Special Events Cleaning Services

City of South Fulton, Georgia
General Services
Request For Proposal
FOR
RFP NUMBER: 26-21
SPECIAL EVENTS CLEANING SERVICES
ISSUED: April 7, 2026
Proposals due no later than 2:00 PM EST on May 7, 2026
City of South Fulton Procurement Department
4715 Frederick Dr. SW
South Fulton, GA 30336
Page 1 of 59

The City of South Fulton, Georgia
Procurement Department
4715 Frederick Dr. SW., Atlanta, GA 30336
Phone: 470-809-7700
Website: Procurement Department | South Fulton, GA
City of South Fulton General Services Department
REQUEST FOR PROPOSAL
RFP# 26-21 - Special Events Cleaning Services
SCHEDULE OF EVENTS DATE
Proposal Release Date: April 7, 2026
Non-Mandatory Pre-Proposal Conference:
A Non-Mandatory Pre-Proposal Conference will be held virtually by our staff and
April 14, 2026
the responsible person(s). To attend the Pre-Proposal Conference, please refer to
10:00 AM
the Information and Instructions to Proposers for details.
Deadline for questions: All questions regarding this solicitation shall be submitted
only through the City's designated procurement platform at BidNet Direct. April 17, 2026
Questions must be submitted online at: 3:00 PM
https://www.Proposalnetdirect.com/georgia/cityofsouthfulton
Answers will be posted by addendum at:
April 23, 2026
https://www.bidnetdirect.com/georgia/cityofsouthfulton
All responses to this RFP must be submitted online at:
https://www.bidnetdirect.com/georgia/cityofsouthfulton. Proposers are required
May 7, 2026
to submit responses to solicitations electronically. If you need any assistance
2:00 PM
registering or using the platform, please call BidNet Direct's Support Team at
800-835-4603 ext. 2 for assistance. To attend the Proposal Opening, please refer
to the Information and Instructions to Proposers for details.
Interview
(If used)
The City reserves the right to modify the solicitation schedule by issuing a written addendum via the City's designated
procurement platform. Proposers are solely responsible for monitoring the procurement platform for updates, addenda, and other
official communications. (THIS PROPOSAL SOLICITATION FORM MUST BE SIGNED AND SUBMITTED WITH PROPOSAL)
COMPANY NAME: DATE:
MAILING ADDRESS: PHONE:
CITY: FAX:
STATE: ZIP: SSN OR FEDERAL TAX ID#:
EMAIL: TITLE OF AUTHORIZED REPRESENTATIVE:
(Proposer's designated address for receipt of all official communications)
PRINTED NAME: AUTHORIZED SIGNATURE:
IF AWARDED THE PROJECT FOR THIS SOLICITATION, THE CITY WILL SUBMIT THE ATTACHED DRAFT CONTRACT, IN ITS FINAL FORM, TO THE AWARDEE
FOR SIGNATURE. PLEASE READ IN ITS ENTIRETY. ANY EXCEPTIONS SHOULD BE NOTED ON THE F6.12 EXCEPTIONS FORM.
Page 2 of 59

TABLE OF CONTENTS
INFORMATION AND INSTRUCTIONS TO PROPOSERS .............................................. 4
SUBMITTAL CHECKLIST ............................................................................................... 11
INTRODUCTION ............................................................................................................... 12
SCOPE OF SERVICES ...................................................................................................... 14
EVALUATION PROCESS ................................................................................................ 17
ATTACHMENTS
Attachment A - Scope of Services ..................................................................................... 21
APPENDICES
Appendix A - Required Form Submittals.........................................................26
Appendix B - Bonding and Insurance Requirements ......................................................... 49
Appendix C - Proposal Cost Form ..................................................................................... 51
EXHIBITS
Exhibit A - General Terms and Conditions ...................................................... 55
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RFP #26-21 SPECIAL EVENTS CLEANING SERVICES
INFORMATION AND INSTRUCTION TO PROPOSERS
1. Request for Proposal: This Request For Proposal (RFP) is for qualified personnel
hereinafter referred to as Proposer ("Proposer" or "Proposers") for the Special Events
Cleaning Services. The Proposer shall submit a proposal for the scope of the project as
defined in Attachment A: Scope of Services.
2. Solicitation Method: This solicitation is being conducted in accordance with all
applicable provisions of the City of South Fulton Procurement Policy, codified in Sec. 1-
9001 et seq of the City of South Fulton Code of Ordinances. By submitting a Proposal in
reference to this solicitation, a Proposer acknowledges that it is familiar with all laws
applicable to this solicitation, including, but not limited to, the City's Code of Ordinances,
which laws are incorporated into this RFP by reference.
3. Minimum Qualifications: Each Proposer and team member shall have the minimum
experience set forth in this RFP.
4. Certificate of Authority to Transact Business in Georgia: Each Proposer must submit
documentation that demonstrates it is duly authorized to conduct business in the State of
Georgia with its proposal. This requirement also applies to Joint Venture (JV) Team
Members, Sub-Consultants, and Sub-Contractors.
5. Required Business Credentials and Service Qualifications: Proposers shall provide all
licenses, registrations, permits, and business credentials required by applicable federal,
state, and local law to perform the janitorial, sanitation, waste handling, event support, and
related services contemplated by this solicitation. Proposers shall also demonstrate relevant
experience in performing comparable services for municipal facilities, amphitheaters, arts
centers, public assemblies, special events, or similar high-traffic venues. Failure to provide
evidence of required legal authority and relevant qualifications with the Proposal may result
in the Proposal being deemed non-responsive.
6. Service Related Licenses and Authorizations. Proposer shall submit with its Proposal
evidence that it is legally authorized to conduct business in the State of Georgia and holds
all licenses, registrations, permits, and business credentials required by applicable federal,
state, and local law to perform the janitorial, sanitation, waste handling, event support, and
related services contemplated by this solicitation. If any portion of the services requires a
specialized license or permit, the Proposer shall identify the applicable license or permit
and the entity that will hold it. Failure to provide evidence of the required legal authority
to perform the solicited services may result in the Proposal being deemed nonresponsive.
7. No Offer by City and Firm Offer by Proposer: This solicitation does not constitute an
offer by City to enter into an agreement and cannot be accepted by any Proposer to form a
Contract. This solicitation is only a request for proposals from interested Proposers, and no
offer shall bind the City. A Proposer's offer is a firm offer and may not be withdrawn except
as provided in this RFP, and in the City's Code of Ordinances and other applicable law.
8. Proposal Validity Period: Proposals submitted in response to this RFP shall remain firm and
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valid for a period of ninety (90) calendar days from the Proposal Submission Deadline, unless
extended by mutual agreement between the City and the Proposer.
9. Proposal Submission Deadline: Proposals must be submitted electronically through the
City's designated procurement platform no later than 2:00 PM Eastern Time on May 7,
2026. Late submissions will not be accepted. The City's time stamp in the procurement
platform shall be the official clock for determining timeliness.
10. Non-Mandatory Pre-Proposal Conference: A Non-Mandatory Pre-Proposal Conference
has been scheduled for 10:00 AM Eastern Time on April 14, 2026, and will be hosted
virtually by our staff and responsible person(s). To attend the Pre-Proposal Conference,
access Microsoft Teams via the app or the web using the information below.
Meeting Access Information
Microsoft Teams Meeting ID: 270 720 204 521 63
Passcode: Jc9S4n7P
Dial In Number: +1 929-583-6155,,218797053# United States, New York City
Conference ID: 218 797 053#
Attendance at the Pre-Proposal Conference is non-mandatory for Proposers responding to
this RFP. Statements, explanations, or interpretations made at the pre-proposal conference
shall not be binding unless confirmed by a written addendum issued by the City through
the procurement platform. Proposers remain solely responsible for the review of all
addenda and official solicitation documents. During the Pre-Proposal Conference, the
project's general requirements will be discussed. Any questions during the Pre-Proposal
Conference will not be authoritative. Each Proposer must be fully informed regarding all
existing and expected conditions and matters that may affect the cost or performance of the
Services. It shall be emphasized, however, that nothing stated or discussed during this Pre-
Proposal conference shall be considered to modify, alter, or change the requirements 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/cityofsouthfulton on or before April 17, 2026, by
3:00 P.M. ET. Questions received after the designated period may not be considered. Any
response made by the City will be posted online at
https://www.bidnetdirect.com/georgia/cityofsouthfulton by addendum. No Proposer may
rely on any verbal response to any question submitted concerning this RFP.
12. Protest Procedures: Any protest arising from this solicitation shall be submitted in writing
to the Director of Procurement within five 5 business days after the protesting party knew or
should have known of the facts giving rise to the protest. The written protest shall state with
specificity the legal and factual grounds for protest and the relief requested. Failure to timely
file a protest shall constitute a waiver of the protest. The City shall review timely protests in
accordance with applicable law, ordinance, and policy.
13. Proposers and their representatives of Proposers shall not initiate or continue any verbal or
written communications regarding a solicitation with any City officer, elected official,
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employee or other City representative other than the Procurement Department employee
named in the solicitation, between the date of the issuance of the solicitation and the date
of the final Contract award by City Council, unless specified otherwise herein. Attempting
to influence the outcome of any given Contract before a recommendation of award to the
City Council is strictly prohibited. The Director of Procurement will review alleged
violations of this prohibition. If the Director of Procurement determines that such a
communication has compromised the competitive process, the Proposal submitted by that
Proposer may be disqualified from consideration for award, and that Proposer 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. City of South Fulton 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 Sec. 1- 9004 (d) of the City of South Fulton Code of Ordinances and all other
applicable policies.
14. Ownership of Proposals: Each Proposal submitted to the City will become the property
of the City, without compensation to a Proposer, for the City's use, in its discretion. The
City shall not be liable for any proposal preparation costs incurred by Proposers.
15. Georgia Open Records Act: Information provided to the City 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.]".
16. 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. Proposer must provide a copy of a current certificate of
insurance evidencing any existing commercial general liability policies issued for
Proposer, if any. For purposes of this section, "Proposer" shall mean an individual,
corporation, or other corporate entity submitting a Proposal in connection with this
solicitation, including each Joint Venture partner if Proposer is a Joint Venture.
17. Subconsultants and Manufacturers: Proposers are required to submit, in writing, the
addresses of any proposed Subconsultants or equipment manufacturers listed in the
Proposal and may be required to submit other material information relative to proposed
Subconsultants. The City reserves the right to disapprove any proposed Subconsultants
whose technical or financial ability, resources, or experience are deemed inadequate.
18. Examination of Proposal Documents:
18.1 Each Proposer 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 Proposer, who is deemed to have included all costs for
performance of the Services in its Proposal.
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18.2 Each Proposer shall promptly notify the City in writing should the Proposer find
discrepancies, errors, ambiguities, or omissions in the solicitation 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 submitted as an
addendum to the RFP, which will be issued simultaneously to all potential
Proposers. No oral responses are binding on the City.
18.3 The City 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.
18.4 Each Proposer must confirm that all Addenda have been received and acknowledge
receipt by executing the Acknowledgment of Addenda form provided with each
Addendum.
18.5 The City may waive minor technicalities, informalities, and non-material
irregularities in a Proposal where such waiver is permitted by applicable law and
determined to be in the best interest of the City. The City reserves the right to reject
any or all Proposals and to cancel this solicitation in whole or in part when such
action is determined to be in the best interest of the City.
18.6 The City of South Fulton may disqualify Proposals as a result of, but not necessarily
limited to, the following reasons:
18.6.1 Failure to follow the City of South Fulton's Proposal schedule;
18.6.2 Failure to return applicable compliance and/or specification sheets;
18.6.3 Failure to return applicable addenda;
18.6.4 Failure to provide information on alternates or equivalents, when allowed;
18.6.5 Failure to provide a Proposal bond when specifically stated will result
in automatic rejection;
18.6.6 Failure of Proposer to sign all requested documents;
18.6.7 Failure to submit Proposal by deadline;
18.6.8 Failure of Contractor to extend prices;
18.6.9 Failure to hold firm pricing;
18.6.10 Failure to meet specified delivery requirements;
18.6.11 Prices for services or items that exceed the department's budgeted
amount allowed for those items;
18.6.12 A Proposal submitted by a Person on the Ineligible Source List;
18.6.13 A Proposal which is non-responsive; and/or
18.6.14 A Proposal submitted by a Person who has litigation pending against
the City, or anyone representing a firm or business in litigation against
the City, not arising out of the procurement process.
19. Award and Execution of Contract: In the event the City awards a Contract pursuant to
this solicitation, the City shall prepare and transmit to the Proposer an unsigned Contract
for execution, which shall be substantially in the form of the Draft Contract included in this
Request For Proposal (RFP). The City reserves the right to incorporate portions of the
successful Proposal into the final Contract only to the extent expressly accepted by the
City. In the event of any conflict among the Contract Documents, the order of precedence
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shall be, 1) the executed Contract and any duly executed amendments, 2) written addenda
issued by the City, 3) this RFP, including its attachments and exhibits, 4) the successful
Proposer's Proposal, and 5) other documents expressly incorporated by reference. It is
highly recommended that all Proposers conduct a thorough review of the Draft Contract
prior to the submission of a Proposal. All proposed revisions to the Draft Contract must be
submitted in writing alongside the Proposer's Proposal response. The City retains sole
discretion to reject any Proposal if the proposed revisions are deemed unacceptable.
Proposers are strongly encouraged to consult with an Authorized Representative possessing
full authority to execute the Contract on behalf of the Proposer regarding any such
revisions. Upon receiving approval for the award from the City of South Fulton City
Council, the City will provide the Proposer with an unsigned Contract via Adobe Sign or
another City-approved electronic signature platform. The Proposer must execute and return
the Contract, along with the required insurance certificates and any other documentation
specified in this RFP or requested by the City, within ten (10) calendar days of receipt.
Failure to timely execute and return the Contract and all required post-award
documentation may result in withdrawal of the notice of award, forfeiture of any required
proposal security if applicable, and award to the next highest ranked responsive and
responsible Proposer whose Proposal is determined to be most advantageous to the City.
20. 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 the Act, the Proposer 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 A: Required Form Submittals must be
submitted with the Proposal at the time of submission. Under State Law, the City cannot
consider any Proposal which does not include the completed F6.6 form. Where the business
structure of a Proposer is such that Proposer is required to obtain an Employer Identification
Number (EIN) from the Internal Revenue Service, Proposer must complete the Contractor
Affidavit on behalf of, and provide a Federal Work Authorization User ID Number issued to,
the Proposer itself. Where the business structure of a Proposer does not require it to obtain
an EIN, each entity comprising the corporate entity 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 Proposers intending to do business with the City are responsible
for independently apprising themselves of and complying with the requirements of the Act
and assessing its effect on City 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.
21. 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.
22. Conflict of Interest: Proposers are advised to read and familiarize themselves with the
conflict-of-interest provisions of this RFP. The City reserves the right to issue RFP's for
specific projects that are independent of RFP# 26-21 SPECIAL EVENTS CLEANING
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SERVICES. Except as stated in this RFP, these Instructions, and the Notice to Proposers
concerning Conflicts of Interests, successful Proposers under this RFP are not precluded
from responding to such solicitations.
23. Tax Exemption Status: The City is exempt from Federal Excise Tax or Georgia Sales Tax
with regard to goods and services purchased directly by the City of South Fulton.
Exemption certificates furnished upon request.
24. 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 Proposer. 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.
25. TITLE VI SOLICITATION NOTICE - The City of South Fulton, 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 Proposers
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 Proposals 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.
26. Payment Terms Favorable to Small Businesses: To improve cash flow for small
vendors, the City will provide payment within 20 calendar days of receipt of an
undisputed invoice. Milestone or phased billing will be permitted when deliverables are
clearly defined.
27. Flexible Experience Requirements: Firms may demonstrate equivalent relevant
experience listed in the minimum requirements, provided the proposer can show clear
relevance to the scope of work.
28. Encouragement of Partnerships: Small firms are encouraged to form joint ventures,
subcontracting arrangements, or consortia to meet the requirements of this RFP. Prime
Contractors are encouraged to include small businesses in their teams.
29. Scoring Adjustments for Small Business Participation: Evaluation criteria will award
up to five (5) additional points for certified small businesses or proposals that demonstrate
at least 25% of the contract value being subcontracted to certified small businesses, where
allowable by law.
30. Electronic Signature Acknowledgement: The City of South Fulton utilizes Adobe Sign,
or another City-approved electronic signature platform, for the official execution of
contracts. By submitting a Proposal and, if awarded, executing a Contract with the City,
the Proposer acknowledges and agrees to the following:
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1. Legally Binding: An electronic signature executed through Adobe Sign shall possess
the same legal force and effect as a handwritten signature, in accordance with the
Georgia Uniform Electronic Transactions Act (O.C.G.A. 10-12-1 et seq.), the
federal Electronic Signatures in Global and National Commerce Act (15 U.S.C.
7001 et seq.), and any other applicable law.
2. Authority to Sign: The individual executing the Contract electronically on behalf of
the Proposer affirms their authority to bind the Proposer to the terms of the Contract.
3. Official Record: The fully executed Contract, as maintained in Adobe Sign by the
City, shall serve as the official and binding version of the Contract for all purposes.
4. No Requirement for Paper Originals: Unless specifically requested by the City, no
paper copies or handwritten signatures shall be necessary for the validity or
enforceability of the Contract.
31. Electronic Communications: All communications pertaining to this solicitation and any
resulting Contract, including but not limited to addenda, notices of award, Contract
amendments, and other official correspondence, may be transmitted electronically by the
City of South Fulton. The Proposer agrees to the following terms:
1. Official Delivery: Communications sent by the City via email or through Adobe Sign
(or another City-approved) shall be considered officially delivered on the date and
time transmitted, unless the City encounters an error message indicating unsuccessful
transmission.
2. Responsibility to Monitor: Proposers are responsible for actively monitoring the email
address and/or electronic platform designated in their Proposal submission for
communications from the City. Failure to receive or review electronic
communications shall not exempt the Proposer from any obligations under this RFP
or any resulting Contract.
3. Legal Effect: Electronic communications issued in accordance with this section shall
carry the same legal force and effect as if provided in hard copy.
4. Record Retention: The City's electronic records of such communications shall
constitute the official record for all procurement and contract administration purposes.
5. The City's electronic procurement platform, email records, and approved electronic signature
records shall constitute the official administrative record of solicitation and contract
communications unless otherwise stated by the City in writing.
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