26_004R ITB Filter Maintenance Service.pdf

F I N A N C E

P.O. BOX 447 ALBANY, GA 31702 | PHONE: 229.431.3211 | FAX: 229.431.2184 | www.albanyga.gov

August 15, 2025

INVITATION TO BID

DOCO PREVENTIVE FILTER MAINTENANCE

Bid Reference No. 26-004R

Bids will be received by the City of Albany, Procurement Division, 222 Pine Avenue, Suite 260, Albany, Georgia 31701, until 2:30 P.M. on, September 15, 2025, to provide preventive filter maintenance service for all listed Dougherty County owned properties according to bid documents, specifications, and all other contract documents. The scope of work for the project is contained in the attached bid documents.

This will be a firm price one (1) year contract with three (3) options to renew for additional one-year terms per GA Law O.C.G.A. 36-60-13.

A Pre-Bid Conference will be held on 10:00 A.M. on, August 25, 2025, at 222 Pine Avenue, Suite 260, Albany, Georgia 31701. The project manager will provide an overview of the work to be performed and answer questions. All interested bidders are strongly encouraged to attend.

The City of Albany and Dougherty County strongly encourages Small Business firms to participate in this bid.

The City of Albany reserves the right to reject any and all bids and to waive any informalities in the bidding process. All Corporations should provide corporate seal, a copy of the Secretary of State’s Certificate of Incorporation, and a listing of the principals of the corporation with the bid.

Bid documents are available at the Procurement Division, www.albanyga.gov and the Georgia Procurement Registry. For additional information, contact Destin Adams, Buyer, at (229) 302-1461. Submit all questions in writing via email to: dadams@albanyga.gov; cc: jswilliams@albanyga.gov and kross@albanyga.gov. The deadline for questions is September 8, 2025, at 2:30 p.m. Questions received after this deadline may not be answered. Replies of substance will be answered in the form of an addendum and made available to all potential bidders.

City of Albany, Joshua Williams

Joshua Williams, CPPB Procurement Manager http://www.albanyga.gov/

DOUGHERTY COUNTY

PROCUREMENT DIVISION, ALBANY, GEORGIA

INSTRUCTIONS TO BIDDERS

These instructions will bind bidders to terms and conditions herein set forth, except as specifically qualified in special bid and contract terms issued with any individual bid.

1. The following criteria are used in determining low responsible bidder.

(a) The ability, capacity and skill of bidder to perform required service.

(b) Whether bidder can perform service promptly or within specified time.

(c) The character, integrity, reputation, judgment, experience and efficiency of bidder.

(d) The performance of previous contracts.

(e) The suitability of equipment or material for County use.

(f) The ability of bidder to provide future maintenance and parts service.

2. Payment terms are Net 30 unless otherwise specified. Favorable term discounts may be offered and will be considered in determining low bids if they are deemed advantageous to the County.

3. All bids should be tabulated, totaled and checked for accuracy. The unit price will prevail in case of errors.

4. All requested information should be included in bid envelope. All desired information must be signed and included for your bid to receive full consideration. Failure to submit any required form will be cause for bid to be rejected as non-responsive.

5. All questions, inquiries and requests for clarification shall be directed to Procurement.

6. For multi-year contracts the following clauses pursuant to OCGA 36-60-13 apply: (1) The contract shall terminate absolutely and without further obligation on the part of the County at the close of the calendar year in which it was executed and at the close of each succeeding calendar year for which it may be renewed; (2) The contract may provide for automatic renewal unless positive action is taken by the County to terminate such contract, and the nature of such action shall be determined by the County and specified in the contract; (3) The contract shall state the total obligation of the County for the calendar year of execution and shall further state the total obligation which will be incurred in each calendar year renewal term, if renewed; and (4) The contract shall provide that title to any supplies, materials, equipment, or other personal property shall remain in the vendor until fully paid for by the County.

7. Quote all prices F.O.B. Albany, Georgia or our warehouse or as specified in bid documents.

8. Each bid or proposal shall be clearly marked on the outside of the envelope as a Sealed Bid whether using a County furnished envelope or other envelopes.

9. Bid/Proposal must be received and stamped by the Procurement Office before time stipulated in bid/proposal documents. No responsibility will attach to any County representative or employee for premature opening of bid not properly addressed or identified.

10. If only one bid is received, the bid may be rejected and/or re-advertised, except in the case of only one known source of supply.

11. Bids must be received and stamped by the Procurement Office before the date and time stipulated in bid documents. The City of

Albany assumes no responsibility for submittals received after the advertised deadline or at any office or location other than that specified herein, whether due to mail delays, courier mistake, mishandling, or any other reason. No responsibility will attach to any City representative or employee for premature opening of bids not properly addressed or identified. Bids received late will not be accepted, and the County will not be responsible for late mail delivery.

12. Should a bid be misplaced by the County and found later it will be considered.

13. Bids requiring bid bonds will not be read or considered if bond is not enclosed. Bond may be in the form of cash, certified check, cashier’s check or Surety Bond issued by a Surety Company licensed to conduct business in Georgia.

14. All bidders must be recognized and authorized dealers in the materials or equipment specified and be qualified to advise in their application or use. A bidder at any time requested must satisfy the Procurement Office and County Commission that he has the requisite organization, capital, plant, stock, ability and experience to satisfactorily execute the contract in accordance with the provisions of the contract in which he is interested.

15. Any alterations, erasures, additions or omissions of required information or any changes of specifications, or bidding schedule are done at the risk of the bidder. Any bid will be rejected that has a substantial variation, such as a variation that affects the price, quality or delivery date (when delivery is required by a specific time).

16. When requested, SAMPLES will be furnished free of expense, properly marked for identification and accompanied by list where there is more than one sample. The County reserves the right to mutilate or destroy any samples submitted whenever it may be in the best interests of the County to do so for the purpose of testing.

17. County will reject any material, supplies or equipment that do not meet the specifications, even though bidder lists the trade name or names of such materials on the bid or price quotation form.

18. The unauthorized use of patented articles is done entirely at the risk of the successful bidder.

19. The ESTIMATED QUANTITY given in the specifications or advertisement is for the purpose of bidding only. The County may purchase more or less than the estimated quantity, and the vendor must not assume that such estimated quantity is part of the contract.

20. Only the latest model equipment as evidenced by the manufacturer’s current published literature, will be considered. Obsolete models of equipment not in production will not be acceptable. Equipment shall be composed of new parts and materials. Any unit containing used parts or having seen any service other than the necessary tests will be rejected. In addition to the equipment specifically called for in the specifications, all equipment catalogued by the manufacturer as standard or required by the State of

Bid Ref. #26-004R DOCO Filter Maintenance Service

Georgia shall be furnished with the equipment. Where required by the State of Georgia Motor Vehicle Code, vehicles shall be inspected and bear the latest inspection sticker of the Georgia Department of Revenue.

21. The successful bidder on motor vehicle equipment shall be required to furnish with delivery of vehicle, Certificate of Origin and Georgia vendors shall provide Georgia Motor Vehicle form MV1.

22. Prospective bidders are responsible for examining the location of the proposed work or delivery and determining, in their own way, the difficulties, which are likely to be encountered in the prosecution of the same.

23. All materials, equipment and supplies shall be subject to rigid inspection, under the immediate supervision of the Procurement Office and/or the Department to which they are delivered. If defective material, equipment or supplies are discovered, the contractor, upon being instructed by the Procurement Office, shall remove, or make good such material, equipment or supplies without extra compensation. It is expressly understood and agreed that the inspection of materials by the County will in no way lessen the responsibility of the contractor or release him from his obligation to perform and deliver to the County sound and satisfactory materials, equipment or supplies. The contractor agrees to pay the cost of all tests on defective material, equipment or supplies or allow the cost to be deducted from any monies due him by the County.

24. Unless otherwise specified by the procurement office all materials, supplies or equipment quoted herein must be delivered within thirty (30) days from date of notification or exception noted on bid sheet.

25. A contract will not be awarded to any corporation, firm or individual who is, from any cause, in arrears to the County or who has failed in any former contract with the County to perform work satisfactorily, either as to the character of the work, the fulfillment of the guarantee, or the time consumed in completing the work.

26. Reasonable grounds for supposing that any bidder is interested in more than one proposal/bid for the same item will be considered sufficient cause for rejection of all bids/proposals in which he is interested.

27. Unless otherwise specified the County reserves the right to award each item separately or on a lump sum basis, whichever is in the best interest of the County.

28. The County reserves the right to waive any minor discrepancies, reject any or all bids or proposals, and to purchase any part, all or none of the services, materials, supplies, or equipment specified.

29. Failure of the bidder to sign the bid or have the signature of any authorized representative or agent on the bid/proposal IN THE SPACE PROVIDED will be cause for rejection of the bid. Signature must be written in ink.

30. Any bidder may withdraw his bid at any time before the time set for opening of bids. No bid may be withdrawn without cause in the 60-day period after bids are opened.

31. It is mutually understood and agreed that if any time the Procurement Office shall be of the opinion that the contract or any part thereof is unnecessarily delayed or that the rate of progress or delivery is unsatisfactory, or that the contractor is willfully violating any of the conditions or covenants of the agreement, or is executing the same in bad faith, the Procurement Office shall have the power to notify the aforesaid contractor of the nature of the complaint. Notification shall constitute delivery of notice, or letter, to address given in bid/proposal. If after three working days of notification the conditions are not corrected to the satisfaction of the Procurement Office, he shall thereupon have the power to take whatever action he may deem necessary to complete the work or delivery herein described, or any part thereof, and the expense thereof, so charged, shall be deducted from any paid by the County out of such monies as may become due to the said contractor, under and by virtue of this agreement. In case such expense shall exceed the last said sum, then and in that event, the bondsman or the contractor, his executors, administrators, successors, or assigns, shall pay the amount of such excess to the County on notice by the Procurement Office of the excess due.

32. If the bidder proposes to furnish any item of a foreign make or product, he should write “Foreign” together with the name of the originating country opposite such item on bid/proposal.

33. Any complaint from bidders relative to the Invitation to Bid or any attached specifications should be made prior to the time of opening of bids, otherwise such complaint cannot be properly considered.

34. No vendor writing restrictive specifications for the County will be allowed to bid on the project.

35. Contracts may be cancelled by the County with or without cause with 30-day written notice.

36. Dougherty County has an equal opportunity purchasing policy. The County seeks to ensure that all segments of the business community have access to supplying the goods and services needed by the County programs. The County affirmatively works to encourage utilization of minority business enterprises in our procurement activities. The County provides equal opportunities for all businesses and does not discriminate against any vendors regardless of race, color, religion, age, sex, national origin, or handicap.

37. All Corporations must provide the corporate seal and a copy of the Secretary of State’s Certificate of Incorporation upon request.

38. Local bidder (domiciled in Dougherty County) will receive bid in the event of tie bids. In the case of tie bids between out-of-town companies or between local concerns, evaluated as equal, bid will be recommended or awarded by chance coin toss, or drawing straws.

39. The contractor shall secure all permits, license certificates, inspections (permanent and temporary) and occupational tax certificate, if applicable, before any work can commence. Contractor as well as any and all known subcontractors must possess or will be required to obtain a City of Albany Occupational Tax Certificate or Registration.

40. Prior to submitting bid, all bidders are encouraged to check the website at www.albanyga.gov or call the Procurement Office at 229-431-3211 for any subsequent addendums.

PROCUREMENT FORM – REVISED 11/18/2021

PROCUREMENT DIVISION

FINANCE DEPARTMENT

ALBANY, GEORGIA

BID-SPECIFIC INSTRUCTIONS

1. Contract Time: This will be a firm price one (1) year contract with three (3) options to renew for additional one- year terms. Performance will be monitored and documented by the Project Manager.

2. The Owner of this project is Dougherty County: The Owner reserves the right to reject any and all bids, to waive any informalities in the bid process, and to award the contract as may be in the best interests of the Owner, or to re-advertise for bids.

3. Preservation of Property: The Contractor shall carry out their work with such care and by the proper methods to prevent damage to the property adjacent to the work or within streets, easement locations to the extent the owner may have rights therein, or other property of the owners or of others, whether adjacent to the work site or not, the removal, relocation, or destruction of which is not called for by the provisions of the contract documents; it being a condition of the execution of the contract that the work be performed in such manner that the property of others and other property of the owner shall not be damaged in any way. The word PROPERTY, as used, is intended to include among other types of property, public street improvements, storm and sanitary sewers, water lines and appurtenances, or other structures. Should any property be damaged or destroyed, the contractor at their own expense shall promptly, or within reasonable time, repair or make such restoration as is practical and acceptable to the owner of the damaged or destroyed property. In case of failure on the part of the contractor to repair or restore such property, or make good such damage or injury, the Building Inspector may within forty-eight (48) hours’ notice, proceed to repair, rebuild, or otherwise restore such property as may be necessary, and the cost thereof will be deducted from any monies due, or which may become due the contractor under this contract agreement. The contractor shall, at all times in performance of the work, employ approved methods and exercise reasonable care and skill so as to avoid delay, damage, injury or destruction of existing public service installations and structures; and shall at all times in the performance of the work avoid interference with, or interruption of, public utilities services, and shall cooperate fully with the owners thereof to the end.

4. Certification of Bidder’s Experience and Qualifications: The bidder certifies that they are, at the time of bidding, and shall be, throughout the period of the contract, licensed by the State of Georgia to do the type of work required under terms of the contract documents. Bidder further certifies that they are skilled and regularly engaged in the general class and type of work called for in the contract documents. The bidder represents that they are competent, knowledgeable and have special skills on the nature, extent, and inherent conditions of the work to be performed. Bidder further acknowledges that there are certain peculiar and inherent conditions existent in the performance of the particular scope of work, which may create unusual or peculiar unsafe conditions hazardous to persons and property. Bidder expressly acknowledges that they have the skill and experience to foresee and to adopt protective measures to perform the work adequately and safely with respect to such hazards. Suitable evidence of the successful bidder’s experience, to include references, may be submitted with bid.

5. Insurance: The successful contractor shall maintain insurance with companies licensed to do business in the State of Georgia acceptable to Dougherty County for the protection of Dougherty County and name it as an additional insured, against all claims, losses, costs or expenses arising out of injuries or death of persons whether or not employed by contractor, whether arising from the acts or omission, negligence or otherwise of contractor or any of its agents, employees, patrons, or other persons, and growing out of work being done by Contractor on behalf of Dougherty County, such policies to provide for a liability limit on account of each accident resulting in the bodily injury or death of not less than One Million ($1,000,000) Dollars, a liability limit of not less than One Million ($1,000,000) Dollars for each accident for property damage. Contractor shall also carry product/completed operations liability insurance for personal injuries and/or death in the amount not less than One Million ($1,000,000) Dollars for any one person. Contractor shall maintain a combined single liability limit of One Million ($1,000,000) Dollars covering owned, non-owned, leased, and hired vehicles.

Contractor shall furnish Dougherty County satisfactory evidence that it carries Worker’s Compensation Insurance in the statutory limits of Georgia and Employers’ Liability with limits of liability of no less than One Hundred Thousand ($100,000) Dollars of each accident/disease. These polices must also contain a waiver of subrogation in favor of Dougherty County. Contractor shall furnish evidence to Dougherty

County continuance in force of said policy’s declaration page (s) to the Procurement Agent. Acceptable proofs of insurance: (i) a Certificate of Insurance with Additional Insured Endorsement (a Certificate of Insurance by itself is not acceptable) or (ii) Declaration Pages of the insurance policies listed below which show Dougherty

County as additional insured. All insurance policies must provide that Dougherty County will be notified within 30 days of any changes, restrictions, and/or cancellation. The County’s sole judgment shall control as to the sufficiency of the coverage.

Please Submit with Bid: A specimen copy of Certificate of Insurance. Upon award of contract and prior to commencement of work, the successful bidder shall provide Dougherty County a Certificate of Insurance showing the type and limits of insurance specified herein with Dougherty County as an additional insurer.

6. Corporate Bidders: All Corporations should provide the corporate seal, a copy of the Secretary of state

Certificate of incorporation, and a listing of all principals of the corporation with the bid.

7. Equal Opportunity Policy: Dougherty County has an equal opportunity purchasing policy. The County seeks to ensure that all segments of the business community have access to supplying the goods and services needed by the County programs. The County affirmatively works to encourage utilization of minority business enterprises in our procurement activities. The County provides equal opportunities for all businesses and does not discriminate against any vendors regardless of race, color, religion, age, sex, national origin, or handicap.

8. Georgia Security and Immigration Compliance Act: The successful contractor will provide certification that they are in compliance with the Georgia Security and Immigration Compliance Act, certifying that the provisions of O.C.G.A § 13-10-91, Chapter 300-10-1, per the Georgia Department of Labor, if applicable, have been complied with in full. Pursuant to O.C.G.A §13-10-90(2), all subcontractors entering into a contract or agreement for hire on this Project must be registered and participate in the Federal Work

Authorization Program. Complete and submit an executed copy of the form applicable to your company, and applicable Subcontractor Affidavits. (See Bid Documents).

9. Governing Law and Venue: An executed copy of this form should accompany your bid. (See Bid Documents).

10. Certifications:

Certificate of Non-Collusion: An executed copy of this form should accompany your bid. (See Bid Documents).

Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion: The contractor certifies, by submission of this bid or acceptance of a contract, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any State, Federal department, or agency. It further agrees by submitting this statement that it will include this clause without modification in all lower tier transactions, solicitations, bids, contracts, and subcontracts. Where the bidder/contractor or any lower tier participant is unable to certify to this statement, it shall attach an explanation to this solicitation. An executed copy of this form should accompany your bid. (See Bid Documents).

11. Termination for Convenience: This contract may be terminated in whole or in part by Dougherty County with the consent of the Contractor in which case the two parties shall agree upon the termination conditions, including the effective date in the case of partial termination, the portion to be terminated or by the Contractor upon written notification to the County setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. However, if in the case of partial termination, the County determines that the remaining portion of the award will not accomplish the purposes for which the contract was awarded, the County may terminate the contract in its entirety.

12. Termination for Cause: In the event that the contractor shall for any reason or through any cause be in default of the terms, conditions, or obligations of the contract documents, the County may give the contractor written notice of such default and terminate the contract. All terms, conditions, and obligations of the contract documents are considered material. The County may, in its discretion, provide the contractor an opportunity to cure the default, if curable, prior to termination. Unless a different duration is provided in the notice of default, the contractor shall have fourteen (14) calendar days to cure the default from the date such notice is mailed to the contractor, unless notification is by facsimile or personal delivery, in which case the opportunity to cure shall commence upon delivery of the notice. Upon failure of the contractor to cure the default The County may immediately terminate the contract effective as of the mailing or delivery of the default notice. If the County terminates the contract, the contractor shall remain liable for performance of all terms, conditions, and obligations through the date of termination. Termination by the County shall not constitute a waiver by the County of any other rights or remedies available to the County by law or contract.

13. Bid Submittals (All items listed below must be submitted with bid):

A. Bid Form

B. Addendum Acknowledgement Form

The following items listed below should be submitted with the bid:

C. Copy of Business License

D. Copy of Insurance Certificate

E. E-Verify Form F. Governing Law & Venue Form

G. Certificate of Non-Collusion Form H. Debarred Bidders/Integrity Certification

If incorporated, the following items should be submitted with the bid:

I. Corporate Seal

J. Secretary of State’s Certification of Incorporation K. Listing of the principals of the corporation

14. The addresses listed in this bidding document represent the locations of work. Bids will be for all specified work and will be awarded to the lowest responsive and responsible bidder in the manner that best benefits Dougherty

County.

Heidi Hailey

Director

DOUGHERTY COUNTY BOARD OF COMMISSIONERS

FACILITIES MANAGEMENT

222 PINE AVENUE | SUITE 540 | ALBANY, GEORGIA 31701 | 229.431.2121 | dougherty.ga.us

SCOPE OF WORK

The scope of work is to provide preventive filter maintenance service for all

Dougherty County owned properties.

• The Contractor’s bid shall include all necessary labor, materials, and all other items necessary to complete the contract requirements in accordance with the bid documents, special instructions, specifications, and all other provisions included in this invitation to bid. It is the bidder’s responsibility to visit the jobsite(s) and become familiar with the local conditions.

o There will be 1 scheduled day for site visits to the Dougherty County buildings. Additional site visits must be scheduled in advance and be preapproved by Dougherty County Facilities Management. These will be a site-by-site request and will not include all locations.

o A list of contractors to include date, time and locations visited will be maintained during the bid process until a contractor is awarded. No contractor is to arrive at any Dougherty County building to view the work without an appointment and a member of Dougherty County Facilities

Management with said requestor.

• The Contractor is responsible for field verifying the sizes and locations of all filters in all buildings. A list if locations and equipment with filter sizes will be provided, however some changed may need to be made to the filter list as equipment may have been upgraded.

• The awarded Contractor shall develop and submit to Dougherty County Facilities

Management for approval prior to start of contract, a detailed schedule at the preconstruction meeting immediately following the Notice to Proceed. Any abnormal expenses such as premium time of overtime incurred by the Contractor to meet the detailed schedule, unless specifically directed or approved by

Dougherty County Facilities Management in writing prior to, shall be borne by the

DOUGHERTY COUNTY BOARD OF COMMISSIONERS

FACILITIES MANAGEMENT

222 PINE AVENUE | SUITE 540 | ALBANY, GEORGIA 31701 | 229.431.2121 | dougherty.ga.us

Contractor. All work is to be done during normal business hours, Monday-Friday

(excluding holidays) 8:30 am-3:30 pm.

• The Contractor shall provide a 24 hour/7-day response time in the event of any emergencies.

o Any emergencies will be billed separately and are not considered a part of the contract.

o The Contractor must provide a technician to respond within 1 business day of any requests by Facilities Management.

• The awarded Contractor’s technician shall check out a key and/or a proximity card at the Dougherty County Facilities Management office. This technician shall provide a telephone number for contact as needed and the key and/or proximity card shall become the responsibility of this technician. The key and/or proximity card is not to leave the work site other than arrival to and from and will be turned in to the Facilities Management Office once all work has commenced. Keys and/or proximity cards are not to be taken to lunch or any other breaks. Should a technician need to leave the site for a break or lunch, the keys and/or proximity card will be turned back into the FMD office. All keys and/or proximity cards shall be returned to the FMD office no later than 3:30 pm every day.

o Should the technician lose/misplace any keys and/or proximity card, the

Contractor shall be responsible for the cost to rekey as needed the affected areas and/or the cost to replace and reprogram the proximity card.

• The Contractor shall provide the same technician, for the duration of the contract.

Should a change in technician become necessary, the contractor must promptly notify Dougherty County Facilities Management. The assigned technician will possess comprehensive knowledge of all equipment operation troubleshooting skills, and effective communication abilities to clearly articulate any identified

DOUGHERTY COUNTY BOARD OF COMMISSIONERS

FACILITIES MANAGEMENT

222 PINE AVENUE | SUITE 540 | ALBANY, GEORGIA 31701 | 229.431.2121 | dougherty.ga.us issues. This technician must know how to repair, operate, and troubleshoot HVAC units, air hander units, chillers, boilers, cooling towers and 2-piece split units.

o This individual will NOT repair/attempt to repair any equipment but will notify

Dougherty County Facilities Management immediately of any findings.

Immediately is defined as when the issue is discovered.

o The Contractor shall provide proof of experience of the technician who will be responding to and handling the filter changes.

• The Contractor is responsible for proving the filters to each location provided in the bid. The Contractor shall label each filter, in permanent marker, the date on the new filter once installed. All doors, mechanical components, or otherwise maneuvered shall be placed back in the same manner as was prior to the installation of every filter change before the Contractor leaves the work site.

Example, door removed/opened to AHUs to gain access to filters are to be rehung and closed each time.

o The Dougherty County Jail staff, 1302 Evelyn Ave., will install filters. The technician will need to deliver filters to this location only.

• The Contractor must have an offsite location to store/maintain a supply of filters to allow for emergencies and requests.

• All filters will be disposed of offsite every time and not left in any mechanical rooms, hallways, or offices. Should any filters be left behind after services, the Contractor will be billed for the salary and time of the Facilities Management personnel who disposed of the filters, minimum of 1 hour per building location.

• The frequency of filter changes is listed in the bid and the successful vendor is expected to adhere to the filter changes per location. Should a location be missed, or skipped, the Contractor will be billed for the cost of the filter replaced and the salary and time of the Facilities Management personnel who did the install. A

DOUGHERTY COUNTY BOARD OF COMMISSIONERS

FACILITIES MANAGEMENT

222 PINE AVENUE | SUITE 540 | ALBANY, GEORGIA 31701 | 229.431.2121 | dougherty.ga.us minimum of 1 hour will be billed for each filter installed by Facilities Management personnel.

• The Contractor shall submit a service report to the Director of Facilities

Management or her designee after every filter replacement. This report shall include the date, name of the employee performing the work, signed by an employee at the location and the location work was completed. NO

EXCEPTIONS!!!

o If a service ticket is not provided the day of the filter change, the service will not be recorded, and the invoice will not be paid. A record of the service must be provided and signed by an employee of the office/building of the filter change(s). (Exclusions for employee signatures will be the Fire and

EMS station when staff is out on a call). Any EMS or Fire Stations where an employee is not available, the ticket is to be brought to Facilities

Management as the other tickets, however, a note must accompany stating as such. Facilities Management will conduct spot checks during the length of the contract and will check any EMS or FS where personnel was not present for the filter change(s).

• Each building will be invoiced separately. No invoice shall share a building.

Example, 225 Pine Ave., Judicial Building will be separate from any other building and have its own invoice number for reference. Invoices will be paid by invoice only not statement. Dougherty County does not pay by statements.

• Any added location(s) and/or modifications of equipment will be discussed with the

Contractor and this/these items must be added to the contract the following month.

Any changes in price must be discussed with Dougherty County Facilities

Management, specifically, the Director, prior to any change commencing.

• A list of locations and filter sizes is attached.

BID FORM

Dougherty County

Preventive Filter Maintenance Service

Type of

Filter

Each

900 GAISSERT ROAD 2 24X24X1 24 Box Filter

LANDFILL & SCALE HOUSE 1 25X25X1 12 Box Filter

30 DAYS 1 20X20X1 12 Box Filter

Box Filter

2102 HABERSHAM ROAD 1 24X30X1 12 Box Filter

ENVIRONMENTAL CONTROLS 1 20X30X1 12 Box Filter

30 DAYS Box Filter

1705 W. OAKRIDGE DRIVE 1 20X20X2 12 Box Filter

HUMANE SOCIETY

30 DAYS

2507 DAWSON ROAD 6 24X24X2 72 Box Filter

N.W. LIB AHU-2

30 DAYS

2038 NEWTON ROAD 1 22X24X1 6 Box Filter

PUBLIC WORKS MAIN FACILITY 1 20X22X1 6 Box Filter

60 DAYS 1 16X22X1 6 Box Filter

1 16X24X1 6 Box Filter

4 16X24X2 24 Box Filter

2106 HABERSHAM ROAD 12 19X20X2 72 Box Filter

DOUGHERTY CO. POLICE DEPARTMENT

60 DAYS

2102 HABERSHAM ROAD 4 13 ¾ X 14 ½ X 1 1/2 24 Box Filter

PUBLIC WORKS CREW QUARTERS 2 0 Washable

60 DAYS

2104 HABERSHAM ROAD 1 20X20X2 6 Box Filter

PUBLIC WORKS GARAGE & OFFICE

60 DAYS

1436 PALMYRA ROAD 3 20X20X1 18 Box Filter

E.M.S. MAIN 3 16X20X1 18 Box Filter

60 DAYS 1 20X24X1 6 Box Filter

1501 CLARK AVENUE 1 20X20X1 6 Box Filter

E.M.S. EAST

60 DAYS

2040 NEWTON ROAD 1 20X20X1 6 Box Filter

E.M.S. SOUTH

60 DAYS

400 HONEYSUCKLE E.M.S. SOUTHEAST 60 DAYS 1 24X30X1 6 Pleated Disposable

60 DAYS

Address Quantity Size Number of Filters Per Year

Type of Each

Filter

503 WESTOVER ROAD 2 20X25X2 12 Box Filter

E.M.S. WEST 2 20X20X2 12 Box Filter

60 DAYS 2 20X25X2 12 Box Filter

5924 NEWTON ROAD 1 24X24X1 6 Box Filter

FIRE STATION #8 1 20X24X1 6 Box Filter

60 DAYS

1406 ANTIOCH ROAD 1 16X24X1 6 Box Filter

FIRE STATION #9 1 18X18X1 6 Box Filter

60 DAYS

4717 GILLIONVILLE ROAD 1 18X24X1 6 Box Filter

FIRE STATION #10 2 18X18X1 12 Box Filter

60 DAYS

5115 HILL ROAD 2 20X20X1 12 Box Filter

FIRE STATION #11

60 DAYS

219 N. WASHINGTON STREET 1 20X20X1 6 Box Filter

F.M.D. 1 20X20X1 6 Box Filter

60 DAYS 4 WASHABLE 0 Washable

2124 WADDELL AVENUE 4 16X25X1 24 Box Filter

WEST SIDE LIBRARY 1 22X25X1 6 Box Filter

60 DAYS

1ST FLOOR

222 PINE AVENUE 2 20X25X2 8 Box Filter

GOVERNMENT CENTER 6 16X25X2 24 Box Filter

90 DAYS 2ND FLOOR

8 20X24X2 32 Box Filter

3RD FLOOR

8 16X25X2 32 Box Filter

4TH FLOOR

4 20X20X2 16 Box Filter

4 16X20X2 16 Box Filter

1 20X25X2 4 Box Filter

1 16X25X2 4 Box Filter

5TH FLOOR

4 16X25X2 16 Box Filter

8 20X25X2 32 Box Filter

PENTHOUSE 1 16x25x2 4 Box Filter

2004 STRATFORD DRIVE 8 20X20X2 32 Box Filter

TALLULAH MASSEY LIBRARY 4 16X25X2 16 Box Filter

90 DAYS

1ST FLOOR

200 W. OGLETHORPE BLVD. 8 16X25X2 32 Box Filter

DHS 4 20X25X2 16 Box Filter

4 16X20X2 16 Box Filter

90 DAYS 2 20X20X2 8 Box Filter

1 20X20X1 4 Box Filter

Add the cost of every 2ND FLOOR

60 days for the EVR unit 4 20X25X2 16 Box Filter on the roof. These are 8 filters. 8 16X25X2 32 Box Filter

48 total filters. 4 10X20X2 16 Box Filter

4 16X20X2 16 Box Filter

1 20X20X1 4 Box Filter

3RD FLOOR

8 16X25X2 32 Box Filter

4 20X25X2 16 Box Filter

4 12X20X2 16 Box Filter

4 16X20X2 16 Box Filter

1 20X20X1 4 Box Filter

4TH FLOOR

8 16X25X2 32 Box Filter

4 20X25X2 16 Box Filter

4 16X20X2 16 Box Filter

2 20X20X2 8 Box Filter

1 20X20X1 4 Box Filter

ROOF

60 DAYS 8 FILTER ERV 96 Box Filter

Address Quantity Size Number of Filters Per year

Bid Ref. #26-004R DOCO Filter Maintenance Service 12

Type of

Each

2507 DAWSON ROAD 7 16X16X1 28 Box Filter

N.W. LIBRARY VAV FILTERS 2 18X24X1 8 Box Filter

90 DAYS

2507 DAWSON ROAD 12 16X20X2 48 Box Filter

N.W. LIBRARY AHU-1 FILTERS

90 DAYS

GROUND FLOOR

225 PINE AVENUE 2 20X20X2 RM G-25 8 Box Filter

JUDICIAL BUILDING 1 16X20X2 RMG-26 4 Box Filter

90 DAYS 2 12X20X2 RM G-26 8 Box Filter

2 20X25X2 RM G27 8 Box Filter

2 20X25X2 VAULT 1 8 Box Filter

2 20X25X2 VAULT 3 8 Box Filter

3 14X25X2 RM G-20 12 Box Filter

3 16X25X2 RM G-14-1 12 Box Filter

3 16X25X2 RM G-15 12 Box Filter

3 16X25X2 RM G13 12 Box Filter

2 20X25X2 RM G-11 8 Box Filter

2 14X20X2 G-7-3 HALL 8 Box Filter

3 14X25X2 RM G-2 12 Box Filter

1 20X30X2 RM G-1 4 Box Filter

3 20X25X2 RM G-8 12 Box Filter

FIRST FLOOR Box Filter

2 20X25X2 MAIL RM 8 Box Filter

1 16X25X2 MAIL RM 4 Box Filter

2 20X25X2 RM 110 8 Box Filter

1 8X25X2 RM 110 4 Box Filter

1 16X25X2 RM 110 4 Box Filter

3 16X25X2 HALL @ RM 110 12 Box Filter

3 14X25X2 RM 108 12 Box Filter

4 20X25X2 RM 105 16 Box Filter

3 20X25X2 RM 100D 12 Box Filter

2 20X25X2 RM 100M 8 Box Filter

4 16X25X2 RM 124 16 Box Filter

3 20X25X2 RM 124 12 Box Filter

1 12X25X2 RM 124 4 Box Filter

2 20X25X2 RM 121 8 Box Filter

3 16X25X2 HALL @ RM 120 12 Box Filter

3 20X25X2 MEN'S RR 12 Box Filter

8 16X25X2 RM 111 32 Box Filter

7 16X25X2 RM 111 28 Box Filter

1 12X16X1 RM 111 4 Box Filter

12 20X25X2 RM 131 48 Box Filter

2 20X25X2 EAST WING 8 Box Filter

1 18X25X2 EAST WING 4 Box Filter

SECOND FLOOR Box Filter

2 20X25X2 RM 220 8 Box Filter

1 18X25X2 RM 220 4 Box Filter

2 20X25X2 RM 223 8 Box Filter

1 8X25X2 RM 223 4 Box Filter

3 18X25X2 RM227 12 Box Filter

3 23X25X2 RM 227 12 Box Filter

4 20X22X2 RM 200 16 Box Filter

4 16X22X2 RM 200 16 Box Filter

4 14X25X2 NEAR RM 201H 16 Box Filter

3 14X25X2 RM 201 E 12 Box Filter

2 20X25X2 RM 205 8 Box Filter

2 20X25X2 RM 209 8 Box Filter

3 20X25X2 RM 208 12 Box Filter

2 20X25X2 WEST WING 8 Box Filter

1 16X25X2 WEST WING 4 Box Filter

4 20X25X2 MECH RM 16 Box Filter

2 20X20X2 MECH RM 8 Box Filter

THIRD FLOOR

16 20X22X2 MECH RM 64 Box Filter

240 PINE AVENUE 40 16X25X2 160 Box Filter

CENTRAL SQUARE COMPLEX 15 10X14X1 60 Box Filter

90 DAYS 25 14X18X1 100 Box Filter

3 20X20X2 12 Box Filter

Bid Ref. #26-004R DOCO Filter Maintenance Service 13

Type of

Each

1710 S. SLAPPEY BLVD. 72 16X20X2 288 Box Filter

HEALTH DEPARTMENT 4 20X24X2 16 Box Filter

90 DAYS 6 20X25X2 24 Box Filter

4 20X22X2 16 Box Filter

4 20X20X2 16 Box Filter

8 16X25X2 32 Box Filter

1 WASHABLE 1 Washable

601 ELEVENTH AVENUE 10 15X20X1 40 Box Filter

MENTAL HEALTH FACILITY 30 12X16X1 120 Box Filter

90 DAYS 1 15X16X1 4 Box Filter

1 12X15X1 4 Box Filter

1 12X20X1 4 Box Filter

31 16X20X2 124 Box Filter

1 20X25X2 4 Box Filter

10 16X25X2 40 Box Filter

2 12X25X2 8 Box Filter

4 10X16X2 16 Box Filter

2 14X20X2 8 Box Filter

1302 EVELYN DRIVE 267 16X20X4 1068 Box Filter

DOCO JAIL 33 12X16X1 132 Box Filter

90 DAYS 3 15X20X1 12 Box Filter

2 20X30X1 8 Box Filter

4 16X20X2 16 Box Filter

2 14X20X2 8 Box Filter

1 14X20X1 4 Box Filter

1 12X20X2 4 Box Filter

5 10X16X2 20 Box Filter

4 16X32X2 16 Box Filter

1 10X20X1 4 Box Filter

1 24X24X2 4 Box Filter

1 10X24X1 4 Box Filter

2 20X25X1 8 Box Filter

2 20X20X1 8 Box Filter

12 16X25X2 48 Box Filter

4 20X20X4 16 Box Filter

119/125 PINE AVENUE 12 16X25X1 48 Box Filter

RRC/ CANDY RM 3 20X25X1 12 Box Filter

90 DAYS 3 20X25X2 12 Box Filter

1 20X20X1 4 Box Filter

1 16X20X1 4 Box Filter

2660 NEW CASTLE LANE 6 20X25X2 24 Box Filter

ROBERT CROSS PARK COMMUNITY CENTER

60 DAYS 8 MERV FILTER 48 Box Filter

300 PINE AVENUE 18 20X20X2 72 Box Filter

CENTRAL LIBRARY 3 12X24X2 12 Box Filter

90 DAYS 3 20X24X2 12 Box Filter

HEPA filter as required (ANNUAL) 21 20X24X12 21 Hepa Filter

3 12X24X12 3 Hepa Filter

114 N. JACKSON STREET CARE HERE CLINIC 1 20x25x2 6 Carrier purification elements

90 DAYS

821 HABERSHAM ROAD SOUTHSIDE LIBRARY 12 16X25X2 48 Box Filter

90 DAYS

Total Price annual for all filters to be change per list. 1

Bid Ref. #26-004R DOCO Filter Maintenance Service 14

BID FORM

DOCO PREVENTIVE FILTER MAINTENANCE

Bid Reference No. 26-004R

Bid of: ______________________________________________________ Date: ____________ (Company Name)

To: Dougherty County Procurement Division Delivered to: Procurement Division 222 Pine Avenue, Suite 540 222 Pine Avenue, Suite 260

Albany, Ga. 31701 Albany, Ga. 31701

We, the undersigned, do hereby declare that we have carefully examined the site of the proposed installations.

We do hereby agree to furnish all material, transportation, equipment, apparatus systems, labor, and supervision required to do all work as listed within the scope above for the Lump Sum Price indicated below:

See Specifications for scope of work details

Total Bid for Preventive Filter Maintenance – Various locations within Dougherty County per Location Listing

Lump Sum Total $__________________

Bid shall be made on a Lump Sum basis for all specified work. Work shall begin within ten (10) calendar days after issuance of Notice to Proceed and shall be completed in accordance with contract time stated herein.

This bid complies with the Instruction to Bidders contained herein, all Addenda, (hereinafter listed and acknowledged as received), which are hereby made a part hereof and which shall govern in all matters of the work hereby proposed.

CERTIFICATION: The undersigned being duly sworn, hereby declares and affirms that they are an authorized representative of the above-named firm and further declares and affirms that the bid provided herein and the statements provided herein are true and correct and are sufficiently complete so as not to be misleading.

Authorized Signature Company Name

Address City State Zip

Tax ID # Telephone # Fax #

Seal (If Incorporated) Email

Bid Ref. #26-004R DOCO Filter Maintenance Service 15

BID REFERENCE NO. 26-004R

ADDENDUM ACKNOWLEDGEMENT FORM

Instructions: Please acknowledge receipt of addenda received by completing this addendum acknowledgement form. Check the box next to each addendum received and sign below.

This addendum acknowledgement form should be submitted with your bid to expedite document processing.

Acknowledgement: I, the undersigned, acknowledge receipt of the following addenda to the above referenced Invitation To Bid and have made any necessary revisions to my response or submittal. I understand that failure to confirm the receipt of addenda may be cause for rejection of this bid.

Addendum No. 1 ⃣ Addendum No. 3 ⃣

Addendum No. 2 ⃣ Addendum No. 4 ⃣

⃣ No Addenda received for Bid Reference NO. 26-004R.

I further understand that any verbal representation made or assumed to be made during any oral discussion held between Vendor’s representatives and any Dougherty County personnel is not binding. Only information issued in writing and added to the specifications by an official addendum is binding.

Print Name and Title of Authorized Signer

Authorized Signature

Date

Bid Ref. #26-004R DOCO Filter Maintenance Service 16

* COMPLETE AND SUBMIT

GOVERNING LAW AND VENUE

Contractor agrees that as to any actions or proceedings arising out or related to this agreement, any such proceedings shall be governed and determined by Georgia Law.

Contractor further agrees that as to any actions or proceedings arising out of or related to this agreement, any such action or proceeding shall be resolved only in an appropriate court located in Dougherty County, Georgia.

DATE: _____________________

COMPANY NAME: __________________________________________

AUTHORIZED REPRESENTATIVE NAME: ________________________________________

TITLE: ________________________________________

SIGNATURE: ___________________________________

[Printed]

Bid Ref. #26-004R DOCO Filter Maintenance Service 17

* COMPLETE AND SUBMIT

CERTIFICATION OF NON-COLLUSION

The bidder being sworn, disposes and says, I, _____________________________________

The Contractor and its agents, officers or employees have not directly or indirectly entered into any agreements, participated in any collusion or otherwise taken any action in restraint of free competitive bidding in connection with this bid.

DATE: _____________________

COMPANY NAME: __________________________________________

AUTHORIZED REPRESENTATIVE NAME: ________________________________________

TITLE: ________________________________________

SIGNATURE: ___________________________________

[Printed]

Bid Ref. #26-004R DOCO Filter Maintenance Service 18

INDEMNITY AGREEMENT

This indemnity agreement made and entered into in favor of Dougherty County, a municipal corporation, by [CORPORATE NAME].

WHEREAS, [CORPORATE NAME] has submitted a bid to Dougherty County so as to provide

[describe the service, products(s)] .

NOW, THEREFORE, as an additional consideration in Dougherty County awarding the bid to

[CORPORATE NAME],

[CORPORATE NAME] agrees to indemnify and hold harmless, Dougherty County, its agents, principals, officers, and employees, their successors and assigns, individually and collectively, with respect to all third party claims, demands or liability for any injuries to any person (including death) or damage to any property arising out of any alleged negligence of its officers, agents, or employees in connection with the product or services involved in the bid; provided this indemnity shall not extend to any damage, injury or loss due to Dougherty County’s sole negligence or willful injury.

[CORPORATE NAME] shall reimburse Dougherty County for reasonable attorney fees and expenses of Dougherty County in defending all such claims and shall also be responsible for payment of all judgements.

WITNESS THE HAND AND SEAL of the undersigned pursuant to proper corporate authority this, ____ day of _________, 20__.

[CORPORATE NAME]

By:

Title ____________________________

Attest:

Title

[Affix Corporate Seal]

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

Contractor’s Name:

Address:

Solicitation/Contract NO.

Solicitation /Contract Name:

CONTRACTOR AFFIDAVIT

I understand that Dougherty County may not enter into a contract with ___________________________________ (Name of Corporation) unless it has registered and does participate in the Federal Work Authorization Program defined in O.C.G.A. § 13-10-90(2), to-wit” (2) “Federal work authorization program” means any of the electronic verification of work authorization programs operated by the

United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), D.L. 99-603.

By executing this affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. § 13-10-

91, stating affirmatively that the individual, entity or corporation which is engaged in the physical performance of services on behalf of D O U G H E R T Y C O U N T Y 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 applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned Contractor 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 sub-Contractors 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 User Identification No. Date of Authorization (EEV/E-Verify Company Identification Number)

Name of Contractor

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

Printed Name (of Authorized Officer or Agent) Title (of Authorized Officer or Agent

Contractor)

Signature (of Authorized Officer or Agent) Date

Signed SUBSCRIBED AND SWORN BEFORE ME ON

[NOTARY SEAL]

Notary Public

My Commission Expires: Approved 10/23/2020

Bid Ref. #26-004R DOCO Filter Maintenance Service 20