25001 RFP ANNUAL STREET SWEEPING SERVICES _ F.pdf

THE UNIFIED GOVERNMENT OF

ATHENS-CLARKE COUNTY(ACCGov)

DATE: April 4, 2024

TO: Street Sweeping Services Vendors

SUBJECT: RFP #25001 ANNUAL STREET SWEEPING SERVICES

You are invited to submit a proposal to \provide the Unified Government of Athens-Clarke County street sweeping services for the Transportation and Public Works Department, Athens, Georgia.

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 Wayne Mead, Transportation & Public Works, Streets & Drainage Superintendent at 762-400-7803, or email: wayne.mead@accgov.com.

Attached hereto is the Request for Proposal (RFP) instruction document. The written requirements contained in this (RFP) shall not be changed or superseded except by written addendum from the Unified Government of Athens-Clarke County Purchasing Division of the Finance Department.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(s) without pricing One (1) Separately Sealed USB Flash drive with copy of section V-D Price Proposal Schedule (Must be submitted separately in a sealed envelope) One (1) Separately Sealed paper copy of section V-D Price Proposal Schedule (Must be submitted separately in a sealed envelope)

Proposals are to be sealed, marked with the offeror's name and address and labeled, “RFP #25001 ANNUAL STREET SWEEPING SERVICES” 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. EST, Thursday, May 2, 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.

mailto:accbids@accgov.com

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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.

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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. DEFINITIONS

E. 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 (Attachment B)

(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: PRICE PROPOSAL SCHEDULE

ATTACHMENT C: PM10 CERTIFICATION INFORMATION

ATTACHMENT D: 25001 STREET SWEEPING MAPS

ATTACHMENT E: 25001 STREET SWEEPING ROUTES

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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 number, 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 proposed sub-consultants and a description of their roles.

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

b. Understanding of the Project: Statement of the firm's understanding of the project and proposed approach for providing requested services.

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

5. References: Include a minimum of three references for contracts of a similar nature, preferably public sector references. Include the name, address, telephone number, point of contact and description of the contract for each reference.

6. Contractor Provided Equipment : Athens Clarke County is an NPDES Phase II Community and includes street sweeping as one of its Stormwater Best Management Practices. While not a requirement of the contract, additional consideration will be given to contractors that can provide equipment that is PM10 Certified. If a contractor has

Page | 5 equipment that is PM10 Certified, please indicate in the submittal and list the model number and manufacturer of the equipment. For more information on PM10 Certification, refer to:ATTACHMENT C: PM10 CERTIFICATION

INFORMATION.

a) All equipment used must have high intensity beacon lights and an arrow board, and meet all Georgia DOT requirements for operating on State routes. The equipment used for street cleaning shall be of sufficient type, capacity, and quality to safely and efficiently perform the work specified. Sweepers used in the cleaning operation shall be either mechanical broom sweepers or regenerative broom air/vacuum sweepers. All sweepers used must have a minimum capacity of 3 cubic yards for roadways, 1 cubic yard for bike lanes and be equipped with an adequate water supply system for dust control. All street sweepers must have dual steering and dual brooms. The contractor shall provide adequate support equipment including debris transfer vehicles, pick-up trucks, service trucks, tire trucks, and any other item of equipment necessary to provide sweeping services as described in these specifications. All equipment, including support equipment, must be equipped with a 2-way radio communication designed for commercial use or each employee must be equipment with a cell phone. Citizen Band Radios are unacceptable.

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

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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 #25001 ANNUAL STREET SWEEPING SERVICES).

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(s) 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

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THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY

REQUEST FOR PROPOSAL (RFP)

25001 ANNUAL STREET SWEEPING SERVICES

TRANSPORTATION AND PUBLIC WORKS 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 provide streets sweeping services for the Transportation and Public Works Department, Athens, Georgia for a one-year period, from July 1, 2024 (or date of award) to June 30, 2025 with the option to extend the contract for four additional one-year terms if agreed upon by all parties.

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 …………………………………….... Thursday, April 4, 2024 Deadline for submission of questions……………….5:00 PM EST, Thursday, April 18, 2024 Deadline for receipt of proposal……………………….3:00 PM EST, Thursday, May 2, 2024

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 Wayne Mead, Transportation and Public Works at 762-4007803, or email: wayne.mead@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 60 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 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.

mailto:accbids@accgov.com

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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

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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

Offerors are urged and 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. PLACE OF PERFORMANCE

The Unified Government of Athens-Clarke County will not contemplate traveling outside the City of Athens to the contractor’s facility for custom fitting or alterations. The offeror shall insert in the spaces provided in the price schedule the address of the plants or facilities location(s) that he intends to use.

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.

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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.”

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SECTION III - SCOPE OF SERVICES

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary for street sweeping services as per the scope of services outlined below for the period July 1, 2024 (or date of award if later) with (4) one-year option periods which may be exercised with the agreement of the parties.

A. INTRODUCTION AND PURPOSE

The Unified Government of Athens-Clarke County (ACCGov) is a unified city/county government located 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 128,000 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 approximately 2,200 people.

The scope of services consists of performing street sweeping operations on major urban roadways (approximately 6.86 curb miles per month and an additional 57.9 curb miles and 2.66 buffered bike lane miles in the months of September, October, November, December, January, March, and June) and throughout the Central Business District (approximately 8.88 curb miles per week) of Athens-Clarke County. There will be approximately an additional 35.88 curb miles swept per year for special events or on-call services.

B. GENERAL REQUIREMENTS

1. Physical Security: The contractor shall safeguard all Unified Government of Athens-Clarke County property provided for contractor use. At the close of each work period, vehicles, facilities, support equipment, and materials shall be secured.

2. Access Control: (Vendor will be provided with a key to gain access to dumpster if Option 2 is selected.(Section III part K).

3. Contract Performance Period: Contract performance period shall be from the date of award for 12 months 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: Street Sweeping services will be performed monthly and quarterly between

10:00 pm and 6:00 am in the outlying districts routes, and weekly between 3:00 am and 6:00 am in the Central Business District.

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 Department Director or designee. The contractor shall ensure that all invoices clearly reflect the purchase order

Page | 12 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 by emailing wayne.mead@accgov.com. Failure to comply with this provision may result in delayed payments for services rendered.

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.

The successful vendor has the right to terminate this contract for cause by providing a written notice of intent to the Purchasing Administrator to terminate at least thirty (30) days prior to the effective date of the contract termination.

2. CONTRACT RENEWAL TERMS

Beginning July 1, 2024, the term of this contract shall be automatically extended for four (4) additional periods of one (1) year each (collectively “Renewal Term”) unless either party gives

Page | 13 written notice of its intention not to renew, or the intention to modify, the agreement 90 days before expiration of the effective renewal term.

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

4. 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.

5. 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.

6. SUBCONTRACTS: No portion of the work shall be subcontracted without the prior written consent of the Unified Government of Athens-Clarke County Purchasing Division. 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.

7. 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

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

9. 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 with a financieal standing of VIII or better.

Page | 14

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 – 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.

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.

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.

iv. Excess Liability - $1,000,000 on a per occurrence basis and be excess to general liability and auto liability.

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

Page | 15 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 and primary non-contributory:

i. Unified Government of Athens-Clarke County, Georgia

D. DEFINITIONS:

1. NPDES: National Pollutant Discharge Elimination System Program controls water pollution by regulating point sources that discharge pollutants into waters of the United States.

2. NWS: National Weather Service

3. PM-10 Certified: The notation PM-10 is used to describe particles of 10 micrometers or less – PM-10 certified sweepers collect particles less than 10 microns in diameter.

E. SPECIFIC TASKS:

1. SCHEDULING AND COORDINATION OF WORK: Contractor shall be provided with a list of streets and mileage divided into three (3) Outlying Quarterly Routes, one (1) Bike Lane Quarterly Route, one (1) Outlying Monthly Route, and one (1) Central Business District Weekly Route for a total of six (6) routes to be swept. Unless otherwise scheduled, Outlying District Monthly Route will be swept monthly the first week of each month, and Outlying District Quarterly Routes, #1, #2, #3, and Bike Lane Quarterly Route will be swept quarterly with increased sweeping during Autumn months (the first week of September, October, November, December, January, March, and June). The Central Business District route will be swept weekly on Monday mornings.

Due to local traffic conditions and special events in the various areas of operation, the contractor shall coordinate the exact time, location, and frequency of operations with Wayne Mead, Athens- Clarke County representative, prior to commencing work. Athens-Clarke County reserves the right to add and/or delete areas and modify frequencies and schedules on an as-ordered or urgent basis.

Contract shall respond to urgent requests within eight (8) hours. In the event that a street rehabilitation or improvement project is under construction, or will be under construction where street cleaning will be scheduled, that portion of the cleaning will be deleted, or re-scheduled as coordinated with the Athens-Clarke County representative.

2. INSPECTION OF SERVICES: The contractor shall email forms, specifying which streets were swept, by the following business day to the Athens-Clarke County representative. The representative will inspect the work and report any problems to the contractor within 48 hours of receiving the email of completed work. Any reworks required will be corrected at no additional expense to Athens-Clarke County within 48 hours of notification of the problem. If an emergency situation exists, the contractor must respond by phone within an hour to discuss the solution to the problem. The Athens-Clarke County representative will maintain a log of the contractor’s completed work, and will verify completion of the contractor’s work with the contractor on a monthly basis.

3. ATHENS-CLARKE COUNTY REPRESENTATIVE: Technical questions regarding the work and performance may be directed to the following department representative:

Wayne Mead Streets & Drainage Superintendent Transportation & Public Works Dept Athens-Clarke County Unified Government 605 Spring Valley Road Athens, GA 30605

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Telephone: (762) 400-7803 Email: wayne.mead@accgov.com

4. CONTRACTOR’S EQUIPMENT: Athens Clarke County is an NPDES Phase II Community and includes street sweeping as one of its Stormwater Best Management Practices. While not a requirement of the contract, additional consideration will be given to contractors that can provide equipment that is PM10 Certified. If a contractor has equipment that is PM10 Certified, please indicate in the submittal and list the model number and manufacturer of the equipment. For more information on PM10 Certification, refer to: http://www.aqmd.gov/rules/doc/r1186/r1186_appendix_a.pdf.

a) All equipment used must have high intensity beacon lights and an arrow board, and meet all Georgia DOT requirements for operating on State routes. An advance warning vehicle is not required. The equipment used for street cleaning shall be of sufficient type, capacity, and quality to safely and efficiently perform the work specified. The equipment used for Bike Lane cleaning shall be of sufficient size to fit within the separated bike lanes. Sweepers used in the cleaning operation shall be either mechanical broom sweepers or regenerative broom air/vacuum sweepers. All sweepers used must have a minimum capacity of 3 cubic yards (for roadway), 1 cubic yards (for bike lane) and be equipped with an adequate water supply system for dust control. All street sweepers must have dual steering and dual brooms (for roadway).

The contractor shall provide adequate support equipment including debris transfer vehicles, pick-up trucks, service trucks, tire trucks, and any other item of equipment necessary to provide sweeping services as described in these specifications. All equipment, including support equipment, must be equipped with a 2-way radio communication designed for commercial use or each employee must be equipped with a cell phone. Citizen Band Radios are unacceptable. Athens-Clarke County reserves the right to perform a complete inspection of all vehicles used by the contractor at any time throughout the term of the contract.

Should any vehicle, when inspected, and in the determination of the Athens-Clarke County representative, not meet the standards that Athens-Clarke County deems necessary to complete the contract or to operate safely, Athens-Clarke County may require that such vehicle be brought to standard before being placed back in service and a replacement vehicle would be provided by vendor to complete work.

b) STORAGE OF STREET SWEEPER: The Street Sweeper shall be stored within the facility of the Streets & Drainage Department or within fifteen (15) miles of Athens-Clarke County. Arrangements for storage will be confirmed before Notice to Proceed is issued.

5. CONTRACTOR’S PERSONNEL: The contractor shall insure that all operators have proper driver's licenses to operate the equipment utilized in providing the service.

a) SUPERVISION OF EMPLOYEES: The contractor shall have an experienced and competent supervisor/foreman with each work group at all times. The supervisor/foreman referred to herein may be a working foreman operating a street sweeper.

6. SAFETY AND TRAFFIC: The safety of the public and the convenience of traffic shall be of prime importance. Unless otherwise provided in these specifications, all portions of all streets shall be kept open to traffic at all times throughout sweeping operations. Provisions for directing traffic will not be paid separately by Athens-Clarke County, but shall be considered as a part of the cost for street cleaning and sweeping services. The contractor's equipment and personnel shall move in the same direction as traffic at all times during all cleaning and sweeping operations.

7. INCLEMENT WEATHER: The National Weather Service (NWS) shall be the weather forecasting and reporting agency. Forecasts by the NWS shall be deemed to extend only 12 hours into the future. No cleaning operation shall be conducted when there are inclement conditions present or forecast that would make such an operation ineffectual or dangerous, including, but not limited to, heavy rains, windstorms, etc. The contractor may suspend operation if conditions are such that sweeping operations cannot be carried out in an effective manner. If suspension occurs, the contractor shall schedule the route to be

Page | 17 cleaned at a later date of the month. Athens-Clarke County shall at their discretion have the right to order the suspension of any cleaning operation whenever, in their judgement, any present or impending weather conditions are such that cleaning operations cannot be carried out in an effective manner.

8. REPORTING OF DEBRIS: NPDES guidelines require regular reporting of street sweeping debris volume. The contractor shall report volume of debris collected (in cubic yards) to the Athens-Clarke County Representative on a quarterly basis. Reports should be submitted via email within 30 days of the end of each quarter (Quarters run Q1: July through September, Q2: October through December, Q3:

January through March, and Q4: April through June)

9. DISPOSAL OF DEBRIS: Contractor shall be responsible for removal and disposal of debris collected during the cleaning operation. All applicable state and local laws and ordinances related to the hauling, handling, and disposal of such material shall be complied with by the contractor.

10. UTILITIES: Water for the contractor's sweeping equipment will be provided by Athens-Clarke County at a designated water hydrant and meter. Any damage done to the meter will be the responsibility of the contractor to repair.

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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. (300 points)

2. QUALIFICATIONS of staff assigned to the contracts. (300 points)

3. UNDERSTANDING OF THE REQUIREMENT and the ability to meet current NPDES street sweeping requirements. (250)

4. REFERENCES including applicable past work with the Unified Government of Athens-Clarke

County and providing services to public sector organizations. (50 points)

5. CONTRACTOR FURNISHED EQUIPMENT including adequacy and relevancy for the performance of the requirements of the contract. (250 points)

6. CONTRACT PRICE Completed Price Proposal Schedule submitted as a separately sealed envelope for evaluation. (100 Points)

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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 #25001 ANNUAL STREET SWEEPING SERVICES 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 #25001 ANNUAL STREET SWEEPING SERVICES if awarded.

Authorized Representative/Title (print or type)

Authorized Representative (Signature)

Date

MANDATORY SUBMITTAL

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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):

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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

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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:

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D: PRICE PROPOSAL SCHEDULE (ATTACHMENT B)

Company Name (printed):

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SECTION VI DOCUMENTS CHECKLIST:

PROPOSAL DOCUMENTS CHECKLIST:

1. Cover Letter

2. Table of Contents

3. Business Information

4. Qualifications and Experience

5. References/Reference Projects

6. Contractor Provided Equipment

7. Other Relevant…