26078_A RFQ.pdf

GENERAL TERMS AND CONDITIONS

26078-A: South Fayette WTP In-Line Flash Mixer Refurbishment

1. Definitions:

a. Responder: A company or individual who submits a quote in response to this RFQ.

b. Successful Responder: The Responder that is awarded a contract.

c. Contractor: The Successful Responder, upon execution of the contract.

d. County: Fayette County, Georgia.

2. Quote is Offer to Contract: Each quote constitutes an offer to become legally bound to a contract with the County, incorporating the Request for Quotes and the Responder’s quote. The binding offer includes compliance with all terms, conditions, special conditions, specifications, and requirements stated in the Request for Quotes, except to the extent that a Responder takes written exception to such provisions, and the County agrees to the exceptions. All such terms, conditions, special conditions, specifications, and requirements will form the basis of the contract. The Responder should take care to answer all questions and provide all requested information, and to note any exceptions in the quote submission. Failure to observe any of the instructions or conditions in this Request for Quotes may result in rejection of the quote.

3. Binding Offer: To allow sufficient time for a contract to be awarded, each quote shall constitute a firm offer that is binding for ninety (90) days from the received by date to the date of award.

4. References: Include with your quote a list of three (3) jobs that your company has done that are of the same or similar nature to the work described in this Request for Quotes, on the form provided. Include all information as requested on the form.

5. Preparation Costs: The Responder shall bear all costs associated with preparing the quote.

6. More Than One Quote: Do not submit alternate quotes or options, unless requested or authorized by the County in the Request for Quotes. If a Responder submits more than one quote without being requested or authorized to do so, the County may disqualify the quotes from that Responder, at the County’s option.

7. Defects or Irregularities: The County reserves the right to waive any defect or irregularity in any quote received. In case of a discrepancy between unit prices and extended prices, the unit price will govern unless the facts or other considerations indicate another basis for correction of the discrepancy.

8. Prices Held Firm: Prices quoted shall be firm for the period of the contract, unless otherwise specified in the quote. All prices for commodities, supplies, equipment, or other products shall be quoted FOB Destination, Fayette County or job site.

9. Responder Substitutions: Responders offering substitutions or deviations from specifications stated in the Request for Quotes, shall list such substitutions or deviations on the “Exceptions to Specifications” sheet provided, or on a separate sheet to be submitted with the quote. The absence of such list shall indicate that the Responder has taken no exception to the specifications. The evaluation of quotes and the determination as to equality and acceptability of products or services offered shall be the responsibility of the County.

10. Non-Collusion: By responding to this Request for Quotes, the Responder represents that the quote is not made in connection with any competing Responder, supplier, or service provider submitting a separate response to this Request for Quotes and is in all respects fair and without collusion or fraud.

11. Ethics – Disclosure of Relationships: Before a proposed contract in excess of $10,000.00 is recommended for award to the Board of Commissioners or the County Administrator, or before the County renews, extends, or otherwise modifies a contract after it has been awarded, the Contractor must disclose certain relationships with any County Commissioner or County Official, or their spouse, mother, father, grandparent, brother, sister, son or daughter related by blood, adoption, or marriage (including in-laws). A relationship that must be reported exists if any of these individuals is a director, officer, partner, or employee, or has a substantial financial interest the business, as described in Fayette County Ordinance Chapter 2, Article IV, Division 3 (Code of Ethics).

If such relationship exists between your company and any individual mentioned above, relevant information must be presented in the form of a written letter to the Director of Purchasing. You must include the letter with any bid, proposal, or price quote you submit to the Purchasing Department.

In the event that a Contractor fails to comply with this requirement, the County will take action as appropriate to the situation, which may include actions up to and including rejection of the bid or offer, cancellation of the contract in question, or debarment or suspension from award of a County contract for a period of up to three years.

12. Evaluation: Award will be made to the lowest responsive, responsible Responder, taking into consideration payment terms, vendor qualifications and experience, quality, references, any exceptions listed, and/or other factors deemed relevant in making the award. The County may make such investigation as it deems necessary to determine the ability of the Responder to perform, and the Contractor shall furnish to the County all information and data for this purpose as the County may request. The County reserves the right to reject any item, any quote, or all quotes, and to re-solicit for pricing.

13. Payment Terms and Discounts: The County’s standard payment terms are Net 30. Any deviation from standard payment terms must be specified in the resulting contract, and both parties must agree on such deviation. Cash discounts offered will be a consideration in awarding the quote, but only if they give the County at least 15 days from receipt of invoice to pay. For taking discounts, time will be computed from the date of invoice acceptance by the County, or the date a correct invoice is received, whichever is the later date. Payment is deemed made, for the purpose of earning the discount, on the date of the check.

14. Trade Secrets – Confidentiality: If any person or entity submits a bid, proposal, or quote that contains trade secrets, an affidavit shall be included with the bid, proposal, or quote. The affidavit shall declare the specific included information which constitutes trade secrets. Any trade secrets must be either (1) placed in a separate envelope, clearly identified, and marked as such, or (2) at a minimum, marked in the affidavit or an attached document explaining exactly where such information is, and otherwise marked, highlighted, or made plainly visible. See O.C.G.A. § 50-18-72 (A)(34).

15. Trade Secrets – Internal Use: In submitting a quote, the Responder agrees that the County may reveal any trade secret materials contained in the quote to all County staff and officials involved in the selection process, and to any outside consultant or other third parties who may assist in the selection process. The Responder agrees to hold harmless the County and each of its officers, employees, and agents from all costs, damages, and expenses incurred in connection with refusing to disclose any material which the Responder has designated as a trade secret.

16. Contract Execution & Notice to Proceed: After an award is made, and all required documents are received by the County, and the contract is fully executed with signature of both parties, the County will issue a written Notice to Proceed. The County shall not be liable for payment of any work done or any costs incurred by any Responder prior to the County issuing the Notice to Proceed.

17. Unavailability of Funds: This contract will terminate immediately and absolutely at such time as appropriated and otherwise unobligated funds are no longer available to satisfy the obligations of the County under the contract.

18. Insurance: The Successful Responder shall procure and maintain the following insurance, to be in effect throughout the term of the contract, in at least the amounts and limits as follows:

a. General Liability Insurance: $1,000,000 combined single limit per occurrence, including bodily and personal injury, destruction of property, and contractual liability.

b. Automobile Liability Insurance: $1,000,000 combined single limit each occurrence, including bodily injury and property damage liability.

c. Worker’s Compensation & Employer’s Liability Insurance: Workers Compensation as required by Georgia statute.

Before a contract is executed, the Certificates of Insurance for all required coverage shall be submitted to the County. The certificate shall list an additional insured as follows:

Fayette County, Georgia 140 Stonewall Avenue West Fayetteville, GA 30214

19. Unauthorized Performance: The County will not compensate the Contractor for work performed unless the work is authorized under the contract, as initially executed, or as amended.

20. Assignment of Contract: Assignment of any contract resulting from this Request for Quotes will not be authorized, except with express written authorization from the County.

21. Indemnification: The Contractor shall indemnify and save the County and all its officers, agents and employees harmless from all suits, actions, or other claims of any character, name and description brought for or on account of any damages, losses, or expenses to the extent caused by or resulting from the negligence, recklessness, or intentionally wrongful conduct of the Contractor or other persons employed or utilized by the Contractor in the performance of the contract. The Contractor shall pay any judgment with cost which may be obtained against the County growing out of such damages, losses, or expenses.

22. Severability: The invalidity of one or more of the phrases, sentences, clauses, or sections contained in the contract shall not affect the validity of the remaining portion of the contract. If any provision of the contract is held to be unenforceable, then both parties shall be relieved of all obligations arising under such provision to the extent that the provision is unenforceable. In such case, the contract shall be deemed amended to the extent necessary to make it enforceable while preserving its intent.

23. Delivery Failures: If the Contractor fails to deliver contracted goods or services within the time specified in the contract or fails to replace rejected items in a timely manner, the County shall have authority to make open-market purchases of comparable goods or services. The County shall have the right to invoice the Contractor for any excess expenses incurred or deduct such amount from monies owed the Contractor. Such purchases shall be deducted from contracted quantities.

24. Termination for Cause: The County may terminate the contract for cause by sending written notice to the Contractor of the Contractor’s default in the performance of any term of this agreement. Termination shall be without prejudice to any of the County’s rights or remedies by law.

25. Termination for Convenience: The County may terminate the contract for its convenience at any time with 10 days’ written notice to the Contractor. In the event of termination for convenience, the County will pay the Contractor for services performed.

The County will compensate partially completed performance based upon a signed statement of completion.

26. Force Majeure: Neither party shall be deemed to be in breach of the contract to the extent that performance of its obligations is delayed, restricted, or prevented by reason of any act of God, natural disaster, act of government, or any other act or condition beyond the reasonable control of the party in question.

27. Governing Law: This agreement shall be governed in accordance with the laws of the State of Georgia. The parties agree to submit to the jurisdiction in Georgia, and further agree that any cause of action arising under this agreement shall be required to be brought in proper venue in Fayette County, Georgia.

Checklist of Required Documents

(Be Sure to Return This Checklist and the Required Documents in the order listed below)

26078-A: South Fayette WTP In-Line Flash Mixer Refurbishment

Company information – on the form provided __________

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1) __________

Pricing sheet __________

List of exceptions, if any – on the form provided __________

References – on form provided __________

Addenda, signed, if any are issued __________

COMPANY NAME: ______________________________________________________

COMPANY INFORMATION

A. COMPANY

Company Name: _________________________________________________

Physical Address: ________________________________________________

Mailing Address (if different): ______________________________________

Website (if applicable): ____________________________________________

B. AUTHORIZED REPRESENTATIVE

Signature: _______________________________________________________

Printed or Typed Name: ____________________________________________

Title: ___________________________________________________________

E-mail Address: __________________________________________________

Phone Number: ____________________ Fax Number: ___________________

C. PROJECT CONTACT PERSON

Name: _________________________________________________________

Title: __________________________________________________________

Phone Number: ___________________

E-mail Address: _________________________________________________

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(l)

The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with O.C.G.A. § 13-10-91, attesting as follows:

a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program;

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof;

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The Contractor will contract for the 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(a), (b), and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor; and

g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to the public employer within five business days of receipt.

Federal Work Authorization User Identification Number Date of Authorization

_____________________________________________ 26078-A: South Fayette WTP In-Line Name of Contractor Flash Mixer Refurbishment

Name of Project Fayette County, Georgia Name of Public Employer

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

Executed on _________, _____, 2025 in _______________ (city), __________ (state).

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 _____________, 2025.

NOTARY PUBLIC

My Commission Expires: _____________________________

REFERENCES

Please list three (3) references for current or recent customers who can verify the quality of service your company provides. Projects of similar size and scope are preferable.

1. Government/Company Name ________________________________________________

City & State ________________________________________________________________

Work or Service Provided_____________________________________________________

Approximate Completion Date _________________________________________________

Contact Person and Title ______________________________________________________

Phone _________________________ Email ____________________________________

2. Government/Company Name _______________________________________________

City & State _______________________________________________________________

Work or Service Provided_____________________________________________________

Approximate Completion Date ________________________________________________

Contact Person and Title _____________________________________________________

Phone _________________________ Email ____________________________________

3. Government/Company Name _______________________________________________

City & State ________________________________________________________________

Work or Service Provided_____________________________________________________

Approximate Completion Date ________________________________________________

Contact Person and Title _____________________________________________________

Phone _________________________ Email ____________________________________

COMPANY NAME: ______________________________________________________

SCOPE AND SPECIFICATION

INTRODUCTION

Fayette County Water System is seeking quotes from qualified vendors for the repair of one flash mixer at the South Fayette Water Treatment Plant. The mixer is in an underground vault at 880 Antioch Rd. Fayetteville, GA, 30215. The quote will be for prompt removal, repair, and installation of mixer, gearbox, and motor. In order to reduce operational downtime of the flash mixer, we request a two-week turnaround for its removal, repair, and reinstallation.

BACKGROUND

ANCO In-Line Mixer – 5036G-5 - Repair

Gearbox – SEW Eurodrive – RX107LP184-KS - Repair

Motor 5HP – 184T Frame - Replace

SCOPE OF WORK

General

1) The Contractor is responsible for properly securing equipment and materials.

2) Work hours shall be 8:00 a.m. to 5:00 p.m., Monday – Friday. Work outside FCWS business hours may be approved by FCWS with minimum one-week notice.

3) Contractor will be liable for any damage caused during the duration of the project.

4) Contractor is responsible for personnel, vehicles, tools, and equipment.

5) There is a No Tobacco policy on all Fayette County property and buildings.

The selected contractor shall provide all permits, materials, equipment, mobilization, de-mobilization, and labor as needed to perform repairs and installation. Services will include the following:

1) Removal of existing ANCO Mixer

1) Travel to South Fayette Water Treatment Plant.

2) Coordinate with Plant Manager, Operators, and Plant Maintenance Manager for timing and duration of plant shutdown.

3) Unwire flash mixer motor.

4) Uncouple gearbox from the mixer.

5) Pull the following parts:

a. SEW Motor and Gearbox

b. ANCO Mixer Assembly

6) Mixer body will remain and be reused.

7) Deliver to repair shop/service center.

2) Repair ANCO Mixer & Gearbox and Replacement 5HP Motor

Mixer - Model 5036G-5;

1) Disassemble ANCO Mixer.

2) Inspect and record all critical dimensions.

3) Steam clean all parts to be reused.

4) Prime and coat mixer pedestal and motor stand.

5) Provide and install necessary mechanical seals, gaskets and fasteners.

6) Dynamically balance rotating assembly to within ISO G1.0 Specification.

7) Assemble mixer.

SEW Eurodrive – RX107LP184-KS

8) Disassemble gearbox.

9) Inspect and record all critical dimensions.

10) Steam clean all parts to be reused.

11) Prime and coat gearbox.

12) Provide and install necessary bearings, seals, gaskets and fasteners.

13) Assemble gearbox.

5HP Motor – 184T Frame

14) Provide 5HP motor (US Motors or approved equal).

15) Conduit fitting.

16) Assemble motor with repaired gearbox.

Installation of Repaired ANCO Mixer

17) Deliver Mixer, Gearbox, and Motor to South Fayette Water Treatment Plant.

18) Coordinate with Plant Manager, Operators, and Plant Maintenance Manager for timing and duration of plant shutdown.

19) Replace all flange nuts and bolts within vault (304 SS).

20) Prep and paint mixer body and pipe within vault.

21) Remove blind flange.

22) Install ANCO Mixer Assembly.

23) Install 5HP motor and gearbox assembly.

24) Wire new motor for service

25) Couple mixer to gearbox.

26) Perform start up.

27) Verify operation.

Coatings

Painting Materials:

A. Products manufactured by Carboline, Tnemec, or Sherwin Williams are acceptable for use on this project. Color shall be equivalent to Tnemec Balsam code 91GN.

B. Provide products for all specified coatings from single manufacturer. Pump repair vendor shall be responsible for compatibility of prime coats with finish coats.

C. Equivalent products by other manufacturers may be used if approved by the Water

System.

Application:

A. Apply precoats, primers, binder coats, sealer coats or other coats not specifically mentioned, as recommended by the coating manufacturer for the specific application.

B. Apply coatings from shop to final field coating in accordance with time restrictions on recoatings as recommended by the coating manufacturer.

Schedule:

A. Submerged ferrous metal - discharge head interior, wetted surface of the packing box, column pipe ID and OD, and bowl assembly exterior shall be cleaned and blasted per SSPC-SP-10. Carboline Carboguard 891 or equal shall be applied in three (3) coats of 4 - 5 mils dry film thickness (DFT) not to exceed 17 mils DFT total thickness. Color shall be Safety White.

B. Non-submerged ferrous metal (paint removed to bare metal) - discharge head exterior shall be cleaned and blasted per SSPC-SP-6. Carboline Carboguard 890 or equal shall be applied in two (2) coats of 4 - 5 mils DFT. Color shall be Dark Olive Green (Tnemec Balsam).

C. Non-submerged ferrous metal (previously painted surfaces) - pump base plate. Rusted areas shall be cleaned to SSPC-SP-2 (Hand Tool Cleaning) or SSPC-SP-3 (Power Tool Cleaning) to remove loose corrosion to solid surface. Painted areas shall be cleaned and lightly sanded or abraded to roughen surface and degloss the surface. Apply one of the following - Carboline Carboguard 890 or equal applied in one coat of 4 - 5 mils DFT or Carboline Carbocrylic 3359 DTM or equal applied in one coat of 3 - 5 mils DFT. Color shall be True Blue/Safety (11SF; RGB: 0,94,145)

Additional Work

Vendor will report to owner any additional work needed not covered above. Vendor will allow owner to visit Vendor’s shop to see worn or damaged parts if additional work is needed.

Vendor agrees that the Contingency Allowance is for the sole use of Owner to cover unanticipated costs. The Contingency Allowance shall only be used with prior written authorization by the County Administrator.

Vendor agrees to provide minimum 1-year warranty to all work provided.

PRICING SHEET

Responder agrees to perform all the work described in the Contract documents for the following prices:

Quote South Fayette WTP In-Line Flash Mixer Refurbishment: $___________

Contingency Allowance* $ ___3,000.00_

Total Quote, Including Contingency $___________

*To be used only with prior written authorization by the County.

NOTES:

1. All applicable charges shall be included in your total quoted amount, including but not limited to materials, equipment, installation, labor, and any other amounts. No additional charges will be allowed after the quote received by date.

2. All warranties shall be included in your total quoted amount.

State time needed to commence work after notice to proceed is issued ___________Days.

State length of time needed to complete project _______________ Days.

State, List or Attach the terms of your warranty, if applicable: ______________________

COMPANY’S NAME______________________________________________________

EXCEPTIONS TO SPECIFICATIONS

Please list below any exceptions or clarifications to the specifications of this bid. Explain any exceptions in full.

COMPANY NAME: ____________________________________________________________

2002.01 South Fayette WTP As-Built.pdf