M E M O R A N D U M

TO: Prospective Bidders

FROM: Becky Smyth, Purchasing Director

RE: Request for Bid - #055-21 Landfill Scale Replacement

DATE: September 22, 2021

Enclosed you will find the necessary information for preparing and submitting your bid for the Removal, Repair, and Installation of a new Landfill Scale at the Walker Mountain

Landfill, 433 Walker Mountain Road, Rome, GA 30162 for the City of Rome Georgia.

A pre-bid walk through will be held on October 6, 2021 at 8:00 a.m. at the work site.

Interested parties are urged to attend this meeting.

The deadline for submitting your bid is October 20, 2021 at 2:00 p.m.

Interested parties may receive a copy of the proposal request by logging on to the City of

Rome, Georgia website at www.romefloyd.com. All questions regarding the proposal should be sent to Jackson Abercrombie at jabercrombie@romega.us no later than October 8, 2021 at

5:00 p.m. All questions and answers will be posted on the City of Rome website. It is the responsibility of interested parties to visit the site regularly to insure receipt of any new information that may be provided.

If you have further questions, please do not hesitate to call my office at 706-236-4410.

Becky Smyth

Purchasing Director

BBS/jga http://www.romefloyd.com/ mailto:jabercrombie@romega.us

INSTRUCTIONS FOR BIDDERS

I. Bids must be received by October 20, 2021 at 2:00 p.m.

II. Bids must be delivered to:

City of Rome

601 Broad Street

Rome, Georgia 30161

III. Bids must be sealed and marked:

“Bid # 055-21 Landfill Scale Replacement”

IV. Bids must be complete and include:

A. Completed Bid Proposal Form

B. Executed Bidder’s Declaration

C. Executed Certificate of Non-Discrimination

D. Executed Affidavit of Non-Collusion

E. Prompt Payment Affidavit

F. Request for Taxpayer I.D. Number

G. Completed Drug-Free Certificate

H. SAVE Affidavit

I. E-Verify Affidavit

All bids submitted shall be subject to acceptance or rejection and the City of Rome specifically reserves the right to accept or reject any or all bids, to waive any technicalities and formalities in the bidding.

Bidder shall submit all required forms and information simultaneously with sealed bids, which forms and information become a part of the property of the City of Rome and will not be returned to bidders unless a written request to withdraw is received prior to October 20, 2021 at

2:00 p.m.

V. Payment:

When contracts are awarded, payment by the City of Rome will be the normal 30-day cycle.

However, the City does make every effort to honor all discounts.

REQUIREMENTS FOR BIDDERS

These items apply to and become a part of the terms and conditions of the bidders bid. Any exceptions must be in writing.

Notice is hereby given that the City of Rome will receive sealed bids from interested parties until

October 20, 2021 at 2:00 p.m. at its offices located at 601 Broad Street, Rome, Georgia 30161.

Any bids received thereafter will not be considered.

Bids will be publicly opened and read at the City of Rome Purchasing Department located at 601

Broad Street on the day and at the hour specified.

The purchaser may consider as non-responsive, any bid in which there is an alteration of, or departure from the bid form hereto attached.

The City of Rome will review and evaluate the RFP responses, and determine the firm that demonstrates the greatest capabilities and relevant experience, proposes a reasonable cost, and is the most advantageous in fulfilling the City’s goals for this project. The City of Rome reserves the right to accept, reject, and/or negotiate any or all proposals as determined by them to be in the City’s best interest. The bidder to whom award is made will be notified at the earliest possible date. The purchaser reserves the right to reject the bid of a bidder who has previously failed to perform properly or complete on time, contracts of a similar nature, or the bid of a bidder who, in the sole opinion and discretion of the purchaser is not in a position to perform the contract, or whose name appears on the United States Comptroller General’s list of ineligible contractors.

Bids may be withdrawn by written or faxed request, provided such withdrawals are received prior to bid opening date.

NOTE: Unless stated on the bid form the bid submitted will assume all specifications will be met. Please note on the bid form all exceptions.

NOTICE TO BIDDERS

It is the sole responsibility of the bidder(s) to ensure that proposals reach the Purchasing

Department on or before the closing date and time. The City of Rome shall not be held responsible for delays caused by any situation. Offers by telephone, facsimile, or email will not be accepted.

The City of Rome will not be responsible for late deliveries or delayed mail. The proposal opening time shall be strictly observed. Under no circumstances shall proposals delivered after the specified time be considered.

Failure to restrict contacts or discussion regarding this RFP to the City of Rome Purchasing

Department will be considered a serious breach of process and may, at the sole discretion of the

City of Rome, result in disqualifying the violating party’s firm from further consideration in this

RFP opportunity. Additionally, any unauthorized contact with members of the City Commission or City employees by a bidder or a bidder’s representative concerning this proposal may result in the disqualification of the bidder.

The City of Rome reserves the right to accept or reject any and all proposals, to waive any irregularity in proposals received, to award the entire proposal to one contractor or to make awards by group or by line item whichever is in the best interest of the City of Rome.

Additionally, the City of Rome may unilaterally terminate this contract in whole or in part, for its convenience, availability of unobligated funds, or because of failure of the bidder to fulfill the contract obligations in any respect.

Scope of Work

Bid 055-21

Landfill Scale Replacement

The purpose of this scope of work is to describe the removal, repair, and installation of a new scale at the

Walker Mountain Landfill located at 433 Walker Mountain Road, Rome, GA 30162. Work must be completed in one weekend beginning Saturday morning completed before 6:00 AM on Monday morning.

Proposal must include all labor, materials, supervision, equipment, and freight.

• Removal and offsite disposal of the existing scale

• Cleaning of scale pit

• Repair of entrance coping to include but not limited to:

o Saw cutting and removal of existing concrete o Provide heavy duty coping at a minimum of 3” x 3” x ¼” angle with integral bumper pads 6” x 6” x ½” with nelson studs every 6” o Pin to existing concrete with a minimum of #4 rebar every 12” o Pour New end wall with epoxy grout or substitute equivalent and demonstrate 4,000 PSI cure before 6:00 AM Monday morning

• Placement of new scale o Crane, operator, and riggers to set new scale

• All installation labor and materials o New homerun cable o Interface and calibrate to existing instrumentation o Place in service legal for trade with the State of Georgia

Specifications

Bid 055-21

Landfill Scale Replacement

The purpose of this specification is to describe the installation of a new scale at the Walker Mountain Landfill. The purpose of these specifications is to establish a level of quality, function and reliability.

**In the “Bidders Response” section, please mark COMPLY or explain the exception.

1. The scale should be of side rail design with a steel deck platform 10 feet wide between side rails, and 60 feet in length. The scale should consist of two modules, each 30 feet in length.

Approximate shipping weight is 29,000 LBS., with the heaviest module weighing approximately

14,500 LBS.

Bidders Response: _____________________________________________________________

2. The scale should be installed above ground. It should have an overall deck height of 12”.

It is recommended that ½” of grout is included in the final installation to ensure uniform bearing under the load cell stands, as well as uniform platform height.

3. The scale should have a gross capacity of 200,000 LBS. and should be graduated in 20 LB.

Increments.

4. The scale should have a concentrated load capacity (CLC) and tandem axle rating of 90,000

LBS. as tested and certified by NTEP.

5. The design and manufacturer of the scale’s replacement components does not limit availability or supply of any components or their installation and maintenance.

6. The scale’s weighbridge should be constructed with main girder beams of WF24” X 76# and crossmembers of WF8” X 21#. The main girders should be positioned so that they are not only structural load carrying members, but also as built-in side safety rails. The main beams should be positioned with 10’ between the edge of the flanges, and the top flange should be approximately 15” above the finished deck. The weighbridge should be designed to ensure that the above structural steel is sufficient for the rated capacity.

7. The scale deck should be 3/8” thick steel diamond safety plate. The deck plate should overlaps the weighbridge structure by 1/2” minimum on both ends to act as a stone strip. The deck plate must also be complete across the width of the scale between the side rails leaving no gap between the deck and the side rail.

8. The load cells used in the scale are a parallel link loading design. The scale utilizes

(6) load cells.

9. Each load cell should have a minimum capacity of 65,000 LBS. and is NTEP approved

Class III L, 10,000d

10. The scale shall include fully adjustable end bumper checking assemblies to aid against extreme loading conditions, or possible abuse.

11. The scale should include surge voltage protection equipment.

12. All junction boxes should be NEMA 4X with construction of molded fiberglass to prevent extreme temperature and humidity fluctuations.

13. All junction boxes and summing circuit boards should be mounted as standard on the side of the weighbridge.

14. All summing circuit boards should be constructed to allow individual load cell isolation and calibration, as well as section calibration.

15. Steel Preparation: Commercial blast cleaning SSPC-SP6

16. Paint System: Cross linked two-part epoxy primer followed by polyurethane topcoat

17. Accreditation to the ANSI-ASQ National Accreditation Board (ANAB) to

ISO/IED 17025:2017 and ANSI/NCSL Z540-1-1994 (R2002) is required. All bids shall provide

Proof of approval pursuant to these standards with their proposal.

General Conditions

1. Due to the fact that this is a public facility used to provide services to the surrounding community, it is imperative that contractors commit to a strict timeframe for completion of the project. Work must start on Saturday morning. All work must be completed by Monday morning at 6:00 AM. Should the project be incomplete on Monday morning after 6:00 AM, the contractor will be charged a $200.00 per day penalty for not completing the project on time.

2. Owner reserves the right to eliminate components if needed due to budget constraints.

3. All areas adjacent to the work areas must be kept free from litter and work debris at all times. The contractor is responsible for providing a receptacle for waste and debris if necessary.

4. Grounds, plants, shrubbery, heating and cooling equipment must be adequately protected during the work period, if there is work being done in the immediate area.

5. The contractor is responsible for all work materials and equipment left on the premises during the work period.

6. Progress payments are authorized for this job. 10 percent retainage will always be maintained.

Payment for the final invoice will be paid within 10 days after acceptance and approval of the work.

7. A certificate of insurance must be provided before any works begin. Insurance must be in the amount of $2,000,000 dollars liability with the City of Rome as the additionally insured.

8. The contractor must have workers compensation in accordance with the laws of the

State of Georgia.

9. Any changes (additions or subtractions) to the specifications or scope of work must be submitted to the City of Rome Purchasing Department on the City of Rome Change Order Form with all necessary signatures.

BID FORM

TO: City of Rome – Purchasing Department

601 Broad Street

Rome, Georgia 30161

ATTN: BECKY SMYTH

BID PKG. “055-21 Landfill Scale Replacement”

Removal of old Landfill Scale $___________________

Repair and Installation of new Landfill Scale $___________________

Expected Start Date ___________________

Total Price $___________________

**Work must be completed in one weekend beginning Saturday Morning and completed before 6:00 AM on Monday Morning. **

All bids submitted shall be subject to acceptance or rejection and the City of Rome specifically reserves the right to accept or reject any or all bids, to waive any technicalities and formalities in the bidding. The

City of Rome must approve all materials used in this project.

The undersigned understands that any conditions stated above, clarifications made to the above or information other than that requested should be under separate cover and to be considered only at the discretion of the Purchasing Department.

Name of Individual, Partner Company or Corporation

Title Address

Authorized Signature City, State, Zip Code

Company phone number

Please Attach Company Contact’s Business Card:

BIDDERS DECLARATION

The bidder understands, agrees and warrants:

• That the bidder has carefully read and fully understands the full scope of the specifications.

• That the bidder has the capability to successfully undertake and complete the responsibilities and obligations in said specifications.

• That the bidder has liability insurance and a declaration of insurance form is included in the bid package.

• That this bid may be withdrawn by requesting such withdrawal in writing at any time prior to

October 20, 2021 2:00 p.m. but may not be withdrawn after such date and time.

• That the City of Rome reserves the right to reject any or all bids and to accept that bid which will, in its opinion, best serve the public interest. The City of Rome reserves the right to waive any technicalities and formalities in the bidding.

• That by submission of this bid the bidder acknowledges that the City of Rome has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the bidder.

• If a partnership, a general partner must sign.

• If a corporation, the authorized corporate officer(s) must sign and the corporate seal must be affixed to this bid.

BIDDER:

Name Title

Name Title

AFFIX CORPORATE SEAL (If Applicable)

CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the bidder agrees as follows:

The bidder agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, ancestry or disability. The vendor shall take affirmative action to ensure that employees are treated without regard to their race, creed, color, sex, national origin, ancestry or disability. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event of the bidder’s non-compliance with this non-discrimination clause, the contract may be canceled or terminated by the City of Rome. The bidders may be declared, by the City of Rome, ineligible for further contracts with the City of Rome until satisfactory proof of intent to comply shall be made by the vendor.

The bidder agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

BIDDER

SIGNATURE

TITLE

NON-COLLUSION AFFIDAVIT

The following affidavit is to accompany the bid:

STATE OF

COUNTY OF

Owner, Partner or Officer of Firm

Company Name, Address, City and State

Being of lawful age, being first duly sworn, on oath says that he/she is the agent authorized by the bidder to submit the attached bid. Affidavit further states as bidder, that they have not been a party to any collusion among bidders in restraint of competition by agreement to bid at a fixed price or to refrain from bidding; or with any office of the City of Rome or any of their employees as to quantity, quality or price in the prospective contract; or any discussion between bidders and any official of the City of Rome or any of their employees concerning exchange of money or other things of value for special consideration in submitting a sealed bid for:

FIRM NAME ______________________________________________

SIGNATURE ______________________________________________

TITLE ___________________________________________________

Subscribed and sworn to before me this_____ day of ________________ 20______

NOTARY PUBLIC

STATE OF GEORGIA PROMPT PAY ACT AFFIDAVIT

THIS AFFIDAVIT IS TO ACCOMPANY THE BID

GEORGIA PROMPT PAY ACT: The Georgia Prompt Pay Act was enacted by the General Assembly in 1994 and took effect January 1, 1995. This act requires owners to pay contractors within 15 days of receipt of a pay request by the owner or the owner’s representative. If payment is not made the owner shall pay the contractor

1% per month interest on the delayed payment. Additionally, the contractor must pay subcontractors within 15 days of receipt of payment from the owner.

This Act is Code Section 13-11-1 (Georgia Laws of 1994, p. 1398 par. 4)

Firm Name: ______________________________________________________________

Signature: _______________________________________________________________

Title: ___________________________________________________________________

Subscribed and Sworn to before me this________ day of _________________, 20_________

Notary Public

CITY OF ROME

DRUG-FREE WORKPLACE CERTIFICATE

By signature on this certificate, the Bidder certifies that the provisions of O.C.G.A. Section 50-24-1 through

50-24-6 related to the “Drug-Free Workplace Act” will be complied with in full. The Bidder further certifies that:

1. A drug-free workplace will be provided for the Bidder’s employees during the performance of the contract; and

2. Each contractor who hires a subcontractor to work in a drug-free workplace shall secure from that subcontractor the following written certification: “As part of the subcontracting agreement with (contractor’s name), (subcontractor’s name) certifies to the contractor that a drug-free workplace will be provided for the subcontractor’s employees during the performance of this contract pursuant to O.C.G.A. Section 50-24-3(b)(7).”

By signature on this certificate, the Bidder further certifies that it will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of the contract.

Bidder: ________________________________________________________

By: ___________________________________________________________

Name Printed: __________________________________________________

Title: _________________________________________________________

Date: _________________________________________________________

CITY OF ROME, GEORGIA

E-VERIFY COMPLIANCE AFFIDAVIT

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-

91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of the City of Rome, 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 applicable provisions and deadlines established in

O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor 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 User Identification number (Not Required if Less than 10 Employees)

Signature (if less than 10 employees)

Date of Authorization

Name of Contractor

Name of Project

Name of Public Employer

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

Executed on _________, ____, 20____ in ____________(city) ____________ (state).

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 ______________, 20_____

My Commission Expires:

CITY OF ROME, GEORGIA

SAVE COMPLIANCE AFFIDAVIT

O.C.G.A § 50-36-1(e) (2) Affidavit

By executing this affidavit under oath, as an applicant for a (n) Contract or Services, as referenced

O.C.G.A. C. § 50-36-1, from the City of Rome, Georgia, the undersigned applicant verifies one of the following with respect to my application for a public benefit:

1) __________ I am a United State citizen.

2) __________ I am a legal permanent resident of the United States

3) __________ I am a qualified alien or non-immigrant under the Federal

Immigration and Nationality Act with an alien number issued by the Department of Homeland Security or other federal immigration agency.

My alien number issued by the Department of Homeland Security or other federal immigration agency is: ____________________.

The undersigned applicant also hereby verifies that he or she is 18 years of age or older and has provided at least one secure and verifiable document, as required by O.C.G.A. § 50-36-1(e) (1), with this affidavit.

The secure and verifiable document provided with this affidavit can best be classified as:

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of O.C.G.A. § 16-10-20, and face criminal penalties as allowed by such criminal statute.

Executed in _______________ (city), _______________ (state).

Signature of Applicant

________________________________ Printed

Name of Applicant

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

_______DAY OF __________________, 20______

My Commission Expires: