Demand Services for Resurfacing, Paving and Full Depth Reclamation

Request for Qualifications

RFQ #47-004

For the provision of

Demand Services for Resurfacing, Paving & Full Depth Reclamation

Hall County, Georgia (herein “County”), a municipal entity of the State of Georgia, is soliciting bid responses from qualified Contractors to provide all aspects of resurfacing, paving, and full depth reclamation throughout the County (herein “Services”) on an as-needed basis. The County seeks to award multiple vendors for which to issue future Task Orders for specific projects.

Schedule of Events:

Bid Post Date: April 29, 2026____________

Bidder’s Questions Due Date:May 14, 2026, at 2 PM

Response to Bidder Questions Due: May 21, 2026_

Bid Due Date:Thursday, May 28, 2026, at 2 PM

Bidding Process: Hall County is now accepting sealed bid proposals from qualified Contractors (herein “Bidder” or “Contractor”) for the Services according to the Scope of Work 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, May, 28, 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 a pool of vendors 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 at For security reasons, you must enable JavaScript to view this E-mail address. for questions or clarifications of the RFQ 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 ‘Demand Services for Resurfacing, Paving & Full Depth Reclamation’ 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-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 i n 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.

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 the “Technical Qualifications Proposal” that outlines the bidding firm’s qualifications, experience, and its approach to deliver the services.

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 a pool of vendors that can perform the above-named services on demand as task orders arise.

Technical Qualifications Evaluation: Bidders must answer all mandatory 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 100. Bidder(s) with score of 80 or above will be the apparent contract award winner(s).

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,

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

Digital Response: Bidders must provide their responses on one (1) USB drive.

Cost Evaluation: Cost will not be evaluated in this solicitation.

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 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:N/A for this proposal.

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 contractors for the Services described herein and is soliciting sealed bids for this Request for Qualifications (herein “RFQ”) for the Services. Bidders must be in the regular business of resurfacing, paving, and full depth reclamation.

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(s), the County reserves the right to move on to the next highest scoring Bidder(s) 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

1. Scope: This bid is for the annual resurfacing various County roads and any other miscellaneous paving projects that may arise during the term s of the contract. The selected Contractors will be required to install asphalt pavement and any required striping as outlined in future Task Order specifications.

1. Schedule: The awarded Task Order Contractor will be responsible for preparing all roads on the Task Order. The line item for patching shall include the awarded Task Order Contractor removing the defective material, disposing of the waste, delivering the asphalt, and installing the new hot mix asphalt. This patching work may be accomplished by milling and inlaying with full depth asphalt or by other means as approved by the project engineer. The project engineer shall specify the locations and depth of the patching done by the awarded Task Order Contractor. The Contractors may estimate a depth of 2” of asphalt patch for bidding purposes.

C.Traffic Control: Contractors shall provide Traffic Control to include all items necessary to maintain safe travel for the public. Traffic control shall include, but is not limited to: Road Closure signs, Barricades, Detour Signs, Flagging, Work Zone Signs, Low/Soft Shoulder Signs, etc. All traffic control devices and work zones shall comply with the Manual on Uniform Traffic Control Devices (MUTCD), latest edition. All traffic control items shall be maintained by the Contractor at all times throughout the length of the project.

D. Inspections: Contractors shall schedule and coordinate resurfacing work on all roads with the Hall County Project Manager.

A Hall County Engineer or Engineering Inspector will be on-site during the entire resurfacing process for all projects. Work hours will be Monday through Friday, 8am to 5pm. Contractors will be required to contact the Project Engineer to schedule resurfacing work at least 24 hours in advance.

E. General Requirements: All design, detailing, fabrication, construction, and construction vehicles shall conform to the State of Georgia Department of Transportation, Standard Specification of Transportation Systems edition in effect at time of award.

Contractors will be required to properly dispose of all removed driveway concrete. No concrete shall be buried within the right-of-way.

Task Order quantities will be approximate only. Actual quantities for pay items shall be derived by field measurements and weight measurements by the awarded Task Order Contractor.

The awarded Task Order Contractor shall field verify the widths of all roads. Resurfacing shall be over existing asphalt only.

The awarded Contractors shall install all required striping as quickly as possible but no longer than 24 hours after the road is completed unless directed otherwise by the project engineer.

The awarded Contractor may be required to construct shoulders. The awarded Contractor s shall be responsible for the installation and maintenance of Low/Soft Shoulder signs. These signs shall be maintained until vegetation is established on the shoulders.

The awarded Contractors shall be responsible for the replacement of any and all Traffic Signal Loops.

Contractors shall deliver all millings to the Hall County Landfill.

F. Shoulder Construction: Any borrow/waste/disposal areas or borrow material needed as part of this bid item in order to complete shoulder construction is included in the overall bid item. Contractors shall be required to delineate borrow/waste/disposal areas to the Hall County Project Engineer for approval. Erosion and Sedimentation Control measures are required on any borrow/waste/disposal areas.

The awarded Task Order Contractor shall build shoulders on all base and pavement projects as directed by the Project Engineer. Shoulder construction shall consist of building up the shoulder elevation to match the new pavement elevation and extending this new built-up material to the point where the shoulder begins to drop- off into the ditch or fill slope. This build up is not expected to be greater than six (6) inches in depth. The minimum required shoulder width shall be two (2) feet. Shoulder shall drain away from the pavement whenever possible. In the case where the existing shoulder was previously too high, the Contractor will tie in from the new pavement elevation to an appropriate point to provide drainage. Whenever possible, Contractor is expected to extend the shoulder width so as to retain the same shoulder width that occurs due to the higher elevation of the pavement. Contractors shall be required to smooth and compact the new shoulder material with clean material that is free from rocky material that could create voids or cause poor turf establishment. Contractors shall be required to remove all grubbing debris from new shoulder material. Contractors shall be is required to utilize an un-erodible soil type so as to minimize repair trips at the Contractor’s expense. Contractors shall be required to sweep new pavement as shoulder construction activities proceed.

The awarded Task Order Contractor shall install temporary shoulders as needed to ensure that the elevation difference between the pavement edge and the shoulder is a maximum of two and one-half (2 ½) inches or less. Permanent shoulders shall be constructed as soon as possible after the road is completed. Cost for temporary shoulders shall be included in the Contractor’s proposed unit price for shoulder construction on each Task Order response. There will be no separate payment for temporary shoulders.

G. Bidding information: Hall County reserves the right to delete or add quantities to best serve the interests of the County.

H. Qualifications: The County prefers to accept proposals from vendors with five (5) years of experience minimum; however, these factors and the following will be studied to assist the County in the decision process:

1.         Number of years in business

2.         Description of the Firm’s organization/management structure

3.         Firm’s facilities and equipment

4.         Firm’s experience and licenses in doing the same type contracts

5.         List of client references (3 minimum)

6.         Contracts of like nature currently being performed

7.         List of relevant past public works type projects (5 minimum)

8.         Number of professional staff available for this contract

9.         Resumes of key personnel

10.         Map of office locations serving Hall County

11.        Number of standby or temporary professional staff available for emergencies that might arise                         during the life of the contract.

I. Content of Proposals: The following shall be addressed as a minimum with sections tabbed with numbers as follows:

1. Introductory Letter

a. Firm Name

b. Address

c. Contact Name

d. Former Firm Names, Joint Venture Information, Out of State Offices, if  applicable

e. A clear and concise response as to why Hall County should select your firm for this project.

2. Firm Experience and workload

Include the information requested in Section E above that pertains to your firm’s experience and workload in this section.

3.      Firm Personnel Experience

Include the information requested in Section E above that pertains to your firm’s personnel experience in this section.

4.      Firm’s Facilities and Equipment

Include the information requested in Section E above that pertains to your firm’s facilities and equipment in this section.

Note:  Failure to meet these requirements will be considered “non-responsive”, and the          entire submittal will be rejected.

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.
2. Bidders must submit their sealed bid response packages clearly marked with RFQ #46-004, Demand Services for Resurfacing, Paving and Full Depth Reclamation 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 #47-004, Demand Services for Resurfacing, Paving & Full Depth Reclamation, and enclose the following 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. 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.
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. 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.
3. 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.
4. 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

1. Bidders must locate and complete all exhibits to this RFQ 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 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: 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 - N/A FOR THIS PROPOSAL

Exhibit D – W-9 Form

Exhibit E – E-Verify Affidavit

Exhibit F – Ethics Affidavit

Exhibit G – Scored Questions