ITB #26-60 Hydroseeding Services Annual Contract for Clayton County, Georgia

ITB # 26-60 HYDROSEEDING SERVICES ANNUAL CONTRACT
FOR CLAYTON COUNTY GEORGIA
INFORMATION AND INSTRUCTIONS TO BIDDERS
1. Invitation to Bid: This Invitation to Bid (ITB) is for qualified Bidders ("Bidder" or "Bidders") to
provide Hydroseeding Services Annual Contract for Clayton County, Georgia. A detailed
Scope of Services ("SOS") is set forth in this ITB.
2. Solicitation Method: This solicitation is being conducted in accordance with all applicable
provisions of the Clayton County Code of Ordinances. By submitting a Bid in reference to this
solicitation, a Bidder acknowledges that it is familiar with all laws applicable to this solicitation,
including, but not limited to, the County's Code of Ordinances, including Section 2-113
Competitive sealed bidding, which laws and ordinances are incorporated into this ITB by
reference.
3. Minimum Qualifications: Each Bidder and its subcontractors shall have the minimum
experience set forth in this ITB.
4. Certificate of Authority to Transact Business in Georgia: Each Bidder must submit
documentation that demonstrates it is duly authorized to conduct business in the State of
Georgia with its Bid. This requirement also applies to Joint Venture (JV) Team Members, sub-
consultants, and subcontractors.
5. Business License: Bidder is required to submit a copy of its current, valid business license
with its Bid. If the Bidder is a Georgia corporation, Bidder is required to submit a valid county
or city business license. If Bidder is a joint venture, Bidder is required to submit valid business
licenses for each member of the joint venture. If the Bidder is not a Georgia corporation, Bidder
is required to submit a Certificate of Authority to Transact Business in the State of Georgia
and a copy of its current, valid business license issued by its home jurisdiction.
6. Professional License: Bidder must submit a copy of any professional license required by
this ITB with its bid.
7. No Offer by County and Firm Offer by Bidder: This solicitation does not constitute an offer
by County to enter into a Contract and shall not be construed by any Bidder to form a Contract.
This solicitation is only an invitation for offers from interested Bidders and no offer shall bind
County. A Bidder's offer is a firm offer and may not be withdrawn except as provided in this
ITB, the County's Code of Ordinances, and other applicable law.
8. Bid Duration: Bids submitted in response to this ITB must be valid for a period of One
Hundred and Twenty (120) calendar days from the Bid Submission Deadline and must be
marked as such.
9. Bid Submission Deadline: Responses to this ITB will be accepted online at
https://www.bidnetdirect.com/georgia/claytoncounty by 3:00 P.M., Eastern Standard Time
(EST) on Tuesday, June 16, 2026. To attend the Bid Opening, please register by sending an
email to centralservicesbids@claytoncountyga.gov.
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10. Non-Mandatory Pre-Bid Conference: A Non-Mandatory Pre-Bid Conference has been
scheduled for Thursday, May 21, 2026, at 10:00 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-Bid Conference is non-
mandatory for Bidders responding to this ITB. During the Pre-Bid Conference, the general
requirements of the project will be discussed. Any questions raised by potential Bidders will
be discussed. Verbal answers to questions during the Pre-Bid Conference will not be
authoritative. Each Bidder 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-bid
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. Solicitation Questions/Prohibited Contacts: Any questions and communications
regarding this ITB shall be submitted in writing by logging into
https://www.bidnetdirect.com/georgia/claytoncounty on or before Tuesday, June 2, 2026, by
3:00 P.M., EST. Questions received after the designated period shall not be considered. Any
response made by the County will be provided in writing to all Bidders by addendum. It is the
responsibility of each Bidder to obtain a copy of any Addendum issued for this
solicitation by logging into https://www.bidnetdirect.com/georgia/claytoncounty . No Bidder
may rely on any verbal response to any question submitted concerning this ITB.
12. All Bidders, and/or representatives of Bidders, seeking an award of a Clayton County
contract may not initiate or continue any verbal or written communications regarding
a solicitation with any County officer, elected official, employee or other County
representative other than the Department of Central Services employee named in the
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 offer
submitted by that Bidder may be disqualified from consideration for award, and that Bidder
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. Clayton County
employees, officials, and their family members are prohibited from seeking, requesting, or
receiving any material payment, gift, job offer, security, promise of future benefit, or any other
tangible or intangible thing of value when such receipt has the potential to influence a
procurement decision or to gain unfair advantage in a procurement competition, and as
outlined in the County's Ethics Code found in Article 2, Section 70-61, et seq. and all
other applicable policies.
13. Ownership of Bids: Each Bid submitted to the County shall become the property of the
County, without compensation to a Bidder for the County's use, in its discretion. The County
shall not be liable for any Bid preparation costs incurred by Bidder.
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
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pursuant to Article 27 of Chapter 1 of Title 10 O.C.G.A. 10-1-760 et seq.". All such records
shall be 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 ITB are set forth in Appendix B. Bidder must
provide a copy of a current certificate of insurance evidencing any existing commercial general
liability policies issued for Bidder, if any. For purposes of this section, "Bidder" shall mean an
individual, corporation or other corporate entity submitting a Bid in connection with this
solicitation, including each joint venture partner if Bidder 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 ITB. By submitting a Bid in response to this solicitation, each Bidder agrees to comply
with such SLBE Programs.
17. Applicable Local Vendor Preference Program: The Local Vendor Preference Program
applicable to this solicitation is set forth in Appendix D.
18. Subcontractors and Manufacturers: Bidders are required to submit, in writing, the
addresses of any proposed Subcontractors or equipment manufacturers listed in the Bid 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.
19. Examination of Bid Documents:
19.1 Each Bidder is responsible for examining with appropriate care the complete ITB 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 shall be at the sole
risk of the Bidder, who is deemed to have included all costs for performance of the
Services in its Bid.
19.2 Each Bidder shall promptly notify County in writing should the Bidder find discrepancies,
errors, ambiguities, or omissions in the Bid Documents, or should their intent or meaning
appear unclear or ambiguous, or should any other question arise relative to the ITB.
Replies to such notices maybe made in the form of an addendum to the ITB, which will
be issued simultaneously to all potential Bidders.
19.3 County may in accordance with applicable law, by addendum, modify any provision or
part of the ITB at any time prior to the Bid due date and time.
19.4 Each Bidder shall confirm the receipt of each Addendum and acknowledge receipt by
executing the Acknowledgment of Addenda Form provided with each Addendum.
19.5 The County may waive any technicalities and formalities. The County reserves the right
to cancel the ITB in its entirety or all bids may be rejected in whole or in part as specified
in the solicitation, where it is in the best interest of the County.
19.6 Pursuant to the Clayton County Code of Ordinance, Section 2-113 Bids may be
disqualified by the Director of Central Services as a result of, but not necessarily limited
to, the following reasons:
19.6.1 Failure to follow Clayton County's Bid schedule;
19.6.2 Failure to return applicable compliance and/or specification sheets;
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19.6.3 Failure to return applicable addenda;
19.6.4 Failure to provide information on alternates or equivalents, when allowed;
19.6.5 Failure to provide bid bond when specifically stated will result in automatic
rejection;
19.6.6 Failure of bidder to sign all requested documents;
19.6.7 Failure to submit Bid by deadline;
19.6.8 Failure of Provider to extend prices;
19.6.9 Failure to hold firm pricing;
19.6.10 Failure to meet specified delivery requirements;
19.6.11 Prices for services or items that exceeds the department's budgeted
amount allowed for those items;
19.6.12 A bid submitted by a Person on the Ineligible Source List;
19.6.13 A bid which is non-responsive;
19.6.14 A bid submitted by a Person having been determined in violation of Section 2-
97 of the Purchasing Code; and/or
19.6.15 A bid submitted by a Person who has litigation pending against the County, or
anyone representing a firm or business in litigation against the County, not
arising out of the procurement process.
20. Illegal Immigration Reform and Enforcement Act: This ITB is subject to the Illegal
Immigration Reform and Enforcement Act of 2011 ("Act"), formerly known as the Georgia
Security and Immigration Compliance Act. Pursuant to Act, the Bidder must provide with its
Bid proof of its registration with and continuing and future participation in the E-Verify Program
established by the United States Department of Homeland Security. Completed Provider
Affidavit, Illegal Immigration Reform and Enforcement Act Forms attached herein as Forms
F6.6 and F6.7, Appendix C, Required Submittal Forms must be submitted with the Bid at the
time of submission. Under state law, the County cannot consider any Bid which does not
include the completed form F6.6. Where the business structure of a Bidder is such that Bidder
is required to obtain an Employer Identification Number (EIN) from the Internal Revenue
Service, Bidder must complete the Provider Affidavit on behalf of and provide a Federal Work
Authorization User ID Number issued to, the Bidder itself. Where the business structure of a
Bidder does not require it to obtain an EIN, each entity comprising Bidder must submit a
separate Provider Affidavit. It is not the intent of this notice to provide detailed information or
legal advice concerning the Act. All Bidders intending to do business with the County are
responsible for independently apprising themselves of and complying with the requirements
of the Act and assessing its effect on County solicitations and their participation in those
solicitations. For additional information on the E-Verify program or to enroll in the program, go
to: https://e-verify.uscis.gov/enroll.
21. Multiple Awards: The County reserves, in its sole discretion, the right to make one (1) award,
no award, or award to multiple Bidders. The award(s) will be based on the Bid in its entirety
or by components.
22. Award and Execution of Contract: If the County awards contract pursuant to this solicitation,
the County will prepare and forward to the Bidder a contract for execution substantially in the
form of the Draft Contract included in this ITB. All Bidders shall thoroughly review the
solicitation and Draft Contract prior to submitting a Bid. Any proposed revisions to the terms
or language of this Draft Contract must be submitted in writing with the Bidder's response to
the ITB. Since proposed revisions may result in a Bid being rejected if the revisions are
unacceptable to the County, Bidder should review any proposed revisions with an Authorized
Representative having authority to execute the Contract. Upon approval of the Bidder by the
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Clayton County Board of Commissioners, the County will provide Bidder with three (3)
unsigned contracts. The Bidder shall execute and return to the County three (3) signed
contracts, with required insurance certificates and other documents as listed in this ITB or
required by the County, within no more than ten (10) calendar days from receipt of the
contracts.
23. Joint Ventures: Each party to a Joint Venture will be required to fully complete and submit
the Required Submittal Forms unless otherwise indicated in this ITB.
24. Conflict of Interest: Bidders are advised to read and familiarize themselves with the conflict-
of-interest provisions of this ITB. The County reserves the right to issue ITB's for projects that
are independent of ITB #26-60 Hydroseeding Services Annual Contract for Clayton County,
Georgia, except as stated in this ITB these Instructions, and the Notice to Bidders concerning
Conflicts of Interests, Bidders under this ITB are not precluded from responding to such
solicitations.
25. Tax Exemption Status: The County is exempt from Federal Excise Tax and Georgia Sales
Tax with regard to goods and services purchased directly by Clayton County. Exemption
certificates are furnished upon request.
26. Codes, Permits, Fees, Licenses and Laws: All permits, fees, arrangements for inspections,
licenses, and costs incurred for the same shall be the sole responsibility of the Bidder. All
materials, labor and construction must comply with all applicable rules and regulations of local,
state and/or national codes, laws and ordinances of all authorities having jurisdiction over the
project, which shall apply to the contract throughout and will be deemed to be included in the
contract the same as though herein written out in full.
27. TITLE VI SOLICITATION NOTICE - Clayton County, GA, in accordance with the provisions
of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC 2000d to 2000d-4) and the
Regulations (28 CFR Part 42), hereby notifies all bidders or offerors that it will affirmatively
ensure that for any contract entered into pursuant to this advertisement, disadvantaged
business enterprises will be afforded a full and fair opportunity to submit bids in response to
this invitation and will not be, on the grounds of race, color, or national origin, excluded from
participation in, denied the benefits of, or subject to discrimination in consideration for an
award for any program or activity that receives Federal funds or other Federal financial
assistance.
28. COOPERATIVE PROCUREMENT- The County may permit other governmental entities to
purchase the same commodity, equipment, or service from suppliers at the same price and
under the same terms and conditions as extended to the County in a competitively
procured contract. Other governmental entities may utilize the County's competitively
procured contracts as "piggyback" purchases if such contract stipulates allowance
for such governmental entities to purchase the same commodity, equipment, or service from
the supplier at the same price and under the same terms and conditions as extended to
the County or if the governmental entity obtains written permission from the director and
awarded supplier.
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ITB # 26-60 HYDROSEEDING SERVICE ANNUAL CONTRACT FOR CLAYTON
COUNTY GEORGIA
SUBMITTAL CHECKLIST
1. Please use the following checklist to verify that all required information is included in your Bid.
2. It is the sole responsibility of each Bidder to ensure that their Bid is inclusive of all submittals outlined
below or elsewhere in this ITB.
3. Failure to submit any of the items below may cause rejection of the Bid. Bidder must return
each and every page of this ITB.
4. Bidders are required to submit responses to solicitations electronically online at:
https://www.bidnetdirect.com/georgia/claytoncounty. The County will not consider any bid that does
not include completed Illegal Immigration Reform and Enforcement Act Affidavit Form(s).
5. Any modifications to the Bid Cost Form may result in a Bid being deemed Non-Responsive.
REQUIRED DOCUMENTATION INITIAL IF INCLUDED
1. BID SOLICITATION FORM ______________
2. ENTIRE BID ______________
3. SUBMITTAL CHECKLIST (THIS FORM) ______________
4. ADDENDA (IF APPLICABLE) ______________
5. BID COST FORM (ATTACHMENT B) ______________
6. REQUIRED FORM SUBMITTALS (APPENDIX C)
F6.1 W-9 FORM ______________
F6.2 NON-CONFLICT OF INTEREST ______________
F6.3 NON-COLLUSION FORM ______________
F6.4 BUSINESS ENTITY CERTIFICATE ______________
F6.5 CERTIFICATE OF AUTHORITY-JOINT VENTURE ______________
F6.6 ILLEGAL IMMIGRATION REFORM AND
ENFORCEMENT ACT -PROVIDER AFFIDAVIT ______________
F6.7 ILLEGAL IMMIGRATION REFORM AND
ENFORCEMENT ACT-SUBCONTRACTOR AFFIDAVIT ______________
F6.8 SUBCONTRACTOR INFORMATION FORM ______________
F6.9 ACKNOWLEDGEMENT OF BIDDER ______________
F6.10 REFERENCE AND RELEASE FORM ______________
F6.11 ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS ______________
F6.12 EXCEPTIONS TO SPECIFICATIONS FORM ______________
F6.13 CERTIFICATION OF ABSENCE OF CONFLICT OF INTEREST FOR
DEVELOPMENT OF SPECIFICATIONS OF SCOPE OF WORK ______________
F6.14 DEBARMENT FORM
7. PROFESSIONAL LICENSE ______________
8. BUSINESS LICENSE ______________
9. SLBE FORMS ______________
_______________________________ _________________________ __________
Printed Name Title Date
_______________________________ _______________________________________
Signature Firm Name
________________________ _______________________________
Email Address Phone Number
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ITB # 26-60 HYDROSEEDING SERVICE ANNUAL CONTRACT FOR CLAYTON
COUNTY, GEORGIA
1. INTRODUCTION
Clayton County Board of Commissioners (the County) intends to enter into a contract for
ITB#26-21 Hydroseeding Service Annual Contract for Clayton County Georgia. The
County will request services on an as needed basis or as set forth in the Scope of Work.
1.1 INTENT TO AWARD
The County intends to award to the responsible bidder(s) who have submitted the lowest
cost responsive bid(s) or whose bid represents the best value to the County. However,
the County reserves the right to make multiple awards, awards based on lowest unit
cost, or no award.
1.1.1 Responsibility - The determination of the Bidder's responsibility will be made
by the County based on whether the Bidder meets the following minimum
standard requirements:
1.1.1.1 Has the appropriate and adequate technical experience required;
1.1.1.2 Has adequate personnel and equipment to perform the work
expeditiously;
1.1.1.3 Ability to comply with the required or proposed delivery and installation
schedule;
1.1.1.4 Has a satisfactory record of performance;
1.1.1.5 The ability of Bidder to provide future maintenance and/or service;
1.1.1.6 Has adequate financial means to meet obligations incidental to the
work; and
1.1.1.7 Such other factors as the County deem to be pertinent to either the Bid
or the contract.
1.1.2 Responsiveness - The determination of the Bidder's responsiveness will be
made by the County based on a consideration of whether the Bidder has
submitted complete Bid documents meeting Bid requirements without
irregularities, exclusions, special conditions, or alternative Bids for any item unless
specifically requested in the solicitation.
1.2 TERM OF CONTRACT
The Contract shall commence within ten (10) calendar days after receipt of a written
notice to proceed. The initial term of the Contract and any renewal terms are collectively
referred to as the "Term." The initial term of this Contract shall be for one (1) year and
may be automatically renewed for four (4) successive one (1) year terms upon the same
terms and conditions. The services to be performed under this Contract shall commence
on the effective date and terminate absolutely and without further obligation on the part
of the County on December 31st of the year in which it was executed and on December
31st of each succeeding and renewed year, as required by O.C.G.A. 36-60-13, as
amended, unless terminated earlier in accordance with the termination provisions of the
Contract.
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1.3 SUB-CONSULTANTS AND SUBCONTRACTORS
Bidder must ensure the responsibility standards for each of its Sub-Consultants and
Subcontractors as listed below and in each and every part of this ITB. Verification
must include documentation that each Sub-Consultant or Subcontractor meets the
responsibility criteria required to perform the work including any professional license,
certification, insurance requirements of this ITB, any governmental agency having
jurisdiction over the matter, or any law or regulation pertaining to the work or
requirements. Bidder shall not furnish any statement, representation, or certification
in connection with Sub-Consultants or Subcontractors that is materially false,
deceptive, incorrect, or incomplete. Failure of the Bidder to provide information
concerning the responsibility of any Sub-Consultant or Subcontractor may result in a
finding that the Bidder is not responsible.
1.3.1 All proposed Sub-Consultants and Subcontractors must be listed in the Bidders
response. Bidder shall ensure that all proposed Subcontractors have adequate
personnel, past experience, adequate facilities, finances, and business systems
to perform the scope of services. The County reserves the right to approve all
Subcontractors and Sub-Consultants on this ITB.
1.3.2 Bidder must have the responsibility of verifying the existence, authenticity, and
dates of expiration of all licenses required by all Sub-Consultants and
Subcontractors engaged in the work of this ITB. The lack of a valid license from
the Bidder or any Sub-Consultant or Subcontractor shall be grounds for default,
and for immediate termination for cause with prejudice as it relates to the Bidder,
and the removal of any unlicensed entity from the project. In the event Bidder, a
Sub-Consultant or Subcontractor is required to be licensed or certified as a
condition precedent to providing goods or services under this ITB, the revocation
or loss of such license or certification may result in immediate termination of the
Bidder's Contract effective as of the date on which the license or certification is no
longer in effect.
1.3.3 All Sub-Consultants and Subcontractors must be approved by the County prior
to performing. Consultant must receive written permission to add sub-
consultants or Subcontractors not initially submitted with Bidder's response.
Sub-Consultants and Subcontractors shall not Sub-contract any portion of their
work pursuant this ITB without the written consent of the County. Failure of the
Bidder to obtain from the County prior approval of each Sub-Consultant or
Subcontractor performing work on the project may result in suspension of work
by that Subcontractor, removal of work performed by unapproved
Subcontractor(s) and all permissible sanctions against the Bidder.
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