RFP 26-72 Forensic Photography Services Annual Contract for Clayton County, GA

RFP #26-72 PROFESSIONAL GENERAL AND FORENSIC PHOTOGRAPHY SERVICES
ANNUAL CONTRACT FOR CLAYTON COUNTY, GEORGIA
INFORMATION AND INSTRUCTIONS TO PROPONENTS
1. Services Required: This Request for Proposals ("RFP") from qualified Proponents ("Proponent" or
"Proponents") is for Professional General and Forensic Photographic and Related Services for
Clayton County ("County"), Georgia. A detailed Scope of Services ("SOS") is set forth in this RFP.
2. Solicitation Method: This solicitation is being conducted in accordance with all applicable
provisions of the Clayton County Code of Ordinances including Code Sec. 2-114 - Competitive
sealed proposal process. By submitting a proposal in reference to this solicitation, a Proponent
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 RFP by reference.
3. Minimum Qualifications: Each Proponent and its team members shall have the minimum
experience set forth in this RFP.
4. Certificate of Authority to Transact Business in Georgia: Each Proponent shall submit
documentation that demonstrates it is duly authorized to conduct business in the State of Georgia
with its proposal. If the Proponent is not a Georgia corporation, Proponent is requested to submit a
Certificate of Authority to Transact Business in the State of Georgia. This requirement also applies
to Joint Venture (JV) Team Members, Subconsultants, and Subcontractors.
5. Business License: Proponent is requested to submit a copy of its current, valid business license
with its Proposal. If the Proponent is a Georgia corporation, Proponent is requested to submit a valid
county or city business license. If Proponent is a joint venture, Proponent is requested to submit
valid business licenses for each member of the joint venture. If the Proponent is a not a Georgia
corporation, Proponent is requested to submit a copy of its current, valid business license issued by
its home jurisdiction.
6. Professional License: Proponent must attach a copy any professional license required by this RFP
with its response.
7. No Offer by County and Firm Offer by Proponent: This solicitation does not constitute an offer
by County to enter into a contract and shall not be construed by any Proponent to form a contract.
This solicitation is only an invitation for offers from interested Proponents and no offer shall bind the
County. A Proponent's offer is considered a firm offer and may not be withdrawn except as provided
in this RFP, in the County's Code of Ordinances and other applicable law.
8. Proposal Duration: Proposals submitted in response to this RFP must be valid for a period of One
Hundred and Twenty (120) calendar days from the Proposal Submission Deadline and must be
marked as such.
9. Proposal Submission Deadline: Responses to this RFP will be accepted online at
https://www.bidnetdirect.com/georgia/claytoncounty on Tuesday, July 7, 2026 by 3:00 P.M.,
Eastern Standard Time (EST).
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10. Non-Mandatory Pre-Proposal Conference: Non-Mandatory Pre-Proposal Conference has been
scheduled for Thursday, June 11, 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-Proposal Conference is voluntary
for Proponents responding to this RFP; however, Proponents are encouraged to attend. During the
Pre-Proposal Conference, the general requirements of the project will be discussed. Any questions
during the Pre-Proposal Conference will not be authoritative. Each Proponent 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 stating or discussed
during the court of this Pre-Proposal 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
RFP shall be submitted in writing by logging into https://www.bidnetdirect.com/georgia/claytoncounty
on or before Thursday, June 18, 2026 by 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 Proponent may rely on any
verbal response to any question submitted concerning this RFP.
12. All Proponents, and/or representatives of Proponents, 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 proposal submitted by that Proponent may be disqualified from
consideration for award, and that Proponent 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 Proposals: Each Proposal submitted to the County shall become the property of the
County, without compensation to a Proponent, for the County's use, in its discretion. The County
shall not be liable for any proposal preparation costs incurred by Proponents.
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.
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15. Bonding and Insurance Requirements: The Bonding and Insurance requirements for any
Contract that may be awarded pursuant to this RFP are set forth in Appendix B, Bonding and
Insurance Requirements. Proponent must provide a copy of a current certificate of insurance
evidencing any policies issued for Proponent as required in Appendix B. For purposes of this section,
"Proponent" shall mean an individual, corporation, or other corporate entity submitting a proposal in
connection with this solicitation, including each Joint Venture partner if Proponent 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 RFP.
By submitting a Proposal in response to this solicitation, each Proponent agrees to comply with such
applicable SLBE Programs.
17. Applicable Local Vendor Preference Program: The Local Vendor Preference Program if
applicable to this solicitation are set forth in Appendix D. The terms for this Program will only be set
forth in the contract if the Proponent is submitting a proposal stating that it is a local vendor.
18. Evaluation of Financial Information: The County's evaluation of financial information concerning
a Proponent and its consideration of such information in determining whether a Proponent is
responsive and responsible may involve a review of several items of information required to be
included in a Proposal. The County will review the Financial Information disclosed by Proponent
and attached to this RFP. Further, if this RFP requires the successful Proponent to post some type
of performance guarantee (e.g. letter of credit, guaranty agreement, etc.), a Proponent must submit
with its Proposal a notarized letter from an appropriate financial institution indicating that it is willing
to issue such performance guarantee for the Proponent if a Contract is awarded.
19. Sub-consultants and Manufacturers: Proponents are required to submit, in writing, the addresses
of any proposed Subcontractors or equipment manufacturers listed in the Proposal 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.
20. Examination of Proposal Documents:
20.1 Each Proponent is responsible for examining with appropriate care the complete RFP 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
Proponent, who is deemed to have included all costs for performance of the Services in its
Proposal.
20.2 Each Proponent shall promptly notify County in writing should the Proponent find
discrepancies, errors, ambiguities or omissions in the Proposal Documents, or should their
intent or meaning appear unclear or ambiguous, or should any other question arise relative
to the RFP. Replies to such notices may be made in the form of an addendum to the RFP,
which will be issued simultaneously to all potential Proponents.
20.3 County may in accordance with applicable law, by Addendum, modify any provision or part of
the RFP at any time prior to the Proposal due date and time.
20.4 Each Proponent must confirm Addenda have been received and acknowledge receipt by
executing the Acknowledgment of Addenda form provided with each Addendum.
20.5 Solicitation cancellation or rejection of Proposals. The County may waive any
technicalities and formalities in the proposals received. Additionally, this RFP may be
canceled at any time, any or all proposals may be rejected in whole or in part, or the award
may be deferred, where it is determined to be in the best interest of the County.
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21. Oral Presentations/Interviews: Responsive Proponents may be required to make an oral
presentation of their proposed solution to the County's Evaluation Committee. Representatives of
the Key Personnel as identified in the Proponent's proposal, and those with decision making ability
and authority speak on behalf of and to bind the Proponent, must be active participants in the oral
presentation. If required, oral presentations will be held the week of August 3-7, 2026. The County
will notify responsive proponents of the date, time, and location for the presentation, and will supply
an agenda or topics for discussion.
22. Award and Execution of Contract: If the County awards a Contract pursuant to this solicitation,
such award shall be made to the responsive and responsible proposer whose proposal is determined
to be the most advantageous to the County based upon the evaluation factors set forth in this RFP.
The County will prepare and forward to the Proponent a Contract for execution substantially in the
form of the Draft Contract included in this RFP. Changes may be made to reflect the specified
portions of the Proponent's proposal, negotiated changes to the Scope of Services, and Cost
Proposal Forms. All Proponents should thoroughly review the document prior to submitting a
proposal. Any proposed revisions to the terms or language of this document must be submitted in
writing with the Proponent's response to the RFP. Since proposed revisions may result in a proposal
being rejected if the revisions are unacceptable to the County, Proponent should review any
proposed revisions with an Authorized Representative having authority to execute the Contract.
Upon approval of the contract by the Clayton County Board of Commissioners, the County will
provide the Proponent with three (3) unsigned Contracts. The Proponent shall execute and return
three (3) Contracts, with required insurance certificates and other documents as listed in this RFP
or required by the County, within no more than ten (10) calendar days from receipt of the Contracts.
23. Illegal Immigration Reform and Enforcement Act: This RFP 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 Proponent must provide with its proposal 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 Form F6.6 and F6.7, Appendix C, Required
Form Submittals must be submitted with the Proposal at the time of submission. Under State Law,
the County cannot consider any Proposal, which does not include the completed form F6.6. Where
the business structure of a Proponent is such that Proponent is required to obtain an Employer
Identification Number (EIN) from the Internal Revenue Service, Proponent must complete the
Contractor Affidavit on behalf of, and provide a Federal Work Authorization User ID Number issued
to, the Proponent itself. Where the business structure of a Proponent does not require it to obtain
an EIN, each entity comprising the Proponent 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
Proponents 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. Additional information on
completing and submitting the Contractor Affidavit can be found preceding this form in this RFP.
24. Multiple Awards: The County reserves, in its sole discretion, the right to make one (1) award, no
award, or award contracts to multiple Proponents.
25. 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 RFP.
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26. Conflict of Interest: Proponents are advised to read and familiarize themselves with the conflict of
interest provisions of this RFP. The County reserves the right to issue RFPs for projects that are
independent of RFP #26-72 Professional General and Forensic Photography Services Annual
Contract for Clayton County, Georgia. Except as stated in this RFP these Instructions, and the
Notice to Proponents concerning Conflicts of Interests, successful Proponents under this RFP are
not precluded from responding to such solicitations.
27. 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.
28. 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 Proponent.
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.
29. Negotiations; Best and Final Offers: The County reserves the right to negotiate specifications,
terms and conditions, which may be necessary or appropriate for the accomplishment of the intent
of this RFP. The County may require the submission of Best and Final Offers. The County may
require that this RFP and Proponent's response be incorporated in full or in part as Contract
Documents. The RFP and all responses, supplemental information, and other submissions provided
by Proponent during discussions or negotiations may be held by the County as contractually binding
upon Proponent. The County may seek clarification from a Proponent at any time during the
procurement process, and failure of a Proponent to respond by the date set forth in the
communication may be cause for rejection of Proponent's proposal.
30. 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 Proponents 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.
31. COOPERATIVE PROCUREMENT- The County may permit other governmental entities to
purchase the same commodity, equipment, or service from Proponents 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 Proponent 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 Proponent.
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RFP #26-72 PROFESSIONAL GENERAL AND FORENSIC PHOTOGRAPHY 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 proposal.
2. It is the sole responsibility of each proponent to ensure that their proposal is inclusive of all Submittals
outlined below or elsewhere in this RFP.
3. Failure to submit any of the items below may cause rejection of the Proposal.
4. Proponents are required to submit responses to solicitations electronically online at:
https://www.bidnetdirect.com/georgia/claytoncounty. The County will not consider any proposal that
does not include completed Illegal Immigration Reform and Enforcement Act Affidavit Form(s).
5. The Financials must be submitted and uploaded as a separate attachment. Do not upload the Financials
with the Technical Proposal.
REQUIRED DOCUMENTATION INITIAL IF INCLUDED
1. PROPOSAL SOLICITATION FORM ____________
2. SU BMITTAL CHECKLIST (THIS FORM) ____________
3. ADDENDA (IF APPLICABLE) ____________
4. ENTIRE PROPOSAL ____________
5. COST PROPOSAL (ATTACHMENT B) ____________
6. REQUIRED FORM SUBMITTALS (APPENDIX C)
F6.1 W-9 FORM ____________
F6.2 NON-CONFLICT OF INTEREST ____________
F6.3 NON-COLLUSION AFFIDAVIT ____________
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 PROPONENT ____________
F6.10 REFERENCE AND RELEASE FORM ____________
F6.11 ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS ____________
F6.12 EXCEPTIONS 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 (IF APPLICABLE) ____________
9. SLBE FORMS ____________
_______________________________ ________________________________ ______________
Printed Name Title Date
______________________________________ __________________________________
Signature Firm Name
______________________________________ __________________________________
Email Address Phone Number
RFP #26-72 PROFESSIONAL GENERAL AND FORENSIC PHOTOGRAPHY SERVICES
RFP #26-72 Professional General and Forensic Photography Services Annual Contract for Clayton County, Georgia Page 8 of 75

ANNUAL CONTRACT FOR CLAYTON COUNTY, GEORGIA
1. INTRODUCTION
The County is soliciting proposals from interested, and qualified firms that are experienced in providing
professional general and forensic photography services for Clayton County, Georgia.
1.1 INTENT TO AWARD
The County intends to award to a responsive and responsible Proponent whose proposal is
determined to be the most advantageous to the County based upon the evaluation factors set
forth in the RFP. The County reserves the right to make one (1) award, multiple awards or no
award for RFP #26-72 Professional General and Forensic Photography Services Annual
Contract for Clayton County, Georgia.
1.1.1 Responsiveness check- Each proposal shall be evaluated to determine whether it is
responsive to the specifications and other terms and conditions contained in the RFP.
1.2 TERM OF CONTRACT
1.2.1 The Contract shall commence within ten (10) calendar days after receipt of written Notice
to Proceed.
1.2.2 The initial term of this Annual 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 of the Contract 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 this Contract. If needed, the Annual Contract will be extended ninety (90) days or for
such period beyond the Contract expiration date as it may be necessary to afford the
County a continuous supply of the item(s) and/or services.
1.3 CONFLICT OF INTEREST NOTICE TO PROPONENTS
1.3.1 All firms, Subcontractors and their employees are notified and advised to avoid potential
conflicts of interests. Full and prompt disclosure of involvement in any project or services
to other clients that may be in conflict with the County's projects shall be made to the
County in the technical response of the Proponent's proposal and in advancement of
assignment so that real or potential conflicts of interest can be avoided;
1.3.2 In any circumstance where Proponent, including any joint venture partners, parent or
subsidiary companies, or affiliates under common control, is providing services or work
under another contract with the County and a dispute, claim or conflict of interest arises
between the County and such Proponent under the Contract for this project or another
contract, the County may in its sole determination and discretion, suspend all existing work
under this Contract and may or may not issue any further work to the Proponent under this
Contract unless and until such dispute, claim or conflict of interest is resolved to the
County's satisfaction. Should the County take such action, Proponent shall not be entitled
to any additional costs of any kind resulting from such action except that Proponent may
be paid for any authorized services provided to the County under this Contract prior to the
effective date of the suspension of the work. This provision shall not be deemed exclusive
and shall be supplemental to any rights and remedies available to the County under this
Contract, its ordinances, any other agreement or as may be available under applicable law.
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1.4 SUB CONSULTANTS AND SUBCONTRACTORS
1.4.1 Proponent must ensure the responsibility standards for each of its Subconsultants, and
Subcontractors as listed below and in each and every part of this RFP. Verification must
include documentation that each Subconsultant or Subcontractor meets the responsibility
criteria required to perform the work including any professional license, certification,
insurance requirements of this RFP, any governmental agency having jurisdiction over the
matter, or any law or regulation pertaining to the work, or requirements. Proponent must
not furnish any statement, representation, or certification in connection with
Subconsultants or Subcontractors that is materially false, deceptive, incorrect, or
incomplete. Failure of the Proponent to provide information concerning the responsibility
of any Subconsultant or Subcontractor may result in a finding that the Proponent is not
responsible.
1.4.2 All proposed Subconsultants and Subcontractors must be listed in the Proponent's
response. Proponent must 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 Subconsultants.
1.4.3 Proponent must have the responsibility of verifying the existence, authenticity, and dates
of expiration of all licenses required by all Subconsultants and Subcontractors engaged in
the work of this RFP. The lack of a valid license from Proponent or any Subconsultant or
Subcontractor shall be grounds for default, and for immediate termination for cause with
prejudice as it relates to the Proponent, and the removal of any unlicensed entity from the
project. In the event Proponent, a Subconsultant or Subcontractor is required to be
licensed or certified as a condition precedent to providing goods or services under this
RFP, the revocation or loss of such license or certification may result in immediate
termination of the Proponent's contract effective as of the date on which the license or
certification is no longer in effect.
1.4.4 All Subconsultants and Subcontractors must be approved by the County prior to
performing. Proponent must receive written permission to add Subconsultants or
Subcontractors not initially submitted with Proponent's response. Failure of the Proponent
to obtain from the County prior approval of each Subconsultant 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 Proponent.
2. SCOPE OF SERVICES
The County is seeking Professional General and Forensic Photography Services Annual Contract for
Clayton County, Georgia as specified in this RFP and Attachment A, Scope of Services (SOS),
attached hereto and incorporated herein by reference.
3. MINIMUM REQUIREMENTS
3.1 The Proponent must have a minimum of three (3) years of experience in providing
Forensic and General Photography Services, as specified in this RFP and Attachment A,
Scope of Services attached hereto and incorporated herein by reference. Please be sure to
include the necessary references to support this requirement in Appendix C, Required Form
Submittals, F6.10 - Reference and Release Form.
3.2 The Proponent shall submit sample(s) of work with the proposal for the County's review at
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