27_025_ITB_Water_System_Valve_Exercising.pdf

September 24, 2026

INVITATION TO BID

Water System Valve Exercising

Bid Reference No. 27-025

Sealed 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 October 27, 2026, for all work required for the water system valve exercising project in accordance with bid documents, specifications, and all other contract documents. Bids will be opened and publicly read aloud at the above-stated time and place.

This project will be awarded for a fixed term commencing from the issuance of the Notice to Proceed and terminating absolutely on June 30, 2027.

A Pre-Bid Conference will be held on October 1, 2026, at 10:00 a.m. at 222 Pine Avenue, 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.

A 5% Bid Bond is required of all bidders. Bid bond must be present for bid to be read or considered. 100% Performance and Payment bonds will be required of the successful bidder. This project will be bid on a unit cost and hourly cost basis for all specified work and will be awarded to the responsive and responsible bidder submitting the lowest unit and hourly cost.

The City of Albany 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.

Bid documents are available at the Procurement Division, www.albanyga.gov and on the Georgia Procurement Registry.

For additional information, contact Ricky Gladney, Buyer I, at (229) 302-1455. Submit all questions via email to rgladney@albanyga.gov cc: jswilliams@albanyga.gov and kross@albanyga.gov. The deadline for questions is October 20, 2026, at 2:30 p.m. Replies of substance will be answered in the form of an addendum and made available to all potential bidders.

FINANCE

f Albany, -

/J~ shua Williams, CPPB rocu rement Manager

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

CITY OF ALBANY

FINANCE DEPARTMENT

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 City 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 City.

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

4. 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 execution of same.

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

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

7. All requested information should be included in the sealed bid envelope. All documents and information must be signed and included for your bid to receive full consideration. Failure to submit any required information or document will be cause for bid to be rejected as non-responsive.

8. Failure of the bidder to sign the bid document or have the signature of any authorized representative or agent on the bid in the space provided will be cause for rejection of the bid. Signature(s) must be written in ink.

9. Failure to enclose bid bond, where required, will result in rejection of the bid. 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.

10. All bidders should provide their tax identification number with the bid.

11. All bidding Corporations should provide the 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.

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

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

14. 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 City reserves the right to mutilate or destroy any samples submitted whenever it may be in the best interests of The City to do so for the purpose of testing.

15. The City 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.

16. 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).

17. Each bid or proposal will be submitted in a SEALED ENVELOPE. Additionally, that envelope shall be clearly marked on the outside as a Sealed Bid with the Bid Number clearly printed.

18. 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.

19. 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.

20. Bids received late will not be accepted, and The City will not be responsible for late mail delivery.

21. Should a bid be misplaced by The City and found later it will be considered.

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

23. All bidders must be recognized and authorized dealers in the materials or equipment specified and be qualified to instruct in their application or use. A bidder at any time requested must satisfy the Procurement Office and City 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.

Water System Valve Exercising Bid Ref. #27-025

24. 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 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.

25. All materials, equipment and supplies shall be subject to rigid inspection, under the immediate supervision of the Procurement Officer 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 Officer, 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 City will in no way lessen the responsibility of the contractor or release him from his obligation to perform and deliver to The City 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 City.

26. 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 City or 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 City or County to terminate such contract, and the nature of such action shall be determined by The City or County and specified in the contract; (3) The contract shall state the total obligation of The City or 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 City.

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

28. The successful bidder 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.

29. 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.

30. The City 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 interest of the City and/or re-advertise for bids.

31. Local bidder (domiciled in Albany City Limits) 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. The Board of Commissioners passed a local preference ordinance on January 27, 2015.

Where applicable, this ordinance will govern. Local preference will not be a basis for award on bids that are federally funded.

32. No bidder writing restrictive specifications for The City will be allowed to bid on the project.

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

34. A contract will not be awarded to any corporation, firm or individual who is, from any cause, in arrears to The City/County or who has failed in any former contract with The City 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.

35. It is mutually understood and agreed that if any time the Procurement Officer 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 Officer 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 Officer, 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 City 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 City on notice by the Procurement Officer of the excess due.

36. Contracts may be cancelled by The City with or without cause with 30-day written notice.

37. 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.

38. 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.

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

40. Prior to submission, all bidders are encouraged to check the website at www.albanyga.gov or call the

Procurement Office at 229-431-3211 for any addendums.

PROCUREMENT FORM - Revised 11/18/2021

Water System Valve Exercising

SPECIAL INSTRUCTIONS

City of Albany

Water System Valve Exercising Bid Ref. 27-025

1. General Information: This project consists of a fixed-term contract for the water system valve exercising project, commencing from the issuance of the Notice to Proceed and terminating absolutely on June 30, 2027, with no options to renew. The contract scope encompasses a system-wide utility network of approximately 5,500 valves ranging from 6” to 24” in diameter. The overarching objective is to safely locate, clean out, and fully exercise as many valves as practically achievable within this designated timeframe. Bidders must factor in all necessary field labor for debris removal, digital logging, and infrastructure alignment.

The City of Albany will award this project to the lowest responsive and responsible bidder who meets all structural, financial, and technical licensing requirements. To maintain absolute operational consistency, all field operations must strictly adhere to American Water Works Association (AWWA) standards. Contractors are required to log real-time telemetry data—including operating torque, depth, and rotational turn counts—and upload it directly into the City’s designated ArcGIS mobile application. The Contractor shall attend mandatory bi-weekly progress meetings with the Project Manager to review completion rates, evaluate timeline health, and proactively resolve field issues.

The City will provide active traffic control assistance on high-volume roads and supply all standard hardware materials required for physical valve box adjustments.

2. Contractor's bid shall include all necessary labor, materials (unless otherwise specified), tools, equipment, and all other items necessary to complete the contract requirements in accordance with specifications, general conditions, special instructions to bidders and all other provisions included in this invitation to bid.

3. No bid may be withdrawn for a period of sixty (60) days from the bid opening date.

4. The Owner reserves the right to reject any and all bids and to waive any informalities in the bidding process.

5. The Owner of this project is the City of Albany.

6. Contract Time & Budgetary Limitations: This contract timeframe shall begin upon the issuance of a formal Notice to Proceed at a mutually agreed-upon start date and shall terminate absolutely on June 30, 2027, with no options to renew. The contract scope encompasses a system-wide inventory of approximately 5,500 valves. The City's objective is the comprehensive execution of as many valves as practically achievable prior to the contract expiration date. Because funding for this project is tied strictly to the City's current operating budget fiscal cycle, no field operations will be authorized, performed, or compensated after June 30, 2027. The contractor shall make every reasonable, diligent effort to maximize completion up to this cutoff date.

Contract performance and progress will be actively monitored via mandatory bi-weekly reviews and documented by the Project Manager. Payment shall be adjusted on a strict unit-cost basis for the actual quantity of valves successfully located, cleaned, and exercised prior to the June 30, 2027 deadline. The contractor will not be penalized, nor will their ability to secure future contracts with the City be negatively impacted, for failing to reach the full 5,500 inventory count, provided they demonstrate consistent, good-faith progress and adherence to the production schedule up to the June 30, 2027 expiration date.

Water System Valve Exercising

7. Liquidated Damages & Milestone Compliance: Time is an essential and material element of this Contract. Because this project must optimize asset evaluation prior to the strict June 30, 2027, contract termination date, consistent and vigorous prosecution of The Work is required to ensure steady utility asset data integration, prevent public inconvenience, minimize traffic obstructions, and control administrative engineering costs. For these reasons, project progression will be managed through rolling monthly production milestones, mandatory bi-weekly reporting reviews, and strict daily timelines.

The City's baseline production target is 450 completed, cleaned, and digitally logged valves per calendar month. However, the actual target quantity to be achieved in any given month shall be dynamically negotiated and mutually agreed upon by the Contractor and the City's Project Manager at the start of each month, accounting for ambient weather conditions and daylight constraints. Furthermore, the City will extend operational flexibility to the Contractor, and milestone requirements may be adjusted downward during the bi-weekly progress meetings, if field conditions demonstrate that the localized infrastructure is significantly more difficult, obstructed, or deeply aligned than originally anticipated.

The Contractor expressly recognizes and agrees that any charges assessed under this section represent a fair and reasonable estimation of the actual compensatory damages the City will sustain due to delays and administrative engineering cost overruns, and such charges are established as liquidated damages and explicitly not as a penalty.

• Monthly Milestone Grace Period: Should the Contractor fail to meet the specific negotiated and mutually agreed-upon target at the end of any given calendar month, the Contractor shall be granted an automatic grace period of seven (7) calendar days into the following month to remedy the production deficit. If the Contractor successfully meets the trailing milestone requirement within this 7-day grace period, no penalties shall be assessed.

• Retroactive Penalties: If the Contractor fails to clear the production deficit by 11:59 p.m. on the 7th calendar day of the grace period, Liquidated Damages shall be retroactively assessed from the first day of that month.

Charges shall be deducted from any money due or that may become due to the Contractor at a rate of seventy-five dollars ($75) per calendar day for every day the Contractor remains behind the mutually agreed cumulative production schedule, excluding any approved written timeline extensions for documented excusable delays (such as severe weather or major infrastructure shortages reported to the City within 48 hours of occurrence). Once the Contractor catches up to the cumulative year-to-date milestone requirement, the daily assessment shall cease for that period. All production tracking and liquidated damage mechanisms shall cease absolutely on June 30, 2027.

8. Bid Bond: Each bid shall be accompanied by a certified check, cashier’s check, cash, or bid bond

(surety) acceptable to the Owner, in an amount equal to at least five (5%) percent of the bid, payable without condition to the Owner as a guaranty that the bidder, if awarded the contract, will promptly execute the Agreement in accordance with the bid and other contract documents, and will furnish good and sufficient bond for the faithful performance of the same, and for the payment to all persons supplying labor and material for the work. The bid bond must be presented in its original form. Copies are not acceptable.

9. Performance Bond and Payment Bonds: A 100% Performance Bond and 100% Labor and

Materials Payment Bond will be required of the awarded bidder. All bonds must be submitted to the Procurement Office before work can commence. The bonds must be presented in their original form.

Copies are not acceptable.

Water System Valve Exercising

10. Bid Form: Bid must be submitted on the bid form provided by the City of Albany. Bid is for a unit cost contract and will be awarded to the responsive and responsible bidder submitting the lowest unit cost bid.

11. General Insurance Requirements: Contractor shall maintain insurance with companies licensed to do business in the State of Georgia acceptable to the City for the protection of the City 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 City, 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 to the City 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 the City of Albany. Contractor shall furnish evidence to the City of the 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 the City of Albany as additional insured. All insurance policies must provide that the City of Albany will be notified within 30 days of any changes, restrictions, and/or cancellation.

The City’s sole judgment shall control as to the sufficiency of the coverage.

12. Indemnity Agreement: An executed copy of this form should accompany your bid and must be completed for contract award. (See attached).

13. Governing Law & Venue: An executed copy of this form should accompany your bid. (See attached).

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

15. Drug Free Workplace: An executed copy of this form should accompany your bid. (See attached).

16. Debarred Bidders Integrity Form: An executed copy of this form should accompany your bid.

(See attached).

17. DBE Subcontractor Participation Form: An executed copy of this form must accompany your bid. (See attached). The hiring of DBE subcontractors is encouraged but not a requirement. This form is for tracking and statistical purposes only.

18. References: The contractor must include with their bid three references of similar scope of the outlined projects including the name, email, and phone number of the owner or project manager.

19. Permits & Fees: Within five (5) days following the issuance of the Notice to Proceed, the contractor shall apply for all permits if applicable. Failure to do so may result in award of this contract to the next lowest bidder and the original contractor may be billed for the difference in price. The contractor must be able to secure all permits, license certificates, inspections (permanent and

Water System Valve Exercising temporary) and occupational tax certificate(s) before any work can commence. This documentation should be on file in the Procurement Office prior to the start of any work associated with this contract. The contractor is required to contact the Project Manager, David Apperson, at 229-302- 1665 within five (5) days of completion for a final inspection. 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 prior to commencement of work.

20. Compliance: The contractor is responsible for knowledge of and compliance with all laws, codes, ordinances, and regulations that are applicable to this type of work.

21. Superintendent: The contractor shall have a superintendent or representative on the site at all times while work is being performed. He will represent the contractor and all communications given to him shall be binding as if given to the contractor.

22. Preservation of Property: The contractor shall carry out his 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 his 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.

23. Public Convenience and Safety: Fire hydrants on or adjacent to the street shall be kept accessible to the fire apparatus at all times and no material or obstructions shall be placed within ten

(10) feet of any hydrant. Adjacent premises must be given access at all times and gutters shall not be obstructed. Materials shall not be stored along the streets. Traffic on streets shall be maintained at all times. Dust and debris shall not create a hazard or a nuisance.

24. Barricades and Warnings: The contractor shall provide erect and maintain all necessary barricades, suitable and sufficient number of watchmen to direct traffic, and take all necessary precautions for the protection of the work and safety of the public. Barricades and obstructions shall be illuminated at night and lights shall be kept burning from sunset to sunrise.

25. Removal of Trash and Rubbish: The contractor shall be responsible for the removal and legal disposal of all waste, trash, and rubbish resulting from the work under this contract. Work site shall be kept clean and orderly during construction; trash shall be removed from the site or adequately containerized daily.

26. Termination for Convenience: This contract may be terminated in whole or in part by the City of Albany 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 City of Albany 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 City of Albany determines that the remaining portion of the award will not accomplish the purposes for which the contract was awarded, the City of Albany may terminate the contract in its entirety.

27. Termination of Contract 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 City 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 City 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 City may immediately terminate the contract effective as of the mailing or delivery of the default notice. If the City terminates the contract, the contractor shall remain liable for performance of all terms, conditions, and obligation through the date of termination. Termination by the City shall not constitute a waiver by the City of any other rights or remedies available to the City by law or contract.

28. Certification of Bidder’s Experience and Qualifications: The undersigned bidder certifies that he is, 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. Specifically, the bidder must hold a valid, active State of Georgia Utility Contractor License and/or a State of Georgia Water Distribution License. Out-of-state Water Operator licenses are acceptable only if formally recognized and granted reciprocity by the State of Georgia licensing board prior to the bid submission.

The bidder further certifies that he is skilled, competent, knowledgeable, and regularly engaged in the general class and type of asset management work called for in the contract documents, possessing specialized skills regarding the nature, extent, and inherent conditions of professional water distribution system maintenance and valve-exercising operations. As evidence of this qualification, the bidder represents that he has verified past performance in similar municipal utility contracts and must submit a comprehensive list of references from similar projects along with a detailed project completion timeline.

29. Corporations: 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.

30. Pre-Construction Conference: Successful bidder will be required to attend a Pre-Construction

Conference with the owner’s representative to discuss any details of the project, submit a proposed work program/schedule prior to the issuance of a Notice to Proceed. When work begins, contractor shall remain on this project, with normal work force, until the project is completed.

31. Georgia Security and Immigration Compliance Act: The successful contractor will provide certification that he is in compliance with the Georgia Security and Immigration Compliance Act, certifying that the provisions of GA Law, 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-

Water System Valve Exercising

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 a copy of the form, applicable to your company, and applicable Subcontractor Affidavits, with your bid.

32. Contractor’s Warranty: Contractor shall guarantee all specified work performed for a period of one (1) year from the date of written acceptance of the work by the Owner’s designated representative that all materials, labor, and workmanship provided under this contract are free from defects of any kind. At no expense to the City of Albany, the contractor shall make repairs to any defects found and reported during the warranty period. Final inspection, final acceptance, and final payment shall not be construed as a waiver of this warranty. The following are excluded from this warranty:

a. Defects or failures resulting from abuse by the owner.

b. Damage caused by fire, tornadoes, hail, hurricane, Acts of God, wars, riots, civil commotion, or vandalism.

c. The contractor is not an insurer nor is he a guarantor of the suitability of or adequacy of design. Any other provisions of this warranty to the contrary notwithstanding, the contractor shall not be required to remedy any unsuitable or inadequate design.

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

a. Bid Form

b. Bid Bond

c. DBE Subcontractor Participation Form

d. Addendum Acknowledgement Form

The following items should be submitted with bid:

a. Indemnity Agreement

b. Governing Law and Venue Form

c. Certificate of Non-Collusion Form

d. Drug Free Workplace

e. Debarred Bidders Integrity Form

f. Corporate Seal

g. Secretary of State’s Certificate of Incorporation

h. Listing of the principals of Corporation

i. Affidavit to Comply with OCGA § 13-10-91

j. List of three references from projects of similar scope

34. For additional information, contact Ricky Gladney, Buyer I, at (229) 302-1455. Submit all questions via email to rgladney@albanyga.gov cc: jswilliams@albanyga.gov and kross@albanyga.gov. The deadline for questions is October 20, 2026, at 2:30 pm. Replies of substance will be answered in the form of an addendum and made available to all potential bidders.

mailto:rgladney@albanyga.gov mailto:jswilliams@albanyga.gov mailto:kross@albanyga.gov

SCOPE OF WORK

1. Core Field Operations & Valve Exercising

• Valve Inventory & Sizes: Locate, access, and exercise system valves. (Note: While the base text specifies 5,500 valves up to 24", the City's project data indicates the primary contract focus is a target of 5,500 valves ranging from 6” to 12”, with the vast majority being 6” and 8”. Valves 16" and larger in the system are butterfly valves and are excluded from this specific standard contract cycle).

• Operation Frequency: Fully open and fully close each valve at least three (3) times following AWWA manual standards.

• Debris Cleanout: The contractor is fully responsible for cleaning out all dirt, silt, and debris from inside the valve boxes to clear access to the operating nut.

• Buried & Paved Valves: Locate buried or paved-over valves in coordination with an on-site City representative who will remain available throughout the project duration.

2. Infrastructure Adjustments & Ancillary Work

• Valve Box Adjustments: Perform ancillary infrastructure adjustments as required by field conditions, utilizing materials (risers, valve box top sections, lids, and cold patch) provided entirely by the City:

o Asphalt Areas: Raise valve boxes to grade. Cold patch mix is acceptable for standard surface restoration. Concrete encasement may be required for high-traffic roadways.

o Grass/Soil Areas: Raise valve boxes to match topsoil grade.

• Enclosure Realignment: Excavate and relocate valve boxes or enclosures that are structurally offset or out of alignment with the operating nut.

• Technical Compliance: All pavement adjustments, concrete collars, and encasements must strictly adhere to Special Standard 3005 (Valve Box Collar Detail):

o Concrete encasements must meet a minimum strength of 3,000 P.S.I.

o Pavement cuts require a minimum 12" thickness of bituminous concrete or an approved

7½" minimum depth concrete encasement option.

o Finished concrete collars must be flat, square (2'-0" x 2'-0"), and poured centered around the valve box cover.

o The valve box assembly must be installed with tamped backfill and must never make physical contact with the water main or the valve body itself.

3. Data Collection, GIS & Reporting

• Digital Data Input: Utilize the mobile ArcGIS App to digitally log field data directly into the city's network.

• Mandatory Logs: Record the following metrics for every individual valve:

o Torque required for operation (measured in ft-lbs.).

o Depth from the surface down to the operating nut (measured in inches).

o Exact number of turns required to achieve fully open and fully closed positions.

o Final valve position before and after exercising.

• Mapping & Coordinates: The City’s base water mains and valves are already populated in GIS with pre-existing GPS coordinates. If a discrepancy or unmapped valve is located, the on-site City representative will log the new GPS coordinates.

• Deliverables: In addition to real-time ArcGIS data entry, the contractor must submit a written weekly summary of all work performed to the Project Manager.

Water System Valve Exercising

• Emergency Reporting: Immediately report any broken, seized, leaking, or inoperable valves to the Project Manager. Return all functional valves to their original operating positions unless instructed otherwise.

4. Contractor Requirements & Administrative Specifications

• Licensing: Hold a valid Utility Contractor License and/or a State of Georgia Water

Distribution License. Out-of-state water operator licenses are acceptable only if formally recognized by the State of Georgia licensing board.

• Traffic Control: The City of Albany will provide active traffic control assistance and lane closures when operations take place on busy or major municipal streets.

• Timeline: Submit a highly detailed, phased timeline charting project completion milestones.

• Past Performance: Include verifiable references from municipalities for similar valve-exercising asset management projects.

* COMPLETE AND SUBMIT *

Bid Form

Item No. Description Quantity Unit Unit Cost Total Cost

1.0 Valve Exercising

1.1 Locate & Exercise Valves 6” to 24” Est. 5,500 EA $ $

2.0 Additional/Unit Price Items

2.1 Raise Valve Box - Asphalt Est. 100 EA $ $

2.2 Raise Valve Box – Grass/Soil Area Est. 100 EA $ $

2.3 Valve Box Excavation & Relocation Est. 100 EA $ $

3.0 Total Base Bid

CERTIFICATION: The undersigned certifies they are an authorized, Georgia-licensed representative bound to this fixed-term contract expiring June 30, 2027, for a target of 5,500 valves. The provided unit costs are all-inclusive of labor, debris removal, and AWWA standards. The bidder agrees to target the City's baseline milestone of 450 valves/month, subject to monthly target adjustments negotiated with the Project Manager to accommodate variable field difficulty, and accepts that payment requires mandatory field data uploaded directly via the ArcGIS App. The bidder explicitly accepts the $75/day liquidated damages penalty for unresolved milestone deficits following the 7-calendar-day grace period, complying fully with all contract documents and addenda.

Authorized Signature Company Name

Address City State Zip

Tax ID # Telephone #

Seal (If Incorporated) Email

BID BOND

KNOW ALL MEN BY THESE PRESENTS, that we the undersigned, ______________________________________________________________________ as PRINCIPAL, and (Name of Principal)

(Legal title and address of the Surety) as Surety (hereinafter referred to as "Surety"), are held and firmly bound unto the City of

Albany, Georgia, hereinafter called the "Local Public Agency,' in the penal sum of

______________________________________________________________ Dollars

($____________) lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents.

___________________, 20___ for the construction of __________________________

NOW, THEREFORE, if the Principal shall not withdraw said Bid within the allowable period specified, and shall within the period specified therefor, or if no period be specified, within ten (10) days after the prescribed forms are presented to him for signature, enter into a written Contract with the Local Public Agency in accordance with the Bid as accepted, and give bond with good and sufficient surety or sureties, as may be required, for the faithful performance and proper fulfillment of such Contract; or in the event of the withdrawal of said Bid within the period specified, or the failure to enter into such Contract and give such bond within the time specified, if the Principal shall pay the Local Public Agency the difference between the amount specified in said Bid and the amount for which the Local Public Agency may procure the required work or supplies or both, if the latter be in excess of the former, then the above obligation shall be void and of no effect, otherwise it is to remain in full force and virtue.

Signed and sealed this _______ day of ___________________, 20___

(Principal) (Witness)

__________________________________ Seal (Title)

(Surety) (Witness)

__________________________________ Seal (Title)

PERFORMANCE BOND

KNOW ALL MEN BY THESE PRESENTS:

That ___________________________________________________________________________________

(Legal title and address of the Contractor) as Principal (hereinafter referred to as "Contractor"), and _____________________________________

(Legal title and address of Surety) as Surety (hereinafter referred to as "Surety"), are held firmly bound unto THE CITY OF ALBANY, GEORGIA, as Obligee (hereinafter referred to as "Owner"), in the amount of Dollars ($ ), to which payment Contractor and Surety bind themselves, their heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents.

WHEREAS, the above bounded Principal has entered into a contract with Owner dated the day of ____________________, 20____, for the construction of

NOW, THEREFORE, THE CONDITIONS OF THIS OBLIGATION are such that, if the Contractor shall promptly and faithfully perform and comply with the terms and conditions of said contract; and shall indemnify and save harmless the owner against and from all costs, expenses, damages, injury or loss to which said Owner may be subjected by reason of any wrongdoing, including patent infringement, misconduct, want of care or skill, default, failure of performance, on the part of said Principal, his agents, subcontractors or employees, in the execution or performance of said contract, then this obligation shall be null and void; otherwise it shall remain in full force and effect.

1. The said Surety to this bond, for value received, hereby stipulates and agrees that no change, extensions of time, alteration or addition to the terms of the contract or the work to be performed thereunder, or the specifications or drawings accompanying same shall in any wise affect its obligation on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the contract or to the work or to the specifications and drawings.

2. If pursuant to the contract documents the Contractor shall be declared in default by the Owner under the aforesaid Contract, the Surety may promptly remedy the default or shall promptly complete the contract in accordance with its terms and conditions. It shall be the duty of the Surety to give an unequivocal notice in writing to the Owner, within twenty-five (25) days after receipt of declaration of default, of the Surety's election either to remedy the default or defaults promptly or to perform the contract promptly, time being of the essence. In said notice of election, the Surety shall indicate the date on which the remedy or performance will commence, and it shall then be the duty of the Surety to give prompt notice in writing to the Owner immediately upon completion of (a) the remedy and/or correction of each default, (b) the remedy and/or correction of each item of rejected work, (c) the furnishing of each omitted item of work and (d) the performance of the contract. The Surety shall not assert solvency of its Principal as justification for its failure to give notice of election or for its failure to promptly remedy the default or defaults or perform the contract.

Water System Valve Exercising

3. Supplementary to and in addition to the foregoing, whenever the Owner shall notify the

Surety that the owner has notice that the Contractor has failed to pay any subcontractor, materialman, or laborer for labor or materials certified by the Contractor as having been paid for by the Contractor in accordance with said Contract, which said labor or materials have been included in a periodical application for payment and approved by the Owner or Owners designated Agent for payment and paid for by the Owner, the Surety shall, within 20 days of receipt of such notice, cause to be paid any unpaid amounts for such labor and materials.

4. It is expressly agreed by the Principal and the Surety that the Owner if he desires to do so, is at liberty to make inquiries at any time of subcontractors, laborers, materialmen, or other parties concerning the status of payments for labor, materials, or services furnished in the prosecution of the work.

5. No right of action shall accrue on this bond to or for the use of any person or corporation other than the Owner named herein or the legal successors of the Owner.

Signed and sealed this _______ day of ____________________, 20____.

__________________________________(SEAL) In The Presence of:

Principal

Title Witness

_________________________________ (SEAL)

Surety

Title Witness

LABOR AND MATERIAL PAYMENT BOND

THIS BOND IS EXECUTED TOGETHER WITH ANOTHER BOND IN FAVOR OF THE OWNER AS

OBLIGEE CONDITIONED UPON PERFORMANCE OF THE CONTRACT.

KNOW ALL MEN BY THESE PRESENTS:

That: ____________________________________________________________________________

(Legal title and address of the Contractor) as Principal (Hereinafter referred to as "Principal"), and ________________________________

(Legal title and address of the Surety) as Surety (hereinafter referred to as "Surety"), are held and firmly bound unto the City of Albany, Georgia, as Obligee (hereinafter referred to as "Owner"), for the use and benefit of claimants defined, hereinafter, in the amount of ________________________________________________ Dollars ($____________), to which payment Principal and Surety bind themselves, their heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents:

WHEREAS, the above bounded Principal has entered into contract with Owner dated ________________, 20___ for the construction of ___________________________________

NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION is such that is the Principal shall promptly make payment to all subcontractors and other persons for all labor and materials supplied in the prosecution of the work provided for in said contract, then this obligation shall be void; otherwise, it shall remain in full force and effect.

It is agreed that this bond is executed pursuant to and in accordance with the provisions of Sections 23-1705 et. Seq. Of the Code of Georgia, as amended by the act approved February 27, 1956, and it intended to be and shall be construed to be a bond in compliance with the requirements thereof.

Signed and sealed this ______ day of ______________ , 20____ .

___________________________________(Seal) In the Presence Of:

Principal Title Witness

___________________________________(Seal) Surety Title Witness

*COMPLETE AND SUBMIT*

Proposal Reference No. 27-025

BID FORM

SCHEDULE OF DBE

PARTICIPATION

Name of Proposer:

NAME OF DBE

SUBCONTRACTOR

ADDRESS

(COUNTY, STATE)

TYPE OF WORK

SUBCONTRACTED

DBE

SUBCONTRACT

VALUE

DBE

PARTICIPATION

VALUE

DBE PARTICIPATION TOTAL VALUE……………………………………………………$_____________________________

The attainment of DBE participation goals for this contract will be…