon.
Today, GIHP continues to serve as a regional destination for equestrian competitions, sporting
events, festivals, concerts, and community gatherings. The Park hosts an average of 150
events annually, including approximately 60 equine events.
Equestrian facilities include the Grand Prix Stadium, the Charles Walker Covered Arena, ten
outdoor arenas, six barns with a total of 560 permanent stalls, and a multi-purpose building
capable of accommodating up to 130 temporary stalls.
For stall cleaning and equine waste removal purposes, horse shows are held throughout the
year, with the highest concentration occurring between March and November. The number of
stalls utilized varies by event, ranging from a limited number of barns to full occupancy of all
available stalls.
b. Award Process
The City intends to make a single award to the proposer determined to be the most qualified,
responsive, and responsible respondent meeting the requirements of this RFP. In evaluating
proposals, the City will consider factors including, but not limited to, relevant experience,
demonstrated ability to provide adequate staffing and operational support, references, overall
qualifications, and pricing. Award will not necessarily be made to the proposer offering the lowest
price; rather, the City reserves the right to award to the proposer whose proposal is determined
to provide the best overall value and service to the Georgia International Horse Park. See Exhibit
E for the Contractor Questionnaire.
Proposals will be evaluated by a review committee using a two-phase evaluation process. The
City of Conyers intends to award the Contract to the proposer whose proposal is determined to
provide the best overall value to the City, considering qualifications, experience, operational
capability, past performance, and pricing.
Phase One - Administrative Review (Pass/Fail)
Each proposal will be reviewed for responsiveness and completeness. Proposals that fail to
include all required forms, certifications, supporting documentation, samples, or other requested
information may be deemed non-responsive and eliminated from further consideration. Only
proposals determined to be responsive will advance to Phase Two.
Phase Two - Technical Evaluations (100 Points Maximum)
Responsive proposals will be evaluated using the following criteria:
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Criteria Points:
Relevant Experience: 30 Points
Staffing Plan and Personnel Qualifications: 20 Points
Operational Plan: 20 Points
References and Past Performance: 20 Points
Pricing Proposal: 10 Points
Total: 100 Points Possible
In evaluating proposals, the City may consider the proposer's demonstrated experience with
equine facilities and large-scale event operations, the adequacy of staffing and management
resources, the quality and feasibility of the operational plan, the proposer's record of past
performance and references, and the competitiveness and reasonableness of pricing. Pricing
will be considered as part of the evaluation; however, greater emphasis will be placed on
qualifications, experience, staffing, operational capability, and past performance.
The City reserves the right to request additional information, conduct interviews, negotiate with
the highest-ranked proposer(s), and reject any or all proposals when such action is deemed to
be in the best interest of the City.
c. Schedule of Events
The following Schedule of Events represents the City's best estimate of the schedule that will be
followed. All times indicated are Eastern Standard Time. The City reserves the right to adjust
the schedule as deemed necessary.
Mandatory Pre-Proposal Meeting August 3, 2026 at 1:00PM EST
Written Questions Due August 10, 2026 by 3:00PM EST
Response to Written Questions August 18, 2026
Bid Due Date and Time August 27, 2026 by 3:00PM EST
Notice of Award (NOA) (on or about) September 24, 2026
Implementation Begins January 1, 2027
2. GENERAL INSTRUCTIONS:
a. Submittal of Questions and Requests for Clarification
It is the responsibility of each respondent to examine the entire solicitation document, seek
clarification in writing, and review its submittals for accuracy before submitting. Questions about
any aspect of the RFP, or the service, shall be submitted in writing (via e-mail) to:
Rebecca Hill, Director, Georgia International Horse Park: Email: rebecca.hill@conyersga.gov
All relevant and significant questions will be answered in writing and issued in an addendum. All
addenda, if issued, will be posted to the City's website at
http://www.conyersga.com/businesses/bid-opportunities
b. Insurance Requirements
Bidder must provide evidence of their ability to supply a current Contractor's Public Liability
Insurance Policy, and must be insurable in the following amounts for these services. A statement
from the supplier's insurance carrier must be submitted as Exhibit K - Evidence of Insurability.
Statement shall list the City of Conyers as an additional insured.
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Coverages: Limits of Liability:
Workers' Compensation Statutory
Employers' Liability $1,000,000.00
Bodily Injury Liability $1,000,000.00 each occurrence
except Automobile $1,000,000.00 aggregate
Property Damage Liability $1,000,000.00 each occurrence
except Automobile $1,000,000.00 aggregate
Personal & Advertising Injury Limit $1,000,000.00
Products / Completed Ops. $2,000,000.00 aggregate
Automobile Bodily Injury $1,000,000.00 each person
Liability $1,000,000.00 each occurrence
Automobile Property Damage $1,000,000.00 each occurrence
Liability
Professional Liability/General Liability $1,000,000.00
All insurance shall be provided by an insurer(s) acceptable to the City, and shall provide for
thirty (30) days prior notice of cancellation to the City. Upon contract award, Contractor shall
deliver to the City a certificate or policy of insurance evidencing Contractor's compliance with
this paragraph. Contractor shall abide by all terms and conditions of the insurance and shall do
nothing to impair or invalidate the coverage.
The City of Conyers, GA shall be named as Additional Insured under any General Liability,
Business Auto and Umbrella Policies.
c. Statement of Agreement
With submission of a Proposal, the Proposer agrees that he/she has carefully examined the
solicitation, and the Proposer agrees that it is the Proposer's responsibility to request clarification
on any issues in any section of the solicitation with which the Bidder disagrees or needs clarified.
The Proposer also understands that failure to mention these items in the Bid will be interpreted to
mean that the Proposer is in full agreement with the terms, conditions, specifications and
requirements in the therein. With submission of a Bid, the Proposer hereby certifies: (a) that this
Bid is genuine and is not made in the interest or on behalf of any undisclosed person, firm, or
corporation; (b) that Proposer has not directly or indirectly included or solicited any other Proposer
to put in a false or insincere Bid; (c) that Proposer has not solicited or induced any person, firm,
or corporation to refrain from sending a Bid.
d. Georgia Open Records Act and Trade Secrets
All Proposers should obtain and thoroughly familiarize themselves with the Georgia Open
Records Act (O.C.G.A. 50-18-70, et seq.) and the Georgia Open Meetings Act (O.C.G.A. 50-
14-1, et seq.) (collectively, the "Open Government Laws") applicable to the issues of
confidentiality and public information. The City will not advise a Proposer as to the nature or
content of documents entitled to protection from disclosure under the Open Government Laws,
as to whether or to what extent documents submitted with their Proposal are or may be exempt
from the Open Government Laws, as to the interpretation of such laws, or as to the definition of
"proprietary". Each Proposer shall be solely responsible for determining the application and
requirements of Open Government Laws. All written correspondence, exhibits, photographs,
reports, printed material, tapes, electronic discs, and other graphic and visual aids submitted to
the City during this procurement process are the property of the City, may not be returned to the
submitting parties, and are subject to the Open Government Laws.
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Georgia law also recognizes a protection from public disclosure for information which is
determined to be a "trade secret". Each Proposer shall be responsible for complying with
O.C.G.A. 50-18-72(a)(34) regarding "trade secrets," and/or determining which is otherwise
exempt from disclosure under O.C.G.A. 50-18-72 or any other applicable law. In addition, and
as it relates to "trade secrets," any Proposer submitting and wishing to keep records containing
trade secrets confidential shall submit and attach to all such records an affidavit affirmatively
declaring that specific information in the records constitute trade secrets pursuant to Article 27 of
Chapter 1 of Title 10 of the Code. Proposers are advised that the designation of "proprietary" or
"trade secret" with respect to any documents or other information submitted shall not be binding
on the City or determinative of any issue relating to confidentiality. Further, blanket "proprietary"
or "trade secret" designations by a Proposer shall be considered non-responsive. In no event
shall the City or any of its agents, elected officials, representatives, consultants, directors, officers
or employees be liable to a Proposer or Proposer team member for the disclosure of all or a
portion of a Proposal response submitted under this RFP.
If the City receives a request for public disclosure of all or any portion of the materials identified
as confidential (that is, materials which are proprietary or include an asserted trade secret) in a
Proposal, the City will endeavor to notify the applicable Proposer of the request; but in all cases,
the City will follow the requirements placed upon it under the Open Government Laws and any
other applicable local, state, or federal law. The Proposer may seek, at its own cost and expense,
a protective order, injunction or other appropriate remedy. If the City determines in good faith that
the materials identified as "proprietary" or as a "trade secret" are not exempt from the Open
Government Laws, unless otherwise ordered by a court of competent jurisdiction, the City will
release the requested information. By submitting documents to the City, each Proposer agrees
and affirms that the City shall have the unqualified right to make the final determination regarding
whether the requested information is to be disclosed or withheld.
It should be noted that, other than private financial information and the Acquisition Price Proposal,
submission contents will not be deemed proprietary information or trade secret protected.
The City accepts no financial responsibility for costs incurred by any Proposer in responding to
this RFP. By responding to this RFP, the Proposer agrees to hold the City harmless in connection
with the release of any information contained in its Proposal.
e. Bid Submission & Instructions
To be considered, all Proposals must be submitted in the manner set forth in this solicitation. It is
the Bidder's responsibility to ensure that Bids arrive on or before the specified time. No Bids will
be accepted after the time set for receipt. Bids submitted via facsimile or e-mail will be
rejected. The City reserves the right to reject any and all submittals, and to cancel the solicitation
in its entirety and possibly reissue a revised solicitation for any reason.
Two (2) Bid packages (one original and one copy) must be submitted in a sealed envelope,
box or package labeled as follows:
"SEALED PROPOSAL"
RFP: Equine Waste Removal, Shavings Sales, and Golf Car Rentals
Name of Firm
Address of Firm
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Proposals must be physically received by the City prior to the deadline indicated in Section 1c. -
Schedule of Events at the exact address listed below via Hand Delivery or postal carrier. Emailed
or faxed bids will not be accepted.
Georgia International Horse Park
Administration Office
1996 Centennial Olympic Parkway
Conyers, GA 30013
PROPOSAL EXHIBITS:
a. Proposal Response Documents:
The following list of Exhibits apply to this solicitation and must be returned with Proposal
package, with the exception of Exhibit A. Failure to complete and submit the required Exhibits
with Proposal will result in disqualification of Proposal response:
Exhibit A Scope of Work & Technical Details
Exhibit B Questions on Procedures
Exhibit C Shavings Samples (provided by Contractor)
Exhibit D Bid Proposal
Exhibit E Contractor Questionnaire
Exhibit F Organizational Chart and Proposed Personnel
Exhibit G Contractor E-Verify Affidavit under O.C.G.A. 13-10-91(b)(1)
Exhibit H Affidavit Verifying Benefit for City Public Benefit Application
Exhibit I Business License (provided by Contractor)
Exhibit J Evidence of Insurability (provided by Contractor)
Exhibit K Tax Compliance Form (W-9 provided by Contractor)
Exhibit L Sample Contract Agreement
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EXHIBIT A
Scope of Work and Technical Details
(Page 1 of 2)
1. Overview:
The City of Conyers is soliciting proposals from qualified vendors to provide equine support
services at the Georgia International Horse Park (GIHP).
2. Description:
The selected Contractor shall furnish all labor, supervision, equipment, materials, transportation,
and other resources necessary to provide stall cleaning, manure removal and disposal, wood
shavings sales and delivery, feed and hay sales and delivery, and golf cart rental services in
support of equestrian events held at the Horse Park. Services shall be provided in a professional,
safe, and efficient manner to ensure a high level of customer service for exhibitors, event
organizers, and guests.
3. Scope of Work
The Contractor shall provide the following services in support of equestrian events at the
Georgia International Horse Park. The Contractor shall propose pricing for all services identified
in this RFP. Proposed pricing will be evaluated as part of the overall best-value determination
and shall be subject to negotiation prior to contract award:
1. Sell, including pre-orders and on-site sales during equestrian events, medium blend
wood shavings to exhibitors.
2. Sell, including pre-orders and on-site sales during equestrian events, easy sift wood
shavings to exhibitors.
3. Sell, including pre-orders and on-site sales during equestrian events.
4. Sell feed and hay to exhibitors, including pre-orders and on-site sales during equestrian
events, and deliver such feed and hay to stalls at a price.
5. Purchase, maintain inventory of, and deliver wood shavings to stalls as requested by
exhibitors and event management.
6. Clean and remove all shavings, manure, hay, and related waste from stalls during and
upon completion of equestrian events.
7. Sweep, vacuum, blow, and otherwise maintain the cleanliness of barn aisles, common
areas, and areas surrounding stalls throughout equestrian events.
8. Collect and dispose of manure in designated manure pits located at the Horse Park and
maintain such pits in a clean and orderly condition throughout all events.
9. Remove and properly dispose of manure and related waste from Horse Park property at
a Contractor-procured disposal site. Manure pits shall be emptied on the same day they
reach capacity, or the following day in limited circumstances approved by Horse Park
management.
10. Coordinate, manage, and provide golf cart rental services to exhibitors and event
participants at a rental rate.
11. Provide an On-Site Manager who shall be present at the Horse Park no less than
twenty-four (24) hours prior to the start of each equestrian event and remain available
through at least the day following the conclusion of the event.
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Scope of Work and Technical Details
(Page 2 of 2)
12. Report any damage caused by Contractor personnel to Horse Park property or exhibitor
property to the Director of the Horse Park or his/her designee within two (2) hours of
discovery, or by the opening of business on the following business day if the damage
occurs after normal business hours.
13. Take all reasonable measures to ensure that exhibitors, event organizers, and Horse
Park guests are not inconvenienced by the Contractor's operations or the performance
of these services.
14. Furnish all labor, supervision, equipment, vehicles, tools, supplies, materials, permits,
and other resources necessary to perform the services described herein in a safe,
professional, and efficient manner.
Payment
Owner agrees to pay Contractor for the services at an agreed-upon rate per night per stalled
horse. Within thirty (30) days after the completion of the Services with respect to any equestrian
event at the GIHP, Contractor shall provide to Owner for Owner's review an invoice that includes
a detailed description of the completed Services and calculation of the payment due.
Owner will have twenty (20) calendar days from receipt of the invoice to dispute any charges, and
any necessary revisions or negotiations will be handled promptly by both parties. In the event
that the parties cannot agree on any necessary revisions or negotiations, then either party may
commence with litigation in the state courts of Rockdale County.
Once Owner and Contractor have agreed upon the invoiced amount, or in the event the Owner
has failed to dispute the invoiced charges within twenty (20) calendar days of their receipt of
same, then the Owner will pay the Contractor in full within an additional ten (10) calendar days.
Contractor agrees that Owner shall have the right, upon reasonable prior notice to Contractor, to
review, inspect and copy any and all files or records of Contractor related to the Services and to
the performance of Contractor's obligations under this Agreement.
4. Facility Use Requirements
The successful Contractor will be provided the opportunity to lease designated space at the
Georgia International Horse Park for administrative functions, storage and operations
associated with the contract. The Contractor shall be responsible for all costs associated with
the leased premises, including but not limited to rent, internet service, telephone service,
janitorial services and any other operating expenses unless agreed upon in writing by the City.
The terms of the facility lease shall be negotiated and incorporated into the final agreement.
The Current monthly rental rate is $250 per month, and the internet cost is $1,000 per year.
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EXHIBIT B
Questions on Procedures
(Page 1 of 4)
(PLEASE ATTACH SEPARATE SHEETS AS
NECESSARY)
A. Are you able to comply with the requirements listed in this RFP, Exhibit A, Scope of Work? If
not, please explain in detail.
Yes No
If no, explain:
____________________________________________________________________________
____________________________________________________________________________
B. Describe the process that will be used to remove the shavings and equine waste from the
stalls. Include timing and personnel required.
Response:
____________________________________________________________________________
____________________________________________________________________________
C. Describe the process that will be used to remove the shavings and equine waste from the
Park. Include timing and personnel required.
Response:
____________________________________________________________________________
____________________________________________________________________________
D. Do you plan to make any improvements to the premises to make removal more efficient? If
so, please describe in detail. Any improvements must be approved in writing by Park
management.
Yes No
If yes, describe:
____________________________________________________________________________
____________________________________________________________________________
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