Asphalt Tack Distributor (1).pdf

Bid

Gordon County Public Works

Asphalt Tack Distributor

Contact Information:

Gordon County Attn: Purchasing Manager 201 North Wall Street Calhoun, Georgia 30701 bids@gordoncountyga.gov

TABLE OF CONTENTS

1.0 Overview 3

1.1 Submission 3

1.2 Communication with Gordon County 4

1.3 Award 4

1.4 Terms and Conditions 5

1.5 General Proposer information 7

2.0 Tentative Calendar of Events 9

3.0 Evaluation 10

4.0 Proposal Response Requirements 11

5.0 Cost Summary Sheet 12

6.0 Reference Sheet 13

7.0 Forms 14

7.1 Acceptance of Terms of this Agreement 14

7.2 Non-Collusion Affidavit of Prime Proposer 15

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1.0 Overview

The Gordon County Board of Commissioners will be accepting sealed written bids from qualified vendors to procure an Asphalt Tack Distributor as outlined in the specifications in this document (see attached specification document – Specifications Asphalt Tack Distributor.

1.1 Submission

If you choose to submit a bid for this product, the County requires the vendor to submit two (2) sealed original printed proposals (e-mail or faxes not accepted) and one (1) electronic copy of the bid/proposal (USB drive). Your sealed bid must be marked “Asphalt Distributor” and delivered to the Gordon County Administration Building at 201 N. Wall Street, Calhoun, Georgia 30701, no later than 2:00 p.m. on May 14, 2025. The receiving time at the Gordon County Administration Conference Room 201 N. Wall Street – Calhoun, GA 30701 will be the governing time for the acceptability of the Proposal.

The Proposal response shall be in the form defined in 4.0 Proposal Response Requirements.

Any response received after the deadline date and time shall be returned unopened. Incomplete responses may not be considered if the omissions are determined to be significant. All Proposals will be publicly opened and the Proposal cost will be read at that time and place. You are invited to attend the opening. The submitted Proposal vendors will be posted online at www.gordoncountyga.gov after the proposal opening.

The Gordon County Board of Commissioners reserves the right to accept or reject any and all Proposals received and/or disregard informalities in the Proposals received. If additional information is needed, contact Charmon VanDyke, Gordon County Purchasing Manager, via email at bids@gordoncountyga.gov

Asphalt Tack Distributor 3 http://www.gordoncountyga.gov mailto:bids@gordoncountyga.gov

1.2 Communication with Gordon County

All Communications regarding this Proposal shall be communicated through Gordon County Purchasing. Telephone inquiries will not be accepted. Any questions regarding this Proposal should be submitted to Charmon VanDyke via email – bids@gordoncountyga.gov. Your inquiry shall be titled “Asphalt Distributor”, your company name and telephone number must be on all correspondence. Information obtained from any other source is not official and should not be relied upon.

1.3 Award

While Gordon County is entertaining a bid, it will not be bound to award the bid.

Gordon County may contact and evaluate the vendor’s and any subcontractor’s references; contact any vendor to clarify the response; contact any current or past users of a vendor's or subcontractor's services.

Gordon County will not be obligated to accept the lowest offer, but will make an award in the best interest of the County after all factors have been evaluated.

Gordon County will be the sole judge of the successful offer. Gordon County reserves the right to negotiate with any and all vendors. Vendors are advised that it is possible that an award may be made without discussion or any contact concerning the Proposal received. Accordingly, Proposals should contain the most favorable terms from a price and technical standpoint, which the vendor can submit to the County. DO NOT ASSUME that you will be contacted or afforded an opportunity to clarify, discuss or revise your proposal.

Asphalt Tack Distributor 4 mailto:bids@gordoncountyga.gov

1.4 Terms and Conditions

The successful vendor shall submit the following items within ten calendar days of written notification from the county of the proposal award:

■ Written certification that the Vendor operates a drug-free workplace in accordance with O.C.G.A. 50-24-1 through 50-24-6 (form provided by county).

■ There are no expressed or implied obligations for Gordon County to reimburse responding companies for any expenses incurred in preparing proposals in response to this Proposal.

■ The county reserves the right to request clarifications regarding information submitted, as well as request additional information from one or more parties submitting qualifications.

■ By submitting qualifications, a party certifies that it has fully read and understood this Proposal, has reviewed the attached documents (if any), and has full knowledge of the nature, scope, quantity and quality of the work to be performed; the requirements of the products and services to be provided and the conditions under which the services are to be performed. Failure to do so will not relieve the successful proposing company of its obligation to enter into a contract and to completely perform the contract in strict accordance with this Proposal.

■ No proposals may be withdrawn or revoked for a period of 30 days after the date of proposal opening.

■ Ownership of all data, materials, and documentation prepared for and submitted in response to this Proposal shall belong exclusively to Gordon County and will be considered a public record and subject to public inspection in accordance with the Georgia Open Records Act, O.C.G.A. 50-18-70 et. seq., unless otherwise provided by law.

■ The Gordon County Board of Commissioners reserves the right to reject any or all proposals, call for new proposals, to waive any informalities in a proposal, and to select the qualified parties. The Gordon County Board of Commissioners reserves the right to accept, reject, and/or negotiate any and all proposals or parts of proposals deemed by the Board to be in the best interest of the citizens of Gordon County.

■ This Proposal shall be governed in all respects by the laws of the State of Georgia, and the successful proposing parties shall comply with all applicable federal, state, and local laws and regulations.

■ By submitting their qualifications, all proposing parties certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other person or party in connection with their proposals, and that they have not conferred on any Gordon County employee having official responsibility for this procurement transaction of any payment, loan, Asphalt Tack Distributor 5 subscription, advance, deposit of money, services, or anything of value of more than nominal value, present or promise, unless consideration of substantially equal or greater value was exchanged.

■ The proposing parties specifically certify in submitting their proposals that they are not in violation of O.C.G.A. 16-10-2 and 16-10-22 for acts of bribery, and/or conspiracy in restraint of free and open competition in transactions with state or political subdivisions.

■ By submitting their qualifications, all proposing companies certify that they are not currently debarred from submitting bids or proposals on contracts by any agency of the State of Georgia and/or the federal government, nor are they an agent of any person or entity that is currently debarred from submitting Proposals on contracts by any agency of the State of Georgia or the federal government.

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1.5 General Proposer Information

The County reserves the right to lease and/or purchase more or less of each item or service at the unit price offered in the Vendor's system, unless the Vendor specifically and explicitly limits the response in this regard. The County reserves the right to negotiate with vendors regarding variations to the original proposal(s) that may be in the best interest of the County. The County reserves the right to accept or reject any or all bids or proposals and to waive informalities and irregularities in bids or bidding procedures and to accept any bid determined by the Board of Commissioners to best suit and fit the needs of the county in its sole discretion.

The vendor is to review and be familiar with the enclosed proposal specifications. Failure to review the specifications will not relieve the successful vendor of an obligation to furnish all products, services, and labor necessary to carry out the provisions of the contract.

The successful proposing Vendor shall not assign or transfer any interest in the contract or subcontract any part of the contract without prior written approval from the County

The signer of the Proposal must declare that the Proposal is in all respects fair and in good faith without collusion or fraud and that the signer of the Proposal has the authority to bind the principal proponent.

Failure to include all information requested in this bid is cause for rejection of the proposal.

It is expressly understood and agreed that the proposing vendor is an independent contractor at all times and for all purposes hereunder. Officers, employees or representatives of the vendor will not be deemed in any way to be, and shall not hold themselves out as; employees, servants, representatives or agents of the County and will not be entitled to any fringe benefits of the County such as, but not limited to; health and accident insurance, life insurance, longevity, economic increases or paid sick or vacation leave. The vendor will be solely responsible for payroll wages, for the withholding and payment of all income and social security taxes to the proper federal, state, and local governments, and for providing workers’ compensation and unemployment insurance of the Vendor

It is agreed that the successful vendor shall not assign, transfer, convey, or otherwise dispose of the contract or its rights, title, or interest in any part thereof, without prior written consent by the County. The County must approve all subcontractors providing on-site services.

Vendor shall indemnify, hold harmless and defend the County its officers, employees, agents and elected officials from and against any and all claims and actions brought against the County and its officers, employees, agents and elected officials for injury or death to any person or persons or damage to property arising out of the performance of this contract by the County, its employees, subcontractors or agents except all actions and claims arising out of the negligence of County.

Each bidder shall furnish satisfactory evidence of their ability to construct the apparatus specified, and shall state the location of the factory where the apparatus is to be built. The bidder shall also show that they are in a position to render prompt service and furnish replacement parts for said apparatus.

It is required that the bidder shall meet all State and Federal safety standards and laws that are in effect on the date of the bid for the item(s) that are being specified and the particular use for which they are meant.

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The workmanship shall be of the highest quality in its respective field. Special consideration shall be given to the following points: accessibility of the various units that require periodic maintenance, and ease of operation

The complete apparatus, assemblies, subassemblies, component parts, and so on, shall be designed and constructed with due consideration to the nature and distribution of the load to be sustained and to the general character of the service to which the apparatus is to be subjected when placed in service.

All parts shall be strong enough to withstand the general service under full load. The apparatus shall be so designed that the various parts are readily accessible for lubrication, inspection, adjustment, and repair.

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2.0 Tentative Calendar of Events

Proposal Posted: April 11, 2025

Deadline for Questions April 25, 2025

Proposal Submittal Deadline May 14, 2025 at 2PM Gordon County Admin Building – 201 N Wall St. – Calhoun, GA 30701

Evaluation May 15 - June 2, 2025

Possible Vendor notification of award June 4, 2025

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3.0 Evaluation

Criteria for the award shall include, but not be limited to, the following:

● Completeness of proposal

● Accuracy of accompanying data

● Past performance of the bidder

● Compliance with the detailed specifications

● Compliance with the purchaser's request(s) for personnel qualifications or certifications

● Exceptions and clarifications

● Financial stability of the bidder

● Local representation of the manufacturer

● Serviceability of the proposed apparatus

● Service capabilities of the bidder's local representative

● Any other factor the purchaser deems relevant

After completing the evaluation and award process, all bidders shall be notified of the results.

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4.0 Proposal Response Requirements

Company Name: ___________________________________________

Authorized Proposer: __________________________Date _______________

The Proposal response should be in the following order. This sheet should be the first page of your response, followed by each of the following. Check off each of the following to ensure your response is complete.

If your response is not in the specified response format, this is a reason to disqualify a proposal.

__ Part 1 - Completed Cost Summary Sheet(s)

__ Part 2 – Reference Sheet(s)

__ Part 3 – Drawings

__ Part 4 – Deviations Sheet noting the deviations from specifications

__ Part 5 – Contractors Specifications

__ Part 6 – Warranties

__ Part 7 – Service Requirements

__ Part 8 – Any other Information deemed critical to your proposal

__ Part 9 – Forms

Completed Acceptance of Terms of this Agreement Sheet.

Completed Non-Collusion Affidavit

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5.0 Cost Summary Sheet

PRICE per unit ________________________ as delivered to the customer

Detail any other associated costs:

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6.0 Reference Sheet

List 3 or more references. Include Company, Address, and name of contact person, telephone, and e-mail

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7.0 Forms

7.1 Acceptance of Terms of this Agreement

Name of Proposer:

Contact Person:

Address:

City/State/Zip:

Telephone: __________________________________

E-mail: __________________________________________________________

Authorized Signature ______________________Title: ___________________

Name Printed: ____________________________ Date: __________________

It is agreed by the above signed proposer that the signature and submission of this proposal represent the proposer’s acceptance of all terms, conditions, and requirements of the proposal specifications and, if awarded, the proposal will represent the agreement between the parties.

The proposer agrees that the cost of any work performed, materials furnished, services provided, or expenses incurred, which are not specifically delineated in the proposal documents, but which are incidental to the scope, intent, and completion of this contract, shall be deemed to have been included in the prices for the various items scheduled.

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7.2 Non-Collusion Affidavit of Prime Proposer

STATE OF ______________________ COUNTY OF __________________

I _______________________, being first duly sworn, depose and say that;

He is __________________________of________________________, the proposer that has submitted the attached proposal;

He or she is fully informed respecting the preparation and contents of the attached proposal and of all pertinent circumstances respecting such proposal; Such proposal is genuine and is not a collusive or sham proposal; Neither the said proposer nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has in any way colluded, conspired, connived, or agreed, directly or indirectly with any other proposer, firm or person to submit a collusive or sham proposal in connection with the contract for which the attached proposal has been submitted or to refrain from proposing in connection with such contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other proposer, firm or person to fix the price or prices in the attached proposal or of any other proposer, or to fix any overhead, profit, or cost element of the proposal price or the proposal price of any other proposer, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against the Gordon County Board of Commissioners or any person interested in the proposed contract; and

The price or prices quoted in the attached proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

Proposer: ________________________________________________________________ By: ___________________________________________________________________ Name Printed: __________________________________________________________ Title: ______________________________________________________ ___________ Date: _________________________________________________________________ Subscribed and sworn to me this __________ day of ______________________, 20__.

NOTARY PUBLIC: _______________________________________________________

Commission Expires: _____________________________________________________

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Specifications

Asphalt Tack Distributor

● 2025 Kenworth Chassis 188” Wheel Base

● Paccar PX-7 Powered Tier 4 Final Engine (280 HP)

● Allison 3500 RDS 6 Speed Automatic Shift Transmission

● 12Klbs Front Steer & 21k lbs Rear Axle 5.57/7.60 Ratio

● Power Steering, Air Brakes, Electric Horn, White in Color

● 2,000 Gallon Etnyre Centennial Tank PTO Off Transmission

● 400 GPM Material Handling Pump w/ 4-Way Valve

● Power Wash down System w/ Wand and Hose

● 14’ Total Materials Spray Bar w/1” On/Off Spray Controls

● Spray Bar Should not Exceed 8’ when Side Sections Are

Folded up

● Side Sections Should be 3’ Per Side

● BT-1 Control Monitor From Front or Rear of Truck

● (2) Flumes & (2) Burners LP With Digital Readout &

Thermostatically Controlled Shut Down, Outfire Protection, and Travel Lockout

● 25’ Hand Spray Wand

● Cone Type Strainer with In-line Fill, 20” Manhole

● LED Lights, (2) Wet Storage Boxes, Electric Back-up Alarm, Rear Step Ladder

● Standard Manufactures Warranty for One Year or 1,000 Hours

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2.0Tentative Calendar of Events

3.0Evaluation