Tennis Court Repair, Resurfacing, and Playing Surface Installation

REQUEST FOR PROPOSALS (RFP)
Tennis Court Repair, Resurfacing, and Playing Surface Installation
Wilkes County School District
INVITATION TO PROPOSE
The Wilkes County School District (hereinafter referred to as the "System") invites qualified and
experienced contractors to submit proposals for the repair, resurfacing, and installation of a new
playing surface over existing Tennis Court Repair, Resurfacing, and Playing Surface
Installation Project at Washington-Wilkes Comprehensive High School.
The purpose of this Request for Proposals (RFP) is to identify and select a contractor capable of
providing high-quality tennis court renovation services that enhance the safety, functionality,
appearance, and longevity of the System's athletic facilities. The selected contractor shall
demonstrate the ability to perform all work in a professional, timely, and cost-effective manner
while adhering to industry standards, applicable regulations, and the specifications outlined in
this RFP.
The Wilkes County School District reserves the right to accept or reject any or all proposals,
waive technicalities, and award the contract in the best interest of the School System.
ISSUING AUTHORITY
Wilkes County Board of Education
313-A North Alexander Ave
Washington GA 30673
Point of Contact:
Elizabeth Bohler, Director of School Operations
Phone: 706-678-2718
Email: bohlere@wilkes.k12.ga.us
All communications regarding this RFP shall be directed to the contact person listed above. Oral
explanations or instructions shall not be binding.

PROCUREMENT SCHEDULE
Event Date / Time / Location
Proposal Issue Date June 22, 2026
Bid Meeting (Optional) July 6, 2026 at 9:00 am EST
Washington-Wilkes Comprehensive High School - Tennis Court
1182 Tignall Road, Washington, GA 30673
Final Date for Written July 9, 2026 at 4:00 pm EST
Questions
Proposal Due Date and July 15, 2026 at 3:00 p.m. EST
Time (Eastern Time)
Proposal Due Location Wilkes County Board of Education
313-A North Alexander Ave., Washington, GA 30673
Proposal Opening Date July 16, 2026 at 9:00 am EST
and Time (Eastern Time)
Proposal Opening Wilkes County Board of Education
Location
Award Date (per award July 20, 2026
letter)
Contract Start Date and July 21, 2026 - October 30, 2026
End Date
Proposal Identification Requirements
Proposals must be submitted in a sealed envelope clearly labeled as follows:
PROPOSAL FOR: Tennis Court Repair, Resurfacing, and Playing Surface
Installation Project
RFP TITLE: Tennis Court Repair, Resurfacing, and Playing Surface Installation
Project 26-05
ENVELOPE LABEL: "Tennis Court Repair, Resurfacing, and Playing Surface
Installation Project"
Late proposals will not be accepted.
INSTRUCTIONS TO PROPOSERS
1. Proposals must be submitted in a sealed envelope or package clearly marked "Tennis
Court Repair, Resurfacing, and Playing Surface Installation Project"
2. Proposals shall be valid for a minimum of ninety (90) days following the submission
deadline.

3. Proposers are responsible for examining all specifications, locations, and conditions that
may affect performance.
4. Any addendum issued shall become part of this RFP and must be acknowledged in the
proposal.
5. The Wilkes County Board of Education reserves the right to conduct investigations,
request clarification, and negotiate terms with the selected proposer.
6. Failure to comply with any requirement of this RFP may result in disqualification.
GENERAL CONDITIONS, FINANCIAL PROVISIONS, EMPLOYEE
GUIDELINES & SAFETY
Contractor Qualifications
The successful Contractor must be properly licensed to do business within Wilkes County and
the State of Georgia. The successful Contractor shall have been in the Tennis Court Repair,
Resurfacing, and Playing Surface Installation Project resurfacing business for a minimum of
seven (7) years. The Contractor shall have a person available during normal business working
hours to address any problems or complaints.
Pricing
The Contractor warrants that the pricing submitted in response to this RFP shall remain firm and
valid for a period of ninety (90) days from the proposal submission deadline. The proposed
pricing shall include all labor, materials, equipment, supervision, mobilization, permits, disposal
fees, overhead, profit, and any other costs necessary to complete the project as specified. No
additional charges shall be assessed unless approved in writing by the Wilkes County School
District through a formal change order process.
Hours
Project work shall be performed during hours approved by the Wilkes County School District.
Normal working hours are from sunrise to sunset, Monday through Friday, unless otherwise
approved by the System.
Because work will be performed on active school campuses, the Contractor shall coordinate all
project activities with the Wilkes County's Director of School Operations or designee. Special
consideration shall be given to instructional activities, athletic events, summer programs, and
other school-sponsored functions. The Systems reserves the right to restrict access to project
areas or adjust work schedules as necessary to minimize disruption to school operations.
The Contractor shall be responsible for maintaining a safe work environment and securing the
project site at the conclusion of each workday.
Terms of Contract
The contract awarded as a result of this Request for Proposals shall commence upon approval by
the Wilkes County Board of Education and execution of a contract by both parties. The

Contractor shall begin work upon receipt of a Notice to Proceed issued by the Wilkes County
School District.
All work associated with the Tennis Court Repair, Resurfacing, and Playing Surface Installation
Project shall be substantially completed no later than October 30, 2026, unless an extension is
approved in writing by the System. The Contractor shall provide a proposed project schedule
with its submission, including anticipated start date, major milestones, and completion date.
The contract shall remain in effect until all work has been satisfactorily completed, inspected,
accepted by the System and final payment has been made. Any changes to the scope of work or
contract price must be approved through a written change order executed by both parties prior to
the performance of additional work.
Contract Agreement
All subsequent contract agreements as a result of an award hereunder, shall incorporate all terms,
conditions, and specifications contained herein, and response hereto, unless mutually amended in
writing.
Signed Proposal Considered an Offer
Receipt of a signed proposal shall be considered an offer on the part of the Contractor. The
terms, conditions, and specifications of this proposal will become part of the contract if the
proposal is deemed approved and accepted by the Wilkes County School District's Board of
Education. In the event of a default on the part of the Contractor after acceptance, the System
may take such action as it deems appropriate, including legal action for damages or specific
performance.
Payment Terms
Payment Terms are NET 30 days following receipt of correct invoice. Invoices must be
submitted to:
Wilkes County School District
Accounts Payable
313-A North Alexander Ave
Washington GA 30673
The System is responsible for all payments to the Contractor under this contract.
Subcontracting
Subcontracting is permitted only with prior written approval from the Wilkes County School
District. All subcontractors must be identified in the proposal.
Changes
The System should have the right, at any time, to alter the specifications to meet increased or
decreased needs. If any such changes cause an increase or decrease in the cost of the time

required for the performance, or otherwise affect any other provision of this agreement an
equitable adjustment shall be made and this agreement shall be modified in writing accordingly.
Governing Laws
This contract is made under and shall be governed and construed in accordance with the laws of
the State of Georgia.
Advertising
In submitting a proposal to the Wilkes County School District, the Contractor agrees NOT to use
the results of their proposal as a part of any commercial advertising without prior approval of the
System.
Confidentiality of Proposals
In submitting a proposal, the Contractor agrees not to discuss or otherwise reveal the contracts of
the proposal to any source outside of System until after the award of the contract. Contractors not
in compliance with the provision may, at the option of the System, be disqualified from contract
award. Only discussions authorized by the System are exempt from this provision.
Cost for Proposal Presentation
Any costs incurred by Contractors in preparing or submitting proposals are the Contractors' sole
responsibility. The System will not reimburse any Contractor for any costs incurred prior to
award of this contract.
Time of Acceptance
Each proposal shall state that it is a firm offer which may be accepted within a period of 90 days
following the submitted date, July 15, 2026. Although the contract is expected to be awarded
prior to the time, the 90-day period is requested to allow for unforeseen delays.
Collusive Bidding
The Contractor's signature on the System's "Request for Proposal (RFP)" is a guarantee that the
prices quoted have been arrived at without collusion with other eligible Contractors and without
effort to preclude the System from obtaining the lowest possible competitive price.
General Indemnity
The Contractor shall save and hold harmless, pay on behalf of, protect, defend, indemnify the
Wilkes County School District, assume entire responsibility and liability for losses, expenses,
demands and claims in connection with or arising out of any injury, or alleged injury (including
death) to any person, or damage, or alleged damage, to property of the System or others
sustained or alleged to have been sustained in connection with or to have arisen out of or
resulting from the performance or the intended performance of any work/service, outlined or
resulting from this agreement, by the Contractor or their employees, including losses, expenses
or damages sustained by the System or System officials (including administrators, agents and
employees) from any and all such losses, expenses, damages, demands and claims.

The Contractor further agrees to defend any suit or action brought against the System or System
officials (as outlined above) based on any such alleged injury or damage and to pay all damages,
cost and expenses in connection therewith or resulting there from. As an integral part of this
agreement, the Contractor agrees to purchase and maintain, during the life of this contract,
contractual liability insurance in the amounts listed in the insurance coverage requirements
below. The obligations of the Contractor pursuant to this paragraph shall not be limited in any
way by any limitation in the amount or type of proceeds, damages, compensation, or benefits
payable under any policy of insurance of self-insurance maintained by or for the use and benefit
of the Contactor.
Conflict of Interest
All Contractors must disclose in writing with their proposal, the name of any owner, officer,
director, or agent who is also an employee of the Wilkes County School District (including any
member of the Wilkes County Board of Education). All Contractors must also disclose in writing
with their proposal, the name of any employee of the System who owns, directly or indirectly,
and interest of five percent (5%) or more in the Contractor's firm or any of its branches or
subsidiaries. By submitting a proposal, the Contractor certifies that there is no relationship
between the Contractor and any person or entity which is or gives the appearance of a conflict of
interest related to this RFP.
Errors and Omissions
The Contractor shall not take advantage of any errors or omissions in this RFP. The Contractor
shall promptly notify System of any omissions or errors found in this document.
Insurance Coverage
During the term of the contract, the Contractor at their sole cost and expense, shall provide
commercial insurance of such type and with such terms and limits as may be reasonably
associated with the contract. At a minimum, the Contractor shall provide and maintain the
following coverage and limits:
Worker's Compensation - The Contractor shall provide and maintain Worker's
Compensation Insurance, as required by the laws of Georgia, as well as employer's
liability coverage with minimum limits of $500,000 for bodily injury per accident. This
insurance must include and cover all of the Contractor's employees who are engaged in
any work under this contract.
General Liability - The Contractor shall provide and maintain General Liability
Coverage at a rate no less than $500,000 per person and $1,000,000 per occurrence for
bodily injury, personal injury and property damage.
Automobile - Automobile Liability Insurance to include liability coverage, covering all
owned, hired, and non-owned vehicles used in connection with this contract, shall have
liability limits of not less than $500,000 per person and $1,000,000 per occurrence. The
minimum combined single limit shall be $1,000,000.
Insurance Requirements
Providing and maintaining adequate insurance coverage is a material obligation of the Contractor
and is of the essence of this contract. All such insurance shall meet all laws of the State of

Georgia. Such insurance coverage shall be obtained from companies that are authorized to
provide such coverage and that are authorized by the Commissioner of Insurance to do business
in Georgia. The Contractor shall at all times comply with the terms of such insurance policies,
and all requirements of the insurer under any such insurance policies, except as they may conflict
with existing Georgia laws or this contract. The limits of coverage under each insurance policy
maintained by the Contractor shall not be interpreted as limiting the Contractor's liability and
obligations under the contract.
Other Insurance Provisions
This policy or policies are to contain, or be endorsed to contain, the following provisions:
A. Contractor's insurance is to be considered primary for losses that occur as a direct
result of the Contractor's actions.
B. Coverage shall state that the Contractor's insurance shall not be suspended, voided,
canceled, reduced in coverage, or in limits except after 30 days written notice.
The Contractor must include a copy of their insurance certificates with their proposal package.
Upon award of this contract, the selected Contractor shall add the Wilkes County School District
as a Certificate Holder to their insurance policy and provide documentation of same.
Evaluation Criteria
The Wilkes County School District, at its sole discretion, following an objective evaluation, will
award this contract(s) to the most responsible, responsive Contractor(s). The proposals will be
evaluated on a "best overall value" basis including, but not limited to, completeness and content
of the proposal, pricing, quality, the Contractor's ability to follow the specifications, the
Contractor's ability to provide a team of skilled, trained employees, the Contractor's experience
with similar projects and the Contractor's responses to "Mandatory Issues". In addition to these
considerations, the evaluators may request additional information, oral presentations or
discussions with any or all of the responding Contractors to clarify elements of their proposal or
to amplify the materials presented in any part of the proposal. However, Contractors are
cautioned that the evaluators are not required to request clarification; therefore, all proposals
should be complete and reflect the most favorable terms available from the Contractor.
The System reserves the right to make independent investigations as to the qualifications of the
Contractor(s). Such investigations may include contacting existing customers. Contractors
should keep in mind that this is a Request for Proposals and not a request to contract. The
System reserves the unqualified right to accept or reject any and all proposals, and to waive any
irregularities as may be permitted by law when it is deemed that such action will be in the best
interest of the System.
The System reserves the right to disqualify proposals, before or after opening, upon evidence of
collusion with intent to defraud or other illegal practices upon the part of the Contractor.
Award of Bid
The System, at its sole discretion, following an objective evaluation, will award this contract

to the most responsible, responsive Contractor(s). The award of this contract will be based and
granted on "Best Value". "Best Value" will allow the System to consider factors beyond
pricing, such as whether the responsible Contractor is able to meet and/or exceed the required
specifications. "Best Value" will permit and reflect prudent stewardship of public funds and
trust. Award of the contract(s) to one Contractor does not mean that the other proposals lacked
merit. Award of the contract(s) signifies that after all factors have been considered, the selected
proposal was deemed most advantageous to the System.
Notification of Award
After all prerequisites and specifications have been met by the Contractor(s) and the award for
Tennis Court Repair, Resurfacing, and Playing Surface Installation Project has been made, the
successful Contractor(s) will be notified by the System verbally and by a letter of award.
Termination for Cause
The System may terminate their participation in this contract in whole or in part with thirty (30)
days' notice, for their convenience, or because of failure of the Contractor to fulfill the contract
obligations in any respect. This termination notice will be issued via a written letter sent by
certified U.S. mail. Immediate dismissals may be executed if deemed necessary by the System.
Contractor Employee Guidelines
Drug Policy: The Contractor certifies that it maintains a drug free work place
environment to ensure worker safety and workplace integrity. The Contractor further
agrees their employees shall comply with the System's Drug-Free, Vape-Free &
Tobacco-Free Campus Policy.
Authorized Personnel: While engaged in the performance of these Tennis Court Repair,
Resurfacing, and Playing Surface Installation Project, only authorized employees of the
Contractor are allowed at the locations where the work is being performed. During the
performance of these services, the Contractor employees are not to be accompanied in the
work area by acquaintances, family members, associates or any other person(s) who are
not a current, authorized employee(s) of the Contractor.
Employee Guidelines: The Contractor shall use only qualified personnel to provide the
required services. The Contractor shall be responsible for insuring that employees abide
by all rules and regulations set forth for the buildings and grounds.
Background Checks: Contractor personnel shall complete background checks and
receive Superintendent approval prior to working on any campus.
Workmanship
All services shall be performed in a professional manner consistent with industry standards and
in compliance with all applicable federal, state, and local laws and regulations.

School Operations and Safety
Safety: The Contractor and any persons employed by the Contractor shall be required to
adhere to all OSHA requirements and regulations that apply while performing any part of
the work listed under the title "Scope of Work". The Contractor and any persons
employed by the Contractor shall be required to wear the following safety items as
required by OSHA regulations while performing any part of the work listed under the
title of "Scope of Work".
State and Federal Regulations: The Contractor shall perform all work in accordance
with State and Federal safety regulations in regards to work zones, work areas,
equipment, vehicles, tools and supplies. The Contractor shall provide all necessary and
required work zone protective devices and traffic channeling devices as required under
State and Federal safety regulations.
System Safety Director: The Grounds Supervisor, Director of Facilities, and Director of
School Operations for the System shall be given full access to inspect all aspects of the
job, work zone, equipment, personal protective equipment and all areas and aspects of the
job for compliance with OSHA, State, and Federal safety regulations. Should the
System's designee identify any areas of concern, the Contractor shall, at his expense,
address these concerns to the satisfaction of the System's designee. The System reserves
the right to require the removal of any worker from a work site for failure to wear
appropriate safety apparel or required uniforms, or for exhibiting impudent or
unprofessional behavior.
Should the Contractor fail to remedy any identified safety concerns, where feasible, the
Grounds Supervisor, Director of Facilities, and/or Director of School Operations shall
have functional authority to halt work until said safety concerns are corrected to the
System's satisfaction.
Should the Contractor fail to remedy any verifiable safety concerns identified by the
Grounds Supervisor, Director of Facilities, and/or Director of School Operations shall,
the System, at its option, may cancel any agreement, reserving for itself any remedies it
may have for breach of contract.
Public Safety: The Contractor shall protect the safety and convenience of the general
public. The Contractor shall perform work as needed and necessary to protect the general
public from hazards.
Contractor Supervision: The Contractor, or the Contractor's authorized agent, shall
make sufficient routine inspections to ensure the Tennis Court Repair, Resurfacing, and
Playing Surface Installation Project work is performed as required by the contract.
Project Updates and Progress Reporting
The Contractor shall provide regular project updates to the Director of School Operations or
designee throughout the duration of the project. Updates shall be provided at least weekly via

email and shall include work completed, work scheduled for the upcoming week, any project
delays or concerns, and the anticipated project completion date.
The Contractor shall promptly notify the System of any unforeseen conditions, schedule impacts,
or issues that may affect the project's scope, budget, or completion timeline. Upon completion of
the project, the Contractor shall provide written notification that all work has been completed
and is ready for final inspection.
The System reserves the right to inspect the work at any time during the project and will conduct
a final inspection to verify that all work has been completed in accordance with the contract
documents, specifications, and project requirements.
Uniforms and Identification
All contractor personnel shall wear company-identifying uniforms or shirts and be easily
distinguishable from students and school staff. The System reserves the right to require the
removal of any worker from a work site for failure to wear appropriate safety apparel or required
uniforms, or for exhibiting impudent or unprofessional behavior.
Permits and Licenses
The Contractor shall be responsible for obtaining all permits and licenses and shall pay all fees
required by the various governmental agencies in connection with this work
Cleanup & Fences
All work areas shall be left clean and free of debris at the end of each workday. All fencing
located on the System's campuses shall be restored to its original condition and configuration as
it existed prior to the Contractor's arrival. Upon completion of the work, the Contractor shall be
responsible for ensuring that all fences are properly reinstalled, secured, and returned to the same
state in which they were found, to the satisfaction of the System.
Damage Responsibility
Any damage caused by the contractor shall be reported immediately and repaired at no cost to
the Wilkes County Board of Education. Ruts, holes and other disfigurement of mowed areas by
Contractor's equipment shall be the responsibility of the Contractor to repair to original
condition. Costs incurred by the School System to correct damage may be deducted from
contractor payments. Damage to property (sprinkler heads, vehicles, fencing, etc) will be the
responsibility of the Contractor.
SCOPE OF WORK AND SPECIFICATIONS
The Contractor shall furnish all labor, materials, equipment, supervision, transportation, permits,
and incidentals necessary to repair, resurface, and install a new playing surface on the four (4)