24_013 _ Emergency Assistance_Work Demand 202.pdf

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CITY OF GRIFFIN, GEORGIA

REQUEST FOR PROPOSAL

RFP #24-013

FOR

Emergency Assistance-Work Demand

For all questions about this RFP contact:

Sherri Huggins, Purchasing Coordinator shuggins@cityofgriffin.com

Deadline:

June 17, 2024 at 2:00 P.M.

mailto:shuggins@cityofgriffin.com

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IMPORTANT

SUBMITTAL REQUIREMENT

Submittals must be properly labeled to ensure they are not inadvertently opened before the designated time.

Affix the label below to the outside of the sealed submittal envelope or delivery package.

If the label below is not used (i.e. in case of some delivery services), it is the supplier’s responsibility to ensure that the information is on the OUTSIDE of the delivery package. Submissions that do not comply may be rejected.

Submittals must also include the required number of copies specified in section 1.2.

Please make sure either the label below or the information on the label appears on the OUTSIDE of the delivery package and is clearly visible. There may be multiple solicitations open at any given time and if the sender organization and request for proposal number are not discernable, your response may not be recorded as properly received.

RESPONSE SUBMITTAL

DELIVER TO:

CITY OF GRIFFIN

PROCUREMENT – 3RD FLOOR

100 S HILL STREET

PO BOX T

GRIFFIN, GA 30224

RFP/PROPOSAL #: 24-013

RFP/PROPOSAL NAME: Emergency Assistance-Work Demand

DUE ON OR BEFORE: June 17, 2024

COMPANY NAME:

COMPANY ADDRESS:

CONTACT NAME:

CONTACT PHONE & EMAIL:

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RFP #24-013

1. SECTION I – RFP INFORMATION

1.1. PURPOSE

1.2. SCHEDULE & SUMMARY

1.3. SCOPE OF WORK

1.4. PACKAGING/SUBMISSION REQUIREMENTS

1.5. EVALUATION CRITERIA

1.6. FEDERAL TERMS AND PROVISIONS REQUIRED IN CONTRACT

2. SECTION II – GENERAL TERMS AND CONDITIONS

2.1. RESTRICTIONS ON COMMUNICATIONS WITH STAFF

2.2. PUBLIC DISCLOSURE AND PROPRIETARY INFORMATION

3. SECTION III –OVERVIEW AND PROCEDURES

3.1. COMPANY BACKGROUND & EXPERIENCE

3.2. REFERENCES

3.3. BID REQUIREMENTS

3.4. INSPECTION AND ACCEPTANCE OF EQUIPMENT (FOR PURCHASE)

3.5. STATEMENT OF EXPERIENCE AND QUALIFICATIONS

3.6. NON-COLLUSION AFFIDAVIT

3.7. HOLD HARMLESS AND INDEMNIFICATION

3.8. BID BONDS (Bid, Performance, Payment)

4. SECTION IV – OTHER GENERAL SPECIFICATIONS

4.1. LIQUIDATED DAMAGES

4.2. FORCE MAJEURE

4.3. SUPPLIER'S INVOICE

4.4. TAX LIABILITY

4.5. PAYMENT

4.6. ESTIMATED QUANTITIES

4.7. ASSIGNMENT OR NOVATION OF CONTRACT

4.8. TERMINATION FOR CAUSE

4.9. TERMINATION FOR CONVENIENCE

4.10. TERMINATION FOR FUND APPROPRIATION

4.11. CHANGES

4.12. REPORTING DISPUTES

5. SECTION V –INSURANCE REQUIREMENTS

5.1. STANDARD INSURANCE REQUIREMENTS

5.2. OTHER INSURANCE PROVISIONS

6. REQUIRED IMMIGRATION/ENTITLEMENT AFFIDAVITS FOR GEORGIA

6.1. VENDOR/CONTRACTOR AFFIDAVIT

6.2. SUBCONTRACTORS

7. TITLE VI –as applied through the Civil Rights Restoration Act of 1987

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REQUEST FOR PROPOSAL

24-013

EMERGENCY ASSISTANCE-WORK DEMAND

1. SECTION I – REQUEST FOR PROPOSAL INFORMATION

Information in this section is proposal-specific. Any conflicting information stipulated in this section shall supersede the General Terms & Conditions noted in Sections II - VII.

1.1. PURPOSE

The City of Griffin Electric Department (Griffin Power) is soliciting proposals from qualified vendors to provide emergency assistance on Griffin’s electrical system in the event of a natural disaster or high work load demands. Vendor must be qualified to perform energized work on underground and overhead conductors, trans formers, switches, reclosers and other related electrical components. Bid will be awarded based on most competitive hourly labor and equipment rates. Bidder must be Drug Free Work Force Certified.

1.2. SCHEDULE & SUMMARY

This Request for Proposal will be governed by the following schedule and criteria:

DATES

Release of Request Monday, May 13, 2024

Pre-Bid Meeting* No

Questions due Monday, May 27, 2024

Bids due Monday, June 17, 2024 by 2:00 PM

Location City Managers Office: 100 South Hill St, Griffin, GA 30223 (3rd floor)

Copies of Bid Response Required Four, in addition to one original and one digital

Public opening Yes, Monday, June 17, 2024 at 2:00 PM

Location City Managers Office: 100 South Hill St, Griffin, GA 30223 (3rd floor)

Bonds required No

Project Manager Jason Crane

Purchasing Coordinator Sherri Huggins

* The purpose of this meeting will be to provide those interested with an oral presentation of the City’s requirements and to allow for the presentation of questions. Although attendance at the pre-bid meeting is not mandatory, it is considered as part of the evaluation criteria and attendance or non-attendance will receive either bonus points or demerits applied to the evaluation scores. All interested parties are ‘strongly’ urged to attend. No other meeting is planned.

1.3 SCOPE OF WORK

SCOPE OF WORK FOR EMERGENCY RESPONSE:

A. Basic work information

1. Discuss with Line Construction and Technical Services Superintendents on an overview of daily work tasks.

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2. Set-up proper traffic control.

3. Complete and sign tailboards daily.

4. Complete all paper work within Griffin Power’s SOP.

5. Communicate with Systems Operations on location and work to be completed.

6. Communicate with any/all customers in conflict of work location.

7. Change-out existing wood, concrete or aluminum poles with new material.

8. Install new hardware/material using Griffin Power’s pole specifications.

9. All primary work will be communicated through the correct channels for proper and safe work practices.

10. Proper PPE is mandatory at all times.

11. Vendor must complete tasks within a safe, timely manner.

SCOPE OF WORK FOR HIGH DEMAND WORK LOAD:

B. Basic work information

1. Discuss with Line Construction and Technical Services Superintendents on an overview of daily work tasks

2. Understand Griffin’s distribution map and installation drawings.

3. Set-up proper traffic control.

4. Complete and sign tailboard discussions daily.

5. Communicate through Systems Operations of location, task and proper tags needed for safe work.

6. Install new wood, concrete and aluminum poles.

7. Work single and three phase energized conductor.

8. Install different types of 3-transformer bank configurations.

9. Re-conduct single and three phase applications.

10. Install primary CT’s and PT’s.

11. Install new 1/0, 4/0, 336 and 397 overhead conductor through existing energized conductor.

12. Pull/remove existing poles. Work with Griffin staff to complete NJUNS information.

13. Proper PPE is mandatory at all times.

14. Vendor must complete daily tasks within safe, timely manner.

1.3.1 SCOPE OF WORK REQUIREMENTS

Vendor must possess all necessary equipment such as; but not limited to, Arial lifts, digger derricks, excavators, pole trailers, wire tensioner, wire puller, traffic control signs, barricades and cones.

Vendor must abide by all OSHA rules and regulations as well as Griffin Power policy and procedures.

During emergency work; Vendor must abide by same requirements as Griffin Power mutual aid partners in the event of a natural disaster.

In the event of a Natural Disaster or Emergency Assistance, vendor agrees to invoice for labor and equipment within

24-013 Emergency Assistance-Work Demand Page 6 of 35 the description below for manpower and equipment.

Manpower–at the rate of:

1st 8 weekday hours (1½ x wages/salary) + benefits all other weekday hours (2 x wages/salary) + benefits

All holiday/weekend hours (2 x wages/salary) + benefits

Equipment: The City of Griffin will reimburse the Vendor for use of equipment and apparatus at a mutually agreed upon rate, not to significantly exceed prevailing rental rates.

Vendor must be willing to respond within a 24-hour notice in the event of a natural disaster.

Vendor must be willing to respond within a 72-hour notice in the event of high demand work load situations.

Vendor will invoice Griffin Power per hour for all work per week or no longer than once a month.

Vendor’s invoice must describe completed work with; dates, name of each employee, amount of hours, what type of equipment, hours associated with equipment.

Vendor must submit an hourly rate and timesheet for labor and equipment.

Griffin Power currently has 8 substations, 2 step down transformers, 26 feeders with 17,000 electric customers. Griffin

Power is staffed to perform all daily task in house which include; Systems Operations, Line Construction, Engineering, Metering, Mapping, Utility Locating and Warehouse.

Griffin Power uses an OMS in conjunction with GIS for all field inventory. All substations’ breakers communicate through ACS Scada platform. Griffin Power Engineering Technicians will supply detailed drawings, maps and work orders for all jobs to be performed. Griffin Power will also supply vendor with approved specification book and Griffin

Power SOP for proper installation.

*It is anticipated that the Agreement between the City of Griffin, GA and the Successful Bidder will contain the above-mentioned scope of work. The full scope of services will be defined within the contract executed with the City of Griffin, GA.

1.4 PACKAGING/SUBMISSION REQUIREMENTS

The following information and/or documents MUST be included with the supplier’s response and in the order listed below:

a. ___ Information/Cover Page (supplied)

b. ___ RFP Response Disclosures & Acknowledgement sheet (supplied). Note: Non-Collusion and

Conflict of Interest Disclosures section must be notarized

c. ___ Contractor Specific Information & Documentation

1) Qualifications: Provide information on the firm’s qualifications and prior experience that relates to this RFP;

2) Project Approach: Describe the Firm’s approach with regard to these services;

3) Similar Project: Submit a list of contracts beginning and completion dates of at least two (2) disaster recovery projects of similar size and debris yield/estimate;

4) Work-in-Progress: Submit a list of current work-in-progress with contract amounts and a list of work currently awarded by not yet started;

5) Quality Control: Submit information describing your firm’s quality control program;

6) Job Site Security: Describe how your company will provide job site security;

7) Sample Contract: Submit a sample contract for the performance of the work outlined in this

RFP; and

8) Other: Include any other pertinent information that may be used by the City to evaluate the

Firm’s proposal.

d. ___ Pricing Sheet (supplied)

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e. ___ References Sheet (supplied)

f. ___ Tax Compliance form (supplied)

g. ___ Company Registration paperwork – to be done online*

h. ___ Contractor Affidavit – an additional copy (showing as notarized) of the Contractor

(EV) affidavit must be included with response

i. ___ Subcontractor Affidavit (if applicable)

j. ___ Sub-subcontractor Affidavit (if applicable)

* If a complete and compliant (both required documents uploaded) registration has been submitted online, you may include a statement that you have a completed registration on file. Instructions and forms for registration may be found on the City’s website under Resources.

A checklist for your convenience has been provided at the end of this document. This checklist is for your convenience only and should not be returned with the submittal.

1.5 EVALUATION CRITERIA

The City reserves the right to offer an award based on any combination of factors it determines to be in the best interests of the City and the City Residents. Price will be a factor, but it will not be the sole determining factor in awarding the bid.

The City may award the proposal to the Firm demonstrating the most complete response and demonstrating full compliance with the specifications in accordance with procurement requirements set forth by the State of Georgia and the Federal

Government.

The basis of selection will be the lowest responsive and responsible bid, as determined based on the Evaluation Committee’s evaluation of the Proposals, including but not limited to the following evaluation criteria:

- Past performance on similar projects in terms of quality of work, cost control, and compliance with performance schedules. This must be documented by references and other means within the bid response –20%

- Firm qualifications and experience – 30%

- Project Approach (i.e., methodology, understanding of the work to be performed) – 15%

- Price proposal/Fee schedule (Using Pricing Sheet Provided) – 30%

- Technical approach – quality of package (requested information provided, presentation, etc.) – 5%

The City reserves the right to accept the BEST-EVALUATED RESPONSE as deemed by the Evaluation Committee, which may or may not be the lowest monetary response.

1.6. FEDERAL TERMS AND PROVISIONS REQUIRED IN CONTRACT

The following terms and conditions must appear in any contract entered into the with Successful Contractor related to the services set forth in this RFP.

1) Access to Records. The following access to records requirements applies to the Contract in addition to any requirements that may be elsewhere imposed:

a. Contractor agrees to provide City, the Comptroller General of the United States, or any of their authorized representatives or designees, access to any books, documents papers, and records of

Contractor which are directly pertinent to this Agreement for the purposes of making audits, examinations, excerpts, and transcriptions. Contractor shall keep its books documents, papers, and records available for this purpose for at least five years after this Agreement terminates or expires or

24-013 Emergency Assistance-Work Demand Page 8 of 35 such longer time as requested by City at any time prior to the expiration of the then applicable time frame. This provision does not limit the applicable statute of limitations.

b. Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed.

c. Contractor agrees to provide any of the foregoing parties access to construction or other work sites pertaining to the work being completed under this Agreement, if applicable.

d. Contractor shall ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if Contractor does not transfer the records to

City or any authorized or designated federal representative.

2) Environmental Compliance.

a. Contractor shall comply with all applicable standard, orders, or regulations issued pursuant to the

Clean Air Act (42 U.S.C. § 1701 et seq.) and the Federal Water Pollution Control Act as amended (33

U.S.C. § 1251 et seq.).

b. shall report all violations to City, any applicable State agencies, and the regional office of the

Environmental Protection Agency.

c. Contractor shall include these requirements in each subcontract exceeding $150,000 financed in whole or in part with federal assistance.

d. Contractor shall comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and

Conservation Act (42 U.S.C. § 6201 et seq.).

3) Contract Work Hours and Safety Standards Act.

a. Overtime requirements. No contractor or subcontractor contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek.

b. Violation; liability for unpaid wages; liquidated damages. In the event of any violation of the clause set forth in Paragraph (a) of this section, the Contractor and any subcontractor responsible therefor shall be liable for the unpaid wages. In addition, such Contractor and any subcontractor responsible therefor shall be liable to the United States (in the case of work done under contract for the District of Columbia or a territory, to such District or to such territory) for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in Paragraph (a) of this section, in the sum of $26 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in Paragraph (a) of this Section.

c. Withholding for unpaid wages and liquidated damages. The applicable federal funding agency shall upon its own action or upon written request of an authorized representative of the Department of

Labor withhold or cause to be withheld, from any moneys payable on account of work performed by the contractor or subcontractor under any such contract or any other federal contract with the same prime contractor, or any other federally-assisted contract subject to the Contract Work Hours and

Safety Standards Act, which is held by the same prime contractor, such sums as may be determined to be necessary to satisfy any liabilities of such contractor or subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in Paragraph (b) of this Section.

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d. Subcontracts. The Contractor or subcontractor shall insert in any subcontracts the clauses set forth in

Paragraphs (a) through (c) of this section and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime Contractor shall be responsible for compliance by any subcontractor or lower tier subcontractor with clauses set forth in Paragraphs (a) through (c) of this Section.

4) Equal Employment Opportunity. This provision is applicable to all federally assisted construction contracts, as that term is defined at 41 C.F.R. § 60-1.3. To the extent the Agreement meets this definition, Contractor agrees as follows:

a. The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The

Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.

b. The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the

Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

c. The Contractor will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee’s essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the Contractor’s legal duty to furnish information.

d. The Contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers’ representatives of the contractor’s commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

e. The Contractor will comply with all provisions of Executive Order 11246 of September 24, 1965 and of the rules, regulations, and relevant orders of the Secretary of Labor.

f. The Contractor will furnish all information and reports required by Executive Order 11246 of

September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.

g. In the event of the Contractor’s noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be cancelled, terminated, or suspended in whole or in part and the Contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in

Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.

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h. The Contractor will include provisions in Paragraphs (a) through (g) set forth in this subsection in every subcontract or purchase order unless exempted by rules, regulations, or orders of the

Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provision will be binding upon each subcontractor or vendor. The Contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event a Contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the administering agency, the Contractor may request the United States to enter into such litigation to protect the interests of the United

States. The applicant further agrees that it will be bound by the above equal opportunity clause with respect to its own employment practices when it participates in federally assisted construction work;

provided that if the applicant so participating is a State or local government, the above equal opportunity clause is not applicable to any agency, instrumentality or subdivision of such government which does not participate in work on or under the contract.

The applicant agrees that it will assist and cooperate actively with the administering agency and the

Secretary of Labor in obtaining the compliance of contractors and subcontractors with the equal opportunity clause and the rules, regulations, and relevant orders of the Secretary of Labor, that it will furnish he administering agency and the Secretary of Labor such information as they may require for the supervision of such compliances, and that it will otherwise assist the administering agency in the discharge of the agency’s primary responsibility for securing compliance.

The applicant further agrees that it will refrain from entering into any contract or contract medication subject to Executive Order 11246 of September 24, 1965, with a contractor debarred from, or who has no demonstrated eligibility for, Government contracts and federally assisted construction contracts pursuant to the Executive Order and will carry out such sanctions and penalties for violation of the equal opportunity clause as may be imposed upon contractors and subcontractors by the administering agency or the Secretary of Labor pursuant to Part II, Subpart D of the Executive Order.

In addition, the applicant agrees that if it fails or refuses to comply with these undertaking the administering agency may take any or all of the following actions: cancel, terminate, or suspend in whole or in part this grant (contract, loan, insurance, guarantee); refrain from extending any further assistance to the applicant under the program with respect to which the failure or refund occurred until satisfactory assurance of future compliance has been received from such applicant; and refer the case to the Department of Justice for appropriate legal proceedings.

5) Contracting with Small and Minority Businesses, Women’s Business Enterprises, and Labor Surplus Area

Firms.

a. If Contractor intends to subcontract any portion of the work covered by the Agreement, Contractor must take all necessary affirmative steps to assure that small and minority businesses, women’s business enterprises and labor surplus area firms are solicited and used when possible. Affirmative steps must include:

i. Placing qualified small and minority businesses and women’s business enterprises on solicitation lists;

ii. Assuring that small and minority businesses, and women’s business enterprises, are solicited whenever they are potential sources;

iii. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women’s business enterprises;

iv. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women’s business enterprises; and

v. Using the services and assistance, as appropriate, of such organizations as the Small

Business Administration and the Minority Business Development Agency of the Department of

Commerce.

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6) Immigration and Nationality Act

a. Contractor agrees to comply with the terms of the employment provisions contained in 8 U.S.C.

Section 1324A(e), Section 274A(e) of the Immigration and Nationality Act.

7) Administrative Remedies for False Claims and Statements

a. Contractor acknowledges that 31 U.S.C. Chap. 38 (Administrative Remedies for False Claims and

Statements) applies to Contractor’s actions pertaining to this Agreement.

8) Remedies

a. If any work performed and/or good delivered by Contractor fails to meet the requirements of the

Agreement, any other applicable standards, codes or laws, or otherwise breaches the terms of the

Agreement, the City may in its sole discretion:

i. Elect to have Contractor re-perform or cause to be re-performed, at Contractor’s sole expense, any of the work which failed to meet the requirements of the Agreement;

ii. In the case of goods, reject the goods and require Contractor to provide replacement goods that meet the needs of City and the terms of the Agreement;

iii. Hire another Contractor to perform the work and deduct any additional costs incurred by City as a result of substituting contractors from any amounts due to Contractor; or

iv. Pursue and obtain any and all other available legal or equitable remedies.

b. This Section shall in no way be interpreted to limit the City’s right to pursue and obtain any and all other available legal or equitable remedies against Contractor.

9) Compliance with Applicable Laws

a. Contractor agrees to be bound by the terms of the Federally-Funded Subaward and Grant Agreement between the City and FEMA and/or the State of Georgia and any of its agencies if applicable.

b. Contractor agrees to be bound by all applicable state and federal laws, regulations, and Executive

Orders.

10) Suspension and Debarment

a. Federal regulations restrict the City from contracting with parties that are debarred, suspended, or otherwise excluded from or ineligible for participation in Federal assistance programs and activities, where the contract is funded in whole or in part with federal funds. Accordingly, a contract or subcontract must not be made with any parties listed on the SAM Exclusions list. SAM Exclusions is the list maintained by the General Services Administration that contains the name of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under certain statutory or regulatory authority. The Contractor can verify its status and the status of its principals, affiliates, and subcontractors at www.SAM.gov.

i. This Contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt. 3000.

As such the Contractor is required to verify that none of the Contractor, its principals (defined at 2 C.F.R. § 180.995), or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. § 180.935).

ii. Contractor must comply with 2 C.F.R. pt. 180, Subpart C and 2 C.F.R. pt. 3000, subpart C and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into.

http://www.sam.gov/

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iii. This certification is a material representation of fact relied upon by the City. If it is later determining that the Contractor did not comply with 2 C.F.R. pt. 180, Subpart C and 2 C.F.R.

pt. 3000, Subpart C, in addition to remedies available to the City, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment.

11) Byrd Anti-Lobbying Amendment

a. Contractors who apply or bid for an award of $100,000 or more shall file the required certification found below. Each tier certifies to the tier above that it will not and has not used federally appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Each tier shall also disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the recipient.

b. The certification referenced in Paragraph (a) of this Section is below:

Certification for Contracts, Grants, Loans, and Cooperative Agreements

The undersigned certifies, to the best of his or her knowledge and belief, that:

1) No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of

Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.

2) If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-

LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.

3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S.Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

Contractor, _______________________________________, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, Contractor understands and agrees that the provision of 31 U.S.C. Chap. 38, Administrative Remedies for False Claims and Statement, apply to this certification and disclosure, if any.

__________________________________________ Date: _______________________________

Signature

Name:

Title:

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REQUESTS FOR PROPOSAL

GENERAL PROVISIONS

Sections II - VII review the general terms and conditions. Any bid-specific information noted in Section I or in the

Specifications & Response Section will take precedence.

2 SECTION II – GENERAL TERMS AND CONDITIONS

All available information, notices and addenda regarding this RFP shall be posted on the City’s website. Effective July

1, 2018, House Bill 489 requires that any solicitation extended by a municipal corporation for goods and services valued at $10,000 or more and any solicitation opportunity extended for public works subject to Chapter 91 of Title 36 of the

O.C.G.A. also be posted on the Georgia Procurement Registry (GPR).

It is the Supplier’s responsibility to check the City’s website in order to confirm they have the most current information prior to submitting a response. Subsequent to the opening, all status notices will also be posted on the City’s website.

2.1 RESTRICTIONS ON COMMUNICATIONS WITH STAFF

All questions about this bid must be submitted in the following format:

- Company Name

- Question

- Citation to relevant section of the bid

All questions, including questions regarding specifications/technical issues related to the RFP and administrative issues, must be in writing to the Purchasing Coordinator for this RFP (with a ‘cc’ to Project Manager). The deadline for questions is noted in Section 1.2 of this RFP.

The Purchasing Coordinator and Project Manager’s contact information is as follows:

Sherri Huggins

Purchasing Coordinator City of Griffin

100 S. Hill Street

P.O. Box T, Griffin, GA 30224

Email: shuggins@cityofgriffin.com

Jason Crane

Project Manager / Deputy Director City of Griffin

100 S. Hill Street

P.O. Box T, Griffin, GA 30224

Email: jcrane@cityofgriffin.com

No questions other than written will be accepted. No response other than written will be binding upon the City.

Questions will be combined into one list of questions and responses and will be posted as an addendum.

mailto:shuggins@cityofgriffin.com mailto:jcrane@cityofgriffin.com

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From the issue date of this request until an award has either been made or deemed closed for other reasons, institutions or individuals providing submissions are not permitted to communicate with members of the commission, the evaluation team or City employees, other than Procurement, with regard to the purpose or intent of this Request for Proposal. The exception to this is the submission of written technical questions to the Purchasing Coordinator with the Project Manager copied, or communications unrelated to this Request for Proposal which occur in the ordinary course of City business. The City reserves the right to reject the submission of the offending supplier if this provision is violated.

Any updates or changes to this and related documents will be posted on the City’s website

(https://vrapp.vendorregistry.com/Bids/View/BidsList?BuyerId=52b8c206-866a-4ed2-b7b8-bef7db8a901b) or by selecting “Resources” and then “Bid Opportunities” from the City home page . It is the Supplier’s responsibility to refer to the website for any addenda or other pertinent information before responding to this Request for

Proposal.

2.2 PUBLIC DISCLOSURE AND PROPRIETARY INFORMATION

All bids and any other public record with respect to solicitation shall be subject to public inspection, upon request, after the posting of the Notice of Intent to Award (NOIA) or Notice of Award (NOA). This is being done in order to protect the integrity of the procurement process unless otherwise required by law. For any Open Records requests, the City may assess fees for the costs of producing these public records as permitted by the Georgia Open Records Act.

Exceptions to the availability of information include 1) bona fide trade secrets meeting confidentiality requirements that have been properly marked and documented; 2) matters involving individual safety as determined by the City; 3) company financial information requested by the City to determine supplier responsibility; and 4) other constitutional protections. All documents that are to be proprietary and confidential are to be clearly marked as such.

Information received in response to this bid request will become the property of the City and will not be returned. If a proposer feels that any information is confidential or proprietary in nature, the proposer must prominently mark and initial such information as “PROPRIETARY INFORMATION”. The City will not release or divulge such information to third parties without the consent of the Proposer unless required to do so by applicable law or order a court of competent jurisdiction.

3 SECTION III –OVERVIEW AND PROCEDURES

Sections II - VII review the general terms and conditions. Any bid-specific information noted in Section I or in the

Specifications & Response Section will take precedence.

3.1 COMPANY BACKGROUND & EXPERIENCE

Suppliers that have not contracted with the City of Griffin in the past 2 years should provide a list of clients for whom sim ilar services, as detailed in this bid, have been provided during the past 3-4 years. References must be for the organization or person submitting the bid. Subcontractor’s references are not acceptable.

The list must include:

Dates of service

Name of contact person

Title of contact person

Phone number of contact person

The Supplier will also disclose any services terminated by the client(s) and the reason(s) for termination.

Failure to provide this information will disqualify the bid submission.

3.2 REFERENCES

References should be for historical projects of similar size and scope. Details regarding these references are noted on the

Reference page.

3.3 BID REQUIREMENTS

3.3.1 SPECIAL CONDITIONS

By submitting a bid response, Suppliers certify that their proposals are made without collusion or fraud and they have https://vrapp.vendorregistry.com/Bids/View/BidsList?BuyerId=52b8c206-866a-4ed2-b7b8-bef7db8a901b

24-013 Emergency Assistance-Work Demand Page 15 of 35 not offered or received any inducements in connection with their proposals. They further agree that this solicitation and any resulting contract shall be governed in all respects by the laws of the State of Georgia and they shall comply with applicable federal, state and local laws and regulations. Any contracts or leases resulting from the award of a Bid are to be for a period of not more than one year, with four renewal options for a total period not to exceed five years.

Any exceptions to this policy must be noted and agreed to by both parties in writing, prior to the issuance of the Notice of Award. Pricing must remain firm for the duration of the initial term of the resulting contract; failure to hold firm pricing for the initial contract will be considered as sufficient cause for termination. Proposal submissions must remain valid for a minimum period of ninety (90) days after the submission due date unless otherwise stipulated.

The City reserves the right to reduce or increase the scope of the project if the lowest responsible and responsive supplier’s submittal is not in line with the budgeted amount for the project. The City, at its sole discretion, reserves the right to increase or decrease the scope of work to facilitate an award. This scope reduction will be enacted only if it is in the best interest of the City and constitutes no guarantee of scope.

The City also reserves the right to add to the contract any future work or purchased goods, with the agreement of the supplier, at prices offered in this bid document. This option will be enacted during the contract or within six months subsequent to the end of the contract, if in the best interest of the City and with the agreement of both parties.

3.3.2 RESPONSES

In responding to a bid, ALL item numbers with appropriate formatting must show some type of acknowledgment in order for the response to be properly evaluated. Failure to respond to all specification criteria items may be deemed as sufficient reason to reject a submission. If formatting is not provided for a response at the item level, any non-compliance must be clearly marked, detailed and included with the bid response. Any items not identified shall be deemed as in compliance. Suppliers must: 1) complete any/all required forms; 2) indicate agreement or disagreement on each mandatory requirement and, if requested, provide additional information on how the specifications will be exceeded or not met; and 3) provide complete and detailed responses to any and all non-mandatory requirement that can be fulfilled.

If determined to be in the City’s best interests, a Best and Final Offer (BAFO) may be requested. A BAFO may be requested when:

- The prices for all responsive and responsible submittals exceed budget;

- No single responsive and responsible submittal meets all requirements;

- When all responses are unclear or deficient in one of more areas;

- When the grading scores of two or more submittals require additional evaluation;

- At the discretion of the evaluation team to clarify submittals or to negotiate costs or other deliverables.

3.3.3 PACKAGING OF BID

Submissions must be by the following method:

No e-mail, fax or scanned submissions will be accepted. Hard copies are to be submitted in a sealed package containing an original and the number of copies specified in Section 1. The sealed package must be labeled on the outside as follows:

(Supplier Name)

RFP # (Bid Number)

(Bid Title)

Supplier response to this bid must consist of the following documents in addition to any bid-specific information requested in Section 1.4:

• Pricing

• Schedule of proposed work (when applicable),

• Completion Schedule (when applicable),

• Supplier Registration is to be completed online, with the following forms needing to be uploaded

- Supplier Affidavit (E-Verify) (available online),

- W-9 (available online),

- Some responses may require an additional notarized Supplier affidavit. (See section 1.4), o The City cannot award to a supplier that is not registered and compliant,

• Tax Compliance form (required if over $99,000) (supplied if required),

• Reference list of a minimum of three (3) references (supplied).

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3.3.4 SUBMISSION OF BID

The original and specified copies of the bid response must be delivered to the Purchasing Coordinator no later than the time and date specified in Section I. Any bid received after stated time or delivered to department other than Procurement will not be accepted. The City of Griffin will not be responsible for any responses not received by the Procurement Department prior to the deadline.

Proposals must be submitted to:

City of Griffin

Attention: Sherri Huggins – Procurement Coordinator

P. O. Box T, Griffin, GA 30224

Or delivered to:

Attention: Sherri Huggins – Procurement Coordinator

100 S Hill Street, 3rd Floor

Griffin, GA 30223

*Note: Notify Purchasing Coordinator via email (shuggins@cityofgriffin.com) if submittal is mailed via

Post Office (USPS).

3.3.5 ALTERNATE BID DOCUMENTS

Documents prepared by the City which have been supplied for your use must be used for the submission of Bid

Response where provided. The use of alternate forms that deviate from those supplied (See Section 1.4 of th is RFP) may disqualify the Bid Response from consideration. If a form is not provided, the Bidder may produce their own document with the required/requested Bid Response information.

3.3.6 ADDITIONAL INFORMATION/ADDENDA

The City will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the bid opening date. Suppliers should not rely on any representations, statements, or explanations other than those made in this Invitation to Bid and its’ addendums. Where there appears to be a conflict between the Invitation to bid and any addenda issued, the last addendum issued will prevail. It is the Supplier’s responsibility to check for addendums (under Bid Opportunities) on the City’s website.

Suppliers must acknowledge any issued addenda. Bids which fail to acknowledge the supplier’s receipt of any addendum will result in the rejection of the bid if the addendum contains information which substantively changes the City’s requirements.

1.1.2. PROPOSAL PRICING, ERRORS AND OMISSIONS

1.1.2.1. In the event there is a discrepancy between a unit price submitted and the extended price, the unit price will prevail.

1.1.2.2. All corrections, changes or erasures to the proposal submission are to be initialed in ink.

3.3.7 WITHDRAWAL OF BID

A supplier may withdraw his bid before the submittal deadline without prejudice to the supplier by submitting a written request of withdrawal to the Procurement Analyst.

3.3.8 LATE SUBMITTAL, LATE MODIFICATIONS & LATE WITHDRAWALS

Bid submittals received after the bid opening date and time will not be accepted. Modifications received after the bid opening date will not be considered. The City assumes no responsibility for the premature opening of a bid not properly addressed and identified or not delivered to the proper designation.

3.3.9 MINIMUM BID ACCEPTANCE PERIOD

Bids shall be valid and may not be withdrawn for a minimum period of 90 days from the date specified for receipt of bids. Suppliers will be asked for an ‘expiration date’ for the bid submitted, when appropriate. This does not impact the contract price once a bid has been awarded.

1.1.3. DISQUALIFICATION OF BIDS OR SUPPLIERS

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Suppliers may be disqualified from participation in the bid process for reasons which include, but are not limited to the following:

3.3.9.1 Evidence of collusion;

3.3.9.2 Attempting to manipulate the submittal pricing for its’ own benefit (i.e. pricing resulting in a failure of the City’s ability to enforce the Contract or impose the remedies intended following breach by

Supplier);

3.3.9.3 Being in arrears on any of its existing contracts with the City or in litigation with the City or having defaulted on a previous contract with the City;

3.3.9.4 Being in arrears on taxes owed to the State of Georgia;

3.3.9.5 Poor, defective or otherwise unsatisfactory performance of work for the City or any other party on prior projects which, in the City's judgment and sole discretion raises doubts as to Supplier's ability to properly perform the work;

3.3.9.6 Any offering of gifts, unauthorized compensation or other unethical actions to City employees with respect to interest in any business activity;

3.3.9.7 Any false statement or misrepresentation in any portion of the Bid Packet, including but not limited to, misrepresentations regarding prior or current lawsuits or OSHA violations; or

3.3.9.8 Any other cause which, in the City's judgment and sole discretion, is sufficient to justify disqualification of the supplier or the rejection of their submittal;

3.3.10 REJECTION/CANCELATION/AWARD OF BIDS

The City reserves the right to:

a) reject any and all submittals received outside the time/place stated in the notice;

b) reject any submittals which show omissions, irregularities, alteration of forms or unsolicited responses;

c) waive any minor technicalities of form, or formalities of the responses without prejudice to other responses;

d) reject any or all bids or any part thereof;

e) obtain clarification on any point in a respondent submittal or obtain additional information;

f) accept the bid that receives the best evaluation from the Evaluation Committee based on the evaluation criteria set forth within this RFP, regardless of whether or not it is the lowest bid;

g) award the bids received on the basis of individual items or on the entire list of items.

The City also reserves the right to cancel this bid at any time and will not be liable for any cost/losses incurred by the

Supplier throughout this process.

Where applicable, the City reserves the right to make multiple awards or to award a contract by individual line items or alternatives, by group of line items or alternatives, or to make an aggregate award, whichever is deemed most advantageous to the City. If the City determines that an aggregate award to one supplier is not in the City’s best interest, "all or none" offers will be rejected.

3.3.11 COST INCURRED BY SUPPLIERS

All expenses involved with the preparation and submission of the bid to the City, or any work performed in connection therewith, is the responsibility of the supplier(s).

3.3.12 BID OPENING

All bids will be opened on the pre-determined bid opening date. The bid details and related documents will not be publicly announced or reviewed at the bid opening; they will be turned over to an evaluation committee. No awards will be made or implied at this time.