26105_A RFQ.pdf

GENERAL TERMS AND CONDITIONS

RFQ 26105-A: Outdoor Siren Maintenance

1. Definitions: The term “contractor” as used in these Terms and Conditions shall be used synonymously with the term “successful responder.” The term “County” shall mean 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 quote and the responder’s quote. The binding offer includes compliance with all terms, conditions, special conditions, specifications, and requirements stated in the request for quote, except to the extent that a responder takes written exception to such provisions. 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 quote 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 until the date of contract award, unless the responder takes exception to this provision in writing.

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 quote, 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 quote. 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 quote, 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 quote, 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 quote 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 – 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.

15. 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.

16. Term of Contract: The term of this agreement shall begin July 1, 2026, and continue for a period of one year through June 30, 2027. Thereafter, this agreement may be renewed by the County for two additional one-year renewal terms (each a “Renewal Term” and together with the Initial Term, the “Term”), which renewal will be by letter or other written correspondence from the County to the contractor ninety (90) days prior to expiration of the Initial Term or the then-current Renewal Term. If the County fails to provide notice of renewal, this Agreement will terminate at the end of the Initial Term or the then-current Renewal Term. This agreement is subject to the multi-year contractual provisions of O.C.G.A. 36-60-13(a).

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 contractor 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. 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)

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: _________________________________________________

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 _______________________________________________________________

Approximate Completion Date ________________________________________________

Contact Person and Title _____________________________________________________

3. Government/Company Name _______________________________________________

City & State ________________________________________________________________

Approximate Completion Date ________________________________________________

Contact Person and Title _____________________________________________________

COMPANY NAME: _______________________________________________________

SCOPE OF SERVICES

OBJECTIVE

Fayette County, Georgia desires to contract with an organization that provides Whelen certified technicians to service outdoor sirens.

INTRODUCTION

Fayette County, Georgia operates an Outdoor Siren Warning System (OWS) that is utilized to alert citizens of impending danger from possible tornadoes when such warnings are issued by the National Weather Service during significant weather advisories that include parks, or when otherwise authorized by Fayette County EMA. This system consists of 35 radio controlled Whelen Sirens utilizing WeatherWarn software (Models WPS 2800-09 and WPS 2909), a primary controller located at the 911 Communications Center, and a back-up controller located at the IT Department, 140 Stonewall Avenue West, Suite 104, Fayetteville, GA 30214. This system was installed in phases beginning in 1999 and was completed in 2015. The sirens are battery powered with A/C charging systems. Current radios are 800 MHz Kenwood.

A list of sirens is attached for your reference (Attachment 1).

STATEMENT OF NEED/SCOPE OF SERVICES

SCOPE OF SERVICES:

A. Repair Services

1. Successful vendor shall provide annual preventative maintenance (PM) for the Fayette County Outdoor Warning Siren system and provide written documentation stating the status of the system.

2. The annual PM shall include all labor necessary to maintain the Outdoor Warning Sirens, encoders, associated software applications, and associated radios.

3. Parts and batteries shall be replaced as needed outside of the annual PM service. All repairs shall be approved by Fayette County prior to any parts or batteries being ordered or work completed. A set hourly labor rate shall be stated on the included pricing sheet.

4. Successful vendor shall monitor daily SI TEST® email messages and shall notify Fayette County Emergency Management Agency (EMA) of any new or suspected system problems along with proposed repair or solution.

5. Successful vendor shall call Fayette County EMA within two hours after notification of system failure and provide a time-frame of when diagnostics will begin.

6. Successful vendor shall be responsible for contacting and paying any subcontractors needed to effect repairs.

B. Siren Annual Preventative Maintenance Preventative maintenance shall include the following items:

1. Visual Siren Station Physical Inspection

a. Observe the speaker cluster, siren cabinet and AC Service for any signs of damage or loose mounting hardware.

b. Check all conduit for watertight connection and entrance into the siren cabinet.

c. Inspect the AC Service for damage, blown fuses, degraded

(corroded) power connections and integrity of the lightning arrestor.

d. Inspect the grounding system for AC Service, Siren Cabinet and pole top equipment.

e. Verify connections and acceptability of earth ground.

f. Observe the pole for any shifting and/or leaning. Poles that are not plumb will not properly direct alerting sounds.

g. Examine entire station for any signs of vandalism or forced entry.

2. Siren Cabinet and Components

a. Inspect AC Outlet, fuse and surge suppression equipment.

Examine system for infiltration of foreign material(s), rodents or other pests.

b. Inspect and, if necessary, clean all drain holes and vent screens.

c. Inspect battery terminal connections and clean if necessary.

Re- apply silicone coating to battery terminals if necessary.

d. Observe battery voltage with siren in inactive state.

e. Examine all wiring harnesses for chafing.

f. Verify wiring terminations for tightness and wiring connections for proper electrical connections. Replace and correct any corroded or marginal connections.

g. Inspect antenna for proper connection.

3. Speaker Assembly and Pole Top Equipment

a. Inspect speaker for blockage by rodents, pests or other foreign material. Clean if necessary.

b. Inspect any wiring cables or harnesses for chafing.

c. Inspect the siren driver compartment for infiltration of foreign materials, rodents or pests. Clean if necessary.

d. Confirm that the driver compartment will allow for water or moisture drainage.

e. Inspect speaker wiring connections for any sign of corrosion.

f. Verify tightness of all mounting hardware.

g. Check all wiring terminations and connections.

4. Station Performance Testing

a. Local and Remote Activation - Activation of each remote station function by local control and remote control with amplifiers offline. An examination of each activation function will also facilitate a verification of related and subsequent system module activations and electrical connections that would be caused by an activation command. Also confirm function time outs (ex.: does the Alert signal time out at three minutes?).

b. Response to Station Address and All Call address programming

– Control Center reception and activation on SI TEST® or non-tone activation, for individual station address and All Call address selection.

c. Siren Amplifiers – Inspect for complete operation with speaker drivers (observe LED’s).

d. SI TEST® Station Analysis – Observe and confirm diagnostic status of:

1. AC

2. DC

3. Partial Amplifier & Speaker Driver Operation (disable one amplifier to confirm this test).

4. Full Amplifier & Speaker Driver Operation

5. Verify AC drop out during SI TEST® mode.

e. Battery Charger Operation

1. Observe for proper charging operation.

f. Batteries

1. Verify voltage stability under load.

2. Perform a load test.

g. Status Encoder

1. Perform a diagnostic SI TEST® of the station and compare status information with observations made locally at the station.

2. Disable one speaker and verify that the “Full” LED indicator is off.

3. Disable AC and verify that the “AC” LED indicator is off.

4. Compare battery voltage return status with observed and measured battery voltage.

h. Transmitter

1. Check and record status encoder DTMF tone level modulation with transmitter with Communications Service Monitor.

2. Check transmitter set up.

3. Verify power output and SWR.

i. Rotor: If applicable

1. Activate the siren with SI TEST® and verify speaker rotation

j. On concluding any examination of a station where connectors have been opened and closed, a final radio test by either SI TEST® shall be performed and the results observed for a complete successful test.

C. Control Station and Encoder PM

Control Stations at the 911 Center and at the IT Department shall be tested annually and contractor shall ensure that WeatherWarn software is up-to-date. PM data shall be recorded and forwarded to Fayette County EMA.

The following items shall be inspected on each radio:

1. Transmitter Power

2. Transmitter Deviation

a. As Found

b. As Corrected

3. Transmitter Frequency

a. As Found

b. As Corrected

4. Receive Sensitivity

5. Audio level out of receiver (dBm)

PRICING SHEET

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

Quote Outdoor Siren Maintenance: $_____________

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.

COMPANY’S NAME______________________________________________________

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

_____________________________________________ 26105-A: Outdoor Siren Maintenance Name of Contractor 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 _________, _____, 2026 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 _____________, 2026.

NOTARY PUBLIC

My Commission Expires: _____________________________

EXCEPTIONS TO SPECIFICATIONS

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

COMPANY NAME: ____________________________________________________________