Recruitment Advertising Services

RFP No. 23-0030 Recruitment Advertising Services Page 1 of 36 FINANCE DEPARTMENT PURCHASING DIVISION 100 TENTH STREET, COLUMBUS, GEORGIA 31901 P. O. BOX 1340, COLUMBUS, GEORGIA 31902-1340 706-225-4087, Fax 706-225-3033 www.columbusga.org Date: February 28, 2023 REQUEST FOR PROPOSALS: RFP No. 23-0030 Qualified firms are requested to submit proposals, subject to conditions and instructions as specified, for the furnishing of: RECRUITMENT ADVERTISING SERVICES GENERAL SCOPE Columbus Consolidated Government invites qualified firms to submit proposals to provide the Columbus Police Department with a 3:00 to 4:00 minute documentary style video for recruiting purposes. In addition, the vendor should also be able to provide other advertising media in the form or brochures, billboards and other media resources to aid in the recruitment and retention of officers. Time is of the essence; therefore, the ability to immediately

start on the project and provide a quality, finished product as soon as possible will be a major consideration in awarding of the contract. DUE DATE MARCH 24, 2023 - 5:00 PM (EASTERN) SUBMISSION REQUIREMENTS See Appendix A for information and instructions on how to register and submit a proposal through DemandStar. ADDENDA The Purchasing Division will post addenda (if any) for this project at https://www.columbusga.gov/finance-2/bid-opportunities. It is the vendors’ responsibility to periodically visit the web page for addenda, before the due date and prior to submitting a response. NO SUBMITTAL If you are not interested in this solicitation, complete and return page 3. Andrea J. McCorvey, Purchasing Manager COLUMBUS CONSOLIDATED GOVERNMENT Georgia’s First Consolidated Government http://www.columbusga.org/ https://www.columbusga.gov/finance-2/bid-opportunities RFP No. 23-0030 Recruitment Advertising Services Page 2 of 36 IMPORTANT INFORMATION E-Notification The City uses the Georgia Procurement Registry e- notification system. You must register with the Team Georgia Marketplace to receive future procurement notifications at http://doas.ga.gov/state- purchasing/suppliers/getting-started-as-a-supplier. If you have any questions or encounter any problems while registering, please contact the Team Georgia Marketplace Procurement Helpdesk: Telephone: 404-657-6000 Fax: 404-657-8444 Email: procurementhelp@doas.ga.gov http://doas.ga.gov/state-purchasing/suppliers/getting-started-as-a-supplier http://doas.ga.gov/state-purchasing/suppliers/getting-started-as-a-supplier mailto:procurementhelp@doas.ga.gov RFP No. 23-0030 Recruitment Advertising Services Page 3 of 36 STATEMENT OF "NO PROPOSAL SUBMISSION" Notify the Purchasing Division if you do not intend to submit a Proposal: Email: BidOpportunities@ColumbusGa.org Attn: Della Lewis, CPPB, GCPA Columbus Consolidated Government Purchasing Division P. O. Box 1340 We, the undersigned decline to submit a proposal for RFP No. 23-0030 for Recruitment Advertising Services for the following reason(s): Specifications are too “tight”, i.e., geared towards one brand or manufacturer (explain below) There is insufficient time to respond. We do not offer this product and/or service. We are unable to meet specifications. We are unable to meet bond requirements. Specifications are unclear (explain below). We are unable to meet insurance requirements. Other (specify below) Comments: COMPANY NAME: REPRESENTATIVE: DATE: TELEPHONE: EMAIL: mailto:BidOpportunities@ColumbusGa.org RFP No. 23-0030 Recruitment Advertising Services Page 4 of 36 PROPOSALS WILL BE EVALUATED IN ACCORDANCE WITH THE PROCEDURES AS OUTLINED BELOW IN SECTION 3-110 OF THE PROCUREMENT ORDINANCE. ALL PROPOSALS WILL BE KEPT CONFIDENTIAL UNTIL AFTER AWARD. 3-110. Competitive Sealed Proposals (Negotiations) (1) Conditions for Use When the Purchasing Manager determines that the use of competitive sealed bidding for any procurement is either not practicable or not advantageous to the City, a contract may be entered into using the competitive sealed proposals (negotiation) method. In addition, the competitive sealed proposal process shall be used for the procurement of professional services, specialized equipment or supplies. The competitive sealed proposal process may be used for procurements with an estimated total cost less than $25,000.00, if deemed to be in the best interest of the City. If the total cost can be determined, the authority to approve such solicitations will be as prescribed by article 3-104, Purchasing Limits. If, due to the required services, a total cost cannot be determined then the award recommendation will be approved by Council. A. Request for Proposals Proposals shall be solicited through Request for Proposals. The Purchasing Division shall establish the specifications with the using agency and set the date and time to receive proposals. The request for proposal shall include a clear and accurate description of the technical requirements for the service or item to be procured. B. Public Notice The public will be given adequate notice of the request for proposals, provided that, adequate notice shall mean at least fifteen (15) business days before the due date, which is stated in the request. The City reserves the right to seek request for proposals in a shorter period, if necessary, as determined by the Purchasing Manager. Notice shall be published in a reasonable time before due date, contain a description of the procurement in general terms, as well as, the place and due date for proposals, and appear in a newspaper(s) of general circulation, specifically the City’s legal organ. In addition to publication in newspapers, notice shall also be made by electronic means, including posting on the internet and on the City's government access television channel. Public works construction projects shall be advertised in accordance with Georgia State Law. The City reserves the right to mail or e-mail invitations directly to vendors under the following circumstances: − Solicitations for specialized equipment/supplies. − Solicitations for specialized services. − Re-bid of solicitations where normal advertising procedures netted no responses. − Whenever deemed necessary by the purchasing manager. https://library.municode.com/ga/columbus/codes/code_of_ordinances?nodeId=PTICH_ARTIIILEBR_CH1THCO_S3-104POCO RFP No. 23-0030 Recruitment Advertising Services Page 5 of 36 C. Receipt of Proposals Proposals must be received by the deadline date established. No public opening will be held. No proposals shall be handled to permit disclosure of the identity of any offeror or the contents of any proposal to competing offerors during the process of discussion. A register of proposals shall be prepared as part of the contract file, and shall contain the name of each offeror, the number of modifications received (if any), and a description sufficient to identify the item offered. The register of proposals shall be open for public inspection only after contract award. D. Evaluation Factors The request for proposals shall identify the relative importance of cost (when applicable) and other evaluation criteria. E. Evaluation Process An odd number of voting members of a Selection or Evaluation Committee shall evaluate all proposals received based upon the criteria stated in the request for proposals. Each voting committee member shall grade each submitted proposal based upon the evaluation criteria. F. Discussion with Responsible Offerors and Revisions to Proposals As provided in the Request for Proposals, discussions (negotiations) may be conducted with responsible offerors who submit proposals determined to be reasonably susceptible of being selected for award, to assure full understanding of and conformance to the solicitation requirements. All qualified, responsible offerors shall be given fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers. In conducting discussions, there shall be no disclosure of the identity of competing offerors or any information derived from proposals submitted by competing offerors. If only one proposal response is received, then the award recommendation shall be to the single offeror, if the offeror meets all requirements. G. Award After negotiations, the award recommendation must be presented to Columbus City Council for final approval. Award will be made to the responsible offeror whose proposal is determined to be the most advantageous to the City, taking into consideration total cost (if determined) and all other evaluation factors set forth in the Request for Proposals. After Council approval, a contract based on the negotiations (if negotiations were necessary) will be drawn and signed by all necessary parties. If Council does not approve the award, it may direct that further negotiations may take place with the recommended offeror, or that negotiations begin with the next most qualified offeror. Council may also exercise the option to reject all offers and instruct the Purchasing Manager to begin the procurement process again. The contract file shall contain the basis on which the award is made. After contract award, the contract file, will be made public. Unsuccessful offerors will be afforded the opportunity to make an appointment with the Purchasing Division for a debriefing. After the award, the contract file and the unsuccessful proposals will become subject to disclosure under the Georgia Open Records Act. RFP No. 23-0030 Recruitment Advertising Services Page 6 of 36 DO YOU HAVE QUESTIONS, CONCERNS OR NEED CLARIFICATION ABOUT THIS SOLICITATION? COMMUNICATION CONCERNING ANY SOLICITATION CURRENTLY ADVERTISED MUST TAKE PLACE IN WRITTEN FORM AND ADDRESSED TO THE PURCHASING DIVISION. ALL QUESTIONS OR CLARIFICATIONS CONCERNING THIS SOLICITATION SHALL BE SUBMITTED IN WRITING. THE CITY WILL NOT ORALLY OR TELEPHONICALLY ADDRESS ANY QUESTION OR CLARIFICATION REGARDING BID/PROPOSAL SPECIFICATIONS. IF A VENDOR VISITS OR CALLS THE PURCHASING DIVISION WITH SUCH QUESTIONS, HE OR SHE WILL BE INSTRUCTED TO SUBMIT THE QUESTIONS IN WRITING. ALL CONTACT CONCERNING THIS SOLICITATION SHALL BE MADE THROUGH THE PURCHASING DIVISION. BIDDERS SHALL NOT CONTACT CITY EMPLOYEES, DEPARTMENT HEADS, USING AGENCIES, EVALUATION COMMITTEE MEMBERS OR ELECTED OFFICIALS WITH QUESTIONS OR ANY OTHER CONCERNS ABOUT THE SOLICITATION. QUESTIONS, CLARIFICATIONS, OR CONCERNS SHALL BE SUBMITTED TO THE PURCHASING DIVISION IN WRITING. IF IT IS NECESSARY THAT A TECHNICAL QUESTION NEEDS ADDRESSING, THE PURCHASING DIVISION WILL FORWARD SUCH TO THE USING AGENCY, WHO WILL SUBMIT A WRITTEN RESPONSE. THE PURCHASING DIVISION WILL FORWARD WRITTEN RESPONSES TO THE RESPECTIVE BIDDER OR IF IT BECOMES NECESSARY TO REVISE ANY PART OF THIS SOLICITATION, A WRITTEN ADDENDUM WILL BE ISSUED TO ALL BIDDERS. THE CITY IS NOT BOUND BY ANY ORAL REPRESENTATIONS, CLARIFICATIONS, OR CHANGES MADE TO THE WRITTEN SPECIFICATIONS BY CITY EMPLOYEES, UNLESS SUCH CLARIFICATION OR CHANGE IS PROVIDED TO THE BIDDERS IN A WRITTEN ADDENDUM FROM THE PURCHASING MANAGER. BIDDERS ARE INSTRUCTED TO USE THE ENCLOSED “QUESTION/CLARIFICATION FORM” TO FAX OR EMAIL QUESTION. ANY REQUEST, AFTER A SOLICITATION HAS CLOSED AND PENDING AWARD MUST ALSO BE SUBMITTED IN WRITING TO THE PURCHASING DIVISION. RFP No. 23-0030 Recruitment Advertising Services Page 7 of 36 QUESTION/CLARIFICATION FORM Date: To: Della Lewis, Buyer Specialist Email BidOpportunities@ColumbusGA.org or Fax (706) 225-3033 Re: Recruitment Advertising Services – RFP No. 23-0030 Questions and requests for clarification must be submitted at least five (5) business days before the due date: From: Company Name Website Representative Email Address Complete Address City State Zip Telephone Number Fax Number mailto:BidOpportunities@ColumbusGA.org RFP No. 23-0030 Recruitment Advertising Services Page 8 of 36 COLUMBUS CONSOLIDATED GOVERNMENT GENERAL PROVISIONS FOR REQUEST FOR PROPOSALS Recruitment Advertising Services RFP No. 23-0030 Columbus Consolidated Government invites qualified firms to submit proposals to provide the Columbus Police Department with a 3:00 to 4:00 minute documentary style video for recruiting purposes. In addition, the vendor should also be able to provide other advertising media in the form or brochures, billboards and other media resources to aid in the recruitment and retention of officers. Time is of the essence; therefore, the ability to immediately start on the project and provide a quality, finished product as soon as possible will be a major consideration in awarding of the contract. A. PROPOSAL SUBMITTAL DATE: PROPOSALS ARE DUE: MARCH 24, 2023, NO LATER THAN 5:00 PM (EASTERN). Submit one electronic response via DemandStar. After award of the contract by Columbus Council, the awarded vendor will be notified to provide one identical hard copy of their submitted proposal with original signatures. The awarded vendor will receive a digital copy of the executed contract. The City shall not be held liable for any expenses incurred by the respondent in preparing and submitting the proposal and/or attendance at any interviews, final contract negotiations or applicable site visits. The City reserves the right to award this project or to reject any and all proposals; whichever is in the best interest of the City. B. RECEIPT OF PROPOSALS: Unless otherwise stated in the technical specifications of the RFP, the City will accept one, and only one, proposal per Offeror. In the event a team of firms is entering into a joint venture to respond to the RFP, one firm shall be named the prime contractor and the proposal shall be submitted in the name of the prime contractor. All correspondence concerning the RFP will be between the City and prime contractor. C. SUBCONTRACTING: Should the offeror intend to subcontract all or any part of the work specified, names and address of subcontractors must be provided in proposal response. The offeror shall be responsible for subcontractors’ full compliance with the requirements of the RFP specifications. If awarded the contract, payments will only be made to the offerors submitting the proposal. The Columbus Consolidated Government will not be responsible for payments to subcontractors. D. QUESTIONS ABOUT THE RFP: Communication concerning any solicitation currently advertised must take place in writing and addressed to the Purchasing Division. See page titled “Do You Have Questions ...” within this proposal package. Questions and Requests for Clarification will be received until five business days prior to the proposal due date. RFP No. 23-0030 Recruitment Advertising Services Page 9 of 36 E. PUBLIC INFORMATION: All information and materials submitted will become the property of the Columbus Consolidated Government, Columbus, Georgia; and shall be subject to the provisions of the Georgia public records law. If awarded the contract, the proposal submission, in its entirety, will be included as part of the contract documents and filed, as public record, with the Clerk of Council. F. ADDENDA: The proposer shall include acknowledgment of receipt of addenda (if any) in their sealed proposal. The proposer should include an initialed copy of each addendum in the proposal package. It is the proposer’s responsibility to contact the City for copies of addenda if they receive the proposal document from any other source other than the City. G. CONTRACT: Each proposal is received with the understanding that an acceptance in writing by the City of the offer to furnish any or all of the services and materials described shall constitute a contract between the proposer and the City. This contract shall bind the proposers to furnish and deliver the services and materials quoted, at the prices stated and in accordance with the condition of said accepted proposal. It is agreed that the successful respondent will not assign, transfer, convey or otherwise dispose of the contract or its right, title or interest in or to the same, or any part thereof, without previous consent of the City and any sureties. H. NON-COLLUSION: Proposer declares that the proposal is not made in connection with any other proposer submitting a proposal for the same commodity or commodities, and that the proposal is bona fide and is in all respects fair and without collusion or fraud. I. INDEMNITY: The Contractor covenants to save, defend, hold harmless, and indemnify the City, and all of its officers, departments, agencies, agents, and employees (collectively the "City") from and against any and all claims, losses, damages, injuries, fines, penalties, costs (including court costs and attorney’s fees), charges, liability, or exposure, however caused, resulting from, arising out of, or in any way connected with the Contractor’s intentional, negligent, or grossly negligent acts or omissions in performance or nonperformance of its work called for by the Contract Documents. J. DISADVANTAGED BUSINESS ENTERPRISE CLAUSE: Disadvantaged Business Enterprises (minority or women owned businesses) will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, creed, sex, sexual orientation, gender identity or national origin in consideration for an award. It is the policy of the City that disadvantaged business enterprises and minority business enterprises have an opportunity to participate at all levels of contracting in the performance of City contracts to the extent practical and consistent with the efficient performance of the contract. K. AFFIRMATIVE ACTION PROGRAM - NON-DISCRIMINATION CLAUSE: The City has an Affirmative Action Program in connection with Equal Employment Opportunities. The successful vendor will comply with all Federal and State requirements concerning fair employment and employment of the handicapped, and concerning the treatment of all employees, and will not discriminate between or among them by reason of race, color, age, religion, sex, sexual orientation, gender identity, national origin or physical handicap. RFP No. 23-0030 Recruitment Advertising Services Page 10 of 36 L. SPECIFICATION DESCRIPTIONS: The specifications detailed herein represent the quality of equipment, goods or services required by the City. Whenever in this invitation any particular process, service or equipment is indicated or specified by patent, proprietary or brand name of manufacturer/developer/inventor, such wording will be deemed to be used for the purpose of facilitating descriptions of the process, service or equipment desired by the City. It is not meant to eliminate offerors or restrict competition in any RFP process. Proposals that are equivalent or surpass stated specifications will be considered. Determination of equivalency shall rest solely with the City. M. TAXES: The City is exempt from State Retail Tax and Federal Excise Tax. Tax Exemption No. GA Code Sec. 48- 8-3. Federal ID No. 58-1097948. N. DRUG-FREE WORKPLACE: Per Ordinance No. 93-55, in compliance with Federal and State Drug Free Workplace Acts, the Council of Columbus, Georgia adopted a drug free Workplace Policy. Consequently, any vendor providing goods or services to Columbus Consolidated Government must comply with all applicable Federal and State Drug Free Workplace Acts. O. FEDERAL, STATE, LOCAL LAWS: All respondents will comply with all Federal, State and Local laws, ordinances, rules and regulations relative to conducting business in Columbus, Georgia and performing the prescribed service. Ignorance on the part of the respondent shall not, in any way, relieve the respondent from responsibility for compliance with said laws and regulations or any of the provisions of these documents. P. PROVISIONS OF THE PROCUREMENT ORDINANCE: The provisions of the Procurement Ordinance for the Consolidated Government of Columbus, Georgia as adopted and amended by Council shall apply to all invitations to respond to Requests for Proposals and is specifically incorporated herein by this reference. The procurement ordinance is codified on Section 2- 3.03 of the Columbus Code and can be accessed through the City’s web-site at https://library.municode.com/ga/columbus/codes/code_of_ordinances. Q. INSURANCE: All respondents shall maintain, and if requested, show proof of insurance applicable for services described in these specifications. R. HOLD HARMLESS AGREEMENT: The successful respondent hereby agrees to indemnify, hold free and harmless Columbus Consolidated Government (The City), its agents, servants, employees, officers, directors and elected officials or any other person(s) against any loss or expense including attorney fees, by reason of any liability imposed by law upon the City, except in cases of the City’s sole negligence, sustained by any person(s) on account of bodily injury or property damage arising out of or in the consequence of this agreement. S. TERMINATION OF CONTRACT: 1. Default: If the contractor refuses or fails to perform any of the provisions of this contract with such diligence as will ensure its completion within the time specified in this contract, or any extension thereof, otherwise fails to timely satisfy the contract provisions, or commits any other substantial breach of this contract, the Purchasing Division Director may notify the contractor in writing of the delay or nonperformance and if not cured within thirty (30) days or any longer time specified in writing by the Purchasing Division Director, such director may terminate the https://library.municode.com/ga/columbus/codes/code_of_ordinances RFP No. 23-0030 Recruitment Advertising Services Page 11 of 36 contractor’s right to proceed with the contract or such part of the contract as to which there has been delay or a failure to properly perform. In the event of termination in whole or in part the Purchasing Division Director may procure similar supplies or services, from other sources, in a manner and upon terms deemed appropriate by the Purchasing Division Director. The contractor will continue performance of the contract to the extent it is not terminated and will be liable for excess costs incurred in procuring similar goods or services. 2. Compensation: Payment for completed supplies or services delivered and accepted by the City will be at the contract price. The City may withhold from amounts due the contractor such sums as the Purchasing Director deems to be necessary to protect the City against loss because of outstanding liens or claims of former lien holders and to reimburse the City for the excess costs incurred in procuring similar goods and services. 3. Excuse for Nonperformance or Delayed Performance. Except with respect to defaults of subcontractors, the contractor shall not be in default by reason of any failure in performance of this contract in accordance with its terms (including any failure by the contractor to make progress in the prosecution of the work hereunder which endangers such performance) if the contractor has notified the Purchasing Division Director within 15 days after the cause of the delay and the failure arises out of causes such as: acts of God; acts of public enemy; acts of the City and any other governmental entity in its sovereign or contractual capacity; fires; floods; epidemics; quarantine restrictions; strikes or other labor disputes; freight embargoes; or unusually severe weather, If the failure to perform is caused by the failure of a subcontractor to perform or to make progress, and if such failure arises out of causes similar to those set forth above, the contractor shall not be deemed to be in default, unless the supplies or services to be furnished by the subcontractor was reasonably obtainable from other sources in sufficient time to permit the contractor to meet the contract requirements. Upon request of the contractor, the Purchasing Division Director shall ascertain the facts and extent of such failure, and, if such director determines that any failure to perform was occasioned by anyone or more of the excusable causes, and that, but for the excusable cause, the contractor’s progress and performance would have met the terms of the contract, the delivery schedule shall be revised accordingly. T. TIME FOR CONSIDERATION: Due to the evaluation process, proposals must remain in effect for at least 180 days after date of receipt. U. CONTRACT AWARD: Award of this contract will be made in the best interest of the City. V. REQUEST FOR EVALUATION RESULTS: Per the City’s Procurement Ordinance, evaluation results cannot be divulged until after the award of the contract. After contract award, proponents desiring to review documents relevant to the RFP evaluation results will be afforded an opportunity by appointment only. W. GOVERNING LAW: The parties agree that this Agreement shall be governed by the laws of Georgia, both as to interpretations and performance. RFP No. 23-0030 Recruitment Advertising Services Page 12 of 36 X. FINAL CONTRACT DOCUMENTS: It is understood that the final contract shall include the following: 1) The RFP; 2) Addenda; 3) Awarded Vendors(s) response; 4) Awarded Vendor(s) Clarifications; 5) Negotiated Components; and 6) Awarded Vendor(s) Business Requirements. Y. PAYMENT DEDUCTIONS: The City reserves the right to deduct, from payments to awarded vendor(s), any amount owed to the City for various fees, to include, but not limited to: False Alarm fees, Ambulance fees, Occupation License Fees, Landfill fees, etc. Z. PAYMENT TERMS: The City's standard payment term is usually net 30 days, after successful receipt of goods or services. Payment may take longer if invoice is not properly documented or not easily identifiable, goods/services are not acceptable, or invoice is in dispute. AA. RIGHT TO PROTEST: (1) Right of Protest. Any actual or prospective bidder offeror, or contractor who is aggrieved in connection with a solicitation or award of a contract may protest to the Purchasing Manager initially. All protests shall be filed in the manner prescribed herein. Protests that do not comply with the following rules shall be deemed invalid and of no effect. (2) The protest must be in writing, executed by a company officer that is authorized to execute agreements on behalf of the bidder or offeror or provided by an authorized legal representative of the protestor. (3) A protest with respect to an invitation for Bids or Request for Proposals shall be submitted in writing no less than five (5) business days prior to the opening of bids or the closing date of proposals or qualification statements. (4) Stay of Procurement During Protests. If there is a timely protest submitted as described above, the Purchasing Manager shall not proceed further with the solicitation or award of the contract until all administrative remedies have been exhausted or until the City Council, Mayor, or City Manager makes a determination on the record that the award of the contract without delay is necessary to protect substantial interests of the City. NOTICE TO VENDORS Sec. 2-3.05. - Submitting bids to Consolidated Government, etc.—By mayor or councilmembers. Neither the mayor nor any member of the Columbus Council shall submit any bid to the consolidated government, nor shall the mayor or any member of the Columbus Council own or have a substantial pecuniary interest in any business that submits a bid to the consolidated government. (Ord. No. 92-60, 6-23-92) Sec. 2-3.06. - Same—By members of boards, authorities, commissions. No member of any board or authority or commission or other independent or subordinate entity of the consolidated government shall submit any bid to the consolidated government or have a substantial pecuniary interest in any business that submits a bid to the consolidated government if such bid pertains to the board or authority or commission on which such person holds such membership. (Ord. No. 92-61, 6-23-92) RFP No. 23-0030 Recruitment Advertising Services Page 13 of 36 GENERAL REQUIREMENTS Recruitment Advertising Services RFP No. 23-0030 I. INTRODUCTION Columbus Consolidated Government invites qualified firms to submit proposals to provide the Columbus Police Department with a 3:00 to 4:00 minute documentary style video for recruiting purposes. In addition, the vendor should also be able to provide other advertising media in the form or brochures, billboards and other media resources to aid in the recruitment and retention of officers. Time is of the essence; therefore, the ability to immediately start on the project and provide a quality, finished product as soon as possible will be a major consideration in awarding of the contract. II. DEFINITIONS Video - Creative concept, copywriting (if necessary), presentation of scene descriptions, and production of a high-quality, dynamic, engaging, and compelling recruitment video. Preferences include use of cinematic cameras (i.e., ARRI or RED), aerial capabilities, camera stabilization for fluid action shots, use of an assortment of fast prime lenses, and proper grip equipment and lighting to achieve desired cinematic style. Production should include 10 to 14 days on-location shoot, music fees, talent fees, all necessary studio postproduction, miscellaneous expenses and delivery of final high-resolution files. Outdoor billboard series - Creative concept, graphic design and production of print-ready files for an outdoor billboard series. Includes printing/shipping charges for up to six 48 x 14 vinyls. Brochures - Graphic design, copywriting and production of a two-panel brochure. 9 x 8 flat folded to 4 x 9. Includes printing for 2,500 brochures, four-color process throughout, bleeds, 100# coated text stock. Retractable banners - Graphic design and production of a standard size (33 x 80) retractable banner. Includes printing and delivery of up to six in a series - same message, changing photography. Outdoor banners - Graphic design and production of two 12 x 4 vinyl banners with grommets. Includes printing. Window stickers - Graphic design, production of a 6 x 4 window sticker for patrol cars. Includes printing 500, four-color process. Online display ads - Graphic design, production and delivery of final digital files in all standard online display ad configurations. Does not include placement. Website design consulting - Design consulting for in-house website development. Photography - Art direction and professional photographer for a one-day photo shoot. III. BRAND NAMES It is not the intent of Columbus Consolidated Government (City) to restrict competition in any purchasing process. Any manufacturer’s names, drawings, trade names, brand names, information and/or catalog numbers used herein are for purpose of description and establishing general quality levels. Such references RFP No. 23-0030 Recruitment Advertising Services Page 14 of 36 are not intended to be restrictive; any equivalent products of any manufacturer may be offered. Any proposal that is equivalent to or surpasses these specifications will be considered. Determination of equivalency shall rest solely with the City. IV. CONDITIONS The fees for the endeavor shall include a breakdown for each category to include, production, media securing and a notice of any secured bonus airtime and or PSA time. A schedule detailing the costs of such versus the value and amount of production and advertising to be delivered. Since time is of the essence the ability for the vendor to start on the project immediately and provide a quality finished product as soon as possible will be a major consideration in awarding of the contract. Preference will be given for the vendor with the ability to produce the highest quality product. V. BUSINESS EXPERIENCE The business must have at least 5 years of experience in the area of advertising, print, web design, photography, as well as production of film or television content. VI. LOCATION / FACILITIES A. The business must possess a current business license and be able to meet with members of the Columbus Police Department within a reasonable time when requested. B. The business must be capable of providing all production and media services through established sources for the local market with the possibility of procuring media airtime outside of the local market. VII. EQUIPMENT REQUIREMENTS The business must either have on hand or have access to all equipment needed to secure production of the documentary style video. Must have the ability to convert the media for use as streaming video for the department’s website. VIII. INSPECTIONS The Columbus Police Department reserves the right to have ultimate and final approval of any and all material, and or persons used in the commercial to include technical and editing decisions. IX. PERSONNEL REQUIREMENTS All staff and representatives of the provider shall be courteous and efficient when dealing with officers of the department and public in their respective tasks to complete the project. The staff must be professional and cognizant of security and confidentiality issues when dealing with the Columbus Police department and its citizens. X. ADMINISTRATIVE RECORDS All administrative records concerning costs shall be kept on file by the provider and open to inspection by the Columbus Police Department. XI. INDEMNITY CLAUSE The Contractor covenants to save, defend, hold harmless, and indemnify the City, and all of its officers, departments, agencies, agents, and employees (collectively the “City”) from and against any and all claims, losses, damages, injuries, fines, penalties, costs (including court costs and attorney’s fees), charges, liability, or exposure, however caused, resulting from, arising out of, or in any way connected with the Contractor’s intentional, negligent, or grossly negligent acts or omissions in performance or nonperformance of its work called for by the Contract Documents. RFP No. 23-0030 Recruitment Advertising Services Page 15 of 36 XII. INSURANCE The vendors shall be required, at their own expense, to furnish to the City of Columbus Purchasing Division, evidence showing the insurance coverage to be in force throughout the term of the contract. Insurance requirements are listed on the attached Insurance Checklist. The limits shown are minimum limits. Vendor shall indicate the actual limit they will provide for each insurance requirement. The bidder shall complete the Insurance Checklist and include with bid response. Certificate of Insurance is acceptable. The Insurance Checklist will indicate to the City, the bidder’s ability and agreement to provide the required insurance, in the event of contract award. The successful candidate shall provide the required Certificates of Insurance within 10 business days after award notification. The Certificates of Insurance will name Columbus Consolidated Government as an additional insured, as well as list the applicable project or annual contract name, and/or solicitation name and number. The Certificate of Insurance will be included with the contract documents prior to signing. XIII. E-VERIFY AFFIDAVIT Pursuant to O.C.G.A. § 13-10-91, a public employer shall not enter into a contract for the performance of services unless the contractor registers and participates in the federal work authorization program. If a supplier is providing services under a contract with a total compensation amount of $2,500 or greater, (even if such services will be performed outside of the State of Georgia), Columbus Consolidated Government requires a notarized affidavit from the supplier attesting to the following: (A) The affiant has registered with, is authorized to use, and uses the federal work authorization program; (B) The user identification number and date of authorization for the affiant; (C) The affiant will continue to use the federal work authorization program throughout the contract period; and, (D) The affiant 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 same information required by subparagraphs (A), (B), and (C) of this paragraph. Additional information regarding the State’s E-Verify requirements can be found at: https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf. A completed, notarized E-Verify Affidavit must be included with sealed proposal; failure to do so will render the firm’s or individual’s proposal non-responsive and ineligible for award consideration. XIV. PROPOSAL PREPARATION AND SUBMISSION See Appendix A for information and instructions on how to register and submit proposals through DemandStar. Firms should submit proposals that address each of the sections specified below. With the exception of the E- Verify Affidavit (Form 1), the form titled “Communication Concerning This Solicitation” (Form 2), and the proposed cost, fees, rates, revenue, etc., the City reserves the right to request any omitted information. Firms shall be notified, in writing, and shall have two (2) days, after notification, to submit the omitted information. If the omitted information is not received within two (2) days, the firm shall be deemed non-responsive, and the proposal will not receive further consideration. https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf RFP No. 23-0030 Recruitment Advertising Services Page 16 of 36 Section 1: Transmittal Letter The transmittal letter shall: A. Introduce the business; describe the ownership; include complete address, phone, and fax numbers (if applicable), and include the name and email address(es) of contact person(s) during this proposal process. B. List the complete address, telephone number and fax number for the corporate office as well as for the office/branch that will administer the contract. C. Include a statement to the effect that the proposal is binding for at least 180 days from the proposal date. An authorized agent of the business must sign the transmittal letter. Section 2: E-Verify Affidavit (Form 1) A properly completed, notarized E-Verify Affidavit must be included with sealed proposal; failure to do so will render the firm’s proposal non-responsive and ineligible for further consideration. Additional information regarding the State’s E-Verify requirements can be found at: https://www.audits2.ga.gov/wp-content/uploads/2021/10/13- 10-91.pdf. Section 3: Communication Concerning This Solicitation (Form 2) Complete the form titled Communication Concerning This Solicitation. Section 4: Addenda Acknowledgement (Form 3) Use Form 3 to acknowledge receipt for all addenda (if any). Addenda will be posted at: https://www.columbusga.gov/finance-2/bid-opportunities. It is the vendors’ responsibility to periodically visit the web page for addenda before the due date and before submitting a proposal. Section 5: Federal Compliance Complete the form titled Federal Compliance (Form 4) Section 6: Exceptions to RFP A. List ANY AND ALL exceptions to the RFP specifications in this section of proposal submission. Exceptions listed in other areas of the vendor’s submission will not be considered. All exceptions will be vetted during the RFP process, and if found unacceptable, the vendor’s proposal will be rejected and no longer considered for award. Exceptions shall be considered by the Evaluation Committee. The vendor’s proposal may not receive further consideration if exceptions are not acceptable and/or cannot be clarified to the Committee’s satisfaction. Vendors shall be notified in writing if exceptions are not acceptable. PLEASE NOTE: EXCEPTIONS TO THE RFP GENERAL PROVISIONS WILL NOT BE CONSIDERED, AND IF SUBMITTED WILL AUTOMATICALLY RENDER THE RESPONSE NON- RESPONSIVE. B. VENDOR AGREEMENT/CONTRACT FORM: Exceptions also include the terms of any contract or other agreements which the vendor or any subcontractors will require to be executed by the City. C. If there are no exceptions, vendor must include a statement for this Section stating the following: No Exceptions. https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf https://www.columbusga.gov/finance-2/bid-opportunities RFP No. 23-0030 Recruitment Advertising Services Page 17 of 36 Section 7: Experience/Personnel A. Firm: The business must have at least 5 years of experience in the area of advertising, web consultation, graphic design and video production. Describe in detail how your firm is qualified to provide the required services. B. Personnel: Identify key personnel who will be assigned to this project, and their respective roles; curriculum vitae should be included. C. Client Work History: Use Form 5 to list the last three (3) completed projects performed by the firm, which were similar in size and scope. Section 8: Production Quality The Evaluation Committee will give preference to the vendor with the proven ability to produce the highest quality product that aligns with the requirements and recruitment needs of the Columbus Police Department. A. Each proposal copy shall include commercials and Public Service Announcements (PSAs) created by your firm. Include a link to the commercials. B. Each proposal copy shall include color copies and/or photos of print material created by your firm. Section 9: Production Time The Evaluation Committee will give preference to the vendor with the proven ability to produce the highest quality product with the most amount of airtime to include bonus and PSA time. A. Approach: Describe in detail your understanding and approach to this project. B. Service Plan: The service plant must include time estimates; do not include actual dates in the service plan, rather days, weeks and months. Section 10: Cost Proposal (subject to negotiation) The fees for this endeavor shall include a breakdown for each category to include, video production, web design consultation, as well as print and advertising costs. Provide a schedule detailing the costs of such versus the value and amount of production and advertising to be delivered. Section 11: Contract Signature Page Complete Form 6. City officials will sign the copies after Columbus Council approves the contract award with the successful firm (see note below). Per the General Provisions, Page 12, Item X, the final contract shall include the following: 1) The RFP; 2) Addenda; 3) Awarded Vendor(s) response; 4) Awarded Vendor(s) Clarifications; 5) Negotiated Components; and 6) Awarded Vendor(s) Business Requirements. Please note: After award of the contract by Columbus Council, awarded vendor will be notified to provide one identical hard copy of submitted proposal with original signatures. The awarded vendor will receive a digital copy of the executed contract. Section 12: Proof of Insurance Provide Insurance Checklist (Form 7) or Certificate of Insurance. RFP No. 23-0030 Recruitment Advertising Services Page 18 of 36 Section 13: Form W-9, Request for Taxpayer Identification Number and Certification Complete and return Page 1 of the Form W-9, which is available at https://www.irs.gov/pub/irs-pdf/fw9.pdf Section 14: Business License (Occupation License) Provide a current copy of the Business License (Occupation License) that is required to conduct business at your location. If awarded the contract, the successful vendor must obtain a business license from the City of Columbus. However, if the business is located in Georgia and has proof of being properly licensed by a municipality in Georgia, and paid applicable occupation taxes in that city, the contractor will not be required to pay occupation taxes in Columbus, Georgia. If you have questions regarding this requirement, please contact Yvonne Ivey, Revenue Division Manager, at telephone 706-225-3091. VIII. EVALUATION OF PROPOSALS Each submittal will be evaluated to determine the ability of each offeror to provide the required services. The following weighted criteria will be used to evaluate proposals: Each of the above criteria (A - D) will be given a rating, of 1 through 100, by each member of the Evaluation Committee. The ratings are as follows: Description Value Poor = Is not qualified. 20 Points Marginal = Is minimally qualified but one or more area is lacking in some essential aspect. 40 Points Adequate = Is qualified and is generally capable of achieving the objectives of this RFP. 60 Points Good = Is more than qualified and exceeds in some areas. 80 Points Excellent = Is fully qualified and exceeds in several or more areas. 100 Points After the review and rating of proposal (s) by the evaluation committee, individual scores will be averaged and ranked. Offerors will be ranked in descending order of numerical predominance. Criteria Weight A. Experience/Personnel 20% B. Production Quality 20% C. Production Time 30% D. Cost vs. Airtime 30% Total 100% https://www.irs.gov/pub/irs-pdf/fw9.pdf RFP No. 23-0030 Recruitment Advertising Services Page 19 of 36 FORM 1 FORM 1 E-VERIFY AFFIDAVIT 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 Columbus Consolidated Government 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: Company ID Number (numerical, 4-7 digits) Date of Authorization **See https://e-verify.uscis.gov/emp/vislogin.aspx?JS=YES to access your E-Verify Company Identification Number. Name of Contractor Recruitment Advertising Services – RFP No. 23-00230 Name of Project Columbus Consolidated Government Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on , ___, 20 __ in (city), ______ (state). Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent Subscribed and sworn before me on this the day of , 20 . NOTARY PUBLIC My Commission Expires: A properly completed, notarized E-Verify Affidavit must be included with sealed proposal; failure to do so will render the firm’s proposal non-responsive and ineligible for further consideration. https://e-verify.uscis.gov/emp/vislogin.aspx?JS=YES RFP No. 23-0030 Recruitment Advertising Services Page 20 of 36 FORM 2 COMMUNICATION CONCERNING THIS SOLICITATION THIS PAGE MUST BE SIGNED AND RETURNED WITH THE VENDOR’S BID/PROPOSAL. FAILURE TO INCLUDE THIS FORM WILL AUTOMATICALLY RENDER VENDOR’S RESPONSE NON-RESPONSIVE. ALL QUESTIONS OR CLARIFICATIONS CONCERNING THIS SOLICITATION SHALL BE SUBMITTED IN WRITING. THE CITY WILL NOT ORALLY OR TELEPHONICALLY ADDRESS ANY QUESTION OR CLARIFICATION REGARDING BID/PROPOSAL SPECIFICATIONS. IF A VENDOR VISITS OR CALLS THE PURCHASING DIVISION WITH SUCH QUESTIONS, HE OR SHE WILL BE INSTRUCTED TO SUBMIT THE QUESTIONS IN WRITING. ALL CONTACT CONCERNING THIS SOLICITATION SHALL BE MADE THROUGH THE PURCHASING DIVISION. BIDDERS SHALL NOT CONTACT CITY EMPLOYEES, DEPARTMENT HEADS, USING AGENCIES, EVALUATION COMMITTEE MEMBERS, INCLUDING NON-CCG EMPLOYEES, CONTRACTED PERSONNEL ASSOCIATED WITH THIS PARTICULAR PROJECT (I.E. ARCHITECTS, ENGINEERS, CONSULTANTS), OR ELECTED OFFICIALS WITH QUESTIONS OR ANY OTHER CONCERNS ABOUT THE SOLICITATION. QUESTIONS, CLARIFICATIONS, OR CONCERNS SHALL BE SUBMITTED TO THE PURCHASING DIVISION IN WRITING. IF IT IS NECESSARY THAT A TECHNICAL QUESTION NEEDS ADDRESSING, THE PURCHASING DIVISION WILL FORWARD SUCH TO THE USING AGENCY, WHO WILL SUBMIT A WRITTEN RESPONSE. THE PURCHASING DIVISION WILL FORWARD WRITTEN RESPONSES TO THE RESPECTIVE BIDDER. IF IT BECOMES NECESSARY TO REVISE ANY PART OF THIS SOLICITATION, A WRITTEN ADDENDUM WILL BE ISSUED TO ALL BIDDERS. THE CITY IS NOT BOUND BY ANY ORAL REPRESENTATIONS, CLARIFICATIONS, OR CHANGES MADE TO THE WRITTEN SPECIFICATIONS BY CITY EMPLOYEES, UNLESS SUCH CLARIFICATION OR CHANGE IS PROVIDED TO THE BIDDERS IN A WRITTEN ADDENDUM FROM THE PURCHASING MANAGER. BIDDERS ARE INSTRUCTED TO USE THE ENCLOSED “QUESTION/CLARIFICATION FORM” TO FAX OR EMAIL QUESTION. QUESTIONS AND REQUESTS FOR CLARIFICATION MUST BE SUBMITTED AT LEAST FIVE (5) BUSINESS DAYS BEFORE THE DUE DATE. ANY REQUEST/CONCERN/PROTEST, AFTER A SOLICITATION HAS CLOSED AND PENDING AWARD, MUST ALSO BE SUBMITTED IN WRITING TO THE PURCHASING DIVISION. ----------------------------------------------------- I agree to forward all communication about this solicitation, in writing, to the Purchasing Division. I understand that communication with other persons, other than the Purchasing Division, will render my Bid/Proposal response non-responsive and I will no longer be considered in the solicitation process. Vendor Name: Print Name of Authorized Agent: Signature of Authorized Agent: RFP No. 23-0030 Recruitment Advertising Services Page 21 of 36 FORM 3 ___________________________________ (date) ADDENDA ACKNOWLEDGEMENT Recruitment Advertising Services RFP No. 23-0030 The Purchasing Division will post addenda (if any) on the Bid Opportunities page: https://www.columbusga.gov/finance/purchasing/docs/opportunities/Bid_Opportunities.htm. It is the vendors’ responsibility to periodically visit the page to check for addenda, both before the due date and prior to submitting a response in DemandStar. IF ADDENDA WERE ISSUED: By signing below, I acknowledge 1) I have received the addenda (if any) as indicated below, 2) my submittal reflects the changes to the specifications, and 3) my submittal includes the most recently revised forms: Addendum No. dated Addendum No. dated Addendum No. dated Addendum No. dated Addendum No. dated Addendum No. dated Addendum No. dated Addendum No. dated Addendum No. dated Addendum No. dated IF NO ADDENDA WERE ISSUED: By signing below, I acknowledge that I reviewed the Bid Opportunities page referenced above on and did not see any addenda listed for this solicitation. Business Name Date Authorized Signature Print Name https://www.columbusga.gov/finance/purchasing/docs/opportunities/Bid_Opportunities.htm RFP No. 23-0030 Recruitment Advertising Services Page 22 of 36 FORM 4 FEDERAL COMPLIANCE In the event a procurement under this contract is federally funded, the Contractor agrees to comply with all federal statutes relating to nondiscrimination, labor standards, and environmental compliance. The Contractor will be notified if the procurement is federally funded. With regards to “Rights to Inventions Made Under a Contract or Agreement,” If the Federal award meets the definition of “funding agreement” under 37 CFR § 401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Contractor agrees to be wholly compliant with the provisions of 2 CFR 200, Appendix II. Additionally, for work to be performed under the Agreement or subcontract thereof, including procurement of materials or leases of equipment. Contractor shall comply and shall notify each potential subcontractor or supplier of the Contractor's federal compliance obligations. These may include, but are not limited to: (a) Title VII of the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination on the basis of race, color or national origin; (b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§ 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; (c) the Fair Labor Standards Act of 1938 (29 USC 676 et. seq.), (d) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794), which prohibits discrimination on the basis of handicaps and the Americans with Disabilities Act of 1990; (e) the Age Discrimination in Employment Act of 1967 (29 USC 621 et. seq.) and the Age Discrimination Act of 1974, as amended (42 U.S.C. §§ 6101-6107), which prohibits discrimination on the basis of age; (f) the Drug Abuse Office and Treatment Act of 1972 (P.L. 92-255), as amended, relating to nondiscrimination on the basis of drug abuse; (g) the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as amended, relating to the nondiscrimination on the basis of alcohol abuse or alcoholism; (h) §§ 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. 290 dd-3 and 290 ee-3), as amended, relating to confidentiality of alcohol and drug abuse patient records; (i) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. § 3601 et seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing; (j) any other nondiscrimination provisions in any specific statute(s) applicable to any Federal funding for this Agreement; (k) the requirements of any other nondiscrimination statute(s) which may apply to this Agreement; (l) Applicable provisions of the Clean Air Act (42 U.S.C. §7401 et seq.), the Federal Water Pollution Control Act, as amended (33 U.S.C. §1251 et seq.), Section 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and the Environmental Protection Agency regulations at 40 CPR Part 15; (m) applicable provisions of the Davis- Bacon Act (40 U.S.C. 276a - 276a-7), the Copeland Act (40 U.S.C. 276c), and the Contract Work Hours and Safety Standards Act (40 U.S.C. 327-332), as set forth in Department of Labor Regulations at 20 CPR 5.5a; (n) the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (P.L. 94-163). To demonstrate acknowledgement and understanding of the above listed Federal Requirements, vendor is required to sign below and return with bid response: Vendor Name: Signature of Authorized Agent: Print Name and Title of above Agent: RFP No. 23-0030 Recruitment Advertising Services Page 23 of 36 CLIENT WORK HISTORY Recruitment Advertising Services RFP No. 23-0030 Client Name: Contact Name: Start Date: End Date: Contract Amount: Complete Address of Client: Contact Email: Telephone: Description of Services Provided: Client Name: Contact Name: Start Date: End Date: Contract Amount: Complete Address of Client: Contact Email: Telephone: Description of Services Provided: Client Name: Contact Name: Start Date: End Date: Contract Amount: Complete Address of Client: Contact Email: Telephone: Description of Services Provided: Company Name Authorized Signature Print Name of Signatory Date FORM 5 RFP No. 23-0030 Recruitment Advertising Services Page 24 of 36 CONTRACT SIGNATURE PAGE Recruitment Advertisement Services RFP No. 23-0030 THE UNDERSIGNED HEREBY DECLARES THAT HE HAS/THEY HAVE CAREFULLY EXAMINED THE SPECIFICATIONS HEREIN REFERRED TO AND WILL PROVIDE ALL EQUIPMENT, TERMS AND SERVICES TO THE CONSOLIDATED GOVERNMENT OF COLUMBUS, GEORGIA. Company Name Signature of Authorized Representative Date Title of Authorized Representative Print Name of Authorized Signatory (Corporate seal, if applicable) Company Street Address Company Payment Address Contact: Contact: Email: Email: Telephone: Telephone: CONSOLIDATED GOVERNMENT OF COLUMBUS, GEORGIA Accepted this day of 20 Isaiah Hugley, City Manager Clifton C. Fay, City Attorney Sandra T. Davis, Clerk of Council APPROVED AS TO LEGAL FORM: ATTEST: FORM 6 RFP No. 23-0030 Recruitment Advertising Services Page 25 of 36 INSURANCE CHECKLIST Recruitment Advertising Services RFP No. 23-0030 CERTIFICATE OF INSURANCE MUST SHOW ALL COVERAGE AND ENDORSEMENTS INDICATED BY "X" CSL = Combined Single Limit; BI = Bodily Injury; PD=Property Damage Required Coverage(s) Limits (Figures denote minimums) Bidders Limits/Response X 1. Worker’s Compensation and Employer’s Liability STATUTORY REQUIREMENTS Comprehensive General Liability X 2. General Liability Premises/Operations $1 Million CSL BI/PD each occurrence, $1 Million annual aggregate 3. Independent Contractors and Sub - Contractors $1 Million CSL BI/PD each occurrence, $1 Million annual aggregate 4. Products Liability $1 Million CSL BI/PD each occurrence, $1 Million annual aggregate 5. Completed Operations $1 Million CSL BI/PD each occurrence, $1 Million annual aggregate 6. Contractual Liability (Must be shown on Certificate) $ 1 Million CSL BI/PD each occurrence, $1 Million annual aggregate Automobile Liability X 7. *Owned/Hired/Non-Owned Vehicles/ Employer non ownership $1 Million BI/PD each Accident, Uninsured Motorist Others 8. Miscellaneous Errors and Omissions $1 Million per occurrence/claim 9. Umbrella/Excess Liability $1 Million Bodily Injury, Property Damage and Personal Injury X 10. Personal and Advertising Injury Liability $1 Million each offense, $1 Million annual aggregate 11. Professional Liability $1 Million per occurrence/claim 12. Architects and Engineers $1 Million per occurrence/claim 13. Asbestos Removal Liability $2 Million per occurrence/claim 14. Medical Malpractice $1 Million per occurrence/claim 15. Medical Professional Liability $1 Million per occurrence/claim 16. Dishonesty Bond 17. Builder’s Risk Provide Coverage in the full amount of contract FORM 7 RFP No. 23-0030 Recruitment Advertising Services Page 26 of 36 Required Coverage(s) Limits (Figures denote minimums) Bidders Limits/Response 18. XCU (Explosive, Collapse, Underground) Coverage 19. USL&H (Long Shore Harbor Worker’s Compensation Act) 20. Contractor Pollution Liability $2 Million per occurrence/claim 21. Environmental Impairment Liability $2 Million per occurrence/claim X 22. Carrier Rating shall be Best’s Rating of A-VII or its equivalents X 23. Notice of Cancellation, non-renewal or material change in coverage shall be provided to City at least 30 days prior to action. X 24. The City shall be named Additional Insured on all policies X 25. Certificate of Insurance shall show Solicitation Number (RFP No. 23-0030) and Solicitation Title (Recruitment Advertising Services) in box: Description of Operations 26. Pollution: $2 Million per occurrence/claim *If offeror’s employees will be using their privately owned vehicles while working on this contract and are privately insured, please state that fact in the Bidders Limits/Response column of the insurance checklist. VENDOR’S STATEMENT: If awarded the contract, I will comply with contract insurance requirements and provide the required certificate(s). Company Name Signature of Authorized Agent Date Title of Authorized Agent Print Name of Authorized Agent RFP No. 23-0030 Recruitment Advertising Services Page 27 of 36 DEMANDSTAR SUBMISSION INFORMATION Responses must be submitted via DemandStar. See the following pages for Submission Requirements Checklist, Registering for DemandStar and Responding to an Electronic Bid in DemandStar. There is no cost to submit responses electronically through DemandStar; you will only incur a fee if you opt to receive e-notifications directly from DemandStar. You must select “Columbus Consolidated Government” as your free agency (see registration instructions). Solicitations may be accessed thru the DemandStar link that is posted at https://www.columbusga.gov/finance-2/bid-opportunities. Per Georgia HB489, the Purchasing Division will continue to post solicitations on the Georgia Procurement Registry. To receive future procurement notifications, you must register with the Team Georgia Marketplace at http://doas.ga.gov/state- purchasing/suppliers/getting-started-as-a-supplier. Excluding responses to Requests for Proposals (RFP), a tabulation of responses will be available on DemandStar shortly after the solicitation closes. The Purchasing Division will also continue to post tabulations at https://www.columbusga.gov/finance-2/Bid- Tabulations, Failure to submit electronic responses, via DemandStar, will result in the rejection of your response. Submittals received via U.S. Postal Service, FedEx, UPS, etc., will be returned unopened at the expense of the sender. The Purchasing Division will not accept hand-delivered submittals and will immediately discard any submittal left in the reception area of the Finance Department. The Purchasing Division sincerely appreciates your cooperation. APPENDIX A https://www.columbusga.gov/finance-2/bid-opportunities http://doas.ga.gov/state-purchasing/suppliers/getting-started-as-a-supplier http://doas.ga.gov/state-purchasing/suppliers/getting-started-as-a-supplier https://www.columbusga.gov/finance-2/Bid-Tabulations https://www.columbusga.gov/finance-2/Bid-Tabulations RFP No. 23-0030 Recruitment Advertising Services Page 28 of 36 ELECTRONIC SUBMITTAL CHECKLIST Recruitment Advertising Services RFP No. 23-0030 Submit your electronic response as instructed below: 1. Vendors shall submit only the required documents listed using the “Bidder Response ALL Documents” function. 2. Zip files with multiple files are not acceptable; vendors shall submit one PDF file of their submittal. 3. Due to file size limitations, please do not resend the City’s full specifications as this information is already on file. 4. In the event DemandStar requires a dollar value for your submittal, enter “0”.  1. Transmittal Letter  2. E-Verify Affidavit (Form 1)  3. Communication Concerning this Solicitation (Form 2)  4. Addenda Acknowledgement (Form 3)  5. Federal Compliance (Form 4)  6. Exceptions to RFP  7. Experience/Personnel – Items A, B, and C (Form 5)  8. Production Quality – Items A & B  9. Production Time – Items A & B  10. Cost Proposal  11. Contract Signature Page (Form 6)  12. Insurance Checklist (Form 7) or Sample Certificate of Liability Insurance  13. Page 1 of Form W-9 (https://www.irs.gov/pub/irs-pdf/fw9.pdf)  14. Business License/Occupation License NOTE: After award of the contract by Columbus Council, awarded vendor will be notified to provide one identical hard copy of submitted proposal with original signatures. The awarded vendor will receive a digital copy of the executed contract. https://www.irs.gov/pub/irs-pdf/fw9.pdf RFP No. 23-0030 Recruitment Advertising Services Page 29 of 36 RFP No. 23-0030 Recruitment Advertising Services Page 30 of 36 RFP No. 23-0030 Recruitment Advertising Services Page 31 of 36 RFP No. 23-0030 Recruitment Advertising Services Page 32 of 36 RFP No. 23-0030 Recruitment Advertising Services Page 33 of 36 RFP No. 23-0030 Recruitment Advertising Services Page 34 of 36 Enter “0” as your bid (proposal) amount. (As cost proposals remain confidential until after contract award (if any), Columbus Consolidated Government will not consider proposed costs, fees, revenues, etc., that are entered directly into DemandStar.) RFP No. 23-0030 Recruitment Advertising Services Page 35 of 36 RFP No. 23-0030 Recruitment Advertising Services Page 36 of 36