5
Vendor Services Department
Procurement
1701 Mountain Industrial Boulevard
Stone Mountain, Georgia 30083
REQUEST FOR PROPOSAL (RFP) 24-578
District Wide Synthetic Turf Maintenance Services
Schedule of Events
EVENT DATE(S) TIME LOCATION
Solicitation Posts March 7, 2024 https://dekalbschoolsga.ionwave.net
Mandatory Pre-Proposal
March 14, 2024 2:00 PM Via Microsoft Teams (registration required)
Conference
IonWave Demo Virtual
Session- (Optional)
March 14, 2024 2:00 PM Via Microsoft Teams (registration required)
Tucker High School
Mandatory Site Visit March 15, 2024 10:00 AM 5036 Lavista Rd, Tucker, GA 30084
Deadline to Submit
Questions (Q&A)
March 18, 2024 12:00 PM solicitationquestions@dekalbschoolsga.org
Q&A Deadline Responses March 22, 2024 4:30 PM https://dekalbschoolsga.ionwave.net
Submission Deadline March 26, 2024 2:00 PM https://dekalbschoolsga.ionwave.net
Virtual Public
Acknowledgement
March 26, 2024 3:00 PM Via Microsoft Teams (Registration required)
SUBMISSIONS MUST BE RECEIVED ELECTRONICALLY VIA https://dekalbschoolsga.ionwave.net
DeKalb County School District Solicitation Contact Person:
Carla L. Smith, Vendor Services Executive Director
(678) 676- 0120 and/or email at solicitationquestions@dekalbschoolsga.org
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 2
1701 MOUNTAIN INDUSTRIAL BLVD, STONE MOUNTAIN, GEORGIA 30083
https://dekalbschoolsga.ionwave.net/Login.aspx
REQUEST FOR PROPOSAL
RFP 24-578
District Wide Synthetic Turf
Maintenance Services
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 3
TABLE OF CONTENTS
Title Page ..................................................................................................................................... 2
Table of Contents ...................................................................................................................... 3-4
Submittal Terms ................................................................................................................................................................. 5-7
Attachments ........................................................................................................................... 30-65
PART I – BACKGROUND AND INFORMATION
A. Objectives ............................................................................................................. 8
B. General Information ............................................................................................... 8
C. Procurement Process ............................................................................................. 8
D. Addenda ................................................................................................................. 8
E. Proposal Contact Persons...................................................................................... 9
F. Prohibited Contacts ................................................................................................ 9
G. Virtual Session………………………………………………………………………….. . 9
H. Mandatory Virtual Pre-Proposal Conference .......................................................... 9
I. Mandatory Site Visit..…………………………………………………………………….9
J. Proposal Submission Deadline………………………………………………………..10
K. Virtual Public Acknowledgement.……………………………………………………..10
L. Questions and Answers ....................................................................................... 10
PART II – GENERAL REQUIREMENTS
A. Offeror Performance ........................................................................................... 11
B. News Release ..................................................................................................... 11
C. Non-Discrimination .............................................................................................. 11
D. Drug Free Workplace .......................................................................................... 11
E. Smoke Free Workplace ....................................................................................... 11
F. Costs Incurred ..................................................................................................... 11
G. Insurance ............................................................................................................. 11
H. Indemnification ..................................................................................................... 14
I. Illegal Immigration Reform and Enforcement Act of 2011 .................................... 14
J. Interviews ............................................................................................................ 15
K. Contract Terms .................................................................................................... 15
L. Permits and Applicable Laws ............................................................................... 15
M. Infringement ......................................................................................................... 16
N. Ownership Rights ................................................................................................. 16
O. Non-Collusion....................................................................................................... 16
P. Conflict of Interest ................................................................................................ 16
Q. Financial Stability ................................................................................................. 16
R. No Obligation/No Contract Guaranteed ............................................................... 17
S. Confidentiality and Non-Disclosure ...................................................................... 17
T. Business License ................................................................................................. 17
U. Protest Process…………………………………………………………………………17
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 4
TABLE OF CONTENTS (CONT’D)
PART III – SCOPE OF WORK
A. Purpose / Project Overview ............................................................................... 20
B Project Scope of Work ....................................................................................... 21
C. Company Profile ................................................................................................ 23
D. Background Check……………………………………………………………………23
E. References ........................................................................................................ 23
F. Brochures, Catalogs, Manuals, Websites, Literature ......................................... 23
G. Added Value ...................................................................................................... 23
H. Evaluation Criteria ........................................................................................ 23-25
I. Transition Plan................................................................................................... 26
J. Required Content / Document Checklist ............................................................ 27
ATTACHMENTS
Attachment A – Cost Proposal Form (Part I) ............................................................... 28-29
Attachment B – Facility/Locations Address List ............................................................... 30
Attachment C – Critical Paragraphs ................................................................................. 31
Attachment D – Offeror’s Client Reference Form............................................................. 32
Attachment E – Confidentiality and Non-Disclosure ........................................................ 33
Attachment F – Suspension and Debarment ................................................................... 34
Attachment G – Non-Collusion…………………………………………………………………35
Attachment H – Conflict of Interest…………………………………………………………….36
Attachment I – Illegal Immigration Reform and Enforcement Act of 2011
Certification ........................................................................................ 37-42
Attachment J – Sample Service Agreement................................................................ 43-61
Attachment K – Signature Page ....................................................................................... 63
Final Page ........................................................................................................................ 64
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 5
DeKalb County School District (“DCSD”) extends this offer to submit a proposal for the possible purchase or
lease of goods and/or services conforming to the following designated specifications, terms, and conditions. This
solicitation will require DCSD Board of Education approval.
Format and Submission of Proposals
Submittal responses to this solicitation will be received electronically on the DeKalb County School District
website at https://dekalbschoolsga.ionwave.net/Login.aspx.
The format requirements for RFP responses are designed to ensure uniformity in the responses, provide the
information necessary to understand each offeror’s proposal, and facilitate an efficient and comprehensive
evaluation of all responses. Proposals must comply with the specifications and detailed instructions stated in
this RFP document, be signed by the certifying company official, and be presented to the DCSD Purchasing
Department according to the detailed instructions stated in this document.
• RFP responses must be submitted electronically via
https://dekalbschoolsga.ionwave.net/Login.aspx.
• Proposals must be presented in a PDF format. All attachments must be identified properly for easy
recognition and association.
• Each page of the response must be numbered.
• Each proposal must contain a detailed Table of Contents and must be organized in the same order
as the requirements are outlined in this RFP document. Each separate bullet point must be addressed
individually. A response that does not adhere to a “point-by-point” format may be disqualified.
• Responses shall be organized simply and economically. Emphasis must be placed on completeness
and clarity. Proposals that do not include all the required information may be disqualified.
All potential respondents must register as a vendor at https://dekalbschoolsga.ionwave.net/Login.aspx.
Time is of the essence. Specify your earliest __________ and latest __________ service commencement dates
after receipt of award letter.
Approval by the DeKalb County Board of Education
Official approval by the DeKalb County Board of Education is required for this procurement. No contract shall be
construed to be formed without the advance official approval of the DeKalb County Board of Education. The
successful offeror will be notified after DeKalb County Board of Education approval.
Funding Provisions
No award or contract will be made if funding is not approved by the DeKalb County Board of Education.
Compliance with Requirements
Offeror must indicate below whether or not their proposal is in complete compliance with the stated requirements.
If there are any deviations from these requirements, offeror must indicate in writing what the exact deviations are
and what actual services will be provided. Attach and label additional sheets if necessary.
___ Proposal is in complete compliance with proposal requirements.
___ Proposal deviates from stated requirements as follows:
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 6
Cancellation
Awards, contracts, and extensions may be canceled for convenience by the DeKalb County School District
(DCSD) at any time. In the event of termination of contract by DCSD, the DCSD will be responsible only for those
services that have been delivered and accepted according to the RFP requirements. Any cancellation for
convenience by DCSD shall be effective three (3) business days after receipt of the Notice of Cancellation for
convenience from DCSD by the Offeror.
Fiscal Year Funding Implications
The fiscal year for DCSD begins July 1 and ends June 30. This solicitation and any resulting contract(s) may
contain renewal and extension options.
This solicitation, any resulting contract(s), and any renewal and extension options shall terminate absolutely
without further obligation on the part of DCSD at the end of the fiscal year in which this solicitation was issued and
at each June 30 renewal anniversary date thereafter unless the successful offeror is notified otherwise and agrees
in writing to the exercise of renewal and extension options.
Payment to Successful Vendor(s)
Payment for goods and services will be made by electronic funds transfer (EFT). Vendor(s) doing business with
DCSD are required to provide EFT payment information when registering as a DCSD vendor at:
https://www.dekalbschoolsga.org/purchasing/.
Rights Reserved
DCSD reserves the right to accept or reject any and/or all parts of responsive proposals received and/or to reject
all proposals submitted. DCSD reserves the right to award any resulting contract in the manner that is in the best
interest of and most advantageous to DCSD. DCSD reserves the right to waive any technicalities or minor
irregularities in responses received and to award the contract in the most beneficial manner for DCSD. The
decision of DCSD shall be final.
DCSD reserves the right to request and negotiate a “best and final” response from offerors.
Taxes
Purchases made by DCSD are not subject to federal, state, or local sales tax. A Sales Tax Exemption
Certificate will be furnished upon request.
F.O.B. Delivery
All prices are to be F.O.B. delivery to various DCSD locations.
Estimated Quantities
The quantities shown in this RFP document are estimates, which are provided for your information. However,
actual quantities purchased by DCSD may vary.
Exclusions of Trade Usages
This RFP contains all of the terms, conditions and obligations to which the parties agree, and shall not be
modified, controlled, explained, supplemented or affected in any way by any usage of trade not expressly
included in this agreement.
Conditional Proposals
Proposals that are conditional and/or in any way qualify or vary the terms of these instructions, conditions, and
specifications shall be considered non-responsive and disqualified.
Offeror Failure
In the event services to be furnished by the successful offeror should for any reason fail to conform to the scope
of work contained herein, DCSD reserves the right to reject the services and further reserves the right to
terminate the contract.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 7
Failure of the successful offeror to perform contracted services may also result in the removal of that offeror from
doing business with DCSD for a period of not less than one year.
Georgia Open Records Act
All proposals submitted in response to DCSD solicitations may be subject to the Georgia Open Records Act,
which permits any member of the public to inspect and/or copy documents prepared and maintained or received
in the course of the operation of the public office or agency.
No Assignment of Award
The successful offeror may not assign the award or contract to or subcontract with another party without the
express written permission of DCSD.
The Laws of the State of Georgia
This RFP and subsequent agreement are subject to the laws of the State of Georgia.
2 CFR 200.322(a)
§ 200.322 Domestic preferences for procurements.
(a) As appropriate and to the extent consistent with law, the non-Federal entity should, to the greatest extent
practicable under a Federal award, provide a preference for the purchase, acquisition, or use of goods
products, or materials produced in the United States (including but not limited to iron, aluminum, steel,
cement, or other manufactured products).
Additional Terms
In the event an award is made to an offeror, the resulting contract shall not depart from this document unless
agreed to in writing by DCSD and the successful offeror. DCSD shall not be bound by additional terms and
conditions and/or extraneous language added to this document by offerors.
ALL SOLICITATIONS ISSUED BY DCSD ARE ADVERTISED IN THE LEGAL SECTION OF THE CHAMPION
NEWSPAPER, (404) 373-7779, POSTED ON THE DCSD IONWAVE WEBSITE, AND POSTED IN THE TEAM
GEORGIA MARKETPLACE’S GEORGIA PROCUREMENT REGISTRY. Offerors are solely responsible to
review and make themselves aware of DCSD solicitations posted on the following website:
https://dekalbschoolsga.ionwave.net/Login.aspx
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 8
PART I
BACKGROUND AND INFORMATION
A. Objectives
The DeKalb County School District (DCSD) is seeking proposals from qualified offerors with professional
qualifications, technical competence, and specialized experience to provide district wide synthetic turf
maintenance services as outlined in the scope of work in Part III of this RFP.
Awarded offeror shall provide services in accordance with the specifications, requirements and terms and
conditions stated herein. Services shall include all labor, materials, tools, specialized equipment, supplies,
trained personnel, insurance, travel, per diem, direct and indirect administrative costs, overhead, tolls, parking,
fuel, lodging, all other cost and charges, and all things and services necessary to provide district wide synthetic
turf maintenance services, in accordance with the requirements of this RFP. There shall be no add-on charges
of any kind. DCSD reserves the right to make multiple awards.
B. General Information
DCSD is a metropolitan Atlanta public school system organized and existing under the Constitution and laws
of the State of Georgia. DCSD is located in the fourth largest county in Georgia. DeKalb County is one of the
most culturally diverse counties in the nation. DCSD has a student enrollment of approximately 93,000 students
in pre-kindergarten through grade 12. With 139 schools and centers, DCSD educates the third largest pre-
kindergarten through grade 12 student population in the State of Georgia. DCSD is the second largest
employer in DeKalb County with approximately 14,000 employees.
DCSD is dedicated to giving every student the best possible education through an intensive core curriculum
and specialized, challenging instructional and career programs. DCSD is striving to become the premier K-12
school system of choice and desires to significantly improve leadership, teaching, and student learning to fulfill
its mission as an organization for public education.
DCSD includes approximately:
• 77 Elementary Schools
• 19 Middle Schools
• 22 High Schools
• 8 Start-up Charter Schools
• 12 Specialized Learning Centers
• 6 Administrative Centers, and
• 5 Athletic Stadiums
DCSD’s wide-area network connects instruction and administration sites to deliver technology and learning
tools to every child. The main administrative offices are located at 1701 Mountain Industrial Boulevard, Stone
Mountain, Georgia 30083. DCSD is governed by a seven-member Board of Education.
C. Procurement Process
The procurement will be on a formally advertised basis. Proposals must be responsive to all aspects of this
RFP.
D. Addenda
It is the responsibility of offerors to frequently check for any addenda, questions, and answers posted on the
Purchasing Bulletin Board on the DCSD website. Failure on the part of offerors to make themselves aware of
and comply with addenda requirements will not relieve them of this obligation.
All posted addenda must be printed, signed by the offeror, and included in the offeror’s RFP submission. Click
on the following link to the Purchasing Bulletin Board:
https://dekalbschoolsga.ionwave.net/Login.aspx
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 9
E. Proposal Contact Person
The assigned contact person for offerors is Fred Christopher, Procurement Manager, III. Mr. Christopher can
be reached at (678) 676-0217 or by email to solicitationquestions@dekabschoolsga.org.
F. Prohibited Contact(s)
Except with the consent of the proposal contact person, all offerors, including any persons affiliated with or in any
way related to the offeror, are strictly prohibited from contacting DeKalb County Board of Education members and
DCSD employees or consultants on any matter having to do in any aspect with this RFP, other than as provided
herein. Any and all contacts with such persons associated with DCSD shall be in writing, in appropriate
circumstances or cases, as directed by the contact person. Furthermore, no employee, officer, or agent of the
DeKalb County Board of Education or DCSD may participate in the selection, award or administration of a contract
if he or she has a real or apparent conflict of interest.
Board Member Communication with Prospective Vendors
Vendors shall not contact Board members individually for the purpose of soliciting a purchase or contract between
the time a request for proposal is formally released and a recommendation is made by the administration to the
Board. If a vendor violates this prohibition during this timeframe, consideration for the vendor for award shall be
invalidated. Board members shall be notified of possible violations and actions taken.
G. Virtual IonWave Demo Session
The DeKalb County School District Vendor Services department is hosting a virtual session on how to submit an
electronic bid via IonWave. The virtual session will be held through Microsoft Teams on Thursday, March 14, 2024,
at 11:00 AM EST.
Those who would like to attend the virtual session, must register no later than Wednesday, March 13, 2024, by
4:00PM EST, by sending an email to solicitationquestions@dekalbschoolsga.org. Please enter “Virtual Session –
RFP 24-578 District Wide Synthetic Turf Maintenance Services” in the subject line of your email. An invitation will
be sent via Microsoft Teams to those participants no later than Thursday, March 14, 2024, by 9:00 AM EST.
H. Mandatory Virtual Pre-Proposal Conference
All prospective offerors are invited to attend a Virtual Pre-Proposal Conference. The pre-proposal conference
will be held on Thursday, March 14, 2024, at 11:00 AM EST via Microsoft Teams.
Offerors must pre-register to attend. When registering your attendance, please enter “Pre-Proposal
Conference - RFP 24-578 District Wide Synthetic Turf Maintenance Services” in the subject line of your
email.
Submit to solicitationquestions@dekalbschoolsga.org by 4:00 PM EST, March 13, 2024.
The following information must be included in your request:
• Individual Name and Title
• Company Name
• Telephone Number
• Email Address
If more than one individual from your company is attending, please submit information on all attendees. The
sign-in sheet for the pre-proposal conference will be compiled using this information and will be posted to the
DCSD website within two (2) business days after the pre-proposal meeting. A link will be sent to all
registrants to attend in the virtual conference no later than 9:00 AM EST, Thursday, March 14, 2024
I. Mandatory Site Visit
The mandatory site visit will be held at Tucker High School, 5036 Lavista Rd, Tucker, Georgia 30084 on Friday,
March 15, 2024, at 10:00AM. All potential vendors must register and attend the virtual demo session and
mandatory virtual pre-proposal conference to be considered for the mandatory site visit.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 10
J. Proposal Submission Deadline
Submittals responses to this solicitation will be received electronically on the DeKalb County School District
website at https://dekalbschoolsga.ionwave.net/Login.aspx.
All potential offerors must register as a vendor at https://dekalbschoolsga.ionwave.net/Login.aspx.
Proposals in response to this RFP must be received by the DCSD Vendor Services Procurement via IonWave
no later than 2:00PM, Tuesday, March 26, 2024. Proposals received after the stated deadline will not be
considered.
K. Virtual Public Acknowledgement
The public acknowledgment will be held virtually through Microsoft Teams on Tuesday, March 26, 2024, at
3:00PM EST. Those who would like to attend the acknowledgement, please register no later than Monday,
March 26, 2024, by 4:00PM EST, by sending an email to solicitationquestions@dekalbschoolsga.org. Please
enter “Public Acknowledgement - RFP 24-578 District Wide Synthetic Turf Maintenance Services” in the
subject line of your email. An invitation will be sent via Microsoft Teams to those participants no later than
Tuesday, March 26, 2024, by 10:00AM EST.
L. Questions and Answers
It is intended that this ITB be adequate for any bidder to respond to DCSD’s requirements. However, should
bidders have questions, all questions shall be submitted electronically to:
https://dekalbschoolsga.ionwave.net/Login.aspx .
Questions submitted to any other mailbox, voice mail or e-mail address will not be considered for response. The
deadline to submit questions is March 18, 2024, 12:00 Noon.
Questions received after the deadline will not be considered. All questions received by Noon, March 18, 2024, shall
be answered in writing and both the questions and answers will be posted to the following website on or before Friday,
March 22, 2024, 4:30 PM.
Responses to questions will not be posted on official DCSD holidays.
https://dekalbschoolsga.ionwave.net/Login.aspx
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 11
PART II
GENERAL REQUIREMENTS
A. Offeror Performance
The successful offeror is required to perform and fulfill all the undertakings, covenants, terms, conditions,
and agreements of this RFP document and any negotiated contract(s). Specifications contained herein and
in the successful response will become contractual obligations if an award ensues. Failure of the offeror to
fully perform these obligations may result in the cancellation of the award and contract.
DCSD will look to the offeror and his/her identified personnel to coordinate and deliver the services described
in this RFP. The services shall not be delegated to sub-offerors or assigned to any third party.
B. News Release
Any news release or publicity pertaining to any phase of this project must be cleared through the DCSD
Executive Director of Communications.
C. Non-Discrimination
DCSD does not discriminate based on race, color, religion, sex, national origin, age, or disability in any of
its employment practices, education programs, services or activities.
DCSD supports an open, fair, and impartial free-market system which maximizes competition and seeks to
include all responsible businesses and to provide ample opportunities for business growth and development.
Minority businesses are encouraged and given the opportunity to bid on various projects; however, all
responses will be evaluated on the same criteria. It is not the intention or desire of DCSD to restrict or
impede competition, nor to increase the cost of the work.
D. Drug-Free Workplace
By submission of a response to this RFP, the offeror certifies that he/she and his/her employees shall not
engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of controlled
substance or drugs during the performance of the contract.
E. Smoke-Free Workplace
By submission of a response to this RFP, the offeror certifies that he/she and his/her employees shall not
use tobacco products on DCSD property at any time during the performance of this contract.
F. Costs Incurred
DCSD is not liable for any costs incurred by an offeror in preparing and/or submitting a response to this RFP
or for any interview if requested. Any and all costs incurred by the offeror in preparing and/or submitting a
response to this RFP and interviewing with DCSD (if requested) shall be the sole responsibility of the offeror
and shall not be reimbursed by DCSD.
There is no guarantee of any offeror receiving an award as a result of submitting a response to this RFP.
G. Insurance
Certificate of Insurance and/or ACORD Form is required with solicitation submittal and required upon award.
Upload this documentation under the Response Attachment tab via IonWave titled “Certificate of
Insurance”.
The DCSD Director of Risk Management sets insurance and indemnification requirements for each
Solicitation.
Certificate of Insurance / Accord Form is required with solicitation submittal upon award. Provision of
Certificate of Insurance is a mandatory requirement. Proposals submitted with certificates of
insurance will be considered conditionally responsive to the insurance and indemnification requirement.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 12
Final award of this RFP will be contingent upon receipt within six (6) business days of request for
insurance documentation complete with the following requirements and fully acceptable to the DCSD
Risk Manager. No work will commence / no purchases will be made without the written statement of
approval of insurance coverage from the DCSD Risk Manager. In the event the awarded offeror cannot
produce insurance coverage acceptable to the Risk Manager within the time provided, DCSD reserves
the right to award this solicitation to the first runner-up.
(1) The successful Offeror shall procure and maintain throughout the term of this agreement a
policy or policies of insurance providing coverage as set forth below that shall protect the offeror
and the Indemnitees (as defined in Part II, Section I of this RFP) from any claims for bodily injury,
property damage, or personal injury which may arise out of offeror’s operations under this
agreement. The foregoing policies shall be obtained from insurance companies approved to do
business in the State of Georgia and companies acceptable to DCSD. Offeror shall procure the
insurance policy(ies) at the offeror’s own expense and shall furnish to DCSD a certificate of
insurance containing the following:
(a) Name and address of authorized agent;
(b) Name and address of insured;
(c) Name of insurance company;
(d) Description of coverage in standard terminology;
(e) Policy period;
(f) Policy Number;
(g) Limits of liability;
(h) Name and address of certificate holder;
(i) Acknowledgment to the DCSD of notice of expiration or cancellation;
(j) Signature of authorized agent;
(k) Telephone number of authorized agent; and
(l) Details of policy exclusions applicable to this agreement in comments section of
insurance certificate.
All certificates evidencing primary and excess layers shall be renewed and k ept current and up to
date on an annual basis.
(2) Offeror is required to maintain the following insurance coverage during the term of this
agreement:
(a) Workers Compensation Insurance in the amounts of the statutory limits established by
The General Assembly of the State of Georgia. Offeror shall have the ability to self -insure its
required workers’ compensation coverage if offeror is an approved self-insurer in the State of
Georgia.
(b) Commercial General Liability Policy, or equivalent coverage, to include products and
completed operations liability and contractual liability. The Commercial General Liability Policy
shall have dollar limits sufficient to insure that there is no gap in coverage between this policy and
any excess or Commercial Umbrella Policy described below.
(c) Automobile Liability Policy to include but not be limited to liability coverage on any
owned, non-owned and hired vehicle used by offeror or offeror’s personnel in the
performance of this agreement. The Comprehensive Automobile Policy shall have dollar
limits sufficient to insure that there is no gap in coverage between this policy and the
excess or Commercial Umbrella Policy required under this agreement.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 13
(d) Commercial Umbrella or Excess Liability Policy, which must provide the sam e or broader
coverage than those provided for in the above Comprehensive General Liability and Business Auto
Policies. Policy limits for the Commercial Umbrella or Excess Liability Policy shall have an annual
occurrence and annual aggregate limit not less than $2,000,000 per claim.
(e) Professional Liability or Errors & Omissions coverage with limits not less than $2,000,000 per
claim/$2,000,000 aggregate. The deductible shall not exceed $10,000 per claim.
(f) Under all coverage and certificates required hereunder, policies shall or be endorsed to
include the following terms and conditions:
(i) All policies and coverage shall be on an “occurrence” not “claims made” basis
(excepting (e) above)
(ii) The foregoing policies shall contain a provision that coverage afforded under the policies
will not be canceled, or not renewed, allowed to lapse for any reason until at least thirty (30)
days prior written notice has been given to DCSD.
(iii) Shall waive all right of subrogation against Indemnitees (as defined in Part II, Section I
of this RFP) for losses arising out of this agreement.
(iv) A severability of interest or cross liability clause or endorsement applies to commercial
general liability and excess liability policies.
(v) Certificates of Insurance showing such coverage to be in force shall be filed with
DCSD prior to commencement or continuation of any work under this agreement.
(vi) All such coverage shall remain in full force and effect during the term and any renewal
or extension thereof.
(g) Under coverage and certificates required under Sections 2(a), 2(b), (c), and (d) above, policies
shall be endorsed to include the following terms and conditions:
(i) Minimum limits of $1,000,000 per occurrence $2,000,000 in the annual aggregate.
Primary limits of coverage in the amount of $1,000,000 per occurrence must be with insurers
approved to conduct business in the State of Georgia. Excess or umbrella liabilit y insurance
may be placed with any insurer submitted by offeror, including captive or self -insured
programs, with the prior written approval of DCSD.
(ii) Contractual liability coverage, specifically referencing this agreement and its
Indemnity applies to liability assumed by the named insured.
(iii) Shall include Indemnitees as additional insured except on coverages (2) (a) and (2)(e).
(iv) Shall waive all right of subrogation against Indemnitees (as defined in Part II, Section
I of this RFP) for losses arising out of this agreement.
(v) A severability of interest or cross liability clause or endorsement applies to commercial
general liability and excess liability policies.
(vi) Shall be primary and not excess to any other coverage provided by or available to the
Indemnitees (as defined in Part II, Section H of this RFP).
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 14
(h) Offeror shall require any and all subofferors performing work under this agreement to
carry insurance of the types and with limits of liability as offeror shall deem appropriate
and adequate for the work being performed. However, the obligations of the offeror to the
Indemnitees assumed in Sections of Indemnification, and Insurance shall not be reduced or
diminished by the standards set for the subofferors. Further, offeror agrees that their obligations
to indemnify and insure the Indemnitees shall pertain to all losses arising out of the subofferor’s
acts or negligence in the same manner and to the same extent as if committed by the offeror.
Offeror shall obtain and make available for inspection by DCSD, current certificates of insurance
evidencing insurance coverage by such subofferors.
H. Indemnification
1) The successful offeror shall indemnify, defend, and hold harmless the DeKalb County School Board,
the DeKalb County School District, DCSD, and their officials, officers, employees, agents, volunteers,
and assigns (all of whom may collectively be referred to as "Indemnitees" throughout this RFP), from
any and all claims, demands, suits, actions, legal or administrative proceedings, losses, liabilities,
costs, interest, and damages of every kind and description, including any attorneys’ fees and/or
litigation and investigative expenses, for bodily injury, personal injury, (including but not limited to
offeror’s employees), or loss or destruction of property (including loss of use, damage or destruction of
DCSD owned property) to the extent that any such claim or suit was caused by, arose out of, or
contributed to, in whole or in part, by reason of any act, omission, professional error, fault, mistake, or
negligence whether active, passive or imputed, of the offeror its employees, agents, representatives,
or their employees, agents, or representatives in connection with or incidental to offeror’s performance
of the agreed-upon services regardless of whether such liability, claim, damage, loss, cost or expense
is caused in part by an Indemnitee.
2) The successful offeror shall also indemnify, defend, and hold harmless the Indemnitees from any and
all costs, expenses, claims, demands, rights, liabilities and causes of action inuring to offeror from
events over which the Indemnitees exercise no control, such as Acts of God, strikes or government
restrictions.
Offeror's obligation to indemnify any Indemnitee shall survive the completion, expiration, or
termination of offeror’s agreed-upon services for any reason.
I. Illegal Immigration Reform and Enforcement Act of
Upload this documentation under the Response Attachment tab via IonWave titled “IMMIGRATION SECURITY
DOCUMENTATION”.
The Illegal Immigration Reform and Enforcement Act of 2011 applies to and is a requirement for all DeKalb
County School District solicitations for physical performance of services (i.e., public works contracts). The
Illegal Immigration Reform and Enforcement Act of 2011 does not apply to solicitations for items,
commodities and products.
Offerors must complete and/or have their subcontractors complete the following forms:
1) Immigration and Security Certification
2) Offeror E-Verify Affidavit
3) Contractor Affidavit (Contractor Only)
4) Subcontractor Affidavit (Subcontractor Only); and
5) Sub-Subcontractor Affidavit (Sub-Subcontractor Only)
The Immigration and Security Certification, the Offeror E-Verify Affidavit, the Contractor Affidavit,
Subcontractor Affidavit and the Sub-Subcontractor Affidavit must be completed, notarized and submitted with
your proposal.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 15
I acknowledge the Illegal Immigration Reform and Enforcement Act of 2011 requirements for service providers
and confirm by my signature below that the Immigration and Security Certification, the Contractor Affidavit,
the Subcontractor Affidavit and the Sub-Subcontractor Affidavit are each completed, notarized and made a
part of this solicitation response package. I also acknowledge that all items or services furnished to DCSD
must comply with applicable federal and state immigration laws, and regulation.
______Please check here if the Illegal Immigration and Reform Act of 2011 does not apply to your solicitation,
because it is one for items, commodities, or products. If this does not apply to any portion of the solicitation,
then the Offeror is not required to complete the Contractor Affidavit, the Subcontractor Affidavit and the Sub-
Subcontractor Affidavit (reference Attachment page).
J. Interviews
DCSD reserves the right to require offerors to participate in one or more interviews with DCSD board members
and/or staff. Offerors must be prepared to discuss the salient points of their proposal within two (2) normal
working days of being asked to participate in interviews. There are to be no presentations, individually or
collectively, without such invitation.
K. Contract Terms
In the event DCSD determines that outsourcing these services are in its best interest, with the approval of the
DeKalb County Board of Education, the successful offeror will be notified in writing. A contract confirming firm
fixed price and other terms shall be signed by the parties. Services will begin on or about July 2024. The initial
contract duration shall be through June 2025. The contract may contain two (2), one-year renewal
options contingent upon DCSD’s offer of such extension, the successful offeror’s acceptance and the approval
of the DeKalb County Board of Education to extend the contract. The contract is subject to the approval of the
DeKalb County Board of Education and to fiscal year funding limitations. The contract price must be held firm
for the entire term of the contract.
DCSD reserves the right to request price adjustments in the event sites/locations must be added and/or removed
during the term of this contract.
DCSD reserves the right to terminate any resulting contract for convenience. In the event of contract termination
by DCSD, the DCSD will be responsible only for those services and deliverables that have been received and
accepted. Any cancellation for convenience by DCSD shall be effective three (3) business days after receipt of
the Notice of Cancellation for convenience from DCSD by the offeror. Non-performance of contract terms shall
give sufficient cause for DCSD to cancel the contract. Non-performance shall be construed to include, but is not
limited to, failure of the offeror to deliver equipment or perform services in the time specified or in the manner
required.
A contract is attached which includes all of the terms and conditions that the offeror must affirm and
comply. Refer to Attachment H, Sample Service Agreement for Non-Capital Professional Services. Please
review DCSD’s attached contract terms and conditions prior to submitting a response to this RFP. Offerors should
plan on the contract terms and conditions attached to this RFP being included in any award as a result of this
RFP. Therefore, all costs associated with complying with these requirements should be included in any pricing
quoted by the offeror.
L. Permits and Applicable Laws
By submitting a proposal, offeror acknowledges its acceptance of the RFP specifications and the contract terms
and conditions without change except as otherwise expressly stated in the submitted proposal.
If an offeror takes exception to a contract term or provision, the offeror must state the reason for the exception
and state the specific contract language it proposes to include in place of the provision. Any exceptions to the
contract must be submitted as an attachment to the offeror’s response. Proposed exceptions must not conflict
with or attempt to preempt mandatory requirements specified in the RFP.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 16
Offerors shall at their own expense obtain all necessary permits, certifications, and licenses and shall comply
with all applicable local, state, and federal laws, ordinances, rules, and regulations necessary to the full execution
of the requirements stated herein. Offerors shall maintain all such permits, licenses, certifications, and
compliances in a current status throughout the course of the contract. Offerors shall submit copies of permits,
licenses, and certifications evidencing proof of the aforementioned immediately upon request of DCSD. Offerors
shall be in compliance with registration with the Georgia Secretary of State’s office as applicable.
M. Infringement
Offeror shall fully indemnify Indemnitees against any claims of infringement of any patent, copyright, trade secret,
trademark, or other intellectual property rights related to the offeror’s response to this RFP or services performed
upon contract award. Offeror’s obligation to indemnify any Indemnitee shall survive the completion, expiration,
or termination of offeror’s agreed-upon services for any reason.
N. Ownership Rights
DCSD shall retain ownership rights to the contents of all documents, supporting literature, and data submitted
by offerors to this RFP.
O. Non-Collusion
Upload this documentation under the Response Attachment tab via IonWave titled “NON-COLLUSION”
Offerors shall fully certify that they, as individuals or as officials of a business entity, have not entered into any
agreement, participated in collusion, or otherwise taken any action in restraint of free and competitive responses
to this RFP. Further, offerors guarantee that their response is not made in conjunction with or on behalf of
another party and that they have not been directly or indirectly induced in any manner or taken any action to
result in a restriction of trade or in an unfair advantage.
P. Conflict of Interest
Upload this documentation under the Response Attachment tab via IonWave titled “Conflict of Interest”.
Offeror shall use its best efforts to disclose with their proposal the name of any officer, director, or agent who
also is a DCSD employee, agent, representative, contractor, immediate family member (spouse, child, sibling,
or parent or the spouse of a child, sibling or parent) or DeKalb County Board of Education member. Offerors
shall also disclose the name of any DCSD employee, agent, representative, contractor, immediate family
member or board member who owns, directly or indirectly, an interest in five percent or more in the Offeror’s
company or any of its branches. In the event the Offeror was aware of a conflict of interest prior to the award of
the contract and did not disclose the conflict DCSD may, at its discretion, terminate the contract for default. The
Offeror further agrees that, if after award, a conflict of interest is discovered, an immediate and full disclosure in
writing must be made to the DCSD Purchasing Department which must include a description of the action which
the Offeror has taken or proposes to take to avoid or mitigate such conflicts. If a conflict of interest is determined
to exist, DCSD may, at its discretion, cancel the contract. Offerors shall certify that their response to this RFP is
impartial, at arms-length, and free of any conflict of interest at this time, unfair advantage, or personal benefit to
any DCSD official.
Q. Financial Stability
Upload this documentation under the Response Attachment tab via IonWave titled “FINANCIAL STATEMENTS”.
1. Offerors shall provide a copy of their company’s audited financial statements for the previous two
(2) years – 2021 and 2022.
2. Indicate here if your company is publicly traded or not publicly traded:
My company is publicly traded. _____/
My company is not publicly traded. _____/
3. If your company is a publicly traded company, provide a copy of your company’s annual report for
the previous two (2) years – 2021 and 2022.
4. List all civil and criminal proceedings your company has been the subject of, or named a party in, and
provide the outcome of those proceedings. This list should include any lawsuits, administrative actions,
or litigation to which your company is currently a party or has been a party. Please explain the basis
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 17
for all claims, your response to those claims and state whether a settlement was reached, or a judgment
entered.
5. State whether your company, or any affiliate currently or previously associated with your company, has
ever filed a petition in bankruptcy, taken any actions with respect to insolvency, reorganization,
receivership, moratoriums or assignment for the benefit of creditors, or otherwise sought relief from
creditors.
6. State whether your company was the subject of any order, judgment or decree not subsequently
reversed, suspended or vacated by any court permanently enjoining your company from engaging in
any type of business practice.
R. No Obligation/No Award Guaranteed/Cost to Propose
This RFP does not commit DCSD to contract with any offeror to this RFP. There is no guarantee of any offeror
receiving an award or contract as a result of submitting a response to this RFP. The contract, if any, will be
awarded to the offeror whose proposal offers the best value to DCSD in meeting the required scope of work
described herein, if the appropriate funds are available and the contract is approved by the DeKalb County Board
of Education. No obligation or commitment is incurred by the DeKalb County Board of Education from the receipt
of any proposal, marketing materials, or presentations. There is no guarantee that any offeror will receive an
award as a result of submitting a proposal. Any/all costs incurred by the offeror in preparation and submission
of this proposal are the sole responsibility of the offeror. Expenses incurred by the offeror will not be reimbursed
by DCSD or become a reason for contracting with the offeror.
S. Confidentiality and Non-Disclosure
Information made available to offerors by DCSD shall be used only for purposes related to responding to this
RFP and shall not be used for any other purpose without the express written permission of DCSD.
Offerors to this RFP unequivocally agree to assume responsibility for protecting and safeguarding the
confidentiality of DCSD records that are not public information. Such information may include but is not limited
to student and human resource file contents.
T. Business License
Upload this documentation under the Response Attachment tab via IonWave titled “BUSINESS LICENSE”.
Offerors shall submit with their proposal, a copy of their valid company business license. If the offeror is a
Georgia corporation, offeror shall submit a valid county or city business license. If the offeror is not a Georgia
corporation, offeror shall submit a certificate of authority to transact business in the state of Georgia and a copy
of their valid business license issued by their home jurisdiction. If offeror holds a professional certification which
is licensed by the state of Georgia, offeror shall submit a copy of their valid professional license. Any license
submitted in response to this requirement shall be maintained by the offeror for the duration of the contract.
U. Protest Process
This section describes the mandatory administrative procedure whereby Offerors submitting sealed
competitive bids/proposals (hereinafter referred to as “bidders”) to DCSD for proposals worth $100,000 or
more may challenge the solicitation process, and whereby bidders/Offerors on sealed competitive bids directly
related to Vendor Services for proposals worth $100,000 or more, may challenge contract awards.
1. Protests. A bidder may file a written protest challenging DCSD’s compliance with applicable
procurement procedures subject to the bidder’s compliance with the provisions outlined below. Any
such written protest will be resolved in accordance with these provisions:
a) appropriate identification of the solicitation;
b) a statement of reasons for the protest;
c) supporting exhibits, evidence, or documents to substantiate any claims unless not available within
the filing time (in which case the Offeror must proceed to file the protest during the filing period
identified below but state the expected availability of the material); and the desired remedy.
2. Types of Challenges. Any bidder interested in and capable of responding to a competitive solicitation
may file a protest with respect to the competitive solicitation process including, but not limited to, a
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 18
challenge to specifications or any events or facts arising during the solicitation process. Any bidder
submitting a timely bid/proposal in response to a competitive solicitation may file a protest with respect
to DCSD’s intended or actual contract award including, but not limited to, events or facts arising during
the evaluation and/or negotiation process.
3. Form of Protest. At a minimum, the written protest must include the following:
a) the name and address of the protestor;
b) appropriate identification of the solicitation;
c) a statement of reasons for the protest;
d) supporting exhibits, evidence, or documents to substantiate any claims unless not available within
the filing time (in which case the Offeror must proceed to file the protest during the filing period
identified below but state the expected availability of the material); and the desired remedy.
DCSD, at its discretion, may deem issues not raised in the initial protest as waived with
prejudice by the protesting Offeror.
4. Filing Protests. A protest is considered to be properly filed when it is in writing, signed by a company
officer authorized to sign contracts on behalf of the Offeror, and is received by the Vendor Services.
The protest may be sent by any of the following means:
MAIL: Attention: Carla Smith, Executive Director
DeKalb County School District
Vendor Services
1701 Mountain Industrial Boulevard
Stone Mountain, Georgia 30083
Email: solicitationquestions@dekalbschoolsga.org
The Offeror must observe the following deadlines when filing a protest:
Type of Protest Protest Filing Deadline
Challenge to Competitive Solicitation Two (2) business days prior to the closing
Process date and time of the solicitation as identified
on the Invitation to Bid.
Challenge to an Intended or Actual In the event DCSD posts a Notice of Intent to
Contract Award Award (“NOIA”), the protest must be filed
within ten (10) calendar days of the date the
NOIA is posted.
In the event DCSD does not post a NOIA,
the protest must be filed within ten (10)
calendar days of the date the Notice of
Award (“NOA”) is posted.
If a bidder fails to file a protest by the applicable deadline, such failure shall be deemed as a
waiver with prejudice of any grounds the bidder may have for protest.
5. Stay of procurement during protest review.
When a protest challenging the competitive solicitation process has been timely filed at least two (2)
business days prior to the closing date and time, the solicitation shall not close until a final decision
resolving the protest has been issued, unless the facilities management department makes a written
determination that the closing of the solicitation without delay is necessary to protect the interests of
DCSD.
When a protest challenging an intended contract award has been timely filed, DCSD shall not proceed
to actual contract award unless the Vendor Services Department makes a written determination that
the issuance of a contract or performance of the contract without delay is necessary to protect the
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 19
interests of DCSD. If it is determined that it is necessary to proceed with contract performance without
delay, the bidder/Offeror with this contingent contract may proceed with performance and receive
payment for work performed in strict accordance with the terms of the contract. The provisions of this
paragraph are not applicable to a protest pertaining to events or facts arising during the solicitation
process.
6. Protest Resolution.
The Vendor Services Department shall review and issue a written decision on the protest within seven
(7) business days. This decision shall be deemed final. Available remedies for sustained protests are
as follows:
• If a protest is sustained prior to the closing date and time of the solicitation,
available remedies may include, but are not limited to, the following:
modification of the solicitation document including, but not limited to,
specifications and terms and conditions; extension of the solicitation closing
date and time (as appropriate); and cancellation of the solicitation.
• If a protest of the intended/actual contract award is sustained, available
remedies may include but are not limited to, the following: revision or
cancellation of the NOIA/NOA, re-evaluation and re-award, or re-solicitation
with appropriate changes to the new solicitation.
7. Costs
In no event shall a bidder be entitled to recover any costs incurred in connection with the solicitation or protest
process, including, but not limited to, the costs of preparing a bid/proposal, the costs of participating in the
protest process, or any attorney fees.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 20
PART III
SCOPE OF WORK AND REQUIREMENTS
A. Purpose/Project Overview
The DeKalb County School District (DCSD) is seeking proposals from qualified vendors to provide
synthetic turf athletic field maintenance services. It shall be the responsibility of the selected offeror to
meet all specifications and guidelines set forth herein. DCSD, at its discretion, determines the criteria
and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any
challenger as a result of these determinations or decisions by DCSD.
The current inventory of the district’s synthetic turf athletic fields consists of eighteen (18) high school
football/soccer fields, two (2) middle school football fields and five (5) stadiums.
High School Turf Fields
Football/Soccer
Site Synthetic Turf
1. Arabia Mountain X
2. Cedar Grove X
3. Chamblee X
4. Clarkston X
5. Columbia X
6. Druid Hills X
7. Dunwoody X
8. Lakeside X
9. Lithonia X
Martin Luther King, Jr. X
10. HS
11. Miller Grove X
12. Redan X
13. Ronald E. McNair X
14. Southwest DeKalb X
15. Stephenson X
16. Stone Mountain X
17. Towers X
18. Tucker X
Middle School Turf Fields
19. Druid Hills MS X
X
20. McNair Ronald E.
Stadiums
21. Adams X
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 21
Napolean B. Cobb X
22. (Avondale)
23. Godfrey X
24. Hallford X
25. North Dekalb X
B. Scope of Services
DCSD will need the following services and schedule met throughout the calendar year:
Required Services for Football/Soccer Fields with Synthetic Turf
Turf Maintenance, Edging and Trimming
A. Process:
a. Weekly Maintenance:
i. Remove visible trash and debris from surface.
ii. Check and hand rake/brush high-wear areas.
iii. Add infill as needed to high-use areas to keep proper depth, hand rake/brush new
infill into turf profile below top of turf fibers.
b. Bi-Weekly Maintenance:
i. Alternating weeks with surface grooming, using an infill depth gauge, measure (in
mm) infill depths on high-use areas and record on appropriate form.
1. Infill depths should be maintained at 30-33 mm and no more than ½” below
the top of the turf fibers.
2. Note any damages or repairs needed and alert proper
authorities/personnel.
ii. Alternating weeks with infill depth check (B.b.i.), Groom the surface of the field with
an approved synthetic turf groomer/brush.
1. Disengage rakes, spikes or other attachment options to allow for only the
broom bristles to contact the field surface.
2. Attach a compatible magnet to the groomer for each use to collect foreign
metals.
3. Set groomer brush depth to penetrate no more than the top ¼” of the infill.
4. Using a small utility vehicle, set the speed at approximately 3mph, avoiding
tight or sharp turning.
5. Groom the field in different directions with each application.
6. Attaching an upside-down piece of carpet behind the groomer and magnet
aides in working the infill back into the turf profile.
7. Record application on appropriate form and electronically notify DCSD
Athletics personnel.
c. Bi-Annual Maintenance
i. Repeat section B. b. from above integrating the following for groomer setup/use:
1. Fields having experienced heavy use and wear, typically six (6) years old
or older, or fields with high sand content in the infill mix, the rake and/or tine
implements on the groomer may need to be engaged while grooming to
help relieve compaction.
2. Rake or tine depth should be set allowing the tines to lightly scratch the top
of the infill and be no more than ¼” into the infill profile.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 22
a. Setting the rake or tines too deep into the infill profile may result in
excessive infill material being displaced from the profile and/or
causing damage to the turf fibers, inlays and/or seams.
3. Groom the field in the direction the turf was installed, avoid crossing seams,
traveling in an oval pattern.
ii. Using a machine approved by the turf manufacture (to prevent voiding warranty),
deep clean the field to remove debris from surface of turf and infill. Application is
most effective during dry conditions.
1. Adjust brush depth and unit speed to maximize debris removal while
allowing infill to be returned to the surface. Avoid having excessive infill
material being pulled up and/or sitting on top of turf surface.
2. Clean field in the direction the turf was installed, avoid crossing seams.
3. Be cautious when cleaning older fields as turf fibers tend to be weaker and
can break down if cleaner is set too aggressively or deep into the turf/infill
profile.
iii. Conduct and record GMAX testing as per ASTM1936- Standard Specification for
Impact Attenuation of Turf Playing Systems as Measured in the Field.
d. As-Needed Maintenance
i. Minor Repairs:
1. Areas where existing turf has detached from the turf backing and the
affected area can be repaired by adhering existing turf back into place.
a. Ensure proper weather conditions to allow for work to be performed
and adhesive cured.
b. Remove all infill in the affected area with either a vacuum or blower.
c. Attach the detached piece of turf back to the surface using an
approved adhesive.
d. Apply pressure to maximize the bonding of the turf and allow for
adhesive to cure following product label instructions.
e. Replace appropriate infill in the affected area up to ½” below the top
of the turf fibers.
f. Document repairs.
ii. Major Repairs:
1. Areas where turf is missing, or existing turf has detached from the turf
backing. Affected area requires removal and/or replacement of turf with
new material (“cut and paste”).
2. Sub-base and/or drainage failures resulting in depressions, displaced infill,
torn turf or other damage to the turf surface.
3. Other damages that result in compromised integrity and/or safety of the
playing surface.
e. Monthly Service Schedule
1. The vendor shall submit via e-mail a monthly service schedule in Microsoft Excel that
indicates indicating the dates that each location shall be serviced in accordance with the
specifications of this solicitation.
2. The schedule must be submitted to the DCSD Contract Administrator by the 28th of the month
prior to the month when services will be provided.
3. Any variations in the schedule must be agreed upon by the vendor and DCSD.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 23
C. Company Profile
Offerors to this Request for Proposal are required to demonstrate, and include with their submissions to this
RFP, a full and complete company profile, to include, but not be limited to: the date of establishment, mission
statement, type and confirmation of company’s legal entity form, company’s organizational structure/chart,
principals’ names and titles, company size in relation to industry, number of employees, company history,
financial position, and all relevant current and past experience on similar projects in comparable K-12 school
districts and references for those projects. The offeror should also include the educational background for staff
that will be assigned to this project, including the company’s overall experience in providing the requested
services within this solicitation.
D. Background Check
A criminal background check must be performed on all contractors, consultants, subcontractors, volunteers and
vendors (hereinafter jointly referred to as "Individuals") who provide services on DCSD premises, supervise
services on DCSD premises, or has contact with students. These Individuals shall undergo the same criminal
background check, within the last 365 days, as required by DCSD employees. Such background checks will be
performed by DCSD at the expense of the Individual at a cost of $45.00 per individual. Additionally, any charges
against the Individual, may be deemed unacceptable in DCSD’s sole discretion regardless of whether
dismissed, expunged, sealed, removed from the record, treated as a “first offender” or dead docketed. Upon
receipt and evaluation of DCSD’s background check results, DCSD may demand that the Individual have no
contact with DCSD students or parents or provide services to DCSD premises. Any failure of the contractor to
obtain a criminal records background check through DCSD, as stated herein, may result in termination of any
resulting contract between contractor and DCSD.
E. References
Upload this document under the Response Attachment tab via IonWave titled “References”.
Offeror must provide the names and contact phone numbers of at least three (3) current clients, preferably clients
comparable to DCSD, for whom the offeror is providing or has provided comparable services. Offeror’s Reference
Form, References will be contacted.
F. Brochures, Catalogs, Manuals, Websites, Literature
In addition to the formal response to this RFP, all offerors are encouraged to submit brochures, catalogs, manuals,
website materials, industry literature, DVD’s and any other marketing and informational media which will support
and enhance their submission value.
G. Added Value
Offerors are encouraged to describe in detail all added value or additional services or benefits available and
offered at no cost to DCSD in their RFP responses. Attach and label as “ADDED VALUE.”
H. Evaluation Criteria
DCSD advertises this RFP as an opportunity for interested and qualified firms specializing in synthetic turf
maintenance services to submit responses consistent with the scope of work stated herein. Offerors to this RFP
are encouraged to submit their most comprehensive, innovative and creative proposals for services for DCSD.
DCSD may, at its sole discretion, select or reject all or portions of the service(s) proposed from responsive offerors.
As a part of the evaluation process, DCSD may find it necessary to evaluate the addition or deletion of components
of an offeror’s proposal in order to make equivalent comparisons to other proposals. DCSD will select the offeror
whose proposal DCSD determines best meets the needs of DCSD, based on the requirements and evaluation
criteria set forth herein.
The determination of the successful proposal will be based upon information supplied by the offeror in the RFP
response and upon other information that will be obtained by DCSD as it deems necessary. Proposal
conformance to RFP instructions, terms, conditions, and requirements is critical to offeror responsiveness.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 24
The lowest-cost proposal submitted may not necessarily be determined to be the most responsive and
responsible proposal when all factors have been considered. However, the quoted price is an important factor
in the determination of the selected proposal.
All responsive offerors will be carefully reviewed and evaluated for responsibility, capacity, business strength,
qualifications, expertise, demonstrated experience in Bus AC Retrofits for large urban public school districts and
highest and best value to DCSD with consideration to quality, approach, timeliness, dedicated personnel, and
added value (if any). Proposal conformance to RFP instructions, terms, conditions, and requirements is critical
to offeror responsiveness.
An Evaluation Committee will evaluate the proposals using the following criteria:
Proposed Project Staff (15 points)
The quality, experience and quantity of staff and their functions will be evaluated by the Committee. The firm shall
name the actual key personnel to be assigned to this Project, describe their ability, and experience, and indicate
the function of each within their organization and their proposed role on this Project. It is the intent that the
proposed staff shall be assigned to this Project unless otherwise approved by Owner. If interviews are conducted,
all proposed key staff members must be present at the time of interview unless prior written approval is received
from the Owner.
a. Provide a full and complete company profile to include, but not limited to Firm name, address of firm
headquarters and branch office handling this project as well as related telephone, email addresses and fax
numbers.
b. State how many years in business under the name stated above. Describe firm ownership, structure and
history. Include type of legal entity (e.g., corporation, limited liability company, etc.). State or commonwealth
of formation (i.e., where incorporated) and year of formation or organization. In case of a joint venture, provide
the same information for each partner in the joint venture.
c. List the number of permanent employees and provide an organization chart of the firm. Also, list the
employees you intend to assign to the project, include a paragraph which outlines their role and responsibility,
relevant experience with similar type project, and certifications.
Scope of Services (15 points)
a. Please provide a detailed comprehensive management plan and proposed strategy for providing
Synthetic turf maintenance services to DCSD. Please be very detailed and specific in your response.
b. Please provide a sample of report(s), with the RFP response, that will be submitted as required by
the contract.
Firm’s Relevant Experience and Expertise (25 points)
a. Briefly describe experience specific to landscaping and lawn maintenance services for K12 that the
firm has provided for various clients similar to those identified in this RFP within the last three (3)
years. If you include services(s) managed by the firm’s employees or subcontractors while employed
by other entities, clearly indicate the name of the entity that was responsible for the services.
b. Provide a brief history of the company including the years in business providing the services specified
in this solicitation.
c. Describe your firms experience providing the following services: 1. Maintaining records and logs of
services performed 2. Maintaining records of all chemicals used 3. Synthetic disaster damages (i.e.,
tree falling) 4. Emergency Response.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 25
d. Provide a list of staff available to support DCSD and include their responsibilities, certifications held,
and certification of classes/training completed for any services in this solicitation.
e. Environmental and Safety Issues Describe your environmental, quality assurance/quality control, and
safety programs that apply to managing potential risks associated with the provision of the services
identified in this RFP.
References (10 points)
Provide the names and contact phone numbers of the three (3) clients, preferably clients comparable to DCSD,
for whom the Offeror is providing or has provided similar services as requested in this RFP (Please provide this
information on Attachment D included with this RFP).
Proposed Fixed Price (35 points)
Use Owner’s Cost Proposal Form” included in this Request for Proposal.
a. Indicate your proposed Fixed Price for the scope of services as required by the Proposal Documents
and the Owner’s Agreement. Provide this Fixed Price Proposal Form included as Attachment A, Part I
and Attachment A, Part II with this RFP. Indicate any breakdown of the proposed Fixed Price required
by the “Cost Proposal Form.”
b. All blanks shall be filled in and shall be filled in by typewriter or manually and legibly in ink. Where so
indicated on the Owner’s forms, amounts and sums shall be expressed in both words and numerals, and
in case of a discrepancy between the two, the amount of sum written in words shall govern.
Interlineations, alterations, and erasures must be initialed by the signer of the Proposal.
c. The Cost Proposal Form, Attachment A, Part I and Part II shall be utilized to develop Exhibit B to
the Owner’s standard Agreement for Services, pursuant to Article 4 thereof.
Relative Weight Evaluation Criteria Score
15 Proposed Project Staff
15 Scope of Services
25 Firm’s Relevant Experience and Expertise
10 References
35 Proposed Fixed Price
100 points TOTAL SCORE
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 26
I. Transition Plan/Transition on Commencement of Contract
The awarded offeror shall assume full services in accordance with the award of the RFP. The awarded offeror
shall coordinate and cooperate with DCSD’s existing provider(s) to ensure a smooth and orderly transition with
uninterrupted services.
Transition and Continuity of Service upon Expiration of Contract. Continuity of services is necessary to
DCSD. The awarded offeror agrees to this philosophy and upon expiration of contract, agrees to:
• Exercise best efforts and cooperation for an orderly and efficient transition to another provider or to
DCSD.
• Negotiate a plan in good faith with successor to determine the nature and extent of the phase-in, phase-out
services required. The plan shall specify a date for services described in the plan and shall be subject to
approval by DCSD. The existing service providers shall provide sufficient experienced personnel during
the phase-in and phase-out periods to ensure that the imperious services in the contract are maintained at
the required level of need and proficiency.
• All DCSD property (including but not limited to, students and DCSD records, parts, equipment, facilities,
keys and materials) shall be returned to DCSD upon expiration of contract.
• Offeror shall include in their response any DCSD or any subsequent contractor requirements, if offeror is
awarded this contract and does not retain this contract upon its expiration.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 27
J. REQUIRED CONTENT / DOCUMENT CHECKLIST
All potential respondents must register as a vendor at https://dekalbschoolsga.ionwave.net/Login.aspx.
IMPORTANT NOTICE: Submittals to this solicitation will be received electronically on the DeKalb County School
District website at https://dekalbschoolsga.ionwave.net/Login.aspx.
IonWave will not accept a bid submission without the required documents listed below. Failure to upload the
required information and/or documentation required in this solicitation may cause the submission to be
declared non-responsive and rejected.
Offerors are required to upload one (1) pdf. copy electronically via
https://dekalbschoolsga.ionwave.net/Login.aspx of their response. Responses must be submitted on 8 ½” x
11” single-sided stock. Offerors must reply in a narrative to each requirement and question. “Understand and
comply” responses are not acceptable. All RFP submissions must include the following items and attachments.
The Request for Proposals document, RFP 24-578 District Wide Synthetic Turf Maintenance Services
(MUST BE the first document in the submission); this document is located at
http://www.dekalbschoolsga.org/solicitations
Table of Contents for your submission
• Addenda – Each individual Addendum must be printed, signed, and inserted immediately following the
Table of Contents (Upload Required)
• Audited Company Financial Statements/Company Annual Reports for 2021 and 2022 (Upload
Required)
• Business License (Upload Required)
• Certificate of Insurance (Upload Required)
• Attachment A – Cost Proposal Form, Part I (Upload Required)
• Attachment A – Cost Proposal Form, Part II (Upload Required)
• Attachment B – Facility/Locations Address List
• Attachment C – Critical Paragraphs (Upload Required)
• Attachment D – Offeror’s Client Reference Form (Upload Required)
• Attachment E – Statement of Confidentiality and Non-Disclosure (Upload Required)
• Attachment F – Suspension and Debarment Certification (Upload Required)
• Attachment G – Non-Collusion (Upload Required)
• Attachment H – Conflict of Interest (Upload Required)
• Attachment I – Immigration & Security Certification (Upload Required)
• Attachment J – Sample Service Agreement
• Attachment K – Signature Page (Upload Required)
• Company Profile (Upload Required)
• Project Scope of Work (Upload Required)
• Brochures, Catalogs, Manuals, Websites, Literature, DVDs and other marketing media
• Added Value
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 28
Attachment A
RFP 24-578
District Wide Synthetic Turf Maintenance Services
COST PROPOSAL FORM
PART I
Offeror must provide an itemized list of all costs to DCSD associated with the proposal. A breakout of pricing
must be submitted Attachment A, Part II. You may include attachments so long as they are a page-numbered
part of your RFP submittal. Include added value services/items at “no cost.” Prices must be held firm for annual
extension options, if exercised.
Use this form to list the cumulative totals from Attachment A1, Part II, Cost Proposal Form, posted to the website.
DCSD reserves the right to request price adjustments in the event sites/locations must be added and/or removed
during the term of this contract.
SITE TOTAL OF SERVICE PER SITE
Arabia Mountain HS
Cedar Grove HS
Chamblee HS
Clarkston HS
Columbia HS
Druid Hills HS
Druid Hills MS
Dunwoody HS
Lakeside HS
Lithonia HS
Martin Luther King, Jr. HS
McNair Ronald E. Sr. HS
McNair Ronald E. Sr. MS
Miller Grove HS
Redan HS
Southwest DeKalb HS
Stephenson HS
Stone Mountain HS
Towers HS
Tucker HS
Adams Stadium
Napolean B. Cobb Stadium (Avondale)
Godfrey Stadium
Hallford Stadium
North DeKalb Stadium
** DCSD reserves the right to request and negotiate a “best and Final” response from Offerors. **
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 29
Complete the following:
Company Name
Authorized Company Representative Name (please print) Title
Authorized Company Representative Signature Date
_____________________________________________________________________________________
Address
_____________________________________________________________________________________
Phone
_____________________________________________________________________________________
Email
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 30
ATTACHMENT B
RFP 24-578
District Wide Synthetic Turf Maintenance Services
DCSD FACILITY/LOCATIONS ADDRESS LIST
Zip
School Name Address City
Code
Arabia Mountain HS 6610 Browns Mill Road Lithonia, GA 30038
Cedar Grove HS 2360 River Road Ellenwood, GA 30294
Chamblee HS 3688 Chamblee Dunwoody Road Atlanta, GA 30341
Clarkston HS 618 North Indian Creek Drive Clarkston, GA 30021
Columbia HS 2106 Columbia Drive Decatur, GA 30032
Cross Keys HS 1626 N Druid Hills Road NE Atlanta, GA 30319
Druid Hills HS 1798 Haygood Drive NE Atlanta, GA 30307
Druid Hills MS 3100 Mount Olive Drive Decatur, GA 30033
Dunwoody HS 5035 Vermack Road Atlanta, GA 30338
Lakeside HS 3801 Briarcliff Road, NE Atlanta, GA 30345
Lithonia HS 2440 Phillips Road Lithonia, GA 30058
Martin Luther King, Jr. HS 3991 Snapfinger Road Lithonia, GA 30038
McNair Ronald E. Sr. HS 1804 Bouldercrest Road, SE Atlanta, GA 30316
McNair Ronald E. Sr. MS 2190 Wallingford Drive Decatur, GA 30032
Miller Grove HS 2645 DeKalb Medical Parkway Lithonia, GA 30058
Redan HS 5247 Redan Road Stone Mtn, GA 30088
Southwest DeKalb HS 2863 Kelley Chapel Road Decatur, GA 30034
Stephenson HS 701 Stephenson Road Stone Mtn, GA 30087
Stone Mountain HS 4555 Central Drive Stone Mtn, GA 30083
Towers HS 3919 Brookcrest Circle Decatur, GA 30032
Tucker HS 5036 Lavista Road Tucker, GA 30084
Adams Stadium 2415 North Druid Hills Road Atlanta, GA 30329
Napolean B. Cobb Stadium 1192 Clarendon Avenue Decatur, GA 30032
James R. Hallford Stadium 3789 Memorial College Avenue Clarkston, GA 30021
William “Buck” Godfrey Stadium 2817 Clifton Springs Road Decatur, GA 30034
North DeKalb Stadium 3688 Chamblee-Dunwoody Road Chamblee, GA 30341
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 31
Attachment C
RFP 24-578
District Wide Synthetic Turf Maintenance Services
Critical Paragraphs
Offerors must put their initials in the space provided in front of each critical paragraph and
sign below. Initials signify that the information has been read and the offeror agrees to
comply with the requirement, stipulations, terms and conditions. Attach and label “Critical
Paragraph.”
1) ____ This RFP does not commit DCSD to any offeror to this RFP. DCSD is not liable for any costs
incurred by an offeror in responding to this RFP. There is no guarantee of any offeror receiving an
award or contract as a result of submitting a response to this RFP.
2) ____ Any news release or publicity pertaining to any phase of this RFP will be the responsibility of DCSD
and must be cleared through DCSD’s Department of Communications and Community Relations.
3) ____ It is the responsibility of offerors to make themselves aware of and to comply with any addenda,
questions and answers posted to the DCSD website in relation to this RFP. All addenda must be
printed, signed by the certifying official and included in the RFP submittals. Failure to do so will
cause the offeror to be deemed non-responsive to the requirements of this RFP.
4) ____ Offerors to the RFP agree to fully indemnify DCSD as stated in the RFP, Part II, H.
5) ____ Offerors certify that they have not engaged in collusion and guarantee that their response is not
made in conjunction with or on behalf of another party and that they have not been directly or
indirectly induced or acted in any manner to result in restriction of trade or unfair advantage.
6) ____ The DCSD reserves the right to reject any and/or all responses submitted and to waive any
technicalities or minor irregularities in responses received. DCSD reserves the right to award any
resulting contract in the manner that is in the best interest of and most advantageous DCSD.
7) ____ Offeror understands that this solicitation requires Board of Education Approval.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 32
Attachment D
RFP 24-578
District Wide Synthetic Turf Maintenance Services
OFFEROR’S CLIENT REFERENCES
Attach and label “Offeror’s Client References.”
(Please copy this form and use one form per reference.)
Attach and label “Offeror’s Client References.”
_______________________________
Company Name Providing Reference
_______________________________
Address City/State/Zip
_______________________________
Name of Contact Person
_______________________________
Telephone Number of Contact Person
_______________________________
Email Address of Contact Person
_______________________________
Date/Duration of Service Relationship
Describe in Detail Services Provided (use additional sheets if necessary):
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Important! This is a vital part of your RFP submission. DCSD will verify client references.
It is advisable that you inform your reference contact person that you have listed them for
reference.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 33
Attachment E
RFP 24-578
District Wide Synthetic Turf Maintenance Services
Statement of Confidentiality and Non-Disclosure
Any non-public information made available to the offeror by DCSD in relation to this RFP shall be
used only for those purposes outlined in the RFP document and shall not be used in any other way
without the written permission of the DCSD.
If the offeror is uncertain about the proposed use of information provided in relation to this RFP,
the offeror shall consult with the DCSD RFP contact person as identified in the RFP document for
clarification.
The offeror agrees to assume full responsibility for protecting the confidentiality of DCSD records
that are not public information. Such information may include but is not limited to student and
employee data and other written and oral information of a personal and/or confidential nature, which
shall be safeguarded by the offeror to ensure that it is not improperly disclosed.
__________________________________
Offeror Company Name
__________________________________
Company Representative
__________________________________
Date
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 34
Attachment F
RFP 24-578
District Wide Synthetic Turf Maintenance Services
SUSPENSION AND DEBARMENT CERTIFICATION
By submitting this RFP, the offeror certifies that the proposing company and/or its principals have not been
suspended, excluded, disqualified, debarred, proposed for debarment, declared ineligible or voluntarily excluded
from participation in any transaction by any federal or state department or agency and that the offeror complies with
all applicable orders, rules and regulations related thereto.
Further, by submitting this RFP, the offeror certifies that all lower tier participating individuals and/or company(s)
and all respective principals of lower tier participants have not been suspended, excluded, disqualified, debarred,
proposed for debarment, declared ineligible or voluntarily excluded from participation in any transaction by any
federal or state department or agency and that the offeror complies with all applicable orders, rules and regulations
related thereto.
The certification placed herein is a material representation of fact upon which reliance will be placed as RFP
submissions are evaluated and any transaction is entered into. If it is later determined that the prospective offeror
has knowingly rendered an erroneous certification, the DCSD may pursue all available remedies, including but not
limited to suspension and/or debarment.
The prospective offeror shall provide immediate written notice to the DCSD Purchasing Department if at any time
the prospective offeror learns that its certification was erroneous when submitted or has become erroneous by
reason of changed circumstances.
The prospective offeror agrees by submitting this form that, should the proposed transaction be entered into, the
prospective offeror shall not knowingly enter into any lower tier transaction with a person or entity that is debarred,
suspended, declared ineligible, or voluntarily excluded from participation in this transaction.
By signing and submitting this form, the offeror is providing the certification set out above.
Signature of Engaging Official: ______________________________________________ Date: _____________
(Offeror Company Name/Certifying Official Signature)
Further, the DCSD’s Purchasing Department will check the SAMS website at https://www.sams.gov/SAM/ to
determine if the offeror is listed.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 35
Attachment G
RFP 24-578
District Wide Synthetic Turf Maintenance Services
NON-COLLUSION
Upload this documentation under the Response Attachment tab via IonWave titled “NON-COLLUSION”
Bidders shall fully certify that they, as an individual or as an engaging official of a formal business entity,
have not entered into any agreement, participated in collusion, or otherwise taken any action in restraint
of free and competitive responses to this bid. Further, bidders guarantee that their response are not
made in conjunction with or on behalf of another party and that they have not been directly or indirectly
induced in any manner or taken any action to result in a restriction of trade or in an unfair advantage.
Bidder must sign below acknowledging the above statement.
Signature of Company Representative:
______________________________________
Company Name/Certifying Official Signature
Date: _____________
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 36
Attachment H
RFP 24-578
District Wide Synthetic Turf Maintenance Services
CONFLICT OF INTEREST
Upload this documentation under the Response Attachment tab via IonWave titled “CONFLICT OF
INTEREST”
Bidder shall use its best efforts to disclose with their proposal the name of any officer, director, or agent who also
is a DCSD employee, agent, representative, contractor, immediate family member (spouse, child, sibling, or parent
or the spouse of a child, sibling or parent) or DeKalb County Board of Education member. Bidders shall also disclose
the name of any DCSD employee, agent, representative, contractor, immediate family member or board member
who owns, directly or indirectly, an interest in five percent or more in the Bidder’s company or any of its branches.
In the event the Bidder was aware of a conflict of interest prior to the award of the contract and did not disclose the
conflict DCSD may, at its discretion, terminate the contract for default. The Bidder further agrees that, if after award,
a conflict of interest is discovered, an immediate and full disclosure in writing must be made to the DCSD Purchasing
Department which must include a description of the action which the Bidder has taken or proposes to take to avoid
or mitigate such conflicts. If a conflict of interest is determined to exist, DCSD may, at its discretion, cancel the
contract. Bidders shall certify that their response to this Bid is impartial, at arms-length, and free of any conflict of
interest at this time, unfair advantage, or personal benefit to any DCSD official.
Bidder must sign below acknowledging the above statement.
Signature of Company Representative:
____________________________________
Company Name/Certifying Official Signature
Date: _____________
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 37
Attachment I
RFP 24-578
District Wide Synthetic Turf Maintenance Services
IMMIGRATION & SECURITY CERTIFICATION
If you are providing service, performing work or delivering goods to the DeKalb County Board of
Education/DeKalb County School District including, but not limited to schools, warehouses and central
offices, the applicable Georgia Security and Immigration Compliance documents found here must be
completed, signed, notarized and submitted with your bid/proposal. Failure to provide this document with
your bid/proposal will result in the disqualification of the bid/proposal.
1) Offeror/Bidder (the “Offeror”) shall at all times comply with the Georgia Security and Immigration
Compliance Act, as amended, O.C.G.A. § 13-10-90 et. Seq.
2) In order to insure compliance with the Immigration Reform and Control Act of 1986 (IRCA), D.L. 99 -603
and the Georgia Security and Immigration Compliance Act, as amended by the Illegal Immigration
Reform Act of 2011, O.C.G.A. § 13-10-90 et. Seq. (collectively the “Act”), the Offeror MUST INITIAL the
statement applicable to Offeror below:
(a) _______ (Initial here): order to comply with the Act; is authorized to use and uses the federal
authorization program under the federal work authorization user identification number issued on the
date of authorization below; will continue to use the authorization program through out the contract
period; Offeror further warrants and agrees Offeror shall execute and return any and all affidavits
required by the Act and the rules and regulations issued by the Georgia Department of Labor as set
forth at Rule 300-10-1-.01 et. Seq. [Offerors who initial (a) must attach and return a signed, notarized
Contractor Affidavit and Agreement with the Contract if awarded];
or
(b) _______ (Initial here): Offeror warrants that he/she does not employ any other persons, and he/she
does not intend to hire any employees or to perform the Contract. [Offerors who initial (b) must attach
and return a signed, notarized Affidavit of Exception with the Contract if awarded];
or
3) I________ (Initial here): Offeror is an individual who is licensed pursuant to Title 26 or Title 43 or by
the State Bar of Georgia and is in good standing when such contract is for services to be rendered by
such individual and thus does not have to provide an affidavit.
4) _____ (Initial here) Offeror will not employ or contract with any subcontractor in connection with a
covered contract unless the subcontractor is registered, authorized to use, and uses the federal work
authorization program; and provides Offeror with all affidavits required by the Act and the rules and
regulations issued by the Georgia Department of Labor as set forth at Rule 300 -10-1-.01 et. Seq.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 38
5) _____ (Initial here) Offeror agrees that, if Offeror employs or contracts with any sub-contractor in
connection with the covered contract under the Act and DOL Rules 300-10-1- .01, et seq that Offeror
will secure from each sub -contractor at the time of the contract the sub-contractor’s name and address,
the employee-number applicable to the sub-contractor, the date the authorization to use the federal
work authorization program was granted to sub-contractor; the subcontractor’s attestation of the
subcontractor’s compliance with the Act and Georgia Department of Labor Rule 300 -10-1-.01, et seq.;
and the subcontractor’s agreement not to contract with sub-subcontractors unless the sub-subcontractor
is registered, authorized to use, and uses the federal work authorization program; and provides
subcontractor with all affidavits required by the Act and the rules and regulati ons issued by the Georgia
Department of Labor as set forth at Rule 300-10-1-.01 et. Seq.
6) ______ (Initial here) Offeror agrees to provide the DeKalb County School District with all affidavits of
compliance as required by O.C.G.A. § 13-10-90 et seq. and Georgia Department of Labor Rules 300-
10-1-.01, et seq within five (5) business days of receipt.
_____________________________ ______________________________
Signature Date
_____________________________ ______________________________
EEV/Basic Pilot Program Date of Authorization
User Identification Number
Firm Name: __________________________________________________________
Street/Mailing Address: ________________________________________________
City, State, Zip Code: __________________________________________________
Telephone Number: ___________________________________________________
Email Address: _______________________________________________________
SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE
______ DAY OF_____________________, 20____
Notary Public
My Commission Expires: ___________________________
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 39
DEKALB COUNTY SCHOOL DISTRICT
Offeror E-Verify Affidavit
By executing this affidavit, the undersigned Offeror verifies its compliance with Immigration Reform and Control
Act of 1986 (IRCA), Pub.L. 99-603, stating affirmatively that the individual firm or corporation which is engaged in
services on behalf of the DeKalb County School District has registered with, is authorized to use and uses the
federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in
accordance with the applicable provisions and deadlines established by federal law and regulation. Furthermore,
the undersigned Offeror will continue to use the federal work authorization program throughout the contract period.
Offeror hereby attests that its federal work authorization user identification number and date of authorization are as
follows:
Federal Work Authorization User Identification
number:
Date of Authorization:
Name of Project: DISTRICT WIDE SYNTHETIC TURF
MAINTENANCE SERVICES
Solicitation Number (if applicable): RFP 24-578
Name of Public Employer: DeKalb County School District
I hereby declare under penalty of perjury that the foregoing is true and correct.
Executed on _____, ____, 202__ in ___________________________________, __________
(city) (state)
Signature of Authorized Officer or Agent
Printed Name and Title of Authorized Agent:
SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _________ DAY OF _________, 20___.
Notary Public
My Commission Expires:
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 40
DEKALB COUNTY SCHOOL DISTRICT
Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)
By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating
affirmatively that the individual firm or corporation which is engaged in the physical performance of services on
behalf of the DeKalb County School District has registered with, is authorized to use and uses the federal work
authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with
the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned
contractor will continue to use the federal work authorization program throughout the contract period and the
undersigned contractor will contract for the physical performance of services in satisfaction of such contract only
with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-
91(b). Contractor hereby attests that its federal work authorization user identification number and date of
authorization are as follows:
Federal Work Authorization User Identification
number:
Date of Authorization:
Name of Subcontractor:
Name of Project: DISTRICT WIDE SYNTHETIC TURF
MAINTENEANCE SERVICES
Solicitation Number (if applicable): RFP 24-578
Name of Public Employer: DeKalb County School District
I hereby declare under penalty of perjury that the foregoing is true and correct.
Executed on _____, ____, 202__ in ___________________________________, __________
(city) (state)
Signature of Authorized Officer or Agent
Printed Name and Title of Authorized Agent:
SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _________ DAY OF _________, 20___.
Notary Public
My Commission Expires:
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 41
DEKALB COUNTY SCHOOL DISTRICT
Subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(3)
By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating
affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under
a contract with _________________________________________ on behalf of the DeKalb County School
District has registered with, is authorized to use and uses the federal work authorization program commonly known
as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines
established in O.C.G.A. § 13-10-91. Furthermore, the undersigned subcontractor will continue to use the federal
work authorization program throughout the contract period and the undersigned subcontractor will contract for the
physical performance of services in satisfaction of such contract only with sub-subcontractors who present an
affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91(b). Additionally, the undersigned
subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five
(5) business days of receipt. Subcontractor hereby attests that its federal work authorization user identification
number and date of authorization are as follows:
Federal Work Authorization User Identification Number:
Date of Authorization:
Name of Subcontractor:
Name of Project: DISTRICT WIDE SYNTHETIC TURF
MAINTENANCE SERVICES
Solicitation Number (if applicable): RFP 24-578
Name of Public Employer: DeKalb County School District
I hereby declare under penalty of perjury that the foregoing is true and correct.
Executed on _____, __________, 202___ in __________________________________, __________
(city) (state)
Signature of Authorized Officer or Agent
Printed Name and Title of Authorized Agent:
SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _________ DAY OF _________, 20___.
Notary Public
My Commission Expires:
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE SERVICES PAGE 42
DEKALB COUNTY SCHOOL DISTRICT
Sub-subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(4)
By executing this affidavit, the undersigned sub-subcontractor verifies its compliance with O.C.G.A.§ 13-10-91,
stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services
under a contract for _______________________________________ and
______________________________________ on behalf of the DeKalb County School District has registered
with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any
subsequent replacement program, in accordance with the applicable provisions and deadlines established in
O.C.G.A. § 13-10-91. Furthermore, the undersigned sub-subcontractor will continue to use the federal work
authorization program throughout the contract period and the undersigned sub-subcontractor will contract for the
physical performance of services in satisfaction of such contract only with sub-subcontractors who present an
affidavit to the sub-subcontractor with information required by O.C.G.A §13-10-91(b). The undersigned sub-
subcontractor shall submit, at the time of such contract, this affidavit to
___________________________________________________. Additionally, the undersigned sub-subcontractor
will forward notice of the receipt of any affidavit from a sub-subcontractor to the contractor within five (5) business
days of receipt. Sub-subcontractor hereby attests that its federal work authorization user identification number and
date of authorization are as follows:
Federal Work Authorization User Identification Number:
Date of Authorization:
Name of Sub-subcontractor:
Name of Project: DISTRICT WIDE SYNTHETIC TURF
MAINTENANCE SERVICES
Solicitation Number (if applicable): RFP 24-578
Name of Public Employer: DeKalb County School District
I hereby declare under penalty of perjury that the foregoing is true and correct.
Executed on ____, __________, 202___ in ___________________________________, __________
(city) (state)
Signature of Authorized Officer or Agent
Printed Name and Title of Authorized Agent:
SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _________ DAY OF _________, 20___.
Notary Public
My Commission Expires:
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 43
ATTACHMENT J
SAMPLE SERVICE AGREEMENT
BETWEEN THE
DEKALB COUNTY SCHOOL DISTRICT
AND _______________________
Service Provider: ___________________
Project Name: ___________________
Address: ___________________
___________________
RFP No.: RFP 24-578
Description: District Wide Synthetic Turf Maintenance Services
43
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 44
THIS SERVICES AGREEMENT and the below referenced documents attached as Exhibits
(hereinafter the “Service Agreement") is made and entered into by and between the DeKalb County School
District (hereinafter the “DCSD”) whose address is 1701 Mountain Industrial Boulevard, Stone Mountain,
Georgia 30083 and ________________________ (hereinafter the "Service Provider") whose physical
address is ________________________. DCSD and Service Provider are referred to herein collectively as
the “Parties” and individually as a “Party.”
WHEREAS, DCSD desires to retain the services of a competent and qualified Service Provider to
provide _______________________________ services; and
WHEREAS, the DCSD has solicited for these services via an advertised request for proposals and
has received numerous responsive proposals thereto; and
WHEREAS, after review and consideration of all responsive proposals, DCSD intends to engage
the Service Provider to provide _______________________________ services; and
WHEREAS, the Service Provider remains agreeable to provide DCSD the
_______________________________ services and represents that it is competent, qualified, capable,
and prepared to do so according to the terms and conditions stated herein;
The Service Agreement consist of:
a. This Service Agreement (Agreement for Services);
b. Request for Proposal (RFP) No. 24-578 (Exhibit A);
c. The Service Provider’s Proposal to the above-numbered RFP, including pricing, and
any applicable Scope of Services and any applicable Payment and Payment Terms
Schedule attached except that objections or amendments by Service Provider that have
not been explicitly accepted by DCSD in writing in this Service Agreement shall not
be included in this Service Agreement and shall be given no weight or consideration;
(Exhibit B);
d. Board Directive Signed by the Superintendent and dated ___________ (Exhibit C);
and
e. Notice of Award dated ___________ (Exhibit D).
This Service Agreement together with the aforementioned exhibits collectively forms the Service
Agreement. All prior and contemporaneous negotiations and Service Agreements between the Parties on
the matters contained in this Service Agreement are expressly merged into and superseded by this Service
Agreement. DCSD shall not be bound by any additional terms and conditions, including but not limited to,
terms and conditions related to any provided service or good, limitations of the Service Provider’s liability
or any other third party's liability, limitation of warranties, packaging, invoices, service catalog, brochure,
technical data sheet, electronic disclosures, electronic Service Agreements, or other document which
attempts to impose any conditions at variance with or in addition to the terms and conditions of this Service
Agreement.
Any inconsistency or conflict among the specific provisions of this Service Agreement shall be resolved as
follows:
a. First, by giving preference to the specific provisions of this Service Agreement and
any change orders or modifications issued after execution of this Service Agreement;
b. Second, by giving preference to the specific provisions of the RFP attached hereto as
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 45
Exhibit “A;”
c. Third, by giving preference to the specific provisions of Service Provider’s Proposal,
including pricing and any applicable Scope of Services and any applicable Payment
and Payment Terms Schedule attached hereto as Exhibit “B,” except that objections
or amendments by Service Provider that have not been explicitly accepted by DCSD
in writing in this shall not be included in this Service Agreement and shall be given no
weight or consideration.
NOW, THEREFORE, in consideration of the mutual promises, covenants and Service
Agreements stated herein, and for other good and valuable consideration, the sufficiency of which is hereby
acknowledged by the Parties, DCSD and the Service Provider agree as follows:
ARTICLE 1
PARTIES TO THE SERVICE AGREEMENT
The DCSD’s address and its contact person are:
DeKalb County School District
1701 Mountain Industrial Blvd.
Stone Mountain, GA 30083
Attention: _______________________________
Phone: ____________
Fax: ____________
Email: _______________________
With a copy to:
DeKalb County School District
1701 Mountain Industrial Boulevard
Stone Mountain, Georgia 30083
Attention: Dr. Devon Horton, Superintendent
The Service Provider’s contact information is:
Company Name: _____________________
Address: _____________________
_____________________
Contact Person: _____________________
Title: _____________________
Phone No. Office: _________________________
Email: __________________________
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 46
Any notice or consent required to be given by or on behalf of any Party hereto to any other Party
hereto shall be in writing an shall be sent to DCSD or to the Service Provider by (a) registered or certified
United States mail, return receipt requested, postage prepaid, (b) personal delivery, or (c) overnight courier
service. All notices sent to the above addresses shall be binding unless said address is changed, and
provided in writing to the other Party, no less than fourteen days before such notice is sent.
ARTICLE 2
DURATION OF AGREEMENT
2.1 Agreement Term. The term of this Service Agreement begins on the date executed by
the last Party to execute below (hereinafter the “Effective Date”). The performance period for this
Service Agreement is one (1) year from the Effective Date.
2.2 Agreement Renewal. In addition to the base period of one (1) year, there are four (4) one-
year optional renewal terms (each a "Renewal Term") to be exercised at the sole discretion and approval
of DCSD. Additionally, as required by O.C.G.A. § 20-2-506, this Service Agreement shall terminate
absolutely and without further obligation on the part of DCSD at the close of the calendar year in which
it was executed and at the close of each succeeding calendar year for which it may be renewed, but
shall be automatically renewed for each subsequent calendar year during the term unless
DCSD terminates this Service Agreement, by providing Service Provider with thirty (30) days advance
notice of termination prior to the end of the calendar year. Renewal will depend upon the best interests
of the DCSD, funding, and Service Provider’s performance subject to the other termination methods
available to the DCSD herein.
2.3 Total Obligation. Pursuant to O.C.G.A § 20-2-506(b), DCSD’s total obligation under this
Agreement is as follows:
FY 2024 $_______________________
ARTICLE 3
SCOPE OF SERVICES
3.1 DCSD does hereby retain Service Provider to furnish those services and to perform those
tasks (collectively, the “Services”) as further described in (i) the DCSD’s Request for Proposal ________,
to include all attachments and addenda, attached hereto as Exhibit “A” and incorporated herein by reference;
and (ii) the Service Provider’s final responsive thereto, attached hereto as Exhibit “B” and incorporated into
this Agreement by this reference. A complete copy of the Scope of Work section of RFP #24-578, to include
the Service Provider’s final responsive proposal, is attached as Exhibit “B” and made a part of this Service
Agreement.
3.2 Service Provider shall be solely responsible for the professional quality, accuracy,
competence, methodology, and the coordination of all Services performed pursuant to this Agreement.
3.3 DCSD’s review, approval, or acceptance of any of the Service Provider’s Services shall
not be construed to: (i) operate as a waiver of any rights the DCSD possesses under this Agreement; or
(ii) waive or release any claim or cause of action arising out of the Service Provider’s performance or
nonperformance of this Agreement. The Service Provider shall always remain liable to the DCSD in
accordance with applicable law for any and all damages to the DCSD caused by the Service Provider’s
breach of this Agreement.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 47
ARTICLE 4
COMPENSATION
4.1 The Service Provider agrees that the compensation for all services under this Service
Agreement shall be the specific price set forth in the attached Exhibit “A” and Exhibit “B.” There shall be
no add-on charges of any kind.
ARTICLE 5
WORKING RELATIONSHIP
5.1 The Service Provider will function in cooperation with the DCSD’s designated
representative, which is set forth in Article 1 of this Service Agreement. The Service Provider will consult
with the DCSD’s representative before finalizing recommendations or taking action at Program milestones
or other key decision points. The Service Provider shall fully cooperate with the DCSD and, if applicable,
the DCSD’s representative or designee. Such cooperation shall include, without limitation, providing any
requested information to the DCSD’s representative and advising, meeting with, consulting with, and
coordinating with the DCSD’s representative.
5.2 The DCSD shall have the right, at its sole discretion, to demand and require the Service
Provider to remove any employee or subcontractor working for the Service Provider on the Program and to
replace the employee or subcontractor without cost or liability to the DCSD.
5.3 For purposes of safety and otherwise, the Service Provider, at all times, shall ensure its
ability to thoroughly and clearly communicate, in any and all necessary languages, with the DCSD
representative and with the Service Provider’s employees, agents, representatives, and subcontractors. The
Service Provider agrees to employ one or more supervisory-level personnel capable of thoroughly and
clearly communicating, in any and all necessary languages, with the DCSD’s representative and with the
Service Provider’s employees, agents, representatives, and subcontractors, and that such supervisory-level
and language-capable personnel shall be stationed at and assigned to the location(s) or site(s) where, and at
all times when, any and all work or services under this Service Agreement shall be performed.
5.4 The Service Provider shall ensure that any and all electronic devices, computers,
software, hardware, equipment and other similar and related items that are utilized by the Service Provider,
or any entity or person under the Service Provider’s supervision or control, do not harm, or allow harm, to
the DCSD’s computers, systems, networks, and technology. The Service Provider shall take any and all
measures possible to protect the DCSD’s computers, systems, networks, and technology from viruses and
other malicious codes.
ARTICLE 6
INVOICING AND AGREEMENT PRICE
6.1 Invoices. The Service Provider shall submit invoices, to DCSD, for services rendered
pursuant to the attached Exhibit “A” and Exhibit “B.” Invoices will be paid by DCSD within thirty (30)
days after receipt of the invoice from the Service Provider. All invoices shall be submitted by Service
Provider shall be submitted to: Ms. Carla Smith, Vendor Services Executive Director, DeKalb County
School District, 1701 Mountain Industrial Boulevard, Stone Mountain, Georgia, 30083.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 48
6.2 Agreement Price. DCSD shall pay, and the Service Provider shall accept, as full and
complete payment for the Contractor's timely performance of its obligations hereunder the fixed price listed
in Section 2.3. The price set forth in Paragraph 2.3 shall constitute the Agreement Price, which shall not
be modified except where evidence acceptable to DCSD of changed market conditions and indices is
produced. Price modification requests may only be made once annually and, if approved, will only become
effective upon the next renewal of the Agreement. Any such proposed price escalation /de-escalation must
be presented in writing with substantiating proof to DCSD, for approval, a minimum of ninety (90) days
prior to taking effect at the next renewal of the Agreement.
ARTICLE 7
CANCELLATION OR TERMINATION BY DCSD
7.1 DCSD reserves the right to cancel or terminate this Service Agreement at any time for
any reason, with notice in writing to the Service Provider. In the event of cancellation or termination, the
DCSD shall pay to the Service Provider all compensation earned for actual services rendered. Any
cancellation or termination by DCSD shall be effective within thirty (30) business days of the receipt of
such cancellation or termination to Service Provider by DCSD.
7.2 Upon termination of this Service Agreement, the Service Provider shall:
7.2.1 Cease work under the Service Agreement and take all necessary or appropriate
steps to limit disbursements and minimize costs
7.2.2 Immediately cease using and return to the DCSD, any personal property or
materials, whether tangible or intangible, provided by the DCSD to the Service
Provider
7.2.3 Cooperate in good faith with the DCSD and its employees, agents and
contractors during the transition period between the notification of termination
and the substitution of any replacement contractor(s); and
7.2.4 Immediately return to the DCSD any payments made by the DCSD for Services
that were not delivered or rendered by the Service Provider.
ARTICLE 8
INDEPENDENT CONTRACTOR
8.1 The Service Provider and its employees shall perform as an independent contractor and
not an employee or representative of the DCSD. The Service Provider retains sole and exclusive liability
for all contributions, taxes or payments required to be made on account of the Service Provider’s employees
under federal or state income tax laws, unemployment and workers’ compensation acts, social security acts,
and all other legislation requiring employer contributions or withholdings.
8.2 The Service Provider shall maintain strict discipline among all personnel employed at
DCSD, nor shall any person employed on any Program site have in his or her possession any drugs,
alcohol or firearms. Unprofessional conduct, including but not limited to horseplay, wrestling, and fighting,
shall not be permitted or allowed. No employee, subcontractor or representative of the Service Provider
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 49
shall use any tobacco product while at any Program site, on any property owned by DCSD or at any function
or event sponsored by or held on behalf of DCSD.
8.3 The Service Provider agrees that the Service Provider is not an employee of DCSD for
purposes of the Patient Protection and Affordable Care Act, 42 U.S.C. § 18001, et seq. (“ACA”), or for any
other purpose. The Service Provider agrees that the Service Provider will be responsible for reporting
requirements under the ACA and certifies that the Service Provider has their own individual health plan
coverage. The Service Provider agrees that the Service Provider shall make the necessary federal, state,
and local filings and returns as required by law at the appropriate times, including, but not limited to, federal,
state, and local income tax (including estimates), filings and returns required by the Self-Employment
Contribution Act, and any other filing or return, required by federal, state, or local government. With
respect to ACA compliance obligations, Service Provider acknowledges and agrees that:
• Service Provider is responsible for filing Form 1094-C and Form 1095-C
with respect to all assigned workers assigned to DCSD;
• Service Provider is responsible for compliance with Internal Revenue
Code Section 4980H with respect to assigned workers;
• If requested by DCSD in connection with any governmental audit or
inquiry, Service Provider will cooperate in furnishing DCSD with detailed
information on assigned workers as reasonably needed for DCSD to
respond to such audit or inquiry, and at no additional charge;
• Service Provider will offer health plan coverage to assigned workers (and
their dependents) that complies with the ACA's minimum value and
affordability requirements and, during the term of their staffing Service
Agreement; and
• In addition to any existing indemnification obligations set forth in Article
20, herein, Service Provider agrees to reimburse DCSD for any penalty or
tax imposed against DCSD with respect to any assigned worker, and to
indemnify and hold harmless DCSD against all liabilities, penalties and
fees that may be imposed upon DCSD, under Internal Revenue Code
Section 4980H(a) or (b); provided that DCSD will provide prompt notice
to Service Provider of its receipt of any notice of assessment of penalty or
taxes under Code Section 4980H and Service Provider will cooperate fully
with DCSD in contesting such assessment and accepting responsibility for
its assigned workers.
ARTICLE 9
RESPONSIBILITY FOR SERVICES
9.1 In the performance of this Service Agreement, the Service Provider warrants that it shall
consistently render its best efforts and shall exercise that degree of skill and care which others would
exercise in like circumstances and that its Services will be performed without errors or omissions. Service
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 50
Provider shall be responsible for the accuracy of its Services and any error and/or omission made by the
Service Provider in any work under this Service Agreement. Services performed by the Service Provider
shall be subject to review and acceptance in stages as required by the DCSD. Acceptance shall not relieve
the Service Provider of its professional obligation to correct, at Service Provider’s own expense, any errors
in the S.
9.2 If Services performed by the Service Provider fail to meet the standards set forth in
Paragraph 9.1, the DCSD may elect to have the Service Provider re-perform, or cause to be re-performed,
at no cost to the DCSD any of the Services which fail to meet said standards where: (i) such failure appears
during the performance of the Service Provider’s Services or within one year from the date of completion
of the Service Provider’s Services, and (ii) the DCSD notifies Service Provider of any such failure within
sixty (60) days of the time that the failure becomes apparent. This Paragraph 9.2 shall not be interpreted to
limit the right of the DCSD to pursue and obtain any and all other remedies against the Service Provider at
law or in equity.
9.3 Service Provider warranties that any goods to be produced to or delivered to DCSD
during the course and scope of work for this Program will be of merchantable quality, free from defects in
materials and workmanship.
9.4 DCSD acknowledges that the Service Provider shall be entitled to rely on the accuracy
and currency of information supplied by the DCSD or by any of the DCSD’s contractors or consultants, or
available from generally accepted reputable sources.
9.5 DCSD MAKES NO OTHER WARRANTIES, EXPRESS OR IMPLIED.
ARTICLE 10
OWNERSHIP OF WORK PRODUCT
10.1 Any reports, recommendations, estimates, specifications, drawings, technical data,
sketches, computer software, and all other information developed, created, procured or requested by the
Service Provider in connection with its performance under this Service Agreement (the “Information”) shall
be the property of the DCSD. In entering into this Service Agreement, the Service Provider hereby transfers
to the DCSD all rights, title, and interest, including the copyright, in and to the Information.
10.2 Any reports, recommendations, estimates, specifications, drawings, technical data,
sketches, computer software, and all other information developed by equipment vendors or other third
parties that relate to the Program shall be the property of the DCSD. This provision shall not act to transfer
rights of DCSDs of standard software or specification packages for which copyright is retained by the
developer.
10.3 All original technical data, evaluations, reports and other work product of the Service
Provider shall be delivered to the DCSD upon the completion, cancellation or termination of Services under
this Service Agreement within three (3) business days of such completion, cancellation or termination. The
Service Provider may retain one (1) copy of all documents produced by the Contractor for its permanent
file.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 51
ARTICLE 11
ACCOUNTING AND RECORDS
11.1 The Service Provider shall maintain a system of accounting and record keeping for all
Services. Further, the Service Provider will allow the DCSD’s inspection of necessary supporting receipts
and documentation for audit purposes for a period of six (6) years after completion of Services provided
under this Service Agreement.
ARTICLE 12
COMPLIANCE WITH LAWS
12.1 The Service Provider shall comply with all federal, state and local laws, regulations,
ordinances, and DeKalb County Board of Education policies that are in any way applicable to the
performance of its Services under this Service Agreement including but not limited to laws governing
health, safety, the protection or preservation of the environment, and occupational licensing.
ARTICLE 13
EQUAL EMPLOYMENT OPPORTUNITY
13.1 The Service Provider will not discriminate against any worker, employee or applicant
for employment because of race, color, religion, sex, national origin, age, citizenship status, veteran status,
sexual orientation or handicap. The Service Provider will take affirmative action to ensure that applicants
are employed, and that workers are treated during employment, without regard to their race, color, religion,
sex, national origin, age, citizenship status, veteran status, sexual orientation or handicap. Such action shall
include, but not be limited to the following: employment, upgrading, demotion, or transfer, recruitment, or
recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection
for training, including apprenticeship.
ARTICLE 14
CONTINGENCY FEES
14.1 The Service Provider represents that it has not employed and shall not employ any person
other than its own principals and employees to solicit this Service Agreement or any contract with the
DCSD, and that it has not and shall not pay any person other than its own principals and employees any
fee, commission, percentage, gift or other consideration contingent upon or resulting from the award or
making of this Service Agreement or any other contract with the DCSD
ARTICLE 15
SUBCONTRACTORS
15.1 Service Provider shall manage all work and Services performed under this Service
Agreement. Upon the DCSD’s prior written consent, the Service Provider may subcontract all or part of the
Services to be provided. In such event, the rights and obligations of the Service Provider and the DCSD
will not be diminished.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 52
15.2 All of the Service Provider’s Subcontractors shall be directly responsible to Service
Provider and shall be under the Service Provider’s direct supervision. The Service Provider shall be as fully
responsible and accountable to the DCSD for the acts and omissions of its Subcontractors and of persons
either directly or indirectly employed by Subcontractors in the performance of Services under this Service
Agreement as the Service Provider is for the acts and omissions of persons it directly employs. Other than
the DCSD being a third-party beneficiary to any Service Agreement between the Service Provider and its
Subcontractors, no other contractual relationship between DCSD and any subcontractor is created by any
provision contained in this Service Agreement.
15.3 If the Service Provider utilizes Subcontractor(s) with respect to this Service Agreement
then the Service Provider will require Subcontractor(s) to comply with all terms and conditions of this
Service Agreement including, but not limited to the insurance requirements. The Contractor shall require
all Subcontractors to supply a certificate of insurance as required herein before the Subcontractor
commences any work.
ARTICLE 16
SUCCESSORS AND ASSIGNS
The Service Provider shall not assign its rights hereunder, excepting its right to payment, nor shall
it delegate any of its duties hereunder without the written consent of the DCSD. Subject to the provisions
of the immediately preceding sentence, each Party hereto binds itself, its successors, assigns and legal
representatives to the other and to the successors, assigns and legal representatives of such other Party.
ARTICLE 17
INSURANCE
17.1 The Service Provider and all Subcontractors shall maintain insurance in the types and
coverage amounts shown below, which insurance shall provide coverage for Service Provider during the
term of this Service Agreement. Prior to the date the Service Provider signs this Service Agreement, the
Service Provider shall provide the DCSD with (i) an endorsement from the insurer naming the DeKalb
County School District and The DeKalb County Board of Education as an additional insured under the
liability policies and (ii) certificate(s) verifying that these insurance coverages and limits are in force.
Additional certificates of insurance shall be provided whenever individual policies are renewed (or
replaced) on their anniversary date and at such other times as the DCSD requests.
17.2 If the Service Provider is a joint venture involving two (2) or more entities, then each
independent entity shall satisfy the limits and coverages specified below or the joint venture will be a named
insured under each respective policy specified.
17.3 The insurance requirements of this Service Agreement are:
Type of Insurance Coverage Limits
Workers Compensation $1,000,000
Employer’s Liability $1,000,000 annual aggregate
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 53
Comprehensive General Liability $2,000,000 annual aggregate
Including Contractual Liability, $1,000,000 per occurrence
Bodily Injury and Property Damage
Comprehensive Auto Liability $2,000,000 annual aggregate
Bodily Injury and Property Damage $1,000,000 per occurrence
Covering Owned, Hired and Non-Owned Autos
Professional Liability
Umbrella or Excess Insurance
17.4 The Service Provider waives all rights, including rights of subrogation, against the DCSD
and its respective directors, officers, partners, Board Members, officials, agents, insurers, subcontractors,
consultants and employees for damages covered by any type of insurance during and after the completion
of the Work.
17.5 Certificates of Insurance must be executed with the following provisions:
(a) Certificates to contain policy number, policy limits, and policy expiration date of all
policies issued in accordance with this Service Agreement;
(b) Certificates to contain the project number, location of property, name of property and
operations information to which the insurance applies;
(c) Certificates are to be issued to:
DeKalb County School District
DeKalb County Board of Education
1701 Mountain Industrial Blvd.
Stone Mountain, GA 30083
Attention: Risk Management Department
(d) Certificates shall state that the policy or policies shall not expire, be cancelled or altered
without at least sixty (60) days prior written notice to the DCSD.
(e) Service Provider shall be responsible and have the financial wherewithal to cover any
deductibles or retentions included on the certificate of insurance.
ARTICLE 18
ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT OF 2011
18.1 The Illegal Immigration Reform and Enforcement Act of 2011 applies to and is a requirement
for all DCSD Contracts for physical performance of services (i.e. public works contracts).
18.2 Service Provider’s compliance is set forth in Exhibit “B”. The Service Provider warrants and
represents that evidence of the Service Provider and their subcontractor(s)’ compliance by completing the
following forms is included in Exhibit “B” and incorporated herein as reference:
(a) Immigration and Security Certification
(b) Contractor Affidavit
(c) Subcontractor Affidavit
(d) Sub-Subcontractor Affidavit
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 54
ARTICLE 19
TERMINATION FOR CAUSE
19.1 Either Party hereto may terminate this Service Agreement upon giving seven (7) days prior
written notice to the other Party in the event that such other Party substantially fails to perform its material
obligations set forth herein. Any Party seeking to terminate this Service Agreement for cause shall, as a
condition precedent to the termination of this Service Agreement, provide the other Party written notice
specifically describing its failure to perform its material obligations and allow that Party thirty (30) days
after receipt of the notice in which to cure any performance deficiency.
ARTICLE 20
INDEMNIFICATION
20.1 The Service Provider agrees to hold harmless and indemnify the DCSD, its Board,
officers, employees and representatives (herein “Released Parties”) from and against any and all liability,
claims, actions, causes of action, losses, damages, demands, suits, judgments, costs and expenses arising
out of bodily injury (including death) to persons, damage to property, or financial loss, including, but not
limited to, any and all costs, expenses, legal fees and liabilities, incurred in and about investigation, defense
or prosecution thereof, to the extent caused in whole or in part by a negligent act, error or omission of the
Service Provider or any subcontractor(s), or as a result of defective Services under this Service Agreement.
20.2 The Service Provider further agrees to release, indemnify, defend and hold harmless the
Released Parties from any and all claims, demands, rights, liabilities and causes of action inuring to the
Service Provider from events over which the Released Parties exercise no control. The Service Provider
further agrees to indemnify, defend and hold harmless the Released Parties from any and all claims,
demands, rights, liabilities and causes of action arising out of DCSD’s performance under this Service
Agreement.
ARTICLE 21
AGREEMENT ADMINISTRATION
21.1 DCSD and the Service Provider have each appointed certain individuals whose names
and phone numbers appear in Article 1 to be their respective representatives in the administration and
performance of this Service Agreement. The DCSD’s representative shall have no power or authority to
change this Service Agreement, or to execute or agree to any change orders. The DCSD may change its
representative or declare a designee by written notice to the Service Provider.
21.2 To be binding against the DCSD, and as a condition precedent thereto, any addition,
deletion or modification to the terms of this Service Agreement must be in writing and signed by the DCSD.
The Service Provider acknowledges that the DCSD does not, and will not be deemed to, waive this
condition precedent under any circumstances.
21.3 Failure of the DCSD or the Service Provider to insist in any one or more instances on
performance of any of the terms and conditions of this Service Agreement, or to exercise any right or
privilege contained in this Service Agreement or the waiver of any breach of the terms and conditions of
this Service Agreement, shall not be considered as creating or constituting a waiver of any such terms,
conditions, rights or privileges, and the same shall continue and remain in force and effect.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 55
21.4 The Service Provider and the DCSD will adhere to all applicable health and safety laws,
rules and regulations including Occupational Safety and Health Administration’s (“OSHA”) Rules and
Regulations effective at the time the work was performed.
21.5 This Service Agreement shall be governed by the laws of the State of Georgia.
ARTICLE 22
PUBLIC RECORDS
22.1 The laws of the State of Georgia, including the Georgia Open Records Act, as provided
in O.C.G.A. Section 50-18-70 et seq., require procurement records and other records to be made public
unless otherwise provided by law.
ARTICLE 23
FORCE MAJEURE
23.1 The Service Provider will not be responsible or liable in any way for delay or failure to
perform its obligations under this Service Agreement during any period which performance is prevented or
hindered by conditions reasonably beyond its control, acts of God, fire, flood, and other unusually adverse
weather conditions, war, embargo, explosions, riots, laws, rules, regulations and order of any governmental
authority.
ARTICLE 24
CAPTIONS
24.1 The headings in this Service Agreement are for the convenience of the Parties hereto and
shall in no way affect the construction or interpretation of this Service Agreement or any part hereof.
ARTICLE 25
ENTIRE SERVICE AGREEMENT
25.1 This Service Agreement constitutes the entire and exclusive Service Agreement between
the Parties with reference to the Services and supersedes any and all prior communications, discussions,
negotiations, understandings, or Service Agreements. This Service Agreement may be amended only by a
writing signed by both the DCSD and the Service Provider. The signature of Service Provider below,
represents to DCSD that he/she is duly authorized to execute and deliver this Service Agreement on behalf
of Service Provider.
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 56
ARTICLE 26
MISCELLANEOUS
c. 26.1 Unless otherwise expressly provided to the contrary in this Service Agreement, the
term “day” shall mean calendar day.
d. 26.2 Any claim, dispute or other matter in question arising out of or related to this
Service Agreement shall be subject to mediation as a condition precedent to the institution of legal or
equitable proceedings by either party. If such matter relates to or is the subject of a lien arising out of the
Service Provider’s services, the Service Provider may proceed in accordance with applicable law to comply
with the lien notice or filing deadlines prior to resolution of the matter by mediation. The DCSD and
Service Provider shall endeavor to resolve claims, disputes and other matters in question between them by
mediation which, unless the parties mutually agree otherwise, shall be in accordance with the Mediation
Rules of the American Arbitration Association currently in effect. Request for mediation shall be filed in
writing with the other Party to this Service Agreement and with the American Arbitration Association. The
request may be made concurrently with the filing of a civil action but, in such event, mediation shall proceed
in advance of legal or equitable proceedings, which may be stayed pending mediation for a period of 60
days from the date of filing, unless stayed for a longer period by Service Agreement of the parties or a court
order. The Parties shall share the mediator’s fee and any filing fees equally. The mediation shall be held
in the place where the Program is located, unless another location is mutually agreed upon. Subject to the
express approval of the DeKalb County Board of Education, agreements reached in mediation shall be
enforceable as settlement agreements in any court having jurisdiction thereof.
e. 26.3 The exclusive venue for any civil action arising out of or related to this Service
Agreement shall be in the federal, superior, or state courts of DeKalb County, Georgia. If any civil action
is instituted to interpret, enforce or rescind this Service Agreement, the prevailing party in such lawsuit
shall be entitled to recover, in addition to any other relief awarded, its reasonable attorney fees and other
fees, costs, and expenses of every kind, incurred in connection with the lawsuit.
f. 26.4 If any provision of this Service Agreement or the application thereof to any person
or circumstance shall to any extent be held invalid, then the remainder of this Service Agreement or the
application of such provision to persons or circumstances, other than those as to which it is held invalid,
shall not be affected thereby, and each provision of this Service Agreement shall be valid and enforced to
the fullest extent permitted by law.
g. 26.5 This Service Agreement may be executed in several counterparts, each of which
shall be deemed an original, and all such counterparts together shall constitute one and the same Service
Agreement. A scanned or photocopy of an original signature shall be deemed an original for purposes of
this Service Agreement.
26.6 Service Provider, and all personnel of Service Provider, agree to a background check. The
Service Provider, and all personnel of Contractor, shall undergo the same criminal background check,
within the last 365 days, as required by DCSD employees. Such background checks will be performed by
DCSD at the expense of the Service Provider. Additionally, any charges against the Service Provider, or
personnel, may be deemed unacceptable in DCSD’s sole discretion regardless of whether dismissed,
expunged, sealed, removed from the record, treated as a “first offender” or dead docketed. Upon receipt
and evaluation of DCSD’s background check results, DCSD may demand that the personnel named in the
check result, not provide services to DCSD premises. Any failure of the Service Provider, or personnel, to
obtain a criminal records background check through DCSD, as stated herein, may result in termination of
any resulting contract between Service Provider and DCSD. Confirmation of background checks must be
submitted in writing prior to commencement of any services to DCSD to: Ms. Carla Smith, Purchasing
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 57
Manager III, DeKalb County School District, 1701 Mountain Industrial Boulevard, Stone Mountain,
Georgia, 30083.
26.7 Service Provider shall obtain prior written approval from DCSD’s Department of
Communications before the distribution of any news, press release or any marketing materials, by Service
Provider, which mentions DCSD, DeKalb County Board of Education, or any of the schools or centers
within DCSD, or uses DCSD’s logo or trademark. All requests for prior written approval shall be sent to:
Communications Department, DeKalb County School District, 1701 Mountain Industrial Blvd., Stone
Mountain, Georgia, 30083.
IN WITNESS WHEREOF, the DCSD and the Service Provider, agreeing to the above terms and
conditions and intending to be legally bound and each acting through persons duly authorized,
have placed their signatures on duplicate original copies of this Service Agreement.
DCSD: SERVICE PROVIDER:
DEKALB COUNTY SCHOOL DISTRICT _________________________
By: By:
[Signature] [Signature] [SEAL]
Dr. Devon Horton, Superintendent Print Name:___________________________
Title:_______________________________
1701 Mountain Industrial Blvd __________________
Stone Mountain, GA 30083 __________________
Address
__________________________________ __________________________________
[Date of Execution] [Date of Execution]
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 58
EXHIBIT “A”
DeKalb County School District RFP No. 24-578
For
District Wide Synthetic Turf Maintenance Services
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 59
EXHIBIT “B”
Service Provider’s Proposal including pricing
and any applicable Scope of Services
and any applicable Payment and Payment Terms Schedule
attached except that objections or amendments by the
Service Provider that have not been explicitly accepted by DCSD in
Writing In this Service Agreement and Contract shall not be included in
the Contract Documents Or this Service Agreement and shall be given
no weight or consideration
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 60
EXHIBIT “C”
DeKalb County Board of Education Directive
Signed by the Superintendent and dated ________________________
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 61
EXHIBIT “D”
Notice of Award Letter Dated ______________________
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 62
END OF EXHIBITS
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 63
Attachment K
RFP 24-578
District Wide Synthetic Turf Maintenance Services
SIGNATURE PAGE
I certify that I have read this RFP document in its entirety and agree to conform to and
comply with the terms, conditions and requirements of this RFP. I also certify that I am a
duly appointed official of the offering company with the authority to authorize and engage
this RFP submittal. Further, I certify that the contents of the response to this RFP are
true, accurate and complete.
______________________________ _______________________________
Printed Name/Engaging Authorized Position/Title
Company Official
_______________________________
Offeror’s Company Name
_______________________________ ________________________________
Signature/Engaging Authorized E-mail Address
Company Official
________________________________
Telephone Number
______________________________
Date
RFP 24-578 DISTRICT WIDE SYNTHETIC TURF MAINTENANCE PAGE 64
END OF RFP