24033 RFP ACCGov Jail LED Retrofit Project _F.pdf

THE UNIFIED GOVERNMENT OF

ATHENS-CLARKE COUNTY(ACCGov)

DATE: December 20, 2023

TO: Electrical Contractors and Energy Performance Contractors

SUBJECT: RFP #24033 Athens-Clarke County Government Jail LED Retrofit Project

You are invited to submit a proposal for upgrading all interior lighting to LED and provide new emergency light option for all existing emergency lights, at the Athens Clarke County Jail. SEE SECTION III for SCOPE OF SERVICES

Inquiries regarding proposals should be made to Edward Tulenko, Senior Buyer, at (706) 340-9883 or Email:

accbids@accgov.com. Technical questions may be directed to Keith Lunsford, Athens Clarke County, Automation Coordinator at (706) 613-3570 or email: Keith.Lunsford@accgov.com.

A MANDATORY pre-proposal conference to respond to all inquiries regarding this project will be held at 8:00 AM ET, January 10, 2024, at the Athens Clarke County Jail, 3015 Lexington Rd, Athens 30605 in Athens, Georgia. Potential offerors are required to attend.

The estimated range of this project is between $300,000 - $470,000.

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 The written requirements in this (RFP) shall not be changed or superseded except by a written addendum from the Unified Government of Athens-Clarke County Purchasing Division of the Finance Department.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

One (1) USB Flash drive with a copy of the Proposal WITHOUT Pricing One (1) Paper copy without pricing One (1) Separately Sealed USB Flash drive with copy of section V-D Price Proposal Schedule One (1) Separately Sealed paper copy of section V-D Price Proposal Schedule

Proposals are to be sealed, marked with the offeror's name and address and labeled, “RFP #24033 Athens-Clarke County Government Jail LED Retrofit Project” and delivered to:

The Unified Government of Athens-Clarke County Finance Department, Purchasing Division 375 Satula Avenue

Athens, Georgia 30601

Not later than 3:00 P.M. ET, January 31, 2024.

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

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

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

mailto:accbids@accgov.com mailto:Keith.Lunsford@accgov.com

TABLE OF CONTENTS

SECTION TITLE

I REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

II REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

III SCOPE OF SERVICES

A. INTRODUCTION AND PURPOSE

B. GENERAL REQUIREMENTS

C. ADDITIONAL REQUIREMENTS

D. SPECIFIC TASKS

IV SELECTION PROCESS AND EVALUATION CRITERIA

V MANDATORY PROPOSAL FORMS

A: PROPOSAL FORM

B: ADDENDA ACKNOWLEDGEMENT

C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

CONTRACTOR AFFIDAVIT & AGREEMENT

D: PRICE PROPOSAL SCHEDULE

(Must be submitted in a separately sealed envelope)

VI DOCUMENTS CHECKLIST

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

REQUIREMENTS

ATTACHMENT B: DRAWING PACKAGE, LIGHTING DRAWINGS, POWER BILLS AND

LIGHTING SCHEDULE

SECTION I - REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

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

MAY BE SUBJECT TO DISCLOSURE.

A complete signed proposal must include the documents listed below:

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

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

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

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

2. Table of Contents: Including all sections and subsections.

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

4. Qualifications and Experience: Include an organization chart and summary resumes of key personnel proposed for the project, including designations of the team leader, the consultant responsible for design, the project architect, the person responsible for all proposed communications with the owner and all pro-posed sub-consultants and a description of their roles.

a. Current Project Assignments: Identify the current project assignment(s) and the currently iden-tified completion date(s) for projects currently being managed by the key individuals proposed for our project.

b. Experience with High-Security Projects: Identify what experience, if any, the proposed team member has working on high security projects such as jails, correctional centers, military installa-tions, or other similar facilities.

5. Understanding of the Project: Statement of the firm's understanding of the project and proposed ap-proach for providing requested services.

6. Additional Services Required: Based on the firm's understanding of the project, identify any additional services that might be required for a successful program.

7. References: Include a minimum of three references for contracts of a similar nature, preferably working in a high-security area, such as a jail or a government facility. Include the name, address, telephone number, point of contact and description of the contract for each reference. Examples of no more than three "reference projects" which represent the design teams’ approach to design solutions for projects of similar scale and complexity, and the information on these projects must indicate the contributions of proposed key personnel in the design and development of the "referenced projects" cited in the submittal.

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

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

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

9. Time/Cost Procedures: A statement discussing your firm's procedures for controlling project time and cost during the design and construction phase.

10. Contractor Provided Equipment: Provide a list of equipment and supplies needed to perform the Ser-vices.

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

SUBMITTAL FORMAT: ALL proposal copies must be submitted in a sealed envelope or container with the OUTERMOST container stating the company name, address, telephone number, the RFP number and TITLE (RFP #24033 Athens-Clarke County Government Jail LED Retrofit Project). If you have an ACCUG Vendor Number please include it on the sealed envelope or container. If you do not know or have a vendor number, please note we are not entering “bid only” vendors into our database. We will set up your company if you are awarded the RFP. Please rest assured that the vendor number is not a requirement for submitting your bid and will not count against you in any way.

One (1) USB Flash drive with a copy of the Proposal WITHOUT Pricing One (1) Paper copy without pricing One (1) Separately Sealed USB Flash drive with copy of section V-D Price Proposal Schedule One (1) Separately Sealed paper copy of section V-D Price Proposal Schedule (Must be submitted separately in a sealed envelope)

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

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

ALL DOCUMENTS SUBMITTED ON USB FLASH

DRIVE MUST BE IN A SINGLE PDF FILE

THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY

REQUEST FOR PROPOSAL (RFP) 24033

Athens-Clarke County Government Jail LED Retrofit Project

CENTRAL SERVICES DEPARTMENT

ATHENS, GEORGIA

SECTION II - REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

A. INTRODUCTION

PURPOSE

The Unified Government of Athens-Clarke County desires to solicit competitive proposals from responsible vendors to upgrade all interior lighting to LED and provide new emergency light options for all existing emergency lights at the Athens-Clarke County Jail.

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

B. RFP TIMETABLE

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

Proposal Documents Available…… Tuesday, December 19, 2023 MANDATORY Site Visit & Pre-Proposal Conference……………….,.January 10, 2024 at 8:00 A.M.

A MANDATORY pre-proposal conference to respond to all inquiries with regards to this project will be held at the Athens-Clarke County Jail, 3015 Lexington Rd, Athens 30605. Potential bidders should meet at the front doors of the Jail. The site visit will last approximately 7 hours. Plan to be there from 8:00 AM to 3:00 PM.

Deadline for submission of questions ................ ………………………..5:00 PM, January 22, 2024 Deadline for receipt of proposal…………………………………………3:00 PM, January 31, 2024 Proposals Valid Until ......................................... ………………………..120 days from date of opening

C. CONTACT PERSON

The contact person for this RFP for Explanation(s) desired by the offeror(s) regarding the meaning or interpretation of this RFP must be requested in writing to Edward Tulenko, Senior Buyer, accbids@accgov.com. Technical questions may be directed to Keith Lunsford, Central Services/Facilities Management Division, at 762-400-7505, or email: keith.lunsford@accgov.com

Offerors are encouraged to contact only the contact persons stated above to clarify any part of this RFP.

Any such unauthorized contact shall not be used as a basis for responding to this RFP and also may result in the rejection of the offeror's submittal.

D. MINIMUM PROPOSAL ACCEPTANCE PERIOD

Proposals shall be valid and may not be withdrawn for a period of 120 days from the date specified for receipt of proposals.

E. ADDITIONAL INFORMATION/ADDENDA

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

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

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

Request for additional information or clarifications must be made in writing no later than the date specified in the RFP Timetable. The request must contain the offeror's name, address, phone number, and fax number, and email address.

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

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

F. LATE PROPOSALS, WITHDRAWALS, MODIFICATIONS AND REJECTIONS

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

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

G. PROPOSAL CLOSING

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

H. NON-COLLUSION AFFIDAVIT

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

By submitting a proposal, the offeror represents and warrants that no official or employee of the Unified Government of Athens-Clarke County has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise therefrom.

I. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

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

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

J. COST INCURRED BY OFFERORS

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

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

K. EQUAL OPPORTUNITY POLICY STATEMENT

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

L. HOLD HARMLESS AND INDEMNIFICATION

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

M. SITE VISIT:

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

N. AWARD OF CONTRACT

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

O. MULTIPLE AWARDS

The Unified Government of Athens-Clarke County reserves the right to make multiple awards or to award a contract by individual line items or alternatives, by a group of line items or alternatives, or to make an aggregate award, whichever is deemed most advantageous to the Unified Government. If the Unified Government determines that an aggregate award to one offeror is not in the Unified Government's best interest, "all or none" offers shall be rejected.

P. QUALIFICATION OF OFFERORS

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

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

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

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

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

Q. ALTERNATE PROPOSALS

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

R. OPEN RECORDS

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

S. NON-DISCRIMINATION ORDINANCE

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

SECTION III - SCOPE OF SERVICES

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary for full completion of the scope of work outlined below.

A. INTRODUCTION AND PURPOSE

The Unified Government of Athens-Clarke County (ACCGov) is a unified city/county government lo-cated in the northeast section of the state of Georgia and is approximately sixty (60) miles northeast of Atlanta, Georgia. The Unified Government of Athens-Clarke County (the government’s official name) was formed in 1991 by a referendum which required the combining of The City of Athens and Clarke County. ACCGov serves an area population of approximately 100,000 with annual growth projected at 1% per year. ACCGov provides a multitude of local and state-funded services, which includes, but is not limited to, Public Safety, Utility, Courts, Corrections, Tax and Fire Services. ACCGov employs approx-imately 2,200 people. This job will be at the Athens-Clarke County Jail, located at 3015 Lexington Road, Athens, Georgia 30605.

ACCGov is looking for a turnkey Job that would include retrofitting all our existing fluorescent lights to LED and installing new LED battery ballast, battery LED bulbs, or LED retrofit fixtures in all existing Emergency light fixtures.

Project Goals

1. Reduce facility energy use and associated utility expenses;

2. Reduce the impacts of facility maintenance associated with lighting replacement;

3. Capture all available rebates offered through Georgia Power;

4. Implement the project in a safe, timely, and professional manner.

A detailed list of project tasks can be found in Section D, below.

B. GENERAL REQUIREMENTS

1. Physical Security: The contractor shall safeguard all Unified Government of Athens-Clarke County property provided for contractor use. During the work day and close of each work period, vehicles, facilities, support equipment, and materials shall be secured. All Contract Workers will be subject to a background check. (Provided by ACCGov Sherriff’s Office) No worker will be allowed on this project without a background check.

2. Access Control: The vendor will meet in the gated maintenance area every morning. (Back gate)

The vendor will enter the building through the maintenance door. The vendor is subject to maintain an inventory of tools and equipment at the beginning and end of each workday, and is subject to inspection by Sheriff Deputies.

3. Contract Performance Period: The contract performance period shall be from the date of award for

1 year unless terminated by either party giving to the other written notice of termination in writing thirty (30) days prior to the proposed date of termination. Termination by the Unified Government of Athens-Clarke County can be immediate upon contractor failure to comply with any of the terms.

4. Hours Of Operation: Monday – Friday 8am-5pm.

5. Ordering and Payment: Performance will be ordered by issuance of a purchase order for the period of performance. Payment for work performed shall be paid monthly upon receiving invoicing with an attached copy of each certificate of receipt of service for that month signed by the Department Director or Designee. The contractor shall ensure that all invoices clearly reflect the purchase order number. All original invoices must be mailed or hand-delivered to Athens-Clarke County Accounts Payable, P.O. Box 1748, Athens, GA 30603 or Athens-Clarke County Accounts Payable, 375 Satula Avenue, Room 175, Athens, GA 30601. A duplicate invoice may be submitted to the department. Failure to comply with this provision may result in delayed payments for services rendered.

ACCGov will allow partial payments for the delivery of materials. The vendor must provide proof of delivery, and the materials must be kept in the staged area at the Jail.

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

(i) Name and address of the Contractor.

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

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

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

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

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

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

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

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

(i) Name of supplier

(ii) Purchase Order number

(iii) Ship to Department and Address

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

(v) Date of delivery or shipment.

C. ADDITIONAL REQUIREMENTS

1. TERMINATION FOR CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the resulting contract, in whole or in part, for failure to comply with any provisions of the contract as outlined by providing a written notice to the successful vendor at least ten (10) days before the effective date of termination. The successful vendor will not be relieved of any outstanding responsibilities or unfinished obligations under this contract.

2. TERMINATION WITHOUT CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the contract at any time without cause, in whole or in part, by providing a written notice to the other party at least thirty (30) days before the effective date of termination. The other party will not be relieved of any outstanding responsibilities or unfinished obligations under this contract that were incurred prior to termination.

3. ACCESS CONTROL: The vendor will meet in the gated maintenance area every morning. (Back gate) The vendor will enter the building through the maintenance door.

4. HOURS OF OPERATION: Monday – Friday 8am-5pm

5. REPORTING DISPUTES: The contractor shall report any contract disputes and/or problems to the Facilities Administrator, both verbally and in writing, within 48 hours of their occurrence.

6. INDEPENDENT CONTRACTOR: The contractor shall not be an employee of the Unified

Government of Athens-Clarke County, but shall be an independent contractor. Nothing in this agreement shall be construed as authority for the contractor to make commitments which shall bind the Unified Government or to otherwise act on behalf of the Unified Government, except as the Unified Government may expressly authorize in writing.

7. SAFETY: The contractor shall take every precaution at all times for the protection of persons and property, including the Unified Government of Athens-Clarke County's employees and property and its own. The contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work under this contract.

The contractor shall maintain an adequate safety program to ensure the safety of contractor employees, subcontractor employees, and all other individuals working under this contract. In addition, the contractor must also provide the Unified Government of Athens-Clarke County with a written safety program that he intends to follow in pursuing work under this contract. No work under this contract will be permitted until the Unified Government is assured that the contractor has an adequate safety program in effect.

8. SUBCONTRACTS: No portion of the work shall be subcontracted without the prior written consent of the Unified Government of Athens-Clarke County Facilities Management. If a portion of the work is approved for subcontracting, the contractor shall remain fully liable and responsible for the work to be done by the subcontractor(s) and shall assure compliance with all requirements of this contract.

9. ESTIMATED QUANTITIES: The quantities of items specified in the Proposal Schedule are estimates only and are not purchased by this contract. Except as this contract may otherwise provide, if the Unified Government of Athens-Clarke County requirements do not result in orders in the quantities described as "estimated", that fact shall not constitute the basis for an equitable price adjustment. Delivery shall be made only as authorized by orders issued in accordance with the Ordering clause. Subject to any limitations in the Order clause or elsewhere in this contract, the Contractor shall furnish to the Unified Government all items specified in the Proposal Schedule and called for by orders issued in accordance with the Ordering clause

10. CHANGES: Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

11. INSURANCE.

a. The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance specified below. The insurer shall be in good standing within the state of Georgia through the Insurance Commissioner’s Office and must be rated “A” or better, with AM Best Company.

b. Before commencing work under the contract, the Contractor shall provide to Athens Clarke

County, Attn: Purchasing Administrator, a Certificate of Insurance evidencing the required kinds and amounts of insurance. The minimum kinds and amounts of insurance shall be:

i. Workers’ Compensation/Employers Liability – Contractors are required to comply with applicable Federal and Georgia State workers’ compensation statutes. Policies covering Workers’ Compensation liability shall provide coverage of statutory benefits and employers liability of at least $1,000,000 each accident; at least $1,000,000 each employee for disease and $1,000,000 policy limit for disease. A waiver of subrogation and notice of cancellation shall be provided with the certificate of insurance.

ii. General Liability - $2,000,000 aggregate; $1,000,000 per occurrence; 50,000 fire damage; 5,000 medical expenses; 1,000,000 products completed operations; 1,000,000 personal and advertising injury or greater. Coverage should be on a per occurrence basis. An additional insured endorsement naming the Unified Government of Athens Clarke County as an additional insured, a primary and non-contributory endorsement and a notice of cancellation endorsement shall be provided with the certificate of insurance.

iii. Automobile Liability – Automobile liability insurance shall be written on the comprehensive form of policy – Combined single limit of at least $1,000,000 to include Hired Autos and Non-owned Autos. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. An additional insured endorsement naming the Unified Government of Athens Clarke County as an additional insured, a primary and non-contributory endorsement and a notice of cancellation endorsement shall be provided with the certificate of insurance.

iv. Excess Liability - $1,000,000 on a per occurrence basis. Excess coverage shall extend over general liability and automobile coverages. Excess Liability shall follow form of underlying policies. A notice of cancellation endorsement shall be provided with the certification of insurance.

v. Any bid exceeding $50,000 requires a performance and payment bond in the amount of 100% of the contract. Bonds must be provided on the forms provided by the Owner.

No deviation from the Owner’s bond language will be accepted. These documents must be filled out completely and notarized with the appropriate power of attorney form attached. The bonding company must appear on the Federal register of approved companies. All Bonds shall be in the form prescribed by the Contract Documents except as provided otherwise by Laws or Regulations, and shall be executed by such sureties as are named in the current list of "Companies Holding Certificates of Authority as Acceptable Sureties on Federal Bonds and as Acceptable Reinsuring Companies" as published in Circular 570 by the Audit Staff, Bureau of Government Financial Operations, U.S. Department of the Treasury. The surety shall have an underwriting limitation in Circular 570 in excess of the Contract Amount. All Bonds signed by an agent must be accompanied by a certified copy of such agent's authority to act. If the surety on any Bond furnished by the Contractor is declared a bankrupt or becomes insolvent or its right to do business is terminated in any state where any part of the Project is located, Contractor shall promptly notify Owner and Engineer and shall, within twenty days after the event giving rise to such notification, provide another bond and surety, both of which shall comply with the requirements of this Paragraph

c. The Certificate of Insurance evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting The Unified Government of Athens Clarke County’s interest shall not be effective until 60 days after the insurer or the Contractor gives written notice to the Purchasing Administrator.

d. The Certificate of Insurance shall reference the proposal and project name as evidencing this requirement.

e. The Contractor shall insert the substance of this requirement, including this paragraph, in subcontracts under the contract that require work on The Unified Government of Athens- Clarke County property and shall require subcontractors to provide and maintain a copy of all subcontractors’ proofs of required insurance, and shall make copies available to the Purchasing Administrator upon request.”

f. The following persons or entities are to be listed on the Contractor’s general liability policy of insurance as additional insureds:

i. Unified Government of Athens-Clarke County, Georgia

D. SPECIFIC TASKS:

Work shall include, but not be limited to the following:

ACCGov is looking for a turnkey Job that would include retrofitting all our existing fluorescent lights to LED and installing new LED battery ballast, battery LED bulbs, or LED retrofit fixtures in all existing Emergency light fixtures.

Drawing Package, Lighting Drawings, Power Bills and Lighting Schedule are provided in

ATTACHMENT B

Relevant Information

• We will have a MANDATORY onsite visit on January 10, 2024 from 8:00 a.m. - 3:00 p.m. for one day only. Vendor will be responsible for bringing their copy of drawings to the pre-bid meeting. ACCGov will not provide any drawings or lighting schedules at pre-bid meeting.

• ACCGov will provide last year's power bills for calculations.

• Work shall be done during normal work hours, 8:00 am to 5:00 pm, Monday through Friday, excluding ACCGov holidays. No Saturday or Sunday work will be permitted without ACCGov approval.

Equipment

• We are looking for a low-wattage (10.5-14watt) Type B, 120-277V, 5000K LED Bulb to be used throughout the Jail building.

• A quality name-brand product with a good warranty is preferred. Vendor must provide a minimum of 1-year parts and labor warranty.

• UL verified low optical flicker.

• Preferable, but not limited to bulbs include: RAB T-8-14-48G850-SD-BYP, Keystone KT-

LED10.5T8-48G-8CSJ-DX2

• All Bulbs or retrofit kits must be DLC listed and/or Georgia Power rebate approved.

• All bulbs must have a 50,000-hour life.

• ACCGov wants a quantity of 5% more material for attic stock.

• Can light bulbs and all other fixture bulbs must also be Ballast bypass unless LED fixture replacement or retrofit kit is a better option. (Give the best option). All options must be DLC listed and/or Georgia Power rebate approved.

• Emergency lights must be converted to LED with new battery backup. The bid must include one of the following options. (New LED battery ballast, battery LED bulbs, LED retrofit fixtures, or retrofit kits). ACCGov will score based on the best long-term maintenance and cost option.

• Contractor must provide spec sheets for all materials and a price list per part in Bid.

Vendor Services

• Provide a detailed description of the work to be performed, estimated start date and the estimated completion date. The vendor must have experience working on large lighting projects and enough competent personnel to complete the job within the estimated completion date. The vendor must submit their start date and their estimated completion date as part of their proposal. Vendor must be able to complete this project within 1 year from date of award.

• As a part of their proposal, the vendor must include a full equipment inventory as well as an estimate of proposed energy (kWh) and financial savings. As it pertains to financial savings, all estimates must be based on energy savings, as ACCGov does not accept values for maintenance and operation savings.

• It is preferred that the vendor has experience working in a high-security area, such as a jail or a government facility.

• Vendor must support ACCGov in applying for all Georgia Power rebates and provide all power saving analysis and payback period for converting from florescent to LED in their bid. For the purposes of this proposal, ACCGov will be the final recipient of Georgia Power rebates.

• The facility currently uses the Real Time Pricing – Day Ahead, Power and Light Medium Commercial (RTDPLMC) energy tariff from Georgia Power. As a part of this project, the vendor is expected to work with Georgia Power on ACCGov’s behalf to integrate associated changes with baseload and increment energy savings.

• A final walk-through will be performed by ACCGov staff, and a punch list will be created to be completed by the vendor.

Material Management & Logistics

• All Fluorescent tubes must be recycled/managed in accordance with universal waste standards (at the Vendor's expense).If needed, they can be recycled at the local Center for Hard to Recycle Materials for a fee.

• All Ballast must be recycled (at Vendor’s expense). If needed, they can be recycled at the local Center for Hard to Recycle Materials for a fee.

• It is required that the vendor recycles all cardboard.

• Vendor will be allowed one roll-off dumpster (at vendor's expense) for trash to be placed in a location that ACCGov staff has approved.

• Vendor will be given an area to stage materials and tools. The vendor will be responsible for a tool inventory at the end of each workday. All tools must be accounted for before the Vendor leaves the job site that day. The vendor must report any missing tools to ACCGov staff. (Tools and Materials must stay in the staged area outside of work hours.)

• The Vendor Must Clean up the work area themselves before leaving and going to a new section.

All trash, materials and tools must be cleaned up at the end of every workday and stored in the secured staging area.

• Vendor will be responsible for receiving, unloading, and staging all materials for this job.

(ACCGov will only give access to the staging area). Only pallet jacks and small carts are permitted in the building. (No Forklifts)

• Any areal lifts used inside the Jail building must be battery-operated and have rubber tires that are free of screws, nails, or rocks that could damage the jail floor. (Floor is painted concrete and VCT tile). The vendor will be responsible for any damage to the Jail floor.

• Vendor will be responsible for replacing all cracked and/or broken lens covers on standard lights fixtures.

• Most fixtures will have tamper resistant screws. Fixtures in units or areas where inmates are housed, will most likely have tamper resistant screws.

SECTION IV - SELECTION PROCESS AND EVALUATION CRITERIA

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

EVALUATION CRITERIA

Evaluation criteria to be used in determining the selected firm are:

1. FIRM EXPERIENCE in providing services to public sector organizations. (20 points)

2. QUALIFICATIONS of staff assigned to the contracts. (20 points)

3. UNDERSTANDING OF THE REQUIREMENT Assesses whether the contractor has given sufficient evidence of having understood the requirements of Section III; SCOPE OF SER- VICES. At a minimum, this scope of service shall include an equipment inventory, proposed project timeline, estimate of financial savings, and approach to engaging with Georgia Power for RTP tariff savings. (15 points)

4. REFERENCES including applicable past work with the Unified Government of Athens-Clarke County. (10 points)

5. CONTRACTOR FURNISHED EQUIPMENT including adequacy and relevancy for the performance of the requirements of the contract. (10 points)

6. WARRANTY detailing the equipment and workmanship warranties offered by the vendor.

(5 points)

7. CONTRACT PRICE Completed Price Proposal Schedule submitted as a separate document as previously noted. (20 points)

SECTION V – PROPOSAL FORMS

A: PROPOSAL FORM

Proposal of___________________________________________________________

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

__________________________, doing business as ________________________________*.

In compliance with your RFP, the Offeror hereby proposes and agrees to perform and furnish all work for the requirement known as RFP #24033 Athens-Clarke County Government Jail LED Retrofit Project in strict accordance with the Proposal Documents, within the time set forth therein, and at the price proposed.

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

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

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

Company:

Contact:

Address:

Phone: Fax

Email:

By checking this box, I acknowledge that I have read all insurance requirements and will meet requirements listed in RFP #24033 Athens-Clarke County Government Jail LED Retrofit Project if awarded.

Authorized Representative/Title (print or type)

Authorized Representative (Signature)

Date

MANDATORY SUBMITTAL

B: ADDENDA ACKNOWLEDGEMENT

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

Addendum No.

dated

Acknowledgement

Initial

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

Company Name (printed):

C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

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

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

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

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

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

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

SEE AFFIDAVIT ON FOLLOWING PAGE

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

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

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

Federal Work Authorization Company Identification Number Date of Authorization

Name of Contractor: _______________________________________________________________

Name of Project: _______________________________________________________________

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

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

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

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

____ DAY OF ____________, 202_

Notary Public My Commission Expires:

Company Name (printed):

D: PRICE PROPOSAL SCHEDULE with PERCENTAGE PAYMENT SCHEDULE

(Must be submitted separately in a sealed envelope)

Item Milestone % of Bid Resulting Amount

Material Delivery Upon Full Delivery of Equipment and Materials to the Project Site 30% $

30% Install Upon the successful retrofit of 30% of the total fixtures in the project. 15% $

60% Install Upon the successful retrofit of 60% of the total fixtures in the project. 15% $

100% Install Upon the successful retrofit of 100% of the total fixtures in the project. 15% $

Project Completion

Upon the successful implementation of 100% of fixtures, 100% completion of ACCGov’s punch list & repair of any damages, engagement with Georgia Power to adjust RTP tariff formulas, support of ACCGov in its submittal for Georgia Power rebates, and turnover of project documentation to ACCGov.

25% $

Total Bid $ Note: The total project bid should be placed in the box on the lower right. That value will then be used by ACCGov to calculate the payments due by milestone using the percentages provided.

On behalf of our…