3-ITB 26-003 Specifications Bidding Info.pdf

March 2025

CITY OF ALPHARETTA INVITATION TO BID (ITB)

ITB Number: 26-003 ITB Title: Pine Shavings

ITB SPECIFICATIONS & BIDDING INFORMATION

1. ITB Period of No Communication The “No Communication” period starts on the issue date of this Invitation to Bid (ITB) July 3, 2025, and lasts until the City Council meeting for contract award recommendation (or until contract award if this isn’t required to go before council for approval).

No person or company, their employees, representatives, agents, attorneys, etc. will contact the City’s elected officials or any City staff concerning this ITB.

Contacting anyone other than the Procurement Agent named below for this ITB during this time will be reason to remove a bid from consideration or review.

2. Procurement Agent, Single Point of Contact Abby Shipp is the designated Procurement Agent and the sole point of contact for this ITB on behalf of the City. Bidders must direct all questions and comments exclusively through the Opportunity Q&A tab prior to the posted Question Due Date on the Bonfire project webpage.

Link to Bonfire: https://cityofalpharetta.bonfirehub.com/ All official communication will be provided through the Bonfire project webpage and Bidders are responsible for monitoring the Bonfire webpage for any status updates, addenda, or the final award notice. Direct communication with any other City staff regarding this ITB is not permitted and may result in disqualification.

Abby can be reached at 678-297-6052 or purchasing@alpharetta.ga.us.

City of Alpharetta 2 Park Plaza Alpharetta, GA 30009 Attn: Abby Shipp, Procurement Agent

3. Please Note: To all current and previous City of Alpharetta vendors, contractors, and consultants.

Regardless of any previous relationship with our City, you must build out your bid response as requested in this ITB.

Do not neglect to provide requested information or details requested simply because you expect that we already know your work.

Your response to this procurement will be reviewed solely on the information provided in your response.

https://cityofalpharetta.bonfirehub.com/ mailto:purchasing@alpharetta.ga.us

City of Alpharetta ITB # 26-003, Pine Shavings Specifications & Bidding Info

4. ITB Schedule of Events A. Bidding Close Date, Deadline for Submissions: July 31, 2025, 10:00 AM. We may change this date during the ITB process. We will post any change in an addendum. Review web page for addenda.

B. Link to Bonfire Project Web Page: https://cityofalpharetta.bonfirehub.com/

C. This project web page has the important dates and all project documents for this ITB.

D. Enter all questions, comments, requests for information before the Questions Due Date using Message – Opportunity Q&A at the Bonfire project web page.

E. In each question, clearly note the ITB document and section that is in question.

F. We will share any changes or added information from the City by a written addendum publicly posted online with the project procurement documents. Anything assumed as a change that was only communicated in email or verbally does not qualify as a change to the project or procurement information.

G. It is your responsibility to check the project web page for any addenda, other information, or other messages before finally uploading a bid. You must respond using any updated information.

H. A public bid opening will be held shortly after the ITB due date / time has passed. ITB 26-003 Public Opening will be held via Microsoft Teams https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDk0NGZiYmEtZjYyMi00YjA4LWIzYzctYWVhYjIzZmU2MTc3% 40thread.v2/0?context=%7b%22Tid%22%3a%22e2c90929-b31f-4829-b1fc- 0ea80e4ba47d%22%2c%22Oid%22%3a%22a0bee514-389c-449a-8680-f869bda49696%22%7d. Click to link to the meeting.

I. Review the Bonfire project site after the public bid opening for the Preliminary Bid Tabulation to be posted with other project files. It will post after the City’s administrative review has been completed.

WHAT THE CITY WANTS TO DO

1. Project Background and General Description The City of Alpharetta is soliciting sealed bids from qualified vendors for the on-demand delivery of bagged pine shavings bedding to the Wills Park Equestrian Center. Deliveries must be fulfilled within 24 hours of order placement.

2. General Product Specifications The selected contractor must ensure consistent product quality throughout the duration of the contract.

Estimated Usage: Annual usage is projected between 20,000 and 25,000 bales, typically delivered in 14 to 16 shipments during the fiscal year (July 1 through June 30).

Order Commitment: The estimated quantities provided are for planning purposes only and do not constitute a purchase obligation. The City reserves the right to place orders based on actual facility needs.

Order Variability: Volume and frequency of orders will vary in accordance with the operational requirements of the Wills Park Equestrian Center.

Prohibited Materials:

• Mulch, bark, or similar materials are not permitted.

• No filler materials of any kind will be accepted.

Shavings Requirements:

• Product must consist of 100% kiln-dried pine shavings.

• Shavings shall be mini to medium-size flakes suitable for equestrian bedding.

3. Packaging Specifications

• Each bag shall be compressed to 2.66 cubic feet and expand to 8 cubic feet upon use.

• Bags must be made of durable plastic; paper packaging is not allowed.

4. Delivery Requirements

• Bags must be delivered on pallets. The minimum number of bags per pallet is 45.

• An enclosed trailer, suitable for dry and secure storage, must be left on-site with each delivery. The minimum size of the trailer must be 53 feet. The trailer is to be swapped out with the next shipment.

• All deliveries must be completed within 24 hours of order placement.

• All shipments are to be F.O.B. Destination – Freight Prepaid and Allowed.

• Delivery Location:

City of Alpharetta – Wills Park Equestrian Center 11915 Wills Road Alpharetta, GA 30009

Final drop-off location within the facility will be coordinated with the selected vendor during pre- and/or post-award meetings.

FOLLOW THIS OUTLINE

How We Want You to Construct Your Bid

1. Using Bonfire to Submit Bid

1.1. This is the link to Bonfire Project Web Page to get our documents and to upload your bid: https://cityofalpharetta.bonfirehub.com/

1.2. We are accepting all bids by online response only. You must upload completed bids and ‘Submit’ online before the closing date and time found in this document and in the Project Details of the project web page for this ITB. Any change to the deadline will only be by publicly posted addendum.

1.3. Don’t send bids by mail, fax, or email. We will not accept paper copy bids. We will not accept any bids after the closing time deadline has passed.

1.4. You have not completed your response simply by uploading bid documents and information. You must successfully upload all the required documents, including filling out any questionnaires, price sheets, or data requests, and then you must click the Submit button before the closing time.

1.5. You will receive an email confirmation receipt with a unique confirmation number shortly after you complete your bid upload. This confirms that you have successfully turned in your bid with all required information.

1.6. You can update your bid at any time until the closing time even after Submitting.

1.7. All uploaded items and responses are Sealed in the project web page and will only be visible by the City after the closing time has passed.

1.8. If the file is ‘mandatory’ or ‘required’, you won’t be able to complete your bid until you have met all requirements.

1.9. Uploading large documents may take more time, depending on the size of the file(s) and your Internet connection speed.

1.10. Pay attention to the type and number of files we have asked you to upload.

1.11. The largest upload file size is 1000 MB (1 GB) per file.

1.12. Don’t embed any documents within your uploaded files. They won’t be accessible or evaluated.

1.13. Minimum system requirements:

a) Use a Supported Browser: Microsoft Edge (Windows), Google Chrome (Windows & Mac), and Mozilla Firefox (Windows & Mac).

b) Java Script must be enabled.

c) Browser cookies.

d) Use a desktop or non-mobile device: We make the best effort to have certain views available on mobile devices, however, this is not something we officially commit to at this time since so much of the workflow requires a full desktop experience.

1.14. For successful Questionnaire and/or Bid Table uploads, please ensure you are using Microsoft Office/Excel/Word 2007 or newer.

2. Required Bid Document Formats Each bid must follow these document formats.

• Format your documents using this outline:

no more than three (3) pages per bid, formatted to single or double space lines, 10 to 12-point font size, black font color (excludes photos, charts, section separators or headings), and upload Bid documents (except Excel cost sheet or if otherwise directed) in PDF format.

3. Bid Submittal Instructions

• This document must be no more than three (3) pages.

A. Cover Letter with Brief Business Profile, length of time in business, and a summary describing company strong points and why your experience with similar projects will benefit the City.

B. Business information, including name and home office address. If another office address oversees work of this project, add that address information too.

C. Contact, one person to be the single point of contact for this bid. All communication with the City will be with this person. Supply the following contact information in the bid:

• Name, including business title and preferred personal/honorific title (Mr. Ms.

Dr. etc.)

• mailing address,

• telephone number, cell phone number, and

• e-mail address.

E. References. Supply at least three references for work or services like the project in this ITB (don’t include the City of Alpharetta). These references must be for work or services provided within the last three years.

NOTE: We contact references to verify your ability to do the work. We also reserve the right to use any information or other references to decide your ability to perform the work in this ITB. Poor references from any source are grounds to disqualify a bid.

F. Available Resources. Include a list describing the personnel, equipment, materials, sub-contractors, and any other resources available to you and that may be needed and used to show your ability to do the work or services as requested in this ITB.

4. Schedule of Items, Bid Pricing We have supplied a separate Schedule of Items (SOI) pricing sheet for you to complete. It is in Excel format for you to complete and upload with your bid.

5. Required Forms:

We have provided required forms. You must complete these forms and return to us with every bid.

A. IRS Form W-9

B. Bidder’s Disclosures and Certifications

C. E-Verify (Affidavit Verifying Contractor Participation in Federal Work Authorization Program)

All the following must be on the E-verify affidavit.

Federal Work Authorization User Identification Number – this is only five to eight numbers.

No A, B, C’s.

It’s different from your Tax ID, Employer Identification, or Social Security

Number.

It won’t have a combination of letters and numbers.

Date of Authorization – this is when you first signed up and got the E-verify number.

Name of Contractor – your company.

Name of Project – Same as ITB title.

Date, City, and State – when and where this form was signed.

Signature of Authorized Officer or Agent – to be signed.

Printed Name and Title of Authorized Officer or Agent – the person that signed the form.

Notarized with seal.

E-Verify note: Companies return this form to us incorrectly more often than anything else we request in our ITBs.

State of Georgia law requires that we have this completed form before we can review a bid or bid.

A form with errors doesn’t fulfill this requirement.

Top mistakes include:

Wrong number or missing information.

Not notarized.

Not signed.

Wrong form returned.

6. Questionnaire We use a questionnaire to gather important information needed for legal requirements, your acknowledgements, our bid review, or information needed for writing a contract.

Some questions may require your answers about the work we have described in this ITB.

You will fill out the questionnaire provided. There is no other form or document to upload.

Information requests and response types are as follows:

• Authorized signer.

o For Corporations (President or Vice President) or o For LLCs (Member of the LLC) for contract execution in DocuSign: Name, corporate title (‘Member’ for LLC), email address.

o Response Type: text entry.

• For Corporations only, Secretary or Assistant Secretary to attest to signing for contract execution in DocuSign: Name, business title, email address, (if not a corporation, enter N/A). Response Type: text entry.

• Contact for legal notices-needed for contracting: Business name and mailing address, contact name. Response Type: text entry.

• Unique Entity ID / identifier used at SAM.gov, Response Type: alphanumeric entry.

• Note the Employee-Number Category for your company (all locations). Select either 500 or more employees, 100 or more employees, or less than 100 employees.

• Acknowledge Addenda, enter the number of addenda received: 0, 1, 2, etc.

• Acknowledge Insurance Requirement, Response Type: Yes, No entry.

• Acknowledge Trailer On-Site Requirement. Response Type: Yes, No entry.