025002 RFP Aquarium Design and Installation S.pdf

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THE UNIFIED GOVERNMENT OF

ATHENS-CLARKE COUNTY (ACCGov)

DATE: May 17, 2024

TO: Aquarium Design and Installation Services Vendors

SUBJECT: RFP #025002 Sandy Creek Nature Center Exhibit, SPLOST 2020 Project 15

You are invited to submit a proposal to provide professional aquarium design & installation services as described herein for the Sandy Creek Nature Center Exhibit Project to the Unified Government of Athens-Clarke County (ACCGov), Owner. This project will replace and update the aquariums and Coastal exhibit area equipment at the Sandy Creek Nature Center, located at 205 Old Commerce Road. This project is being funded through the Special Purpose Local Option Sales Tax Program, SPLOST 2020, Project 15.

The intent of this Request for Proposal is to select a vendor to provide professional design and installation services for renovation of the Coastal exhibit area. Once the vendor is selected, ACCGov shall work with the selected vendor to coordinate final project details as necessary. The proposal scope shall include removal of old aquarium equipment (to be retained by the facility), renovation, design, fabrication, procurement and installation of aquariums and equipment within the footprint of the Coastal exhibit area of Sandy Creek Nature Center. Vendor shall provide turn-key proposal for design, procurement and installation of all the items as outlined in the Request for Proposal.

The budget for this project shall not exceed $ 99,950.

Inquiries regarding proposals should be made to Toro Holt, Senior Buyer 706-340-1742, or purchasing@accgov.com. Technical questions may be directed to Madhuri Angadi, ACCGov SPLOST Project Administrator at 706-613-3025 or email: madhuri.angadi@accgov.com.

There are two mandatory pre-proposal site visits to respond to all inquiries with regards to this project. The first site visit will be held at 9:00 AM ET, Thursday, May 23, 2024, at Sandy Creek Nature Center, located at 205 Old Commerce Rd, Athens, Georgia 30607. The second opportunity will be at 3:30 PM ET, Wednesday, May 29, 2024 at the same location and address. Potential offerors are required to attend one of the two site visits.

Attached hereto is the Request for Proposal (RFP) instruction document. The written requirements contained in this RFP shall not be changed or superseded except by written addendum from the Unified Government of Athens- Clarke County Purchasing Division of the Finance Department. Failure to comply with the written requirements for this proposal may result in rejection of the proposal by the Unified Government of Athens-Clarke County.

Two (2) USB Flash drive with a copy of the Full Proposal with Pricing, using Price Proposal Form in section V. D must be submitted in a sealed envelope, marked with the offeror's name and address and labeled, “RFP #025002 Sandy Creek Nature Center Exhibit, SPLOST 2020 Project 15” and delivered to:

The Unified Government of Athens Clarke County Finance Department, Purchasing Division 375 Satula Avenue Athens, Georgia 30601 mailto:purchasing@accgov.com mailto:madhuri.angadi@accgov.com

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Not later than 3:00 P.M. ET, June 13, 2024

A qualified interpreter for the hearing impaired is available upon request at least 10 (ten) days in advance of the proposal opening date. Please call (706) 613-3088 for more information. This service is in compliance with the Americans with Disabilities Act (ADA).

Hand delivered copies may be delivered to the above address ONLY between the hours of 8:00 a.m. and 5:00 p.m. E.T., Monday through Friday, excluding holidays observed by the Unified Government of Athens-Clarke County.

The Unified Government of Athens-Clarke County reserves the right to reject any and all proposals, to waive any technicalities or irregularities, and to award the contract based on the highest and best interest of the Unified Government of Athens-Clarke County.

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TABLE OF CONTENTS

SECTION TITLE

I REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

II REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

III SCOPE OF SERVICES

A. INTRODUCTION AND PURPOSE

B. GENERAL PROJECT SCOPE DESCRIPTION

C. GENERAL REQUIREMENTS

D. ADDITIONAL REQUIREMENTS

E. DEFINITIONS

F. SPECIFIC TASKS

IV SELECTION PROCESS AND EVALUATION CRITERIA

V MANDATORY PROPOSAL FORMS

A: PROPOSAL FORM

B: ADDENDA ACKNOWLEDGEMENT

C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

CONTRACTOR AFFIDAVIT & AGREEMENT

D: PRICE PROPOSAL

VI OPTIONAL FORMS

A: BID LIST APPLICATION – should be submitted prior to the bid submission. If you have never registered to do business with ACCGov

VII DOCUMENTS CHECKLIST

ATTACHMENT A: WHAT YOUR BUSINESS NEEDS TO KNOW ABOUT GEORGIA’S E- VERIFY

REQUIREMENTS

ATTACHMENT B: N/A

ATTACHMENT C: SANDY CREEK NATURE CENTER EXHIBIT – PHOTOS

ATTACHMENT D: SANDY CREEK NATURE CENTER EXHIBIT – AREA LAYOUT

ATTACHMENT E: CONTRACTUAL REQUIREMENTS

• Contract Award Oath – Section 00550

• General Conditions – Section 00700

• Insurance – Section 00828

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SECTION I - REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

ALL PROPOSALS RECEIVED WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND

MAY BE SUBJECT TO DISCLOSURE.

A complete signed proposal must include the documents listed below:

PROPOSAL FORMAT: Offerors are expected to examine the specifications and all instructions. Failure to do so will be at the offeror’s risk. Each offeror shall furnish the information required by the solicitation. The proposal and price proposal must be signed by an officer of the company, who is legally authorized to enter into a contractual relationship in the name of the offeror.

All proposals received will become a part of the official contract file and may be subject to disclosure.

All proposals are to be in pdf format and bookmarked to the first page of each the sections listed below.

PROPOSAL FORMAT: All proposals should include the information outlined below and in the following order:

1. Cover Letter: A brief cover letter of introduction and interest.

2. Table of Contents: Including all sections and subsections with hyperlinks to the first page of each section.

3. Mandatory Documents: This section should include the Section V - Mandatory Proposal Forms A-D noted in the Table of Contents.

4. Business Information (One-page limit for this section): State the full name and address of your organization and the branch office or subordinate element that will perform the services described in this proposal. Include a telephone number, the point of contact and official signature of an authorized company representative. Indicate whether you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are incorporated and/or licensed to operate.

5. Qualifications and References: Include an organization chart and summary resumes of key personnel proposed for the project, including designations of the team leader, the personnel responsible for design, the personnel responsible for all proposed communications with the owner and all proposed sub-consultants and a description of their roles.

Provide a minimum of three references for contracts/work preferably of different recent works, less than three years ago, for similar type projects as described in the RFP; preference is for public sector references and/or similar project references, if possible. Include the name, address, and telephone number of the point of contact. Provide a brief description of the specific work and/or responsibility the Offeror provided for each referenced project and when such work was completed.

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6. Understanding of the Project: Provide Statement of the firm's understanding of the project and proposed approach for providing requested services. The response shall include all of the items identified in the proposal from design, procurement, installation through handover. Incorporate the timeline anticipated for each major step and the procedures to ensure a quality installation. If material delivery is expected to be an issue provide details on what delays are expected. Address access and job needs for completion of work, to be coordinated while occurring within Nature Center considering its operational hours. Identify any concerns or requirements of the park operations staff including access to water, parking, staging, noise, heavy equipment, etc. Furnish evidence of the firm’s fit to the project, any special or unique qualifications for the project, or unique approaches to this project.

7. Design Proposal: Provide a design proposal based on the firm’s understanding of the project requirements as outlined in the RFP. The design proposal shall include all the items identified in Section III.F. The design proposal must include a summary list of elements provided with design option, drawings, renderings, product datasheets and other information to illustrate the vendor’s design. Proposed designs shall be readable as a pdf and printable at size of 11x17. Vendor shall provide the warranty information and warranty time period for each equipment included in the Design Proposal. ACCGov reserves the right to customize an overall preferred design.

8. Financial Information and Documentation: Provide relevant information regarding organizational stability and strength. Documentation may include:

a. A statement of organizational structure (e.g., sole proprietorship, partnership, corporation, joint venture, etc.), information regarding the make-up of that structure (e.g., owner, partners, board of directors joint venture partners, etc.), a listing of financial references.

b. Failure to Complete Prior Projects - disclose whether the Offeror (or any general partner or joint venture of the Offeror) has ever failed to complete a similar project. If so, list the date of commencement of the project and the entity for which the project was to be performed, and explain why the project was not completed.

c. Disclose information and provide an explanation regarding any contracts involving the offeror or joint venture firm within the last three years which exceeded initial program or project budget, exceeded initial schedule, and any contract penalties or damages assessed.

9. Other Relevant Information: Include any other relevant information concerning the project in this section.

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SUBMITTAL FORMAT: ALL proposal copies must be submitted in a sealed envelope or container with the OUTERMOST container stating the company name, address, telephone number, the RFP number and TITLE (RFP #025002 Sandy Creek Nature Center Exhibit, SPLOST 2020 Project 15)

If you have an ACCGov Vendor Number please include it on the sealed envelope or container. If you do not know your vendor number, please email: vendor@accgov.com. If you do not have a vendor number but you are awarded this RFP, you will be invited to submit your vendor registration per the following instructions:

https://www.accgov.com/DocumentCenter/View/88465.

Please Note: The ACCGov Vendor Number is not required to submit a proposal, and new vendor registrations will not be processed for bidding/proposal purposes only.

Two (2) USB Flash drive with a copy of the Proposal

Offerors are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service.

No responsibility shall attach to the Unified Government of Athens-Clarke County for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper or Improper address. Proposals via facsimile will NOT be considered.

ALL DOCUMENTS SUBMITTED ON USB FLASH

DRIVE MUST BE IN A SINGLE PDF FILE

mailto:vendor@accgov.com https://www.accgov.com/DocumentCenter/View/88465

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THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY

REQUEST FOR PROPOSAL (RFP #025002)

SANDY CREEK NATURE CENTER EXHIBIT, SPLOST 2020 PROJECT 15

ATHENS, GEORGIA

SECTION II - REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

A. INTRODUCTION

PURPOSE

The Unified Government of Athens-Clarke County desires to solicit competitive proposals from responsible vendors to provide professional aquarium design & installation services as described herein for the Sandy Creek Nature Center Exhibit Project. This capital construction project is to be funded through the Special Purpose Local Option Sales Tax Program, SPLOST 2020, Project 15.

The vendor will provide services per the scope of services as indicated in Section III of this request for proposal (RFP).

B. RFP TIMETABLE

The anticipated schedule for the RFP and contract approval is as follows:

Proposal Documents Available ………………. May 17, 2024 Pre-proposal Site-Visits ................................... 9:00 A.M. ET, May 23, 2024 or

........................................................................ 3:30 P.M. ET, May 29, 2024 Deadline for submission of questions ............... 3:00 P.M. ET, May 31, 2024

Deadline for receipt of proposal ....................... 3:00 P.M. ET, June 13, 2024 Evaluation/Selection Process ............................ June 28, 2024

Proposals are valid until ................................... July 15, 2024

C. CONTACT PERSON

The contact person for this RFP is Toro Holt, Senior Buyer. Explanation(s) desired by the offeror(s) regarding the meaning or interpretation of this RFP must be requested from the contact person, in writing via facsimile at (706) 613-3068 or accbids@accgov.com. Technical questions may be directed to Madhuri Angadi, ACCGov SPLOST Assistant Program Administrator at 706-613-3025 or email:

madhuri.angadi@accgov.com. Offerors are encouraged to contact only the contact persons stated above to clarify any part of this RFP. Any such unauthorized contact shall not be used as a basis for responding to this RFP and also may result in the rejection of the offeror's submittal.

D. MINIMUM PROPOSAL ACCEPTANCE PERIOD

Proposals shall be valid and may not be withdrawn for a period of 60 days from the date specified for receipt of proposals.

E. ADDITIONAL INFORMATION/ADDENDA

The Unified Government of Athens-Clarke County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the proposal due date.

Offerors should not rely on any representations, statements or explanations other than those made in this mailto:accbids@athensclarkecounty.com mailto:madhuri.angadi@accgov.com

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RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail.

Request for additional information or clarifications must be made in writing no later than the date specified in the RFP Timetable. The request must contain the offeror's name, address, phone number, and fax number, and email address. Faxes will be accepted at (706) 613-3025.

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changed the Owner’s requirements.

Offerors who obtain this Request for Proposal from Georgia Procurement Registry or Athens Clarke County/Purchasing (https://www.athensclarkecounty.com/Bids.aspx) or from other than the Purchasing Division are advised to re-visit the above websites to obtain any addenda which may be issued prior to the proposal closing date. The Unified Government of Athens-Clarke County assumes no responsibility for Offerors’ failure to acknowledge any addenda issued.

F. LATE PROPOSALS, WITHDRAWALS, MODIFICATIONS AND REJECTIONS

Proposals shall not be modified, withdrawn, or canceled by the offeror for a period of sixty (60) days following the time and date designated for the receipt of proposals, and each offeror so agrees in submitting his proposal. Negligence on the part of the Offeror in the preparation of his proposal shall not be grounds for the modification or withdrawal of a proposal after the time set for proposal closing.

Proposals received after the proposal due date and time are late and will not be considered. Modifications received after the proposal due date are also late and will not be considered.

G. PROPOSAL CLOSING

Proposal schedule prices will not be opened or read aloud publicly. A list of names of firms providing proposals may be obtained from Georgia Procurement Registry or Athens Clarke County Bids or via email request to E-Mail: accbids@accgov.com after the proposal due date and time stated herein. A tabulation of prices may be obtained upon award.

H. NON-COLLUSION AFFIDAVIT

By submitting a proposal, the offeror represents and warrants that such proposal is genuine and not sham or collusive or made in the interest or on behalf of any person not therein named and that the offeror has not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other person, firm or corporation to refrain from proposing and that the offeror has not in any manner sought by collusion to secure to that offeror any advantage over any other offeror.

By submitting a proposal, the offeror represents and warrants that no official or employee of the Unified Government of Athens-Clarke County 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 therefrom.

I. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

By submitting a proposal and executing the attached Affidavits, the offeror verifies its compliance with O.C.G.A. §13-10-91. The offeror further agrees to maintain records of such compliance and shall provide a copy of each such verification to Unified Government of Athens-Clarke County, at the time the subcontractor(s) is retained to perform such services.

http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp http://www.athensclarkecounty.com/index.aspx?NID=375 http://www.athensclarkecounty.com/index.aspx?NID=375 https://www.athensclarkecounty.com/Bids.aspx http://ssl.doas.state.ga.us/PRSapp/PR_public_routing.jsp?route_code=nigp_list http://ga-athensclarkecounty.civicplus.com/Bids.aspx mailto:accbids@athensclarkecounty.com

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J. COST INCURRED BY OFFERORS

All expenses involved with the preparation and submission of proposals to the Unified Government of Athens-Clarke County, or any work performed in connection therewith shall be borne by the offeror(s).

No payment will be made for any responses received or for any other effort required of or made by the offeror(s) prior to the commencement of work as defined by a contract approved by the governing body of the Unified Government of Athens-Clarke County.

K. EQUAL OPPORTUNITY POLICY STATEMENT

It is the policy of the Athens-Clarke County government that no person or business shall be excluded from participation, denied the benefits of, or otherwise discriminated against in relation to the award and performance of any contract or subcontract on the grounds of race, color, creed, national origin, age, or sex.

L. HOLD HARMLESS AND INDEMNIFICATION

The Offeror agrees, insofar as it legally may, to indemnify and hold harmless the Unified Government of Athens-Clarke County, its officers, employees and agents from and against all loss, costs, expenses, including attorneys' fees, claims, suits and judgments, whatsoever in connection with injury to or death of any person or persons or loss of or damage to property resulting from any and all operations performed by Offeror, its officers, employees, and agents under any of the terms of this contract.

M. SITE VISIT:

Offerors are expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event, shall failure to inspect the site constitute grounds for a claim after contract award.

If the offeror could not attend the scheduled pre-proposal site visits, or wishes to return on a different day, the Nature Center must be called prior to any drop-in visits. The current Nature Center is open to the public and frequently used by school groups during the week. Out of respect for these groups, any visits must be scheduled, through one of the facility Supervisors. They can be contacted at 706-613-3615. Even at these times, the Nature Center may be in use by public and other guests who have priority to the facility.

The Nature Center hours are 8:30 am – 5:30 pm and closed on ALL Sundays & Mondays. Access will not be allowed on a day the facility is closed.

N. AWARD OF CONTRACT

This is a past performance/technical/price trade-off source selection in which competing offeror’s past and present performance history and technical ability will be evaluated on a basis approximately equal to price. Award will be made to the responsible offeror whose proposal represents the best value after evaluation in accordance with the factors listed in Section IV herein. The Unified Government of Athens- Clarke County may reject any or all proposals if such action is in the Unified Government’s interest.

P. PLACE OF PERFORMANCE

The Unified Government of Athens-Clarke County will not contemplate traveling outside the City of Athens to the contractor’s facility for custom fitting or alterations. The offeror shall include in the proposal the address of the plants or facilities location(s) that is intended to be used.

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Q. QUALIFICATION OF OFFERORS

The Unified Government of Athens-Clarke County may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the work and the offeror shall furnish to the Unified Government all such information and data for this purpose as may be requested.

The Unified Government reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the Unified Government that such offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

The Unified Government of Athens-Clarke County contractors/vendors must have a current Athens-

Clarke County business license if they are physically located in Athens-Clarke County or if they perform a service in Athens-Clarke County.

Proposals from any offeror that is in default on the payment of any taxes, license fees, or other monies due to the Unified Government will not be accepted.

R. ALTERNATE PROPOSALS

Alternate proposals or proposals that deviate from the requirements of this solicitation will not be considered. Offerors shall not insert in their proposal any written statement which will have the effect of making any material change or changes in the Scope of Services or in any contract between the parties covering subject matter thereof.

S. OPEN RECORDS

In accordance with OCGA Section 50-18-72(a)(34) Any trade secrets obtained from a person or business entity that are required by law, regulation, bid, or request for proposal to be submitted to an agency. An entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10. If such entity attaches such an affidavit, before producing such records in response to a request under this article, the agency shall notify the entity of its intention to produce such records as set forth in this paragraph. If the agency makes a determination that the specifically identified information does not in fact constitute a trade secret, it shall notify the entity submitting the affidavit of its intent to disclose the information within ten days unless prohibited from doing so by an appropriate court order. In the event the entity wishes to prevent disclosure of the requested records, the entity may file an action in superior court to obtain an order that the requested records are trade secrets exempt from disclosure. The entity filing such action shall serve the requestor with a copy of its court filing. If the agency makes a determination that the specifically identified information does constitute a trade secret, the agency shall withhold the records, and the requester may file an action in superior court to obtain an order that the requested records are not trade secrets and are subject to disclosure;

T. NON-DISCRIMINATION ORDINANCE

Contractor agrees to abide by and be bound by Chapter 6-21 of the Code of Athens-Clarke County, Georgia, regarding Unlawful Discrimination and agrees to ensure that any and all subcontractors operating pursuant to this solicitation also agree to abide by and be bound by Chapter 6-21 of the Code of Athens- Clarke County, Georgia.”

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SECTION III - SCOPE OF SERVICES

The vendor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to provide design & installation turn-key services at the Sandy Creek Nature Center as per the scope of services outlined below:

A. INTRODUCTION AND PURPOSE

The Unified Government of Athens-Clarke County (ACCGov) is a unified city/county government located in the northeast section of the state of Georgia and is approximately sixty (60) miles northeast of Atlanta, Georgia. The Unified Government of Athens-Clarke County (the government’s official name) was formed in 1991 by a referendum which required the combining of The City of Athens and Clarke County. ACCGov serves an area population of approximately 130,000 with annual growth projected at 1% per year. ACCGov provides a multitude of local and state-funded services, which includes, but is not limited to, Public Safety, Utility, Courts, Corrections, Tax and Fire Services. ACCGov employs approximately 2,200 people.

On November 5, 2019 the citizens of Athens-Clarke County approved a Referendum to continue a Special Purpose Local Option Sales Tax (SPLOST) to provide funding for specific capital improvements for Sandy Creek Nature Center located at 205 Old Commerce Rd., Athens, Georgia.

The Unified Government of Athens-Clarke County desires to solicit competitive Proposals from responsible vendors to provide professional aquarium design & installation services as described herein for the Sandy Creek Nature Center Exhibit Project.

B. GENERAL PROJECT DESCRIPTION

The objective of this project is to upgrade and renovate aging Coastal exhibit areas and aquariums at the Sandy Creek Nature Center. This is the oldest exhibit at the Nature Center, dating to 1998. The Coastal exhibit features a 2,000-gallon aquarium with two smaller marine tanks. The exhibit displays live sea turtles, fish, and other creatures.

The project will include replacement of aquariums and their equipment, including plumbing system.

Replacement of the RO/DI system and plumbing to existing reservoirs. Refurbishment of the acrylic for a 2,000-gallon aquarium both on internal and external sides. Additional equipment installation to ensure proper functioning of the aquatic systems thereby promoting the aquatic life inhabits within them. The exhibits will replicate the Georgia Coast theme.

Exhibit Rehabilitation Design Goals

a. Project design shall meet the needs of aquarium inhabitants

b. Project design shall fit the current theme of Georgia Coast

c. Project design shall gear equipment toward efficiency and longevity

d. Project design shall provide enough space for employees to navigate around installations

e. Project design shall provide user friendly equipment to assist employees with maintenance

f. Project design shall ensure the exhibits are presentable from the public side

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C. GENERAL REQUIREMENTS

1. Physical Security: The contractor shall safeguard all Unified Government of Athens-Clarke County property provided for contractor use. At the close of each work period, vehicles, facilities, support equipment, and materials shall be secured.

2. Access Control: The Nature Center is open for work on Tuesday – Saturday from 8:30 am to 5:30 pm.

Work must be completed within these hours. Evening and weekend hours are only permitted with permission.

3. Contract Performance Period: Contract performance period shall be from the Notice to Proceed for 90 calendar days unless terminated by either party giving to the other written notice of termination in writing thirty (30) days prior to the proposed date of termination. Termination by the Unified Government of Athens-Clarke County can be immediate upon contractor failure to comply with any of the terms.

4. Warranty: Upon completion of installation, the Contractor must provide documentation attesting the equipment has been installed meeting all specifications thereby warranted by manufacturer. Vendor shall provide the manufacturer's warranty for all installed equipment. Additionally, vendor shall provide a one-year warranty for workmanship, starting after the completion of final payment.

5. Ordering and Payment: Performance will be ordered by issuance of a purchase order for the period of performance. Payment for work performed shall be paid monthly upon receiving invoicing with an attached copy of each certificate of receipt of service for that month signed by Department Director or designee. The contractor shall ensure that all invoices clearly reflect the purchase order number. All original invoices must be mailed or hand-delivered to Athens-Clarke County Accounts Payable, P.O.

Box 1748, Athens, GA 30603 or Athens-Clarke County Accounts Payable, 375 Satula Avenue, Room 175, Athens, GA 30601. A duplicate invoice may be submitted to the department. Failure to comply with this provision may result in delayed payments for services rendered.

a. The Contractor shall prepare and submit invoices to the Finance Office address specified on individual orders. If the invoice does not comply with these requirements, the Finance Office will return it with the reasons why it is not a proper invoice. A proper invoice must include the items listed below.

(i) Name and address of the Contractor.

(ii) Invoice date and invoice number. (The Contractor should date invoices as close as possible to the date of the mailing or transmission.)

(iii) Purchase order number for supplies delivered or services performed.

(iv) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

(v) Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms).

(vi) Name and address to whom payment is to be sent.

(vii) Name (where practicable), title, phone number, and mailing address of the person to notify in the event of a defective invoice.

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(viii) Any other information or documentation required by the contract (e.g., evidence of shipment).

b. In the event orders are made via monthly or period purchase orders, the contractor may provide a summary invoice for all deliveries made during a billing period, identifying the delivery tickets covered therein, stating their total dollar value. A summary invoice shall be supported by receipt copies of the delivery tickets. Delivery tickets or sales slips shall contain:

(i) Name of supplier

(ii) Purchase Order number

(iii) Ship to Department and Address

(iv) Description, Quantity, unit price, and extension of each item.

(v) Date of delivery or shipment.

D. ADDITIONAL REQUIREMENTS

The following sections of Contract Documents (Attachment E) will be required to be executed and/or provided by the selected vendor prior to issuance of Purchase Order.

• Contract Award Oath – Section 00550

• General Conditions – Section 00700

• Insurance – Section 00828

E. DEFINITIONS

1. ACCGov – The Unified Government of Athens-Clarke County, inclusive of all designated representatives and staff to manage the Project. The “Owner” on this Project.

2. Contractor – used interchangeably in this RFP and resulting contract with the term Vendor.

3. Evaluation Committee – This Committee shall be composed of qualified persons approved by

ACCGov to review and evaluate respondent firms’ statements of proposals and other submittals. The Committee shall be comprised of qualified representatives or stakeholders of ACCGov.

F. BASIC REQUIRED SERVICES:

The overall work scope includes working with ACCGov’s staff to provide a “Turn-Key” package, including, but not limited to, design, permitting, demolition, fabrication, delivery, installation and providing required miscellaneous work.

All design elements must demonstrate the highest level of durability and be commercial grade. All aquariums will be designed to optimize water quality and enhance the well-being of inhabitants within.

All designs must meet required OSHA standards. Equipment currently installed directly related to the functioning of aquariums are not to be demolished or damaged in the process and are the property of Athens-Clarke County Unified Government. This equipment includes but is not limited to: Lighting, pumps, sumps, protein skimmers, UV sterilizers and the aquariums themselves.

The design proposal must include all the minimum requirements listed below:

1. Design shall include replacing the two existing 100 gallon and 50 gallon exhibit aquariums with two new custom acrylic aquariums, both being 48x20x24 with polymer top and bottom.

a. Aquariums shall be installed side by side, separated by a support beam that already exists in the room. These aquariums shall appear to be one long aquarium from the public side.

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b. The two aquariums shall be designed with new PVC, plumbing parts, bio sumps, external UV sterilizers, in sump protein skimmers, media reactors, internal return pumps, new stands and installation of all equipment and plumbing.

c. Stands for the current aquariums are wooden and shall be replaced with durable non-wooden stands.

d. The equipment used with these two aquariums must be rated for the water volume of each aquarium plus inhabitants, ranging from aquatic invertebrates to several small fish.

2. Design shall include sanding and polishing the scratches on the acrylic of the 2,000 gallon sea turtle aquarium. Both the inside and outside shall be refurbished. Underwater sanding will not be required.

a. Provide new filtration sump with industrial UV sterilizer, professional grade protein skimmer, return pump and media reactor. Installation of new equipment, PVC and plumbing parts for the 2,000 gallon aquarium.

b. All equipment for the 2,000 gallon tank must be graded to handle the bio-load of up to a 2 foot long loggerhead sea turtle in addition to a few adult fish up to 2 feet in length.

3. Design shall include platform with stairs for the 2,000 gallon sea turtle aquarium.

a. This platform shall replace the degraded wooden platform and stairs while also decreasing the footprint to allow more space for staff to maneuver behind the scenes.

b. This platform shall also allow space for maintenance of sump and equipment located underneath, and incorporate a floor that can be lifted and secured easily while maintaining any equipment.

c. The construction of the platform shall use non-wooden, artificial and durable material.

4. The current AquaFX RO/DI unit shall be replaced with an industrial 1500 gpd unit. New equipment shall be routed to the two current 175 gallon reservoirs next to the RO/DI unit.

5. Design shall also take into consideration of any bordering or additions to ensure the public sides of the aquariums are presentable to the public and do not pose any hazards or obstructions.

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SECTION IV - SELECTION PROCESS AND EVALUATION CRITERIA

The Unified Government of Athens-Clarke County intends to evaluate proposals and award a contract without discussions with offerors. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a price and technical standpoint. The Unified Government reserves the right to conduct discussions if the Unified Government later determines them to be necessary.

The Evaluation Committee will score the proposals based on the evaluation criteria below. Proposal that ranks highest upon completion of the evaluation process shall be selected to provide the Aquarium Design and Installation Services for this project.

The selection of a responsible Offeror for recommendation of contract award will be based on the determined best value to ACCGov after proposal and pricing evaluation. The ACCGov may reject any or all Proposals if such action is determined in the interest of the Unified Government.

EVALUATION CRITERIA: Based on the proposal format and the required sections of the proposal as outlined in Section II, the evaluation criteria are as follows:

a. PROPOSAL FORMAT: In this section the evaluation will be on the overall look of the proposal and how well the Offeror followed the instructions of the proposal format provided in Section I.

For example, evaluators will be looking for completeness of the pdf file (bookmarks, tabs, hyperlinks, file names, etc.), spelling, typographical errors, page counts, correct project and client names referenced. (Weighting Factor 0.5)

b. EXPERIENCE & REFERENCES: In this section the evaluation will be on the proposed individual staff and sub consultants assigned to the project and experience with similar projects. Assesses list of past project references along with customer satisfaction with the vendor on prior projects.

References should be requested for validation of the information provided by the vendor.

(Weighting Factor 1.5)

c. UNDERSTANDING OF THE PROJECT: In this section the evaluation will be on apparent understanding of the project and project approach. Assesses whether the Offeror has given sufficient evidence of having fully understood the requirements of the entire project stated in the scope of work and referenced attachments. (Weighting Factor 1.5)

d. DESIGN PROPOSAL: In this section evaluation will be on the unique and innovative design approach of the Offeror in including all the minimum requirement items in the design proposal.

Assesses the quality of the design, quality of the equipment and overall value. (Weighting Factor 3.5)

e. PRICE PROPOSAL: Assesses whether the price is reasonable and in concert with industry standards and whether the firms have a good understanding of the scope of work and the project requirements. Price proposal submitted shall include all-inclusive lump-sum cost, to provide turn-key services from design to final completion. (Weighting Factor 3.0)

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SECTION V – PROPOSAL FORMS

A: PROPOSAL FORM

Proposal of___________________________________________________________

(Hereinafter called "Offeror"), organized and existing under the laws of the State of

__________________________, doing business as ________________________________*.

In compliance with your RFP, the Offeror hereby proposes and agrees to perform and furnish all work for the requirement known as RFP #025022 SANDY CREEK NATURE CENTER EXHIBIT, SPLOST 2020 PROJECT 15 in strict accordance with the Proposal Documents, within the time set forth therein, and at the price proposed.

By submission of this Proposal, the Offeror certifies, and in the case of a joint Offer, each party thereto certifies as to its own organization that:

1. The Offeror has examined and carefully studied the Proposal Documents and the Addenda, receipt of all of which is hereby acknowledged at Section V-B.

2. The Offeror agrees that this proposal may not be revoked or withdrawn after the time set for the opening of proposals but shall remain open for acceptance for a period of sixty (60) days following such time.

Company:

Contact:

Address:

Phone: Fax

Email:

By checking this box, I acknowledge that I have read all insurance requirements and will meet requirements listed in RFP #025022 SANDY CREEK NATURE CENTER EXHIBIT, SPLOST 2020 PROJECT 15 if awarded.

Authorized Representative/Title (print or type)

Authorized Representative (Signature)

Date

MANDATORY SUBMITTAL

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B: ADDENDA ACKNOWLEDGEMENT

The Offeror has examined and carefully studied the Specifications and the following Addenda, Receipt of all of which is hereby acknowledged:

Addendum No.

dated

Acknowledgement

Initial

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changes the Owner’s requirements.

Company Name (printed):

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C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

The Unified Government of Athens-Clarke County and Contractor agree that compliance with the requirements of O.C.G.A.

§ 13-10-91, as amended, and Rule 300-10-1-.02 of the Rules of the Georgia Department of Labor are conditions of this Agreement for the physical performance of services.

The Contractor further agrees that its compliance with the requirements of O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02 is attested to on the executed Contractor Affidavit and Agreement attached hereto.

If employing or contracting with any subcontractor(s) in connection with this Agreement, Contractor further agrees:

(1) To secure from the subcontractor(s) an affidavit attesting to the subcontractor’s compliance with O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02; such affidavit being in the form attached hereto; and

The failure of Contractor to supply the affidavit of compliance at the time of execution of this Agreement and/or the failure of Contractor to continue to satisfy the obligations of O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02 as set forth in this Agreement throughout the contract period shall constitute a material breach of the contract. Upon notice of such breach, Contractor shall be entitled to cure the breach within ten days, upon providing satisfactory evidence of compliance with the terms of this Agreement and State law. Should the breach not be cured, Athens-Clarke County shall be entitled to all available remedies, including termination of the contract and damages.

SEE AFFIDAVIT ON FOLLOWING PAGE

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C: CONTRACTOR AFFIDAVIT & AGREEMENT UNDER O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, as amended, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of The Unified Government of Athens-Clarke County, Georgia, has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the provisions and deadlines established in O.C.G.A. § 13- 10-91, as amended.

Furthermore, the undersigned will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization Company Identification Number Date of Authorization

Name of Contractor: _______________________________________________________________

Name of Project: SANDY CREEK NATURE CENTER EXHIBIT, SPLOST 2020 PROJECT 15

Name of Public Employer: The Unified Government of Athens-Clarke County

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ____, ___________, 202__ in _______________________, _____________________.

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

____ DAY OF ____________, 202_

Notary Public My Commission Expires:

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D: PRICE PROPOSAL

For the total turn-key price of ___________________________________ _____________________________________________________, in words ($_____________Dollars) we will design, furnish and install all the items outlined in the RFP #025002.

We further agree to the payment milestones as outlined in the table below:

Payment Milestone Item Payment Schedule Percentage of Total Cost

Complete Engineering Package Submitted & Approved by Owner 10% All Local Permits Issued & Materials Delivered 20% System Installed and Operational 60% Permits Closed, as-builts and O&M manuals 5% Final Completion – including warranty documentation 5%

Can the Proposer have the project completed within 90 calendar days after NoticeTo Proceed? (Check the box) ☐ Yes ☐No

If No, then Proposer is to provide the number of calendar days, after Notice to Proceed needed to complete the installation _____Calendar Days

By checking this box, I acknowledge that the price listed above is the total turn-key price for the RFP #025022 SANDY CREEK NATURE CENTER EXHIBIT, SPLOST 2020 PROJECT without project additions.

Authorized Representative/Title (print or type)

Authorized Representative (Signature)

Date

Company Name (printed):

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SECTION VI – OPTIONAL FORMS

A. BID LIST APPLICATION

We would like for this form to be turned in a minimum of four (4) days prior to bid

If you have an ACCGov Vendor Number please include it on the sealed envelope or container.

If you do not know your ACCGov Vendor Number, please call 706-613-3088 or email:

accpurchasing@accgov.com

If you DO NOT HAVE an ACCGov Vendor Number, please fill out the bidder’s list application attached below.

Bid List Application.pdf mailto:accpurchasing@athensclarkecounty.com

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SECTION VII DOCUMENTS CHECKLIST:

PROPOSAL DOCUMENTS CHECKLIST:

1. Cover Letter

2. Table of Contents

3. Mandatory Documents

4. Business Information

5. Qualifications and References

6. Understanding of the Project

7. Design Proposal

8. Financial Information and Documentation

9. Other Relevant Information

MANDATORY PROPOSAL FORMS (SECTION V) Offeror must complete, execute and include with the proposal the following mandatory documents:

A. Proposal form

B. Addenda Acknowledgement

C. Georgia Security & Immigration Compliance (GSIC) Affidavit

D. Price Proposal

OPTIONAL FORMS (SECTION VI)

A. Bidder’s List Application

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ATTACHMENT A

What Your Business Needs to Know about Georgia’s E- Verify Requirements

(Effective July 1, 2013) E-Verify Contractor Requirements Georgia law, O.C.G.A. § 13-10-91, requires all businesses that contract with a public employer for labor or services by bid or by contract in which the labor or services exceed $2499.99 to sign an affidavit attesting that they are registered for and use E-Verify unless 1) the contractor has no employees (in which case they must present an approved state issued identification card/drivers’ license from an approved state as provided on the Attorney General’s website ) or, 2) the contract is with an individual licensed under Title 26, Title 43, or the State Bar of Georgia who is in good standing and that individual is performing that service. Anyone your business subcontracts with for labor and services, as well as the subcontractors of your subcontractors, in furtherance of that contract is also subject to this requirement. E-Verify Contractor, Subcontractor, and Sub-Subcontractor affidavits can be found here.

E-Verify Private Employer Requirements Georgia law, O.C.G.A. § 36-60-6, requires all businesses, with more than 10 employees that are seeking an occupation tax certificate/business license or other document required to operate a business with a county or city to sign an affidavit attesting that they are registered for and use E-Verify. Businesses with 10 or fewer employees are required to sign an affidavit attesting that they are exempt from this requirement. Once a business has provided this affidavit to the county, all subsequent renewals can be provided with the submission of the E-Verify number, as long as it is the same number as provided on the affidavit, or assertion that your business is exempt. The county will provide the format in which renewal information is collected. E-Verify Private Employer and Exemption Affidavits can be found here.

What Is E-Verify?

E-Verify is a federal Web-based system that electronically verifies the employment eligibility of newly hired employees.

It works by allowing participating employers to electronically compare employee information taken from the I-9 Form (the paper-based employee eligibility verification form used for all new hires) against records in the Social Security Administration's database and the records in the Department of Homeland Security immigration databases.

Where Do I Find My E-Verify Number?

The Human Resources Department for your business should have that information, if you have registered. The E-Verify number, which consists of four to six numerical characters, is located directly below the E-Verify logo on the first page of the memorandum of understanding (MOU) entered into between your business and the Department of Homeland Security (DHS) to use E-Verify.

What if I cannot locate or do not have access to my MOU?

If the HR director/program administrator for E-Verify from your business has taken the E-Verify tutorial, you may obtain your company ID number by: 1) Logging in to E-Verify with your assigned user ID and password; 2) From 'My Company,' select 'Edit Company Profile;' 3) The Company Information page will display the company ID number. If your HR director/ program administrator has not completed the tutorial, you must contact E-Verify Customer Support at 888-464-4218 or at E-Verify@dhs.gov for assistance.

Is the Federal Tax Identification Number/Employer Identification Number (EIN) the same as the E-Verify Number?

No. While you will be required to provide the Federal Tax Identification Number/EIN for your business to DHS in order to register for E-Verify, a separate number, which consists of four to six numerical characters, will be provided as the E- Verify number for your business by DHS, which will be located on the MOU.

How Do I Register for E-Verify? To register for E-Verify, please…