ITB #26-19 Vending Machine Services Annual Contract for Clayton County, Georgia

ITB #26-19 VENDING MACHINE SERVICES ANNUAL CONTRACT FOR
CLAYTON COUNTY, GEORGIA
INFORMATION AND INSTRUCTION TO BIDDERS
1. Invitation to Bids: This Invitation to Bid (ITB) is from qualified Bidders ("Bidder" or
"Bidders") to provide Vending Machine services 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, which laws are incorporated into this ITB by reference.
3. Minimum Qualifications: Each Bidder and team member 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,
and Subcontractors.
5. Business License: Bidder is requested to submit a copy of its current, valid business
license with its Bid. If the Bidder is a Georgia corporation, Bidder is requested to submit
a valid County or City business license. If Bidder is a joint venture, Bidder is requested to
submit valid business licenses for each member of the joint venture. If the Bidder is not a
Georgia corporation, Bidder is requested 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 A Bidder's offer is a firm offer and may not be withdrawn except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 should be sent via email to
https://www.bidnetdirect.com/georgia/claytoncounty. by 3:00 p.m., Eastern
Standard Time (EST) on Thursday, April 30, 2026. To attend the Bid Opening, please
register by sending an email to centralservicesbids@claytoncountyga.gov.
ITB 26-19 VENDING MACHINE SERVIES ANNUAL CONTRACT FOR CLAYTON COUNTY, GEORGIA 3 of 64

10. Non-Mandatory Pre-Bid Conference: A Non-Mandatory Pre-Bid Conference has been
scheduled for Thursday, April 9, 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 Thursday, April 16,
2026, at 3:00 P.M., (EST). Questions received after the designated period may not be
considered. Any response made by the County will be posted online at
https://www.bidnetdirect.com/georgia/claytoncounty by addendum. 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
Chief Procurement Officer will review alleged violations of this prohibition. If the Chief
Procurement Officer 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 will 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 Bidders.
ITB 26-19 VENDING MACHINE SERVIES ANNUAL CONTRACT FOR CLAYTON COUNTY, GEORGIA 4 of 64

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 ITB are set forth in Appendix B,
Bonding and Insurance Requirements. 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 applicable SLBE Programs.
17. Applicable Local Vendor Preference Program: The Local Vendor Preference Program
applicable to this solicitation are 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.
18. Examination of Bid Documents:
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 will be at the sole risk
of the Bidder, who is deemed to have included all costs for performance of the Services
in its Bid.
18.1 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 may be made in the form of an
addendum to the ITB, which will be issued simultaneously to all potential Bidders.
18.2 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.
18.3 Each Bidder must confirm Addenda have been received and acknowledge receipt
by executing the Acknowledgment of Addenda form provided with each Addendum.
ITB 26-19 VENDING MACHINE SERVIES ANNUAL CONTRACT FOR CLAYTON COUNTY, GEORGIA 5 of 64

18.4 The County may waive any technicalities and formalities. The County reserves the
right to cancel the ITB in its entirety.
18.5 Pursuant to Section 2-113 of the Clayton County Code of Ordinances, Bids may be
disqualified by the Director of Central Services as a result of, but not necessarily
limited to, the following reasons:
18.5.1 Failure to follow Clayton County's Bid schedule;
18.5.2 Failure to return applicable compliance and/or specification sheets;
18.5.3 Failure to return applicable addenda;
18.5.4 Failure to provide information on alternates or equivalents, when allowed;
18.5.5 Failure to provide bid bond when specifically stated will result in automatic
rejection;
18.5.6 Failure of bidder to sign all requested documents;
18.5.7 Failure to submit Bid by deadline;
18.5.8 Failure of Contractor to extend prices;
18.5.9 Failure to hold firm pricing;
18.5.10 Failure to meet specified delivery requirements;
18.5.11 Prices for services or items that exceed the department's budgeted
amount allowed for those items;
18.5.12 A bid submitted by a Person on the Ineligible Source List;
18.5.13 A bid which is non-responsive;
18.5.14 A bid submitted by a Person having been determined in violation of
Section 2-97 of the Purchasing Code; and/or
18.5.15 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.
19. 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
Contractor 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 Contractor 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 Contractor 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.
ITB 26-19 VENDING MACHINE SERVIES ANNUAL CONTRACT FOR CLAYTON COUNTY, GEORGIA 6 of 64

20. 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.
21. Award and Execution of Contract: If the County awards a Contract pursuant to this
solicitation, the County will prepare and forward to the successful Bidder a Contract for
execution substantially in the form of the Draft Contract included in this ITB. Changes may
be made to reflect the Bidder's Bid, Scope of Services, and Cost Bid Forms. All Bidders
should thoroughly review the document prior to submitting a Bid. Any proposed revisions
to the terms or language of this document 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 Clayton County Board of Commissioners, the County will provide the
Bidder with three (3) unsigned Contracts. The Bidder shall execute and return three (3)
Contracts, with required insurance certificates and other documents as listed in this ITB or
required by the County, no more than (10) calendar days of receipt from the Contracts.
22. 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.
23. 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 ITBs for
specific projects that are independent of ITB #26-16 Vending Machine Services Annual
Contract for Clayton County, Georgia. Except as stated in this ITB and the Notice to
Bidders concerning Conflicts of Interests, successful Bidders under this ITB are not
precluded from responding to such solicitations.
24. Tax Exemption Status: The County is exempt from Federal Excise Tax or Georgia Sales
Tax with regard to goods and services purchased directly by Clayton County.
Exemption certificates will be furnished upon request.
25. 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 successful Bidder. All material, 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 incorporated into the contract as
though herein written out in full.
26. 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 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 on the grounds of
race, color, or national origin.
ITB 26-19 VENDING MACHINE SERVIES ANNUAL CONTRACT FOR CLAYTON COUNTY, GEORGIA 7 of 64

27. 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.
--BALANCE OF PAGE INTENTIONALLY LEFT BLANK--
ITB 26-19 VENDING MACHINE SERVIES ANNUAL CONTRACT FOR CLAYTON COUNTY, GEORGIA 8 of 64

ITB #26-19 VENDING MACHINE SERVICES 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 for e-Bid solicitations only
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 A) ______________
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 -CONTRACTOR 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 SPECIFICATION FORM ______________
F6.13 CERTIFICATION OF ABSENCE OF CONFLICT OF INTEREST FOR
DEVELOPMENT OF SPECIFICATIONS OF SCOPE OF WORK ______________
F6.14 DEBARMENT FORM
7. BUSINESS LICENSE
8. PROFESSIONAL LICENSE _____________
9. SLBE FORMS ______________
_________________________________ _________________________ ___________
Printed Name Title Date
_________________________________ _________________________________________
Signature Firm Name
__________________________ ________________________________
ITB 26-19 VENDING MACHINE SERVIES ANNUAL CONTRACT FOR CLAYTON COUNTY, GEORGIA 9 of 64

Email Address Phone Number
ITB #26-19 VENDING MACHINE SERVICES ANNUAL CONTRACT FOR
CLAYTON COUNTY, GEORGIA
1. INTRODUCTION
The County is seeking a Bidder to install, maintain, operate, and provide Vending Machine
Services at each of the specified locations as listed in this ITB. The County reserves the right to
add or remove locations as necessary.
1.1 BACKGROUND
Clayton County, Georgia is a suburban community, minutes south of Atlanta. As 2010
statistics indicate that the County is densely populated with approximately 259,424 residents
located within a 143 square mile geographical area. It has a relaxed, small town
atmosphere, but with all the amenities of a major metropolitan area. An attractive lifestyle,
business opportunities, quality public educational system which includes a four-year college
and numerous excellent healthcare facilities make Clayton County a highly attractive place
to live, work and play. The Clayton County Board of Commissioners (BOC) is the governing
authority of Clayton County. The Board of Commissioners consists of a full-time chairman
that is elected countywide, and four part-time commissioners elected by district. The County
has independently elected Constitutional Officers including a Tax Commissioner, District
Attorney, Sheriff, and Judicial Officers.
The County has approximately sixteen (16) departments and approximately two thousand
seven hundred (2,700) employees. The Vending Machine Services are required for
approximately fourteen (14) locations throughout the County.
1.2 INTENT TO AWARD
The County intends to award to the Bidder who will generate the highest revenue to the
County; however, the County reserves the right to make multiple awards or no award.
1.2.1 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:
1.2.1.1 Has the appropriate and adequate technical experience required;
1.2.1.2 Has adequate personnel and equipment to perform the work expeditiously;
1.2.1.3 Ability to comply with the required or proposed delivery and installation
schedule;
1.2.1.4 Has a satisfactory record of performance;
1.2.1.5 The ability of Bidder to provide future maintenance and/or service;
1.2.1.6 Has adequate financial means to meet obligations incidental to the work;
and
1.2.1.7 Such other factors that the County deems to be pertinent to either the Bid
or the contract.
1.2.2 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 ITB requirements without irregularities, exclusions,
special conditions, or alternative bids for any item unless specifically requested in the
ITB.
ITB 26-19 VENDING MACHINE SERVIES ANNUAL CONTRACT FOR CLAYTON COUNTY, GEORGIA 10 of 64