23_034 Special Inspections RFQ.pdf

DOUGLAS COUNTY GEORGIA

SPECIAL INSPECTIONS

DOUGLAS COUNTY FIRE STATION # 9

Request for Quote (RFQ)

SOLICITATION NUMBER 23-034

Date of Issue: 09/26/2023

Closing: 10/18/2023 Time 02:00 PM (Eastern)

Single Point of Contact (SPC): LaTonya Ammons Director of Procurement

Address: 8700 Hospital Drive City, State, Zip: Douglasville, GA 30134 Phone (voice): 404-920-7247 Fax: 404-920-7219 E-mail: dcpurchasing@douglascountyga.gov

Douglas County Board of Commissioners promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

DOUGLAS COUNTY, GA

The Douglas County Board of Commissioners is seeking quotes to contract with a qualified firm for special inspections for the construction of a new 17,079 square foot, one-story fire station on a 7.5-acre site currently owned by the County to include all site work, labor, equipment, and materials as indicated in the Construction Documents, Plans, and Specifications Complete. You are invited to submit a proposal in accordance with the specifications and information contained herein. All required information shall be included with your submission. Any exceptions to the specifications shall be included.

A complete set of bidding documents may be purchased at Superior Reprographics, 591 Thornton Road, Suite T, 30122, print@superiorreprograhics.com, (770) 944-7293. The price will be set by Superior Reprographics.

A. BACKGROUND

Douglas County is the only comprehensive government in Douglas County, providing all services to its citizens, including fire and emergency services, libraries, jail facilities, E-911, transportation planning, roadway signalization, signage and marking, vanpool and express bus service, informative and interactive website, a government access cable television channel, landfill and recycling programs, direct sponsorship and planning of events to bring our community together, and other traditional government services.

Located due west and 20 miles from Atlanta on Interstate 20, Douglas County is 200 square miles of gently rolling foothills of the Appalachian Piedmont bordered on the south by the Chattahoochee River, east by Cobb County, north by Paulding County, and west by Carroll County. The Dog River in the western portion of the County is the County’s potable water source (managed by the Douglasville- Douglas County Water and Sewer Authority, State-chartered). Other waterways include Sweetwater Creek, Anneewakee Creek, and Gothard’s Creek. Douglas County’s strategic location as the western gateway to Atlanta, and its proximity and ease of access to Atlanta’s Hartsfield-Jackson International Airport, make it the enviable place to live, work and play.

The County is managed by a five-member Board of Commissioners: A Chairman (full-time, four-year term) elected at large, and four District Commissioners (part-time, four-year terms).

B. RESTRICTIONS ON COMMUNCATION WITH STAFF

From the issue date of the solicitation and until a supplier is selected for contract award and the selection is made public, bidders are not allowed to communicate for any reason with members of the Board of Commissioners, Douglas County employees and/or contracted agents related to the solicitation except through the issuing officer (or his/her designee) named in the solicitation.

Prohibited communication includes all contact or interaction, including but not limited to telephonic communications, emails, faxes, letters, or personal meetings, such as lunch, entertainment, or otherwise. Exceptions to this restriction on communication include the following:

• Communication during pre-bid conference/meeting provided the issuing officer is present, or

• As necessary to perform under any existing contracts with the County, or

• With Douglas County pursuant to the protest process

A bidder’s violation of the restriction on communication can lead to disqualification of the supplier’s response from consideration for contract award and/or other disciplinary action such as suspension or debarment.

C. SCHEDULE

The following schedule is supplied as a guideline rather than a set of absolute deadlines. The County reserves the right to modify or alter the schedule as needed.

Event Date & Time Issue RFQ Tuesday, September 26, 2023, 8:00 AM EDT Questions Due Thursday, October 5, 2023, 4:00 PM EDT Addendum/Responses to Questions (if necessary) Tuesday, October 10, 2023, 5:00 PM EDT Deadline for submittal of RFQ Wednesday, October 18, 2023, 2:00 PM EDT

D. QUESTIONS

Prospective Proposers must submit any questions regarding this solicitation Electronically in BidNet by the due date and time specified in the solicitation. Only questions submitted via BidNet will be accepted and addressed.

Responses to questions received during the solicitation time period are posted on the website at https://www.bidnetdirect.com/georgia/douglascounty in an addendum. Proposers who fail to report a known or suspected problem with this solicitation or who fail to seek clarification or correction of this solicitation do so at their own risk.

E. ADDENDUM

Any necessary additions or corrections will be made by addenda and issued electronically in BidNet.

The Addendum will become part of the solicitation. Failure to acknowledge any addenda shall not relieve Bidders of compliance with the terms thereof. The County assumes no responsibility for oral instructions. All requests for clarification and additional information must be made in writing in Bidnet.

Responses to questions will be posted as addenda in BidNet. It is the bidder’s responsibility to review BidNet periodically to determine if addenda have been prepared and posted.

The successful firm’s proposal and all the addenda will become a part of the agreement resulting from this document.

F. TAXES

The County is exempt from all state sales tax and Federal Excise Tax. However, in the event taxes are required by state or federal law for the services or products outlined in this bid, such taxes shall be the sole responsibility of the Contractor unless otherwise stated in writing and agreed to by the County.

https://www.bidnetdirect.com/georgia/douglascounty

G. PROTESTS

The protester shall furnish a written protest to the Purchasing Department no later than five (5) working days after award of the Purchase Order or contract listing the articles of the Purchasing Policy Procedure Manual that have been violated. Failure to comply with this requirement may result in dismissal of the protest.

If the protester files a request for documents with a protest, Purchasing shall furnish copies of the requested documents consistent with the Georgia Open Records Act.

H. PURCHASING POLICY

The Douglas County Purchasing Policy Procedure Manual is incorporated into this solicitation (and, therefore, any contract awarded as the result of this solicitation) by reference. By participation in this solicitation an Offeror, potential Offeror, or Contractor agrees to be bound by the Douglas County Purchasing Policy, Purchasing Procedures, Operating Guidelines and Regulations on any issue or action related to this solicitation or subsequent contract resulting from this solicitation.

I. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT

Contractor’s full compliance with all applicable federal and state security and immigration laws, including without limitation O.C.G.A. § 13-10-90, et seq. as amended and Georgia Department of Labor Rule 300-10-1, et seq. is a condition for the contract bid and any contract award. Contractor is required to affirm compliance by completing and returning the two (2) Georgia Security and Immigration Compliance documents with Contractor’s proposal.

Pursuant to O.C.G.A. § 13-10-91 no Contractor or subcontractor may propose a contract or enter into a contract with a public employer for the physical performance of services unless the Contractor or subcontractor is registered with and participates in the federal work authorization program to verify information of all newly hired employees and provides certain required affidavits. Any Contractor, subcontractor, or sub-subcontractor of such Contractor or subcontractor, shall also be required to satisfy the requirements set forth herein.

J. CONTRACT AWARD

A contract will be awarded to the responsible Offeror whose bid is determined to be the most advantageous, is of best value to the County and with whom an acceptable contract can be negotiated and agreed upon. It is within the County’s sole discretion to determine whether the Contractor is responsible or responsive under the terms and conditions of this solicitation. Further, it is within the County’s sole and absolute discretion to determine Contractor’s responsibility or responsiveness after a contract is entered into. Finally, it is within the County’s sole and absolute discretion to terminate this agreement, to not renew a Contractor or to not make an award to a Contractor who is determined to be not responsible or not responsive.

K. INSURANCE REQUIREMENTS

During the Term and for two (2) years thereafter, Contractor must maintain insurance of a nature and amount adequate to protect, and must in fact protect, Contractor, the County, and the State of Georgia from any claims of bodily injury, property damage, or personal injury and other damages which arise out of operations under this Contract. At a minimum, Contractor shall maintain in force workers' compensation coverage in the amount required by statute, employers liability of at least $500,000 each accident and each employee, auto liability coverage of at least $1,000,000, comprehensive general liability insurance with coverage of at least $1,000,000, professional errors and omissions insurance with coverage of at least $1,000,000, and if Contractor is processing personally identifiable information for County, cyber liability insurance with limits of at least $3 million. Cyber liability insurance shall cover network security and privacy risks, including unauthorized access, failure of security, breach of privacy perils, wrongful disclosure, collection or other negligence in the handling of personally identifiable information, privacy perils, and coverage for related regulatory defense and penalties, data breach expenses, computer forensic investigation, public relations and crisis management firm fees, credit file or identity monitoring or remediation services.

All such coverage shall be provided by insurers reasonably acceptable to Company and must be issued by an insurance company licensed to do business in Georgia (professional liability insurance through the London Market is acceptable) with a minimum AM Best rating of A- and signed by an authorized agent. Insurance coverage is at Contractor’s own expense. The County shall be listed as an additional insured under all policies, and all such insurance shall provide primary coverage. Within ten (10) days after execution of this Contract, Contractor shall submit a certificate of insurance evidencing the requirements of this Section. Thereafter, at County’s request, Contractor shall forward a certificate of insurance verifying such insurance. Such certificates will indicate that such insurance policies may not be canceled before the expiration of a thirty (30) day notification period and that the County will be immediately notified in writing of any such notice of termination. Such insurance policies are not intended to limit Contractor’s liability for damages under this Contract.

L. DISQUALIFICATION OF BIDS

Bids may be disqualified before the awarding of the contract for any of the following:

• Failure to include all requested information or other details of the bid.

• Excessive errors in calculating prices or totals.

• Failure to include bid bond, if applicable.

• Failure to submit Contractor Qualifications and/or required licenses and permits with bid response.

M. TRADE SECRETS – CONFIDENTIALITY

If any person or entity submits a bid or proposal that contains trade secrets, an affidavit shall be included with the bid or proposal. The affidavit shall declare the specific included information which constitutes trade secrets. Any trade secrets must be either (1) placed in a separate envelope, clearly identified and marked as such, or (2) at a minimum, marked in the affidavit or an attached document explaining exactly where such information is, and otherwise marked, highlighted, or made plainly visible. See Georgia law at O.C.G.A. § 50-18-72 (A)(34).

N. ETHICS – DISCLOSURE OF RELATIONSHIPS

Before a proposed contract in excess of $10,000.00 is recommended for award to the Board of Commissioners or the County Administrator, or before the County renews, extends, or otherwise modifies a contract after it has been awarded, the contractor must disclose certain relationships with any County Commissioner or County Official, or their spouse, mother, father, grandparent, brother, sister, son or daughter related by blood, adoption, or marriage (including in-laws). A relationship that must be reported exists if any of these individuals is a director, officer, partner, or employee, or has a substantial financial interest the business.

If such relationship exists between your company and any individual mentioned above, relevant information must be presented in the form of a written letter to the Director of Purchasing. You must include the letter with any bid, proposal, or price quote you submit to the Purchasing Department.

In the event that a contractor fails to comply with this requirement, the County will take action as appropriate to the situation, which may include actions up to and including rejection of the bid or offer, cancellation of the contract in question, or debarment or suspension from award of a County contract for a period of up to three years.

O. ABILITY TO PERFORM

The offeror may be required, upon request, to provide to the satisfaction of the Owner that he/she has the skill, experience and the necessary facilities, as well as sufficient financial and human resources, to perform the contract in a satisfactory manner and within the required time. If the available evidence is not satisfactory to the Owner, the Owner may reject the offer.

P. PAYMENT TERMS

The County's standard payment terms are Net 30. Any deviation from standard payment terms must be specified in the awarded contract, and both parties must agree on such deviation.

SCOPE OF WORK AND GENERAL INFORMATION

Douglas County’s Fire Station #9 will be funded by the County’s 2016 SPLOST. The project will require Special Inspections and Testing per the project’s plans and specifications prepared by Hussey Gay Bell. The Designer of Record for the project has prepared a Schedule of Special Inspections and it is included in Section 014000.

Special Inspections shall be conducted in compliance with Chapter 17 of the 2018 International Building Code including all current amendments and the Schedule of Special Inspections in Section 014000 of the Project Manual issued for the project.

The special inspector shall be qualified in accordance with Table 1704.2 of the 2018 International Building Code including all Georgia State Amendments.

Bids will be evaluated based on the quantities provided in the Bid Form which is attached.

Work will be paid based on the actual number of hours worked. Exceeding total cost must be approved in advance by the Owner. Any questions concerning bid items or quantities shall be submitted to Douglas County Purchasing.

The selected Special Inspections Agency shall visit the project only as requested by the Contractor or Owner to perform tasks related to the Special Inspections. The Agency shall manage staff in an efficient manner and only visit the project or perform work as needed to ensure all Special Inspections are completed and the resulting report is prepared.

Unit prices shall include all costs including, but not limited to labor, travel and equipment.

Work includes all items identified in the Schedule of Special Inspections for the project. For example, Section 1705.2 includes all items identified under that section including structural steel, deck, joists, girders and trusses. Refer to the Schedule of Special Inspections in Section 014000 of the Project Manual for a detailed listing of inspections required.

Project Management related tasks such as project oversite, inspection reviews, report preparation, certification, etc. shall be included under the project management section. If you have other positions not shown, please insert along with the number of hours and unit rates.

The Special Inspection Agency shall keep records of inspections and tests. The Agency shall submit reports of special inspections and tests to the building official and the registered design professional in charge. Reports shall indicate that work inspected was or was not completed in conformance to the approved construction documents. Discrepancies shall be brought to the immediate attention of the contractor for correction. If they are not corrected, the discrepancies shall be brought to the attention of the building official and to the registered design professional in responsible charge prior to completion of that phase of the work. A final report documenting required special inspections and correction of any discrepancies noted in the inspections or tests, shall be submitted to the building official prior to the time that phase of work is approved by occupancy.

The allowance on the Bid Form will only be used when approved in advance by the Owner.