RFP #26-54 LANDFILL GAS SYSTEM IMPROVEMENT FOR CLAYTON COUNTY, GA

RFP #26-54 LANDFILL GAS SYSTEM IMPROVEMENTS
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 RFP #26-54 Landfill Gas System Improvements 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 Thursday, August 20, 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, July 30, 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, August 6, 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.
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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.
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 September 14,
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.
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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.
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 #26-54 Landfill Gas System Improvements 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 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.
31. 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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RFP #26-54 LANDFILL GAS SYSTEM IMPROVEMENTS
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. SUBMITTAL 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
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RFP #26-54 LANDFILL GAS SYSTEM IMPROVEMENTS
FOR CLAYTON COUNTY, GEORGIA
1. INTRODUCTION
The County is soliciting proposals from interested, and qualified firms that are experienced in
providing installation of landfill gas system improvements 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 #26-54 Landfill Gas System Improvements for Clayton County, Georgia.
1.3.1 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. The Proponent will mobilize with sufficient forces such that all Work
is completed within three hundred and sixty-five (365) calendar days.
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.
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
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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 the installation of landfill gas system improvements 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 Proponent shall have a minimum of five (5) years of experience in the installation of landfill
gas collection system infrastructure, 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.
4. EVALUATION PROCESS
The County desires to select the Proponent whose proposal is determined to be the most
advantageous to the County considering the technical and price evaluation criteria listed below.
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