24_014 Gravel RFQ.pdf

DOUGLAS COUNTY GEORGIA

GRAVEL MATERIALS

Request for Quote (RFQ)

SOLICITATION NUMBER 24-014

Date of Issue: 03/11/2024

Closing: 03/29/2024, Time 10:00 AM (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, GEORGIA, BOARD OF COMMISSIONERS

Purchasing Department

REQUEST FOR QUOTE

GRAVEL MATERIALS

Solicitation No. 24-014

The Douglas County Board of Commissioners is accepting sealed bids for Gravel Materials for Douglas County, Georgia, projects. Bids for this material will remain firm for a one-year term, May 1, 2024 – April 30, 2025.

All solicitation documents may be obtained from the Douglas County website https://www.bidnetdirect.com/georgia/douglascounty and the Georgia Procurement Registry https://ssl.doas.state.ga.us/gpr/index.

Responses to this RFQ must be received electronically via Douglas County BidNet’s online bidding platform on or before Friday, March 29, 2024, 10:00 AM EST, after which time and date they will no longer be accepted.

All questions regarding this bid shall be in writing and submitted electronically at https://www.bidnetdirect.com/georgia/douglascounty. No questions shall be received after 4:00 PM ET, Tuesday, March 19, 2024. No other County staff or officials associated with this project should be contacted regarding this bid. DOING SO MAY RESULT IN BIDDER’S DISQUALIFICATION.

Douglas County reserves the right to waive any informalities, to reject any and all bids, to evaluate bids, to accept portions of any bids and to accept any bid, which in its opinion, may be in the best interest of the County. The County reserves the right to add to or delete from the contract after the contract has been awarded.

No bid will be received or accepted after the above specified date and time of the bid opening. Bids submitted after the designated date and time will be deemed invalid and returned unopened to the bidder.

No bid may be withdrawn within sixty (60) days after the bid opening and all bids shall remain firm during this period.

All materials shall be in accordance with the State of Georgia Department of Transportation requirements, and the specifications for concrete materials herein.

Submit your best price and availability to supply gravel materials to various departments of the county for various projects for and within Douglas County, Georgia, Board of Commissioners.

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

1. INTRODUCTION

1.1. 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).

1.2. COMMUNICATION WITH DOUGLAS COUNTY 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.

1.3. QUESTIONS

All questions regarding this bid shall be in writing and submitted electronically at https://www.bidnetdirect.com/georgia/douglascounty. No other County staff or officials associated with this project should be contacted regarding this bid. DOING SO MAY RESULT IN BIDDER’S

DISQUALIFICATION.

1.4. PRICING

All prices should be quoted in the unit of measure as required and shall be firm until bid is awarded unless otherwise specified.

1.5. QUANTITIES

Douglas County reserves the right to increase or decrease the quantity as necessary at the same prices and terms stated in sellers bid proposal.

1.6. NON-PERFORMANCE

In the event the contractor fails to perform in accordance with the specifications, the contractor will be deemed to be in default. The Purchasing authority shall notify the contractor verbally and in writing of any incidence of nonperformance. If the contractor fails to perform in accordance with the contract specifications, within five (5) days after notice, as provided herein, the Purchasing Manager shall take appropriate action including but not limited to contract cancellation, collection proceedings, suspension or disbarment.

1.7. TAXES

The County is exempt from all state sales tax and Federal Excise Tax. These taxes shall not be included in proposals. However, in the event taxes are required by state or federal law for the services or products outlined in this proposal, such taxes shall be the sole responsibility of the Contractor unless otherwise stated in writing and agreed to by the County.

1.8. LOCAL PREFERENCE

Douglas County Board of Commissioners has approved the utilization of a local county preference to the Douglas County Code of Ordinance. The local preference may be used and allows for a local firm to be awarded the bid when not the lowest bidder, if the lowest bid is within 3% of the local company's bid amount, except for construction services and road projects expected to exceed $20,000, which will be subject to Georgia State law. If all bidders are local firms, this section does not apply.

1.9. 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 may 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.

1.10. 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.

1.11. 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.

1.12. SUBCONTRACTORS

The contractor shall include all subcontractors as insured under its insurance or shall ensure that subcontractors have met the insurance requirements of this agreement. Douglas County may request evidence of the subcontractor’s insurance at any time.

1.13. DELIVERY

All deliveries shall be F.O.B. Douglas County, Georgia. If the vendor fails to make delivery within a satisfactory time, Douglas County reserves the right to cancel the item and to purchase elsewhere charging the re-procurement costs, i.e., increase in price, cost of handling (if any), to the original vendor making the unsatisfactory, late or non-delivery cause for cancellation.

1.14. LOCAL PREFERENCE

Douglas County Board of Commissioners has approved the utilization of a local county preference to the Douglas County Code of Ordinance. The local preference may be used and allows for a local firm to be awarded the bid when not the lowest bidder, if the lowest bid is within 3% of the local company's bid amount, except for construction services, and road project expected to exceed $20,000, which will be subject to Georgia State law. If all bidders are local firms, this section does not apply.

1.15. SUBSTITUTIONS

Substitutions are not allowed.

1.16. 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.

[REMAINDER OF PAGE INTENTIONALLY LEFT BLANK]