Athletic Field Maintence Bid Packet 2025.docx

REQUEST FOR BIDS

The Ware County Board of Commissioners is now accepting sealed bids for Athletic Field Maintenance for Ware County Recreation Department Trembling Earth Complex. Ware County has no intention of purposely eliminating any company from bidding. However, there are certain specifications that must be met or exceeded.

The Ware County Board of Commissioners reserves the right to reject any or all bids, with or without cause and reserves the right to award bid to one or multiple vendors. Sealed bids will be accepted until Friday, May 2, 2025 at 10:00 am at the Ware County Commission Office located at 305 Oak Street, Suite 227, Waycross, Georgia 31501. No late bids will be accepted. Bids will be opened on that Friday May 2, 2025 at 4 :00 p.m., at the Ware County Commission Office located at 305 Oak Street, Suite 212, Waycross, Georgia 31501. No late bids will be accepted. Awarding of the bid will take place at the next regular meeting of the Ware County Board of Commissioners and will be based on the lowest and/or best bid.

If you have any questions concerning this bid, you may contact Christina Altman at (912) 287-4300 or kjohnson@warecountyga.gov.

Should your firm be interested in submitting a bid, please complete the attached forms, submit the sealed bid, marked Athletic Field Maintenance, and mailed or delivered to:

Ware County Commission Kayley Johnson 305 Oak Street, Suite 227 Waycross, GA 31501

SCOPE

These specifications cover athletic field maintenance including herbicide, insecticide, and fertilization applications for 17.5 acres of athletic fields and approximately 7 acres of common area inside the fenced portions of the quad-plex. Selected vendor will provide materials, equipment, and labor necessary for servicing athletic fields as needed by Ware County Board of Commissioners. Services consist of the following but are not limited to:

· Fertilization Program

· Weed Control

· Insect Control

Provide at least 5 annual Pesticide Applications & 2 Fertilization Applications to the 17.5 Acres of Athletic Fields

Provide at least 3 annual Pesticide Applications & 1 Fertilization Applications to the Approximate 7 Acres of Common Area

EXCEPTIONS

Any exceptions to the above bid specifications must be listed below, in detail. Otherwise, it will be assumed that the bidder’s offer is in total compliance with all aspects of the bid.

VENDOR INFORMATION

1. Contractor will be held responsible for any damages done to county property.

2. Include 3 business references that you have completed similar work for. Include names and phone numbers.

3. Brief synopsis of your business, number of years in business, and number of employees

4. Include a copy of appropriate type of commercial/pesticide applicator license with bid packet.

5. Payment for service will be made to the contractor after the service is performed. Payment terms are Net 30 days.

CONTRACT TIME

The standard contract period is one (1) calendar year with annual maintenance performed in May and the County may offer to renew the contract for two (2) additional one (1) year terms for a total contract length of three (3) years.

BONDS & INSURANCE

No bonds are required because the County is paying by approved invoices for work completed in place and approved by the County only.

1. Vendor must provide proof of General Liability Insurance in the amount of $1,000,000 and Automobile Insurance in the amount of $500,000. Ware County Board of Commissioner’s is to be named the additional insured on the Vendors policy.

1. Vendor must provide proof of Worker’s Compensation Insurance Coverage as required by law or a Worker’s Compensation Exemption Affidavit.

BID FORM

Sign below in ink in the space provided. Unsigned bids will be considered incomplete and will be subject to rejection.

IT IS AGREED BY THE UNDERSIGNED BIDDER THAT THE SIGNING AND DELIVERY OF THIS BID REPRESENTS THE BIDDER’S ACCEPTANCE OF THE TERMS AND CONDITIONS OF THE SPECIFICATIONS AND PROVISIONS, AND IF AWARDED THIS BID, WILL PERFORM IN ACCORDANCE WITH THIS AGREEMENT.

BID SUBMITTED BY:

COMPANY NAME: ________________________________________

ADDRESS: ________________________________________

CITY, STATE, ZIP: ________________________________________

TELEPHONE: ________________________________________

FAX: ________________________________________

SIGNATURE: ________________________________________

PRINTED NAME: ________________________________________

TITLE: ________________________________________

DATE: ________________________________________

E-Verify Requirements

1. All companies and persons that form an agreement with Ware County Board of Commissioners shall be in compliance with the current E-Verify Federal Work Authorization Program laws and standards and are required to execute a compliance or non-compliance form (supplied in this RFP) as is applicable for your circumstance.

1. Any Vendor who forms an agreement with a public employer for the physical performance of services is required to sign and submit an E-Verify affidavit to the County. If the Vendor has no employees, they are not required to sign an affidavit, but are required to present an approved state issued identification card/driver’s license from an approved state as provided on the Attorney General’s website. Subcontractors and sub-subcontractors are also required to follow these requirements.

1. The Attorney General’s Office has advised that “physical performance of services” includes public works and public works related agreements including repair, maintenance, and operations. It does not apply to goods or to most professional services.

1. The definition of public employer only applies if your government has more than one employee. While this applies all County governing authorities, it may not apply to all County authorities.

1. SB 160 requires any Vendor that forms an agreement with a County for the physical performance of services in which the labor or services exceed $2,499.99 to sign and submit and E-Verify to the County unless (a) the Vendor has no employees (in which case they must present an approved state issued identification card/driver’s license from an approved state as provided on the Attorney General’s website), or (b) the agreement is with an individual licensed under Title 26, Title 43, or the State Bar of Georgia who is in good standing and that individual is performing that service. Subcontractors and sub-subcontractors are also required to follow these requirements.

E-VERIFY FORM

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

By executing this affidavit, the undersigned Vendor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of Ware County Board of Commissioners has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned Vendor will continue to use the federal work authorization program throughout the agreement period and the undersigned Vendor will form an agreement for the physical performance of services in satisfaction of such agreement only with subcontractors who present an affidavit to the Vendor with the information required by O.C.G.A. § 13-10-91(b). Vendor hereby attests that its Federal Work Authorization User Identification Number and date of authorization are as follows:

(FEDERAL WORK AUTHORIZATION USER IDENTIFICATION NUMBER)

(DATE OF AUTHORIZATION)

(NAME OF VENDOR)

(NAME OF PROJECT)

WARE COUNTY BOARD OF COMMISSIONERS

(NAME OF PUBLIC EMPLOYER)

I HEREBY DECLARE UNDER PENALTY OF PERJURY THAT THE FOREGOING IS TRUE AND CORRECT

(VENDOR NAME)

(AUTHORIZED SIGNATURE)

(PRINTED SIGNATURE)

EXECUTED ON

IN

(DATE)

(CITY, STATE)

(MONTH, DAY, YEAR)

(NOTARY PUBLIC SIGNATURE)

(COMMISSION EXPIRATION)

(NOTARY SEAL)

E-VERIFY FORM

Vendor Exemption Affidavit Pursuant to O.C.G.A § 13-10-91(5)

By executing this affidavit, the undersigned verifies that he/she has not hired and does not intend to hire employees for purposes of satisfying or completing the terms and conditions of any part of the applicable agreement(s) with Ware County. The undersigned understands that he/she must provide a copy of his/her state issued driver's license or state issued identification card, and that the driver's license or identification card shall only be accepted in lieu of an affidavit if it is issued by a state within the United States that verifies lawful immigration status prior to issuance of that card.

The undersigned understands that if he/she or one of his/her subcontractors later determines a need to hire employees to satisfy or complete the physical performance of services under the applicable agreement(s), then they shall first be required to comply with the affidavit requirements exempted from herein.

By executing this affidavit, the undersigned verifies compliance with O.C.G.A. § 13-10-90 and O.C.G.A. § 13-10-91 and the above statements, and therefore is not required to register with and/or utilize the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in the above referenced code sections.

I HEREBY DECLARE UNDER PENALTY OF PERJURY THAT THE FOREGOING IS TRUE AND CORRECT

(VENDOR NAME)

(AUTHORIZED SIGNATURE)

(PRINTED SIGNATURE)

EXECUTED ON

IN

(DATE)

(CITY, STATE)

(MONTH, DAY, YEAR)

(NOTARY PUBLIC SIGNATURE)

(COMMISSION EXPIRATION)

(NOTARY SEAL)

Workers’ Compensations Exemption Affidavit

Ware County Vendor Agreement

Sign, date, notarize, and return this section with proposal documents. This section will be signed, dated, and notarized by the County after approval of the proposal. Signing this document thereby binds the Vendor to all items included in their proposal. The proposal documents, amendments, and attachments are a part of any agreement.

APPROVED BY AUTHORIZED REPRESENTATIVE OF VENDOR

(VENDOR NAME)

(VENDOR ADDRESS)

(CITY, STATE, ZIP)

(AUTHORIZED SIGNATURE)

(DATE OF SIGNING)

(MONTH, DAY, YEAR)

(NOTARY PUBLIC SIGNATURE)

(COMMISSION EXPIRATION)

(NOTARY SEAL)

APPROVED BY AUTHORIZED REPRESENTATIVE OF WARE COUNTY

WARE COUNTY BOARD OF COMMISSIONERS

(ENTITY NAME)

305 OAK STREET, SUITE 227

WAYCROSS, GA 31501

(ENTITY ADDRESS)

(CITY, STATE, ZIP)

(AUTHORIZED SIGNATURE)

(DATE OF SIGNING)

(MONTH, DAY, YEAR)

(NOTARY PUBLIC SIGNATURE)

(COMMISSION EXPIRATION)

(NOTARY SEAL)

Sign below in ink in the space provided. Unsigned proposals will be considered incomplete and will be subject to rejection.

It is agreed by the undersigned that the signing and delivery of this proposal represents the Vendor’s acceptance of the terms and conditions of the specifications and provisions, and if awarded an agreement will perform in accordance with this agreement.

(VENDOR NAME)

(VENDOR ADDRESS)

(CITY, STATE, ZIP)

(PHONE)

(FAX)

(EMAIL ADDRESS)

(AUTHORIZED SIGNATURE)

(DATE OF SIGNING)

(PRINTED SIGNATURE)

(TITLE OF SIGNATORY)

Is any owner or officer of the Vendor an employee of Ware County or related as closely as third cousin to a Ware County Commissioner or other elected official of Ware County?

No

Waycross and Ware County vendors submitting a proposal must have a valid City and/or County business license. If your business is located outside of the Waycross-Ware County area, please leave blank.

No

(CITY LICENSE NUMBER)

(COUNTY LICENSE NUMBER)

(EXPIRATION DATE)

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