Ground Maintenance

City of South Fulton, Georgia
General Services
REQUEST FOR PROPOSAL
FOR
RFP NUMBER: 26-24
Ground Maintenance, Utility Vehicle, and Agricultural Equipment Services
ISSUED, April 24, 2026
Proposals due no later than 2:00 PM EST, May 22, 2026
City of South Fulton Procurement Department
4715 Frederick Dr. SW
City of South Fulton - RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services
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Attn: Stacy Ann Roberts Treasure
Procurement Department
The City of South Fulton, Georgia,
4715 Frederick Dr. SW, Atlanta, GA 30336
Phone: 470-809-7667
Website: Procurement Department | South Fulton, GA
REQUEST FOR PROPOSAL
RFP # 26-24
GROUND MAINTENANCE, UTILITY VEHICLES & AGRICULTURAL EQUIPMENT SERVICES
SCHEDULE OF EVENTS DATE
Proposal Release Date: April 24, 2026
Non-Mandatory Pre-Proposal Conference:
May 1, 2026, 1:30 PM
The City will conduct a non-mandatory pre-Proposal conference virtually.
To attend the Pre-Proposal Conference, please refer to Information and
Instructions to Proposers for details.
Deadline for questions:
Questions must be submitted online at May 8, 2026, 3:00 PM
https://www.bidnetdirect.com/georgia/cityofsouthfulton
Answers shall be issued by a written Addendum and posted at:
May 16, 2026
https://www.bidnetdirect.com/georgia/cityofsouthfulton
All responses to this RFP must be submitted online at:
https://www.bidnetdirect.com/georgia/cityofsouthfulton. Proposers are
required to submit responses electronically. If you need any assistance
registering or using the platform, please call BidNet Direct Support Team at
May 22, 2026, 2:00 PM
800-835-4603 ext. 2 for assistance. To attend the Proposal Opening, please
refer to Information and Instructions to Proposers for details.
THIS PROPOSAL SOLICITATION FORM
MUST BE SIGNED AND SUBMITTED WITH PROPOSAL
COMPANY NAME: DATE:
City of South Fulton - RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services
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MAILING ADDRESS: PHONE:
CITY: FAX:
STATE: ZIP: SSN OR FEDERAL TAX ID#:
EMAIL: TITLE OF AUTHORIZED REPRESENTATIVE:
PRINTED NAME: AUTHORIZED SIGNATURE:
IF AWARDED THE PROJECT FOR THIS SOLICITATION, THE CITY SHALL
TRANSMIT THE CONTRACT TO THE SELECTED AWARDEE FOR FULL
REVIEW AND SIGNATURE.
City of South Fulton - RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services
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TABLE OF CONTENTS
INFORMATION AND INSTRUCTIONS ......................................................................................5
INTRODUCTION ........................................................................................................................20
SELECTION CRITERIA ..............................................................................................................25
ATTACHMENT
ATTACHMENT A - Scope of Services .........................................................................................28
APPENDICES
APPENDIX A- Required Form Submittals ...................................................................................35
APPENDIX B - Bonding and Insurance Requirements ................................................................51
APPENDIX C - Price Proposal .....................................................................................................56
City of South Fulton - RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services
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INFORMATION AND INSTRUCTIONS TO PROPOSERS
1. Request for Proposal: The City of South Fulton ("City") Procurement Department is
issuing this Request for Proposal (RFP) to qualified and authorized equipment dealers and
manufacturers to provide grounds maintenance equipment, agricultural equipment, utility
vehicles, attachments, OEM parts, and authorized service providers and support services,
referred to herein as 'Proposer' or 'Proposers'. The Proposer shall submit its Proposal in
accordance with the Scope of Services set forth in Attachment A.
"Goods and Services" means equipment, parts, attachments, maintenance, repair, and
related support services.
This Solicitation is issued pursuant to the City's procurement authority and applicable law.
Submission of a Proposal constitutes the Proposer's agreement to comply with all
requirements of this Solicitation and all applicable federal, state, and local laws.
2. Solicitation Authority and Incorporation by Reference: This solicitation is issued under
and governed by the City Code of Ordinances, applicable procurement policies, and all
other applicable federal, state, and regulations, all of which are incorporated herein by
reference. By submitting a Proposal, the Proposer acknowledges that it has reviewed and
will comply with all applicable legal requirements.
3. Minimum Qualifications: Each Proposer and all team members shall meet the minimum
experience requirements set forth in this RFP.
4. Certificate of Authority to Transact Business in Georgia: The Proposer shall submit a
valid Certificate of Authority to transact business in the State of Georgia, issued by the
Georgia Secretary of State and valid at the time of Proposal submission. This requirement
also applies to Joint Venture members, Sub-Consultants, and Sub-Contractors.
5. Business License: The Proposer shall submit a copy of a current, valid business license,
certifications, and permits with their Proposal. If the Proposer is a Georgia corporation, it
must submit a current and valid city of local business license. If the Proposer is a Joint
Venture, each member of the Joint Venture must provide a valid business license. For non-
Georgia corporations, they must submit a Certificate of Authority to Transact Business in
Georgia, along with a copy of their current, valid business license from their home
jurisdiction.
City of South Fulton - RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services
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6. No Offer by City and Firm Offer by Proposer: This Solicitation is a Request for
Proposals only and does not constitute an offer by the City. Proposals shall remain firm for
ninety (90) calendar days following the Proposal Submission Deadline.
7. Order of Precedence: In the event of a conflict, ambiguity, or inconsistency among the
Solicitation documents or resulting Contract documents, the following order of precedence
shall apply, highest to lowest, unless expressly stated otherwise in writing by the City.
7.1. Executed Contract, including all negotiated amendments and incorporated
Exhibits.
7.2. Addendum issued by the City.
7.3. This Solicitation including all Attachments, Appendices, and Exhibits.
7.4. Any City-issued best and final offer request and the Contractor's final accepted
response, if applicable.
7.5. Contractor's Technical Proposal, but only to the extent expressly accepted by the
City or incorporated into the Contract.
7.6. The Contractor's Price Proposal.
8. Contract Type:
8.1. The resulting contract shall be an indefinite quantity contract for grounds
maintenance equipment, utility vehicles, agricultural equipment, attachments, OEM
parts, and authorized services for which the City reserves the right to assess
performance credits for failure to meet service levels.
8.2. The resulting contract shall be an indefinite quantity and non-exclusive. No minimum
quantity, minimum spend, minimum work allocation, minimum revenue level, or
exclusivity is promised or implied unless expressly stated in a written contract
executed by the City. Work assignments, purchase orders, and service requests shall
be issued solely in accordance with the City's needs and interests.
8.3. Performance credits and related remedies shall apply in connection with the baseline
service standards set forth in Attachment A, any additional service levels stated in a
purchase order, and any performance matrix or service schedule incorporated into the
Contract.
City of South Fulton - RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services
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8.4. Performance Credits and Service Level Remedies: If Contractor fails to meet any
service level, reporting obligation, response standard, delivery commitment,
warranty obligation, invoice accuracy standard, documentation requirement, or other
measurable performance requirement established by this Solicitation, the resulting
contract, any purchase order, or any service schedule, the City may assess
performance credits or apply other remedies. Performance credits may include
invoice deductions, payment offsets, reduced work allocation, temporary suspension
from new assignments, demotion in tier status, or other commercially reasonable
remedies stated in the contract. Assessment of performance credits shall not
constitute the City's exclusive remedy and shall not waive any right to recover
damages, terminate for cause, re-procure from alternate sources, require corrective
action, or pursue any other contractual or legal remedy.
8.5. Services and OEM parts shall be provided only upon request and authorization by
the City's authorized representative through a purchase order.
8.6. Any services, deliveries, parts purchases, repairs, field work, diagnostics, labor, or
related work performed without a valid purchase order, written authorization, or other
written direction issued by the City's authorized representative shall be deemed
unauthorized, performed at the Contractor's sole risk, and shall not be compensable
by the City. The City shall have no obligation to ratify, accept, pay for, or otherwise
recognize unauthorized work, and the Contractor hereby waives any claim for
payment, equitable adjustment, quantum meruit, unjust enrichment, delay damages,
or other compensation arising from such unauthorized performance.
8.7. For emergency field conditions affecting safety, security, or operational continuity,
the City may authorize limited emergency work by written email or text issued by an
authorized representative, provided that such authorization is confirmed by purchase
order or other written ratification within the period specified by the City. The
Contractor shall bear the burden of proving receipt of such written emergency
authorization.
8.8. Each purchase order will identify the OEM parts, equipment, vehicle information,
scope of services, service location, estimated cost, and required turnaround time.
8.9. Service Levels: The City may establish required service levels for any work issued
under the resulting contract, including but not limited to response time, diagnosis
time, turnaround time, delivery lead time, parts availability, first-time fix rate,
warranty completion time, reporting timeliness, invoice accuracy, and service
City of South Fulton - RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services
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documentation completeness. Failure to achieve required service levels shall
constitute a performance deficiency. It may result in performance credits, corrective
action requirements, reduced assignment priority, suspension of new work
assignments, termination for cause, or any other remedy available to the City. Unless
otherwise stated in writing by the City, the Contractor shall be responsible for
staffing, logistics, inventory coordination, and operational controls necessary to meet
all required service levels at no additional cost to the City.
8.10. The contract shall establish unit pricing for labor, parts, materials, and services.
9. Interpretation of Ambiguities: If an ambiguity remains after applying this order of
precedence, the ambiguity shall be resolved in accordance with applicable Georgia law and
the City's procurement authority.
10. Addenda Control: Only a written Addendum issued by the City shall modify this
Solicitation. No verbal communication shall be binding, and Proposer is responsible for
acknowledging receipt of all Addenda and incorporating requirements into its Proposal.
11. Electronic Signature and Electronic Notices: Electronic signatures and electronic
notices have the same legal effect as wet signatures and hard copy notices, consistent with
applicable State and Federal law. The Proposer is responsible for monitoring the designated
email and platform.
12. Proposal Submission Deadline: Responses to this RFP shall be accepted online at
https://www.bidnetdirect.com/georgia/cityofsouthfulton until May 22, 2026, by 2:00 PM.
Proposals received after 2:00 PM on the stated deadline shall not be accepted.
13. Proposal Modification and Withdrawal: A Proposer may modify or withdraw its
Proposal before the Proposal Submission Deadline only through BidNet. After the Proposal
Submission Deadline, the Proposals shall remain firm and may not be withdrawn for ninety
(90) calendar days. Unauthorized withdrawal or modification after submission shall result
in disqualification and may impact future eligibility.
14. Non-Mandatory Pre-Proposal Conference: A Non-Mandatory Pre-Proposal Conference
has been scheduled for May 1, 2026, at 1:30 PM, and shall be hosted virtually by our staff
and the responsible person. To attend the Pre-Proposal Conference, please access Microsoft
Teams via the app or on the web by utilizing the information below:
City of South Fulton - RFP NO. 26-24 Ground Maintenance, Utility Vehicles & Agricultural Equipment Services
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Meeting ID: 297 583 957 617 455
Passcode: pv63KB7f
Download Teams | Join on the web
Or call in (audio only)
+1 929-583-6155,,323587223# United States, New York
Phone Conference ID: 323 587 223#
Find a local number | Reset PIN
15. Attendance at the Pre-Proposal Conference is non-mandatory. During the conference,
the City will review the general requirements of the Project. Statements made at the
conference are not binding unless issued by a written Addendum.
16. Solicitation Questions/Prohibited Contacts: Any questions and communications
regarding this RFP shall be submitted in writing by logging into
https://www.bidnetdirect.com/georgia/cityofsouthfulton on or before May 8, 2026, by
3:00 PM ET. Questions received after the designated period shall not be considered. Any
response made by the City shall be posted online at
https://www.bidnetdirect.com/georgia/cityofsouthfulton by Addendum. No Proposer shall
rely on any verbal response to any question submitted concerning this RFP.
17. Addenda and Official Communications: All changes to this RFP, including clarifications
and answers, will be issued only by a written Addendum posted on the City's designated
platform. Proposers are responsible for actively monitoring the platform and any
designated email address for all Addenda and communications. Failure to receive or review
an Addendum shall not relieve the Proposer of compliance with its contents.
18. Procurement Integrity, No Contact: From issuance of this RFP through final award by
City Council, the Proposer and its representatives shall not communicate regarding this
Solicitation with any City elected official, employee, evaluator, or agent other than the
Procurement Department contact identified in this RFP, unless the City authorizes such
contact in writing. Any attempt to influence the procurement process shall result in
disqualification, at the City's sole discretion, and placement on the ineligible source list.
The Proposer shall report any unauthorized contact to the Procurement Department within
24 hours.
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19. Ownership of Proposal: Each Proposal submitted to the City shall become the property
of the City without compensation to a Proposer, for the City's use in its discretion. The City
shall not be liable for any Proposal preparation costs incurred by the Proposer.
20. Georgia Open Records Act: Information provided to the City 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), an 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 constitutes trade
secrets pursuant to Georgia Code O.C.G.A. 10-1-760 et seq.
21. Confidential Submittals: All materials submitted are subject to disclosure under the
Georgia Open Records Act. If Proposer contends any portion is exempt as a trade secret,
Proposer must submit, at the time of Proposal submission, a specific trade secret affidavit
and clearly mark each page claimed confidential. The City makes no guarantee of
confidentiality and will comply with applicable law.
22. Confidentiality and Data Security: The Proposer shall protect City information using
commercially reasonable administrative, physical, and technical safeguards, shall limit
access to authorized personnel, and shall not disclose City information without the City's
prior written authorization.
23. Iran Divestment Certification: The Proposer certifies that they are not included on the
Iran Divestment List created under O.C.G.A. 50-5-85.1 and do not participate in
investment activities in Iran's energy sector.
24. Certification Regarding Boycotts of Israel: Proposers certify that they are not currently
engaged in and agree for the duration of the contract not to engage in a boycott of Israel as
defined in O.C.G.A. 50-5-85.1.
25. Debarment and Suspension Certification: The Proposer affirms that neither it nor any
of its principals is currently debarred, suspended, proposed for debarment, or declared
ineligible for contracts by any federal or state agency.
26. Records Retention: The Proposer must maintain all records, books, and documents
pertinent to this Agreement for at least five (5) years after completing the Services and
must make them available for inspection upon reasonable request by the City or its auditors.
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