Reappraisal and Equalization Assistance for Certain Real Property

Request for Qualifications with Price Proposal

RFQ/P #47-005

For the provision of

Reappraisal and Equalization Assistance for Certain Real Property

Hall County, Georgia, Tax Assessors Department (herein “County) is soliciting bid responses from qualified vendors to provide data collection, assistance and expertise in mass appraisal tasks, assistance in the residential appeal process and technical support (herein “Services”) according to the Scope of Work as specified herein.

Schedule of Events:

Bid Post Date: April 2, 2026

Bidder’s Questions Due Date: April 17, 2026, 5:00PM EST

Bid Due Date: Thursday, April 30, 2026, 2:00PM EST

Bidding Process: Hall County is now accepting sealed bids from qualified Contractors (herein “Bidder” or “Contractor”) for the Services in the County’s Purchasing Division on the fourth (4 ^th ) floor of the Hall County Government Center, located at 2875 Browns Bridge Road, Gainesville, GA 30504 until 2:00pm EST on Thursday, April 30, 2026. All bid packets must be sealed and be time and date stamped by the Hall County receptionist located on the 4 ^th floor to be considered.

General Qualifications: Bidders must be in the regular business of providing similar Services. Bidders must be licensed, insured, and bonded in the State of Georgia.

Term: It is the County’s intention to award one (1) firm for the Services listed herein, for an initial one (1) year term, followed by four (4) additional renewal options. Renewal options are not guaranteed.

Questions: All communications must be directed solely to Julie Dorough, Issuing Officer for questions or clarifications of the RFQ/P requirements.

Addenda: If needed and in the best interest of the County, the Purchasing Division may make an extension of the bidding period by a formal written addendum and publicly posted on the County’s website. All addenda must be signed by the Bidder and returned with the bid packet.

Proposal Documents: Bidders may obtain all submittal documents at no cost via the County’s Website at, https://www.hallcounty.org/Bids.aspx, then click the link for ‘Reappraisal and Equalization Assistance for Certain Real Property’ and download all required documents under “Related Documents”. Any addenda will also be posted in this same area. Bidders are responsible for checking the County’s website for addenda.

Bid Response: The County considers a bid response as an irrevocable offer, valid for a period of one hundred and twenty (120) days from submission. The County reserves the right to reject all proposals, full or part, and to negotiate fees, conditions, or other terms with the Bidder(s) submitting the overall best scored proposal. The County reserves the right to cancel this RFQ/P in its entirety if in the best interest of the County. The County may waive nonmaterial irregularities, informalities, and errors and may seek clarification of such.

Cost Proposals: Bidder’s cost shall be fixed and firm for the contract term.

Public Reading: Bid openings are open to the public and to Bidders. Bidders are not required to attend but may do so. The Issuing Officer named herein, or another Purchasing team member, will open and publicly read all Bidder’s company names, their locations, and proposed costs on the date, time, and at the address above. Cost will not be read at this time.

Request for Clarification: The County reserves the right to request clarification or additional information provided by any Bidder. The County may also request in-person or virtual presentations, interviews, and may choose to enter into negotiations with potential Bidders as needed.

Bid Retention: Bidders may not withdraw their bid after the bid opening. Bids must be valid for one hundred twenty (120) calendar days. All forms, documents, and exhibits attached hereto must be completed and returned with the bid. The County reserves the right to retain all proposals submitted and use any idea(s) in a proposal regardless of contract award or not. The County shall have the right to waive any informality or irregularity of immaterial deviation, omissions and clerical errors in any bid received.

Legally Binding Agreement: The County and the awarded Bidder shall enter into a formal agreement; substantially in the form of the attached Exhibit B – Contract for Services. Contracts are only valid if they are signed by the County’s Chairman of the Board of Commissioners, or his/her designee, and the awarded Bidder. Bidders must sign the Exhibit B – Contract for Services and submit it with their bid responses. All questions regarding the contract, redlines, and exceptions must be submitted in writing to the Issuing Officer prior to the Bidders’ Questions Due Date listed above. If there are no written objections or exceptions, then the County will understand this as an affirmative acceptance of the Scope of Work as it is presented.

BID EVALUATION

Evaluation and Selection: The County will evaluate all submittals in accordance with the Official Code of Hall County, Georgia 3.10, and as further detailed herein. The County will evaluate proposals using a two-step process: The first is the “Technical Qualifications Proposal” that outlines the bidding firm’s qualifications, experience, and its approach to deliver the services. The second is the “Cost Proposal”, whereby the evaluation committee will evaluate the proposed cost for the Services to determine the best value for the County.

Award Process: The County reserves the right to reject any or all bids, in whole or part, or to select any Bidder, without liability on part of the County to the Bidder, to complete the described work. The County intends to award the contract to one (1) company that it deems to be the most responsible and responsive Bidder to perform all the work described herein. Lead times and length of time to complete the work may also be a factor in award. The County will not make an award of contract solely based on lowest cost bid, but also on approach, references, qualifications, and other subjective criteria as the County may deem necessary and determine at its sole discretion.

Technical Qualifications Evaluation: Bidders must answer all scored questions found on Exhibit G – Scored Questions, which are weighted and will be scored by the County’s evaluation committee. The County’s evaluation committee will score and assign point values to the answers. The total maximum points are set at 1,000. The County has assigned an 70/30 split for scoring points; seven hundred (700) points (70%) available for Technical Qualifications, and three hundred (300) points (30%) available for the cost proposal. The Bidder with the highest total point score closest to 1,000 will be the apparent contract award winner.

Unanswered questions will earn a 0-point score. The Bidder’s response should limit answers directly to the questions asked. Each answer will be scored on a scale of twenty-five (25) percentage points as shown:

Excellent = 100%

Good = 75%

Adequate = 50%

Marginal = 25%

Poor = 0%

In addition to the space provided on Exhibit G – Scored Questions, Bidders may expand their answers to the questions onto separate pages if needed with the question repeated at the top of each page. Bidders may input “see attached” in the space provided next to each question.

Responses to the questions should be clear and concise. Where appropriate, Bidder’s should show statistical information in a tabular chart format and textual information in bullet point format. Summarize key points at the beginning of each answer. All quantitative material should include complete assumptions and be supported by detailed schedules evidencing all calculations and results.

Provide one-sided documents only. Do not include superfluous marketing brochures or unnecessary promotional materials. These will not be evaluated. Address each specific question with direct, detailed answers.

BIDDER RESPONSE

Technical Qualifications: Bidders must provide a total of four (4) hard paper copies of their technical qualifications: one (1) marked “Original” and three (3) marked “Copy”. Submit all four (4) hard paper copies in a sealed envelope(s) separate from the Cost Proposal.

Cost Proposal

Bidders are to also submit one (1) hard paper copy of their Exhibit C – Cost Proposal Worksheet.

Electronic signatures on bid documents are acceptable; however, hard copies of the bid response are required, as stated above.

Combined Digital Response

Bidders must provide their responses on one (1) USB drive with two (2) folders therein: one (1) entitled “Technical Qualifications Response” and one (1) entitled “Cost Proposal”. Do not include the cost proposal in the technical qualifications folder.

Cost Evaluation: This solicitation is heavily focused on a Bidder’s qualifications, experience, and capabilities. Therefore, award may not be made solely based on the lowest cost bid. Cost will be given more importance when all other evaluation criteria are relatively equal.

Cost is not the only consideration for award. If, in the County’s sole discretion, qualifications between two (2) or more Bidders are equal, then the County may make an award to the lowest cost Bidder among them. The County will evaluate cost as presented on Exhibit C – Cost Proposal Worksheet. Any and all fees should be detailed in the response.

Validation: Hall County requires that Bidders provide a cover letter with a signature by an officer of the firm with the submittal to ensure its originality.

Mandatory Documents: Bidders must complete and return all forms, documents, and exhibits attached herein with their bid proposals. Failure to do so may deem the proposal non-responsive and the County may not evaluate it for award.

Non-Collusion Requirement (Cone-of-Silence): Bidders must not have contact of any nature with other Bidders, County staff members (except for the Issuing Officer), elected officials, nor County Commissioners during the RFQ/P evaluation process. The County may deem such as collusion, thus rendering the submission in violation of the Official Code of Hall County, and therefore the County may deem the proposal as non-responsible and not evaluate the proposal for an award.

By submitting a proposal, the Bidder represents and warrants that no official or employee of Hall County Government has, in any manner, an interest, directly or indirectly, in the proposal or in the contract which may be made under it, or in any expected profits to arise there from.

County Consultants: From time to time, the County may select an outside consultant at its own discretion who will act under the direction of County’s Project Manager. The consultant will have full authority to act on behalf of the County; however, the consultant may not solicit goods and services on behalf of the County without prior written approval from the County. Contractors MUST follow all specification sections prepared by the County’s consultant, and Contractors MUST allow the consultant to inspect the work.

Taxes: The County is exempt from State of Georgia Local Sales and Use Tax. The Bidder understands and acknowledges that it is responsible for any sales and use taxes it may incur. The Bidder will not charge or invoice the County any sales and use tax as a separate line item. The Contractor may request a copy of the County’s Georgia Sales and Use Tax Exemption Certificate.

Bonds: Bids are not required for professional services.

Table of Contents

1.0       INTRODUCTION

2.0       STATEMENT OF NEED

3.0       GENERAL TERMS AND CONDITIONS

4.0       SCOPE OF WORK

5.0       SUBMISSION OF PROPOSALS

6.0       RFQ/P RESPONSE PREPARATION

7.0       SELECTION PROCESS

7.0       STEPS TO AWARD

8.0       EXHIBITS AND ATTACHMENTS

1.0INTRODUCTION

The County desires to award one (1) company for the Services described herein and is soliciting sealed bids for this Request for Qualifications with Price Proposal (herein “RFQ/P”) for the Services. Bidders must be in the regular business of providing reappraisal and equalization assistance for certain real property services.

2.0       STATEMENT OF NEED

The County expects the awarded Bidder to be prompt, attentive, and able to perform the work in a timely and scheduled manner and with all personnel, including subcontractors, to be professional in approach and uniform in production.

In case of default by the awarded Bidder, the County reserves the right to move on to the next highest scoring Bidder to complete the Services.

3.0       GENERAL TERMS AND CONDITIONS

1. The County reserves the right to conduct any review it may deem advisable to assure services conform to the specifications.
2. Bidders, including all officers, must not be, or have been, barred by any Federal, State, or Local authority.
3. Bidders must not be, or have been, in any legal suit for negligence, willful misconduct, fraud, theft, or any other malpractice.
4. Bidders must be legally able to conduct business in the State of Georgia.
5. Bidders must not have abandoned a project or an engagement or otherwise been terminated for non-performance or subpar performance.
6. Bidders must not be under an enforcement action for related investigation pending by a professional or regulatory group or legal entity.

4.0       SCOPE OF WORK

A. Introduction: The Hall County Board of Tax Assessors along with the Board of Commissioners is

soliciting competitive sealed qualifications with pricing from vendors for:

1.         Data Collection and Data Verification/Confirmation

2.         Assistance and Expertise in Mass Appraisal Tasks

3.         Assistance in the Residential Appeal Process

4.         Technical Support

B. Scope of Service: Hall Georgia, intends to award a contract pursuant to this RFQ/P and specifications to the selected, qualified service provider for the purpose of providing services consistent with the scope of work detailed in “Scope of Work” subsections 1 through 3 below (specifically: 1. Data Collection or Data Verification/Confirmation, 2. Assistance and Expertise in Mass Appraisal Tasks, and 3. Assistance in the Residential Appeal Process)

The authority to employ persons or service providers for this purpose is provided by O.C.G.A.48-5-298, Et-al.

Limitations of Appraisal Assignments to the Assistance and Expertise in Mass Appraisal Tasks and Assistance in the Residential Appeal Process

The results of the on-site visit for “Data Collection or Verification/Confirmation” will provide the Hall County Board of Assessors with sufficient information to use in the appraisal process of developing or amending an estimate of value for the property to be included on the tax digest. The product for work completed under the “Data Collection or Data Verification/Confirmation” service does not include an opinion or estimate of value by the service provider and shall not be considered any type of appraisal.

The product for work completed under the “Assistance and Expertise in Mass Appraisal Tasks” service and the “Assistance in the Residential Appeal Process” service will include the development of an opinion or estimate of value. Therefore, these services will require personnel who are licensed by the Georgia Real Estate Appraiser’s Board and competent to perform the work assignment.

C.Proposal Requirements:

1. Data Collection or Data Verification /Confirmation

1. The Board of Tax Assessors office will identify the properties that need to be reviewed for Onsite Field Reviews, Limited Data Reviews, New Construction, Desk Audits and Appeal Assistance for verification/confirmation of data.  In some cases, the assigned appraiser will have discretion to change the assignment status from Limited Data Review to Onsite Field Review.

1. The Board of Tax Assessors office will assign to the service provider, parcels that need to be reviewed for new construction.   These parcels may be identified by building permits or other means deemed pertinent by the Board of Tax Assessors office.

The Provider must provide tablets loaded with Data Cloud Mobile Assessor Application and be able to sync to the hall county system. All field work is expected to be performed utilizing Mobile Assessor.

The service provider will provide the Board of Tax Assessors office with an accurate and complete sketch of new primary improvements.  The sketch will show all exterior wall lengths and labeling for all areas.  There is no expectation of the service provider to gain access into an improvement if not available.  Measurements are done when the improvements are “dried in”.  Estimates of value or percent completes for new construction that is present as of 1/1 shall be required along with the required risk factor.   These properties may be widely dispersed throughout the County.

1. The Board of Tax Assessors office will assign to the service provider, parcels where primary improvements(s) are already recorded in the Board of Tax Assessors data, but that need to be reviewed for the addition, removal, or modification of the primary or secondary structures.  These parcels may be identified by building permits or other means deemed pertinent by the Board of Tax Assessors office.  For these assignments, the Board of Tax Assessors will provide current property data through Mobile Assessor.  The board of Tax Assessors office will indicate the priority and nature of the assignment needing verification or being questioned by a property owner.   Discrepancies are to be noted in the data collection software.  Sketches will show all exterior wall lengths and labeling for all areas.  There is no expectation of the service provider to gain access into an improvement if not available.  These properties may be widely dispersed throughout the County.

1. All sketches must indicate the “segmented areas” within the improvement.   Specific training will be supplied to the service provider’s staff to identify standard naming and desired description of segments.

1. For each Limited Field Review, a digital photograph of the front of the house is required.  For each On-Site Field Review, a digital photograph of each improvement is required. The photograph is to be at least of the front of the improvement with no persons included in the image.  Photographs will be taken with assigned County iPads.

1. It is required that the successful vendor be proficient with Data Cloud Mobile Assessor Application.

1. The employees of the service provider will be required to perform their duties in a professional and courteous manner while performing the property visits. The County will provide a picture identification card, indicating the person is a county contractor, business cards, and the Board of Tax Assessors office will provide an information card for distribution. The vendor shall ensure that all vehicles used have appropriate signage to indicate they are contract employees. The Chief Appraiser reserves the right to request specific employees of the service provider no longer be assigned to the Hall County Project due to a lack of professional behavior.

h.  The Board of Tax Assessors office will audit the data reported from field reviews as-needed.  Continual errors and discrepancies will not be acceptable.   The Chief Appraiser reserves the right to request specific employees of the service provider who have an unacceptable rate of errors no longer be assigned to the Hall County Project.

1. The service provider will designate one individual who will serve as the primary point of contact Service Provider.  Said person will meet with the appropriate County personnel in all issues concerning this contract.

1. Measuring tapes, wheels, or lasers are acceptable tools for measuring improvements.

1. The service provider will follow all standard practices of the County when completing property visits and data collection.   This includes, but is not limited to the following: the service provider will complete all measurements in the unit of length as determined by the Board of Tax Assessors office’s standard practices; measurements will be rounded according to the office’s standard practices.   The service provider will adjust their practices to fit the needs of the County’s standard practices as required.

1. In rare cases, the service provider may be responsible for entering some information from data collection devices directly into the CAMA system (WinGAP).   The County will provide training to the service provider to support this requirement.

1. In all cases where an On-Site Field Review is conducted, the service provider shall leave the “County door hanger” on the doorknob of the front door appropriately marked up.  A business card will also be required to be left in the designated slot on the door hanger.

1. Assistance and Expertise in Mass Appraisal Tasks

Residential Valuation via Market Modeling (Lot and Improvement)

The County groups residential properties by “neighborhoods”.  These are groups of homogenous residential improvements with similar marketable features and influences such as amenities.  In some cases a neighborhood grouping may be an individual subdivision.  However, where warranted, a neighborhood may consist of multiple subdivisions or homes not residing in a subdivision. Any adjustments must consider these factors.

1. Assistance in the Residential Appeal Process

1. General Residential Appeals – as assigned.

1.The service provider will be responsible for assembling appraisal data, proposing amended value (if any), conducting field visits for all appeals that have been certified to the Board of Equalization, conversing by phone, email or in person meetings with taxpayers/agents, preparing and defending values before the Board of Equalization.

2. The service provider shall work with the county’s Appeals Division to  enter data related to appeal activity into the County’s CAMA system.

3. All values will be reviewed by staff and presented to the Board of Tax Assessors for their approval prior to making changes (normal policy) and notifying taxpayers.

1. Assist in the Settlement Hearing Process - A Settlement Hearing must be conducted between the taxpayer and the Assessor’s representative. Only those not settled are certified to Superior Court. Taxpayers must be notified within 45 days of receipt of the continuance of the appeal. Hearing must occur within 30 days of the notification.

1. The service provider will be assigned appeals to prepare.  Hearing files created by the service provider will include:  Property record Card, Photo, Sales Sheet, Sales Ratio study and Minimum/Maximum value range.  The service provider will present value information at the Settlement Hearing on behalf of the Board of Tax Assessors. Chief Appraiser or his Designee along with County Attorney when appropriate will be present to conduct the hearing.
2. If the appeal continues into the Superior Court, the service provider will attend case preparation meetings with County Legal Staff and be prepared to provide testimony as an appraisal expert.

4.        Technical support

General Technical Support - The service provider should have in depth knowledge of the WinGAP database and SQL script and report writing skills.  The service provider is expected to provided SQL script consultation and production from time to time on an as-needed basis.

D. Projected Volume:

1. Limited Field Reviews (LFR’s):  Is expected to be approximately 8,000 for the first year. This number will increase to a minimum of 15,000 parcels in subsequent year(s).   Fluctuation will depend on the number of residential building permits issued; the number of partially completed improvements (percentage complete) carried over from each tax year, and the climate of the real estate market and/or number of appeals.

1. On-Site Field Reviews (OFR’s): The ratio of OFR’s vs. LRF’s will depend on two things; appraiser discretion and manager assignment.  It is expected that approximately 20% of the parcels assigned for LFR’s will become OFR’s based on the appraisers physical drive-by.  The appraiser may gather enough information upon the physical ride-by to determine that a more detailed field inspection needs to be conducted.   Therefore, the appraiser may convert the inspection priority at that time.  Managers will also assign specific OFR’s and monitor the OFR vs. LRF ration to make sure production expectations are being met.

1. Desk Reviews: It would be anticipated that the contractor would be assigned 50% - 65% of the initial appeals in any given year to determine whether an additional field review should be conducted or forwarded to the next level of appeal.

1. Appeal Assignments: For From 2018 to 2025 the appeal history has been:

The number of appeals filed is based on volume of reappraisals, market conditions and political cycles.  Current residential staff is capable of handling approximately 1,000 – 1,200 appeals and still perform the tasks of reviews and new value development for the following tax year.  It is typical that residential appeals are about 85% of the total number of appeals each year.  Of recent we have had 40+- residential appeals filed in Superior Court.  We expect the number of appeals continuing from the BOE decision to continue to gradually increase but most of these will be finalized during Settlement Conferences.

1. Legend: The assigned number of parcels in each category will be determined by the                                continuously provide an acceptable product.
   1. Desk Reviews (DR): An appeal/appraisal review using the county CAMA system, GIS and/ or any other electronic or technical tools available to determine a course for an Appeal or Taxpayer Return of Real Property.
   2. Limited Field Reviews (LFR): Drive-by inspection of parcels to determine the quality grade, depreciation and take a front photo. Undiscovered property is noted and given back for county personnel to review.
   3. On-Site Field Reviews (OFR): A physical on-site walk around inspection of a parcel to determine the quality grade, deprecation and gather information, potentially re-measure improvement(s) and update photos.
   4. New Construction (NC): An on-site inspection to measure and list all elements of new construction.
   5. Appeal Assistance (AA): Starts with a desk review, site review and/or compilation of sales ratios for the neighborhood or property type. If necessary and property owner is available a phone call or meeting with the appellant. Recommendations will be made to the Board of Assessors and if necessary, the appeal will be presented to the Board of Equalization with the provider representing the county. Includes an on-site inspection in cases where a Desk review does not resolve the appeal or the appeal goes on to the BOE, Arbitration, Hearing Officer or Superior Court.

5.0       SUBMISSION OF PROPOSALS

Bidders submitting proposals must disclose their qualifications for the Services to the County in the format set forth below. Failure to provide the requested information may result in the proposal being deemed non-responsive and therefore eliminated from further consideration.

1. The County requests that Bidders submit proposals addressing all items listed below. Failure to include any of the documents or exhibits attached hereto or any addenda or amendments may result in disqualification. Bidders must submit a total of four (4) hard copies of their bids: one (1) hard copy marked “Original” and three (3) hard copies marked “Copy”. Bidders must also load all documents onto one (1) USB flash drive with the technical response and cost proposal separated into two (2) different file folders on the USB flash drive.
2. Bidders must submit their sealed bid response packages clearly marked with RFQ/P #47-005, Reappraisal & Equalization Assistance for Certain Real Property on the outside.
3. The awarded Bidder must maintain insurance policies at the Bidder's own expense and must furnish the County with a Certificate of Insurance (COI), providing evidence of coverage at least in the amounts indicated in Exhibit B – Contract for Services. The COI must list County as the certificate holder and as an additional insured under the commercial general, automobile, and umbrella liability policies as follows: “Hall County, Georgia, its Board of Commissioners, officers, employees, servants and agents, 2875 Browns Bridge Rd, Gainesville, GA 30504”.
4. It is mandatory that the following documents be completed and included in the bid response. Include in the bid response package sealed envelopes with the cost proposal in its own separate envelope. Mark one envelope with RFQ/P #47-005, Reappraisal & Equalization Assistance for Certain Real Property, and enclose these completed exhibits:

Exhibit A – Bid Response Form

Exhibit B – Contract for Services

Exhibit D – W-9 Form

Exhibit E – E-Verify Affidavit

Exhibit F – Ethics Affidavit

Exhibit G – Scored Questions

Any Addenda

Copy of business license

Certificate of Insurance

Copy of professional licenses or certifications

1. In a separate sealed envelope, enclose a completed Exhibit C – Cost Proposal Worksheet and clearly mark RFQ/P #47-005,  Reappraisal & Equalization Assistance for Certain Real Property on the outside of the envelope.

Do not enclose the Exhibit C – Cost Proposal Worksheet with the technical responses. This may render your proposal as non-responsible and thus, not evaluated for award.

1. Bidders must submit to the following address. All deliveries must be date and timed stamped by the HCGC 4 ^th Floor Receptionist. The County is not responsible for late bids due to mailing delays.

Hall County Government Center

Attn: Julie Dorough, Issuing Officer

Purchasing Division – 4 ^th Floor

2875 Browns Bridge Road

Gainesville, Georgia 30504

6.0.      RFQ/P RESPONSE PREPARATION

1. The Bidder bears all responsibility for all expenses incurred in responding to this RFQ/P.
2. The County will not accept joint proposals, unless otherwise noted herein.
3. Cover Letter: Prepare and submit a cover letter addressing general qualifications. Provide the following information: name of proposer(s), name and title of the person(s) who will manage the engagement, physical address, telephone number(s), and email address(es) of proposer(s).
4. Describe the organization of your firm, the location of offices, and the resources that are available to accomplish the work for the County.
5. Of the services listed in the Scope of Work, indicate which one(s), if any, your firm would be unable to provide. If there is another service that your firm could provide instead, please elaborate.

7.0       SELECTION PROCESS

1. The evaluation process will include a pre-selected evaluation committee comprised of Hall County stakeholders and subject matter experts. The committee will evaluate the technical qualifications and price proposals. The highest scoring Bidder(s) may be asked for an interview, further negotiations, demonstrations, or a best and final offer.
2. Each proposal should contain the Exhibit C – Cost Proposal Worksheet in a separate envelope as provided with the RFQ/P document.
3. The evaluation committee will review each proposal with regard to demonstrated breadth of service, experience, financial stability, personnel, rates, references, lead times, and other related criteria.
4. The awarded Bidder will be required to submit evidence of compliance with professional liability insurance coverage requirements, as outlined in the Exhibit B – Contract for Services.
5. Bidders are encouraged to submit clear and concise responses. Excessive length or extraneous information is discouraged. In an effort to ensure the County’s ability to evaluate and choose a successful Bidder, Bidders are encouraged to organize their proposal as follows:

Section 1 – Cover letter and executive summary

Section 2 – Answer all scored questions on Exhibit G

Section 3 – Cost proposals submitted in a separate sealed envelope

1. Bidders must locate and complete all exhibits to this RFQ/P and submit them with the bid. Bidders failing to do so may result in the bid to be non-responsive and thus not evaluated. Bidders are also encouraged to check Hall County’s website for addenda, attachments, and other supplemental documents for this RFQ/P during the bidding period.
2. If unable to reach an agreement with the highest scoring Bidder, the County retains the right to negotiate with the next highest scoring Bidder, and so on until reaching a satisfactory agreement, or the County may terminate the process.
3. The County structured the evaluation process to secure highly competitive bidders who would be most effective in delivering the Services. The primary objective of the evaluation process is to select a firm that:
   1. Clearly demonstrates a thorough understanding of the contract responsibilities; and,
   2. Presents a compelling work plan that yields the desired contract services and deliverables; and,
   3. Shows adequate resources to handle the project; and,
   4. Presents a focused effort to allocate those resources to the project; and,
   5. Demonstrates exceptional value for the cost of services proposed.

8.0       STEPS TO AWARD

The evaluation committee will recommend award of the contract to the highest scoring Bidder. In the unlikely event of a tie, the County may enter into negotiations of terms and conditions. The County will then present to the awarded Bidder a Notice of Award, a Purchase Order, and a Notice to Proceed.

Step 1: The evaluation committee will evaluate the Bidders’ responses according to the criteria described herein, and score and rank the proposals. The County reserves the right to request clarification of information provided and to request additional information needed to assist in the evaluation process.

Step 2: The Purchasing Division will then open the cost proposals, and the evaluation committee will then score the responses. The Purchasing Division will combine these results with the results of the technical qualifications scoring. After this scoring, the Purchasing Division will rank the highest scoring proposers on a bid tabulation summary.

Step 3: The evaluation committee may schedule interviews with the Bidders. All costs associated with the interview (if required) will be at the expense of the proposing Bidder.

Step 4: Based upon the results of the proposals, references, and the interviews, the Purchasing Division, along with the evaluation committee, may negotiate with the Bidder(s) ranked highest in an attempt to reach an agreement. If negotiations with the highest ranked Bidder are unsuccessful, the County may negotiate with the second ranked Bidder, and so on until reaching a satisfactory agreement.

9.0       EXHIBITS AND ATTACHMENTS

Exhibit A – Bid Response Form

Exhibit B – Contract for Services

Exhibit C – Cost Proposal Worksheet

Exhibit D – W-9 Form

Exhibit E – E-Verify Affidavit

Exhibit F – Ethics Affidavit

Exhibit G – Scored Questions