Project Information

Bid Title

2026-10: Warming Shelter RFP

Issuing Agency

City of Covington

Location

Georgia

Published Date

May 8, 2026

Closing Date

May 26, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

2026-10: Warming Shelter RFP

Bids due by 10:00 a.m. on Tuesday, May 26, 2026

Documents

• RFP Packet

Attachment Preview

Request for Proposals

#2027-10

“Warming Shelter”

Publication of Proposal

May 8, 2026

Submission of Proposal Deadline

May 26, 2026

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TABLE OF CONTENTS

SUMMARY.......................................................................................................3

I. INTRODUCTION ................................................................................................... 3

II. INSTRUCTIONS FOR SUBMITTING PROPOSALS.....................................3 - 4

III. SCOPE & REQUIREMENTS.......................................................................4 - 5

IV. SUBMISSION REQUIREMENTS ……................................................................5 - 6

V. INFORMATION ABOUT THE PROJECT-TIMETABLE-COSTS………………. 6 - 7

VI. EVALUTION CRITERIA …………………………………….....................................................7

VII. AWARD OF CONTRACT & COVER PAGE INSTRUCTIONS......................7 - 8

VIII. COVER PAGE ………………………………………………………………………9

IX. AFFIRMATION................................................................................................10

X. ADDENDA ACKNOWLEDGEMENT…………………………………………………………………11

XI. NON-COLLUSION AFFIDAVIT…………………………………………………. 12

XII. CITY PUBLIC BENEFIT AFFIDAVIT…………………………………………… 13

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CITY OF COVINGTON, GEORGIA

REQUEST FOR PROPOSAL

FOR

WARMING SHELTER

SUMMARY

The City of Covington, Georgia is located in the heart of Northeast Georgia, forty (40) miles east

of Atlanta. Established in 1822, Covington has a rich heritage of southern charm. Historic

homes, azalea gardens, and magnolia tree surround its downtown. Covington was named a

“Visionary City” and a “City of Ethics” by the Georgia Municipal Association and four of its

departments have received national accreditation.

Covington employs 335 employees in 17 departments, including administrative and finance,

human resources, accounting, electric, telecommunications, natural gas, engineering, water,

wastewater, water & sewer distribution, streets, solid waste, airport, municipal court, police, fire,

and 911 services.

In previous fiscal years, the City of Covington has provided funding for a warming shelter to

provide a location for unhoused individuals to avoid freezing conditions overnight. The intent of

this solicitation is to obtain a qualified vendor to provide a warming shelter service from

November 2026 to March 2027.

INTRODUCTION- I

The City of Covington, hereinafter (“the City”) is soliciting competitive sealed proposals from

qualified firms to provide a warming shelter, and be ready to begin operations on November 20,

2026 and continue on a nightly basis until March 4th, 2027.

The City reserves the right to cancel, delay, amend, or reissue all of part of this Request for

Proposals (RFP) at any time without prior notice. This RFP does not commit the City to accept

any proposals submitted, nor is the City responsible for any costs incurred in the preparation of

responses to this RFP. The City reserves the right to reject any or all proposals, to accept or

reject any or all items in the proposals, and/or to award the contract in whole or in part as is

deemed to be in the best interest of the City.

INSTRUCTIONS FOR SUBMITTING PROPOSALS- II

A. Format

Completed proposals shall consist of typewritten pages utilizing 12” font typing. There is no

limit to the number of pages.

B. Authorized Signatures & Statement

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Signature of an individual authorized to represent the respondent shall sign and date proposal

cover sheet. The signatory agent’s name must be printed; including the signatory agent’s title

and the name of the organization. This authorization shall also contain a statement to the

effect that the Request for Proposal is firm for a period of at least ninety (90) days from the

closing date for submission.

C. Submittal Date

Proposals must be submitted in a sealed package by 10:00 a.m. on Tuesday, May 26, 2026

to:

The City of Covington

2194 Emory Street (delivered in person or UPS/FedEx)

P.O. Box 1527 (USPS-mailing address)

Covington, Georgia 30014

ATTENTION: Scott Cromer (Purchasing Dept.)

“Warming Shelter RFP #2027-10”

D. Failure to Comply and Required Documents

Failure to address all elements within this Request for Proposal, omission of signatures or the

failure to follow instructions provided in the Request for Proposal shall result in the

application not being accepted for consideration.

E. Ex Parte Communication

The City discourages ex parte communication with any City Council member after the

deadline for the submission of proposals. No City Council member and/or staff member shall

initiate or accept oral communication regarding any proposal under consideration. Any

written communication to the City Council members and/or staff from potential contractors

will be reported to the City Attorney for review and appropriate action. Respondents who

attempt to improperly influence the proposal review and evaluation process in any way shall

be disqualified.

SCOPE AND REQUIREMENTS- III

Respondents must provide a proposal that indicates a general description of the techniques,

approaches, and methods to be used to satisfy the following scope of the requirements and

specifications in the following response items:

A. Provision of a safe location for unhoused individuals to stay overnight, including the

provision of a clean bed / cot and blankets. Temperature must be kept at a comfortable

level.

B. Provision of case management services to said individuals including mental health

screenings, medical care as possible, and direction on applying for assistance programs

including housing.

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C. Provision of a meal to individuals staying at the warming shelter, and provision for

additional basic needs (food, water, clothing, etc.) as possible.

D. Maintain detailed records, including information related to the shelter participants,

volunteers, and any other individuals associated with the project.

E. Provision of a comprehensive insurance policy to cover any potential risks associated

with operating a warming shelter operation.

F. Provision of sufficient security staffing to ensure protection to the shelter participants,

employees, and shelter volunteers.

G. Provision of adequate operational staffing and volunteers for the duration of the project.

H. Establish and provide updated practices and procedures for the shelter to City staff.

I. Provision of update on the project participation and relevant information at the halfway

mark of the operating dates, as well as at the conclusion.

J. Maintain detailed financial records, dictating how public funds were utilized for the

project. Monthly brief financial reports must be submitted to the City Council with

descriptions of how expenditures advance the project mission. At the conclusion of the

project, a comprehensive financial report, including a line-item expenditure list, must be

provided to the City Council.

K. Maintain regular communication with City staff liaisons, including any information about

incidents that occur at the shelter.

For the consideration of your organization to provide said service, please provide any additional

information regarding your organization or services that demonstrates your expertise in

providing the aforementioned project.

The City Council will entertain alternate proposals which achieve the City Council purpose of

providing a Warming Shelter to unhoused individuals in Covington, Georgia.

SUBMISSION REQUIREMENTS- IV

To be considered responsive, a proposal must contain the following, referenced by number and

in the following order:

A. Full Legal Name of Organization

B. Primary Contact Information: Name, Title, Telephone, Email Address

C. How long has the organization been in business under the present name and structure?

D. State of Incorporation/Formation

E. Type of Entity

F. What are the primary purposes of your organization?

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