RFP #26 Brooks County Road Department

Brooks County Board of Commissioners

County Administrator

RFP # 2026-___

Road Department

Contractual Services

REQUEST FOR QUALIFICATIONS

Qualification Packages are due Friday,

June 12th, 2026 no later than 11:00 AM EST.

TO ENSURE RECEIPT OF ADDENDA, PLEASE CONTACT kdaniels@brookscountyga.gov

**NOTE THE VENDOR IS ULTIMATELY RESPONSIBLE FOR VERIFYING THEY HAVE RECEIVED ANY/ALL ADDENDA PRIOR TO THE DEADLINE.**

General Project Information

The Brooks County Board of Commissioners (BCBOC) is soliciting proposals from professional development teams who shall be responsible for providing contracting services to the County for the Road Department located on Johnson Short Road. These proposals are for labor only exclusive of materials, vehicles, and equipment except as specifically provided herein. The term of agreement will be three (3) years.

The contracting team will maintain all County roads, signage, and culvert work excluding mowing. The contracting team shall provide an ASE certified mechanic to service vehicles and equipment who will serve as the shop manager.

The County has budgeted funds with intentions of contracting out the daily operations of the Road Department. The County is seeking proposals from qualified development teams to provide Brooks County with performing and operational department.

All contracting teams responding to this proposal shall be subject to instructions communicated in this document and are cautioned to completely review the entire RFP and follow instructions carefully. BCBOC reserves the right to reject any or all qualification package(s) and to waive technicalities and informalities at the discretion of the BCBOC.

The County will receive bids and score them according to this RFP and any other relevant factors.

Project Background

Scope of Services

This request for proposal will describe at minimum, compliance with all requirements of public works bidding as outlined in O.C.G.A. 36-91-1 et seq. The project, if required, and all other items deemed necessary to complete this project as detailed in this scope.

All projects/contracts associated with County Road Systems shall, at a minimum, comply with all applicable requirements as set forth in O.C.G.A. 32-4-1 et seq.

The awarded contracting team is expected to serve as the Road Department for BCBOC. All tasks customary of a county road department will be expected of the awarded contracting team and the cost of such shall be covered by its bid amount. It will answer to the County Administrator and ultimately the BCBOC. The awarded contracting team must have a representative present at BCBOC meetings when requested with a report of activities of the Road Department. The bid should be for labor only. BCBOC will provide equipment and vehicles; however, the awarded contracting team shall provide its shop manager with the tools necessary to maintain vehicles and equipment.

Bid Objectives

Proposers will be responsible for, a minimum of but not limited to, the following:

Displaying your team's experience and competency in providing all identified services, as well as, displaying your ability to successfully complete the project.

Proposers must demonstrate the ability to acquire a performance bond in the full amount of the bid. This can be satisfied with a letter of from the performance bond company or a bid bond in an amount not less than 10% of the bid amount.

Proposers must demonstrate not less than two (2) years of experiencing managing and operating a county road department.

Schedule of Events

The following Schedule of Events represents BCBOC's best estimate of the Schedule that will be followed. All times indicated are prevailing times in Quitman, Georgia. BCBOC reserves the right to adjust the Schedule as BCBOC deems necessary.

Selection Method

Method of Communication

Please note all firms are ultimately responsible for verifying they have received any/all addenda prior to the due date of the qualification package. Feel free to contact Kim Daniels via email at kdaniels@brookscountyga.gov if any questions arise. BCBOC reserves the right to communicate via electronic-mail with the contract Team Lead listed in the qualification packages. Other specific communications will be made as indicated in the remainder of this RFP.

Final Selection: Qualifications/Competency

Based on the Proposal Packages submitted in response to this RFP, the BCBOC, will review the contract team's Project Understanding/Technical Approach, Qualifications/Experience, Capability of Team to perform, etc.

Final selection will be determined by the BCBOC for the best Proposer based on costs, its ability to comply with contractual obligations, demonstrated experience, appropriate staff levels, ability to acquire the requisite bond, and conform to the vision and direction of the BCBOC and the County Administrator.

Once identified, the County and the selected contracting team will work collectively during an interview presentation to complete all public works/road projects according to the scope. Assuming all parties can successfully create an equitable plan, the County and contracting team will finalize a contract. In the event the contracting team cannot equitably negotiate an approved agreement, the County has the right to formally terminate negotiations with highest ranked team and enter into negotiations with the second highest ranking contracting team, and so on in turn until a mutual agreement is established and BCBOC awards a contract. The final form of the contract shall be developed by the Brooks County Board of Commissioners and Brooks County Attorney.

The contract resulting from this RFP shall include, but not be limited to the following:

RFP document in its entirety presented by Brooks County

Proposal package submitted by the successful contracting team

Interview presentation submitted by the successful contracting team

If Brooks County defends any claim, demand, cause of action, or lawsuit arising out of any act, action, negligent acts or negligent omissions, or willful misconduct of the contractor, its employees, agents or servants during the performance of the contract, whether directly or indirectly, contractor agrees to reimburse the County for all expenses, attorney's fees, and court costs incurred in defending such claim, cause of action or lawsuit.

Information to be Included in Proposal Package

Submit one (1) original unbound qualification package and five (5) bound photocopies of your complete package. Also, one (1) electronic copy of your submission is required. A thumb drive or CD is acceptable.

In order to maintain comparability and expedite the review process, it is required that qualification packages be organized in the manner specified below.

Title Page

Include a Title Page identifying the following:

Date

RFP Number

RFP Name

Contracting team Name(s) **Identify the Team Lead**

Team(s) Address(es) and Telephone Number(s)

Lead Team's Point of Contact Name, Email Adress, Telephone Number

Table of Contents

Include a Table of Contents page to identify the material by section and/or page number.

Letter of Interest

Include a Letter of Interest, signed by an authorized representative of your team, expressing your contracting team's interest and commitment to the Road Department. Include the following in your letter:

Complete Corporate Name of the Primary Contracting Team Lead

Federal Tax Identification Number

Address, Telephone and Fax Numbers

Name, Title, and Email Address of Person to Contact Regarding your Team's Submission

Identify the prime office location from which services will be rendered, and the number of professional and administrative staff at this prime office location. If prime office is situated outside the local area, include a brief statement as to whether or not the firm will arrange for a local office during the term of the contract, if necessary.

Interest in the Contracting services for Brooks County Road Department.

Positive Commitment to Provide the Contracting Services

Identify all current employees who will be dedicated to Brooks County Road Department

Understanding of the Project

Include your team's complete understanding of the project by providing the following:

Detailed written understanding of the Road Department's needs

List of the project needs and how your team intends to apply these needs to benefit The County,

Narrative of your team's ability to coordinate and successfully complete the project.

Bid Amount

Include your team's bid amount to provide the services described in this RFP and any subsequent answers to questions during the RFP process on an annual basis.

Technical Approach

Submit your technical approach to the tasks described within this RFP, include:

Details of how the project would be completed

Explanation of how your team proposes to maintain time schedules and cost controls

Qualifications and Experience of Contracting Project Team

The contracting team shall demonstrate its teams' qualifications and experience for performing the work by including the following:

Brief corporate background and explanation of qualifications for similar types of projects as related to key members of the contracting team.

Elaborate on your team's experience in managing and operating a county Road Department. Include the experience of the contracting team lead, as well as, other members of the project team, to include:

Any additional team members/personnel

Sub-contractors/consultants

Any other anticipated resources that may be utilized for this project

Organizational Chart

Identify the management plan and provide an organizational chart for the contracting team, to include reporting hierarchy of staff and sub-consultants. Identify the individual(s) responsible for the co-ordination of each phase of the project. Provide resumes of all key project team members.

Schedule

Include your team's anticipated development schedule for your proposed technical approach to the management of the County Road Department. Include timeframes for the following milestones:

Development Agreement

Preliminary Estimates

County Permitting Phase

Development/Unique Capabilities

Identify all development capabilities, as well as, any additional or unique resources, options, capabilities or assets that your contracting team could bring to the County Road Department.

Certification/Licensing/Permitting, Etc.

Provide a copy of applicable license(s) for all contracting team members.

Include a statement agreeing that the successful contracting team agrees to perform its duties and obligations under the contract resulting from this RFP in a professional manner and in accordance with all applicable local, federal and state laws, rules and regulations.

Include a statement acknowledging that the successful contracting team agrees that the services provided under the contract resulting from this RFP shall be provided by employees that are qualified, trained and experienced, certified and licensed in all areas encompassed within their designated duties. Team also agrees to furnish Brooks County with all documentation, certification, authorization, license, permit, or registration currently required by applicable laws or rules and regulations. Team further certifies that it and its employees are now in and will maintain good standing with such governmental agencies and that it and its employees will keep all license, permits, registration, authorization or certification required by applicable laws or regulations in full force and effect during the term of this contract. Failure of contracting team to comply with these terms shall constitute a material breach of contract.

Litigation

Disclose any litigation within the past five (5) years arising out of the team(s) performance, including status/outcome.

Insurance

Include a statement acknowledging that the successful contracting team shall not commence operations until certification or proof of insurance detailing terms and provisions of coverage has been received and approved by the County.

Include a statement acknowledging that the successful contracting team shall furnish to the County the certification or proof of insurance required by the provisions set forth above within ten (10) days after notification of award of contract.

Include a statement acknowledging that the successful contracting team shall covenant and agree that it will indemnify and hold harmless the County and all of its officers, agents, and employees from any claim, loss, damage, cost, charge or expense arising out of any act, action, neglect or omission by the contracting team, whether direct or indirect, or whether to any person or property to which the County or said parties may be subject, except that neither the contracting team nor any of its subcontractors will be liable under this section for damages arising out of injury or damage to persons or property directly caused by or resulting from the sole negligence of the County or any of its officers, agents or employees.

Retention of Records and Right to Access

Include a statement acknowledging that the successful contracting team shall maintain during the term of the contract all books of account, receipt invoices, reports and records in accordance with generally accepted accounting practices and standards. The selected firm shall maintain and make available such records and files for the duration of the contract and retain them until the expiration of three years after final payment under the contract.

Communications

Include a statement acknowledging that the successful contracting team agrees that NO negotiations, decisions, or actions shall be initiated or executed by the contracting team as a result of any discussions with any County employee. Only those communications, which are in writing from the County, may be considered as a duly authorized expression on behalf of the County. In addition, only communications from firms that are signed and in writing will be recognized by the County as duly authorized expressions on behalf of firms.

No Discrimination

Include a statement acknowledging that the successful contracting team agrees that there shall be no discrimination as to race, sex, color, age, religion, or national origin in the operations conducted under any contract with the County.

Independent Contractor

Include a statement acknowledging that the successful contracting team shall conduct business as an independent contractor under the terms of this contract. Personnel services provided by the team shall be by employees of the team and subject to supervision by the team, and not as officers, employees, or agents of the County. Personnel policies, tax responsibilities, social security and health insurance, employee benefits, purchasing policies and other similar administrative procedures applicable to services rendered under this agreement shall be those of the contracting team.

Staff Assignment

Include a statement agreeing that the Brooks County reserves the right to approve or reject, for any reasons, the team's staff assigned to this project at any time. Background checks may be required.

Waiver

Include a statement agreeing that no waiver or modification of the contract resulting from this RFP, or of any covenant, condition or limitation contained in it shall be valid unless it is in writing and duly executed by the party to be charged with it, and that no evidence of any waiver or modification shall be offered or received in evidence in any proceeding, arbitration, or litigation between the parties arising out of or affecting this contract, or the right or obligations of any party under it, unless such waiver or modification is in writing, duly executed as above. The parties agree that the provisions of this paragraph may not be waived except by a duly executed writing.

Termination

Include a statement acknowledging that the contract resulting from this RFP may be terminated by the County without cause upon providing team with a least sixty (60) days prior written notice. Should either party fail to perform any of its obligations under the contract resulting from this RFP for a period of thirty

(30) days after receipt of written notice of such failure, the non-defaulting part will have the right to terminate the contract immediately upon delivery of written notice to the defaulting part of its election to do so. The foregoing rights of termination are in addition to any other rights and remedies that such party may have.

Acceptance Period

Include a statement agreeing that qualification packages submitted in response to this RFP must be valid for a period no less than ninety (90) days from the closing date of this solicitation.

Submission of Qualification Package

All sealed bids must be delivered to the following:

Brooks County Administrators Office

Attn: Kim Daniels

610 South Highland St.

Quitman, GA 31643

And CLEARLY IDENTIFIED with the following information:

RFP# 2026-___: Contractual Services for Road Department

Company Name

Point of Contact Name/Phone #

Due Date

Terms and Conditions

Qualification packages must be submitted to the County on or before the time and date stated herein.

All contracting teams, by submission of qualification package, shall agree to comply with all of the conditions, requirements and instructions of this RFP as stated or implied herein.

All packages submitted will become the property of the County.

Exceptions or deviations to this solicitation may not be added after the submittal date.

All teams are required to provide all information requested in this RFP. Failure to do so may result in disqualification of the submission.

The County reserves the right to postpone, cancel this RFP, or reject all proposals, if in its sole discretion, deems it to be in the best interest of the County to do so.

The County reserves the right to waive any technical or formal errors or omissions and to reject all packages, or to award contract for the items herein, in part or whole, if it is determined to be in the best interests of the County to do so.

The County shall not be liable for any costs incurred by the contracting team in the preparation of qualification packages or for any work performed in connection therein.

Governing Law

Any agreement resulting from this RFP shall be governed by the laws of the State of Georgia, and the venue for any legal action relating to such agreement will be in Brooks County, Georgia.

Conflict of Interest

For purposes of determining any possible conflict of interest, each team must disclose if any County employee is also an owner, corporate officer, or an employee of the firm(s). If any County employee is an owner, corporate officer, or an employee, the team must include a statement in the submittal.

Drug Free Workplace

The selected team will be required to verify they will operate a "Drug Free Workplace".

Patent Fees, Royalties, and Licenses

If the selected team requires or desires to use any design, trademark, device, material or process covered by letters of patent or copyright, the selected team and his surety shall indemnify and hold harmless the County from any and all claims for infringement by reason of the use of any such patented design, device, trademark, copyright, material or process in connection with the work agreed to be performed and shall indemnify the County from any cost, expense, royalty or damage which the County may be obligated to pay by reason of any infringement at any time during or after completion of the work.

Familiarity with Laws

It is assumed the selected team will be familiar with all federal, state and local laws, ordinances, rules and regulations that may affect its services pursuant to this RFP. Ignorance on the part of the firm will in no way relieve the firm from responsibility.

Composition of Contracting team

Teams are required to commit that the principals and personnel named in the RFP will perform the services throughout the contractual term unless otherwise provided for by way of a negotiated contract or written amendment.