RFP #26-44 Transportation Services for Senior Services Annual Contract for Clayton County, GA

RFP #26-44 TRANSPORTATION SERVICES FOR SENIOR 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 Transportation Services for Senior 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 Friday, May 29, 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, May 14, 2026 at 2:30 P.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 Tuesday, May 19, 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 June 15 - 18, 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 #26-44 Transportation Services for Senior 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 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 #26-44 TRANSPORTATION SERVICES FOR SENIOR 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. 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 #26-44 TRANSPORTATION SERVICES FOR SENIOR SERVICES ANNUAL
CONTRACT FOR CLAYTON COUNTY, GEORGIA
1. INTRODUCTION
The County is soliciting proposals from interested, and qualified firms that are experienced in
providing Transportation Services for Senior 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 #26-44 Transportation Services for Senior Services Annual
Contract 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.
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;
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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
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.
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