Baldwin County Ball Field Lighting IFB.pdf

Baldwin County Ballfield Lighting Invitation for Bid Walter B Williams, Jr Park, 59 SR-22, Milledgeville, GA 31061 Bids Due: November 22, 2024 @ 10 AM

1. Unless otherwise called for, two copies of the Bid, typewritten or printed in ink, must be submitted.

2. Carefully read and comply as applicable with the standard Terms and Conditions.

3. No taxes are to be included in any bid price. Generally, states and political subdivisions are exempt from Federal taxes. In the event that taxes must be paid on any materials necessary to complete the contract, the Contractor shall bear the cost and responsibility of such taxes. To the extent any sales, import or other taxes apply, they are to be invoiced as a separate item.

4. The Instructions to Bidders and Terms and Conditions are part of the bid package and should be read thoroughly and considered when submitting bids.

5. Awarded bidders should allow approximately 30 days from receipt of invoice to receive payment from Baldwin County.

6. The invitation for bid and any accompanying documents shall be submitted by the time specified (no exceptions will be made) in a sealed envelope addressed as follows:

Baldwin County Attn: County Manager

1601 N Columbia St, Ste 230 Milledgeville, GA 31061

In addition, the subject matter of the bid, date and the hour of the bid opening as stated in the invitation should be printed in the lower left corner of the envelope. Failure to do so may result in premature opening of/or failure to open.

7. This project is funded with federal funds and must adhere to Buy America requirements.

Buy America requirements previously applied to iron, steel, and certain manufactured goods are now broadened to include nonferrous metals, such as copper used in electric wiring; plastic- and polymer-based products, glass, including optical fiber; and certain other construction materials, such as lumber and drywall.

8. Contract will be awarded to the lowest most responsive bidder. There shall be no liquidated damages if deadline is not met.

1. PREPARATION OF BIDS:

a. Bidders are expected to examine specifications and all instructions.

b. If any person contemplating submitting a bid is in doubt as to the true meaning of any part of the specifications or other conditions within the invitation, he/she may submit to the County Manager a written request for an interpretation thereof to ctobar@baldwincountyga.com.

The person submitting the request will be responsible for its prompt delivery. Any interpretation

Bids Due: November 22, 2024 @ 10 AM will be made only by an addendum duly issued by the County Manager. A copy of each addendum will be mailed or delivered to each person in receipt of the invitation. Failure on the part of the prospective bidder to receive a written interpretation prior to the time of the opening of bids will not be grounds for withdrawal of bid. Bidder will acknowledge receipt of each addendum issued by stating it in his bid. Oral explanations will not be binding.

c. Each bidder shall furnish all information required on Bid Form. The person signing the Bid Form must initial any and all erasures and/or other changes made to the bid document.

2. SUBMISSION OF BIDS:

a. Bids may be submitted in sealed envelopes and shall include the following information on the face of the envelope: bidder’s name, address, subject matter of bid, date and hour of bid opening as stated in the invitation. Failure to do so may result in the premature opening of or failure to open such bid.

b. Bidders are responsible for submitting bids before the stated closing time. Delays in the mail or technology constraints will not be considered. Any bid received after the stated closing time will not be opened and shall not be considered in the bid opening. No exceptions will be made.

c. Any bid may be withdrawn by giving a written notice to the County Manager before the stated closing time. After stated closing time no bid may be withdrawn or canceled for a period of 60 days after said closing time.

d. All Bids are to be submitted on the bid forms supplied in the bid package.

e. When reviewing bids, totals written out in words will take precedence over totals written in figures.

3. CONSIDERATION OF BIDS:

a. The County Manager shall represent the County in all matters pertaining to this bid and contract in conjunction therewith. The County reserves the right to reject any or all bids and to disregard any informality in the bids and bidding.

b. Bids submitted on Bid Forms are understood to be according to Specification Date.

In cases where an item requested is identified by a manufacturer’s name, trade name, catalog number or reference, it is understood that the bidder proposed to furnish the item so identified and does not propose to furnish an “equal” unless the proposed “equal” is definitely indicated by submission of the Substitution Bid form.

Reference to any of the above is intended to be descriptive, but not restrictive and only indicates articles that will be satisfactory. Bids of “equal” will be considered, provided that the bidder

Bids Due: November 22, 2024 @ 10 AM states in his bid exactly what he proposed to furnish, including sample, illustration, or other descriptive matter which will clearly indicate the character of the article covered by such bid.

The County Manager hereby reserves the right to approve as an equal, or to reject as not being an equal, any article proposed which contains major or minor variations from specifications requirements, but which may comply substantially therewith.

c. The County reserves the right, when it seems to be in the best interest of the County, to award the bid in part or in whole, reject any bids or waive informalities.

d. Pursuant to Baldwin County’s Code of Ethics, before this contract is awarded by the Baldwin County Board of Commissioners, the vendor must disclose any substantial interest held by any county official or county employee or their immediate family in the vendor’s business.

e. After the bidding deadline, discussions may be conducted between the County and some or all of the responsible bidders who submit bids determined to be reasonably likely to be selected for award for the purpose of clarification to assure full understanding of, responsiveness to, and compliance with the solicitation requirements. Bidders shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of bids, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers.

4. FAIR EMPLOYMENT PRACTICE AND NON-DISCRIMINATION:

The firm or their subcontractors shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, national origin, marital status or handicap.

The firm shall take affirmative action to ensure that applicants are employed, and employees are treated during employment without regard to race, color, religion, sex, age, national origin, marital status or handicap. Such action shall include, but not be limited to, the following:

employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rate of pay or other forms of compensation, and selection of training, including apprenticeship. Breach of this covenant may be regarded as a material breach of contract.

5. INSURANCE PROVISIONS

Contractor shall at all times during the term of this Agreement maintain in full force and effect Employer’s Liability, Worker’s Compensation, Commercial General Liability, Commercial Automobile Liability, Commercial Umbrella Liability, and Builder’s Risk policy insurance, including contractual liability coverage required for compliance with Federal, State, and local licensing requirements. All insurance shall be by insurers and for policy limits acceptable to the County. The insurance policy or policies shall name the County as an additional insured. Owner owes no duty or contractual obligations to any third party and will not be liable to any third party for Contractor’s failure to obtain, or failure to require its subcontractors to obtain, the insurance

Bids Due: November 22, 2024 @ 10 AM required hereunder or required by law. Upon execution of this Agreement, Contractor agrees to furnish the County with a certificate or certificates proving that such insurance is in force and effect.

Upon execution of the Contract, Contractor shall furnish both a performance bond and a payment bond, with a penal sum equal to at least the Contract Sum. Surety companies must be acceptable to Owner.

Contractor shall at all times during the term of this Agreement maintain in full force and effect Employer’s Liability, Worker’s Compensation, Commercial General Liability, Commercial Automobile Liability, Commercial Umbrella Liability, and Builder’s Risk policy insurance, including contractual liability coverage required for compliance with Federal, State, and local licensing requirements. All insurance shall be by insurers and for policy limits acceptable to the County. The insurance policy or policies shall name the County as an additional insured. Owner owes no duty or contractual obligations to any third party and will not be liable to any third party for Contractor’s failure to obtain, or failure to require its subcontractors to obtain, the insurance required hereunder or required by law. Upon execution of this Agreement, Contractor agrees to furnish the County with a certificate or certificates proving that such insurance is in force and effect.

For the purpose of this Agreement, Contractor shall carry the following types of insurance in at least the limits specified below:

WORKER’S COMPENSATION

INSURANCE

MINIMUM COVERAGE LIMIT

Coverage to meet Georgia statutory requirements

Employer’s Liability Insurance Minimum Coverage Limit

Bodily Injury by Accident $1,000,000 per Accident

Bodily Injury by Disease $1,000,000 per Employee

$1,000,000 Aggregate

Bids Due: November 22, 2024 @ 10 AM

Commercial General Liability Coverage Minimum Coverage Limit

Premises and Operations $1,000,000.00 per Occurrence and

$2,000,000 General Aggregate

Products and Completed Operations $1,000,000.00 per Occurrence and

$2,000,000 General Aggregate

Personal and Advertising Injury $1,000,000.00 per Occurrence

Commercial Automobile Liability Coverage Minimum Coverage Limit

$1,000,000.00 combined single limits covering all owned, non-owned, leased or borrowed vehicles used by Contractor in connection with the work

Commercial Umbrella Liability Minimum Coverage Limit

$5,000,000 Per Occurrence and General Aggregate

Builder’s Risk Minimum Coverage Limit

Coverage in an amount equal to contract sum.

Commercial General Liability Insurance shall be provided by the 2004 ISO Occurrence Form, or its equivalent, that shall include, without limitation, coverage for bodily injury and property damage arising from premises and operations liability, independent contractors, products and completed operations, blasting and explosion, collapse of structures, underground damage, personal and advertising injury, and contractual liability. The Commercial General Liability policy

Bids Due: November 22, 2024 @ 10 AM shall contain no exclusion for subcontractor work. The policy must include separate aggregate limits per project.

The Commercial Business Automobile Liability Insurance shall include coverage for bodily injury and property damage arising from the operation of any owned, non-owned, or hired automobile and shall be issued on an “occurrence” basis.

Commercial Umbrella Liability Insurance shall provide excess coverage above the Commercial General Liability, Commercial Business Automobile Liability and the Workers’ Compensation and Employers’ Liability and shall be issued on an “occurrence” basis.

Builder’s Risk Policy shall be made payable to Owner and Contractor, as their interests may appear, and shall include in the interests of the Contractor’s subcontractors. The policy shall be written on a Builder’s Risk “All Risk” or its equivalent, and include coverage for collapse, pollution, water or flood damage, earthquake, subsidence, testing, and boiler and machinery perils (unless covered by separate insurance). The form of policy for Builder’s Risk shall be “Completed Value.” The Builder’s Risk Policy shall have a deductible of not more than $25,000 (or such other amount as approved by Owner in writing), and payment of the deductible shall be the responsibility of the Contractor.

Contractor hereby waives all rights of subrogation against Owner and all additional insureds required under this Agreement to the extent a loss is covered by any insurance maintained by any party hereto, and Contractor shall require similar waivers from its subcontractors. All insurance policies required to be maintained by Contractor shall contain a waiver of subrogation by the insurer and in favor of the Owner and all additional insureds required under this Agreement.

The certificate or certificates of insurance shall contain a provision that the coverage afforded under the policy or policies will not be canceled or non-renewed without thirty (30) days’ prior written notice to Owner. The failure of Owner to demand such a certificate or other evidence of full compliance with these requirements or the failure of Owner to identify a deficiency from evidence provided shall not be construed as a waiver of Contractor’s obligation to maintain such insurance. The acceptance of delivery by Owner or its designated representative of any certificate of insurance evidencing the required coverages and limits does not constitute approval or agreement by Owner that the insurance requirements have been met or that the insurance policies shown in the certificates of insurance are in compliance with the requirements. Upon demand by the Owner, Contractor shall provide certified copies of any policy set forth herein.

Contractor shall require each Subcontractor performing Work or performing any activity on the project site to obtain an insurance certificate showing proof of Commercial General Liability, Workers’ Compensation Coverage and Employers Liability Insurance, Commercial Automobile

Bids Due: November 22, 2024 @ 10 AM

Liability, Umbrella Liability, and Professional Liability (where required) with limits commercially appropriate for the work of such subcontractor and in no event less than $1,000,000 per occurrence, claim, accident, or employee, as applicable to each line of coverage, and Contractor shall provide Owner with an insurance certificate for each subcontractor evidencing compliance with this provision annually and before such subcontractor begins work on the project.

7. SEVERABILITY OF CONTRACT

In the event any one or more of the provisions contained in this agreement shall for any reason be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision of this agreement, but this agreement shall be construed as if such invalid or unenforceable provisions had never been contained. Further, in the event that any provision of this agreement shall be held to be unenforceable by virtue of its scope, but may be made enforceable by a limitation thereof, such provision shall be deemed to be amended to the minimum extent necessary to render it enforceable under the laws of the jurisdiction in which enforcement is sought.

9. AMENDMENTS TO CONTRACT

When awarded, the agreement shall not be changed, modified, altered, or amended in any respect without the mutual consent of the parties hereto, which consent shall be evidenced by a written amendment to the agreement executed by both parties.

(Vendor’s Name)

(Address)

(Email Address)

(Telephone Number)

(Authorized Representative)

(Title)

Signature Date

ADDENDUM ACKNOWLEDGMENT FORM

The receipt of the following addenda is hereby acknowledged:

Addendum No. , dated

Addendum No. , dated , Addendum No. , dated , I understand that failure to confirm the receipt of addenda may be cause for rejection of this bid.

Company

Authorized Signature

Date

NOTE: This addendum acknowledgment should be submitted with the bid to expedite document processing.

Baldwin County Ballfield Lighting

BID FORM

_____________________________________________ (bidder’s legal name) certifies that it agrees to furnish all supplies, materials and labor to install ballfield lights as descripted in specifications for:

Written Dollar Amount

Authorized Representative’s Signature Date

Name: Position:

SPECIFICATIONS

Sealed bids will be received by the County Manager, located at 1601 N Columbia St, Suite 230, Milledgeville, GA 31061 on November 22, 2024 at 10:00 am (no exceptions will be made for late filings) at which time the bids will be publicly opened and read aloud.

Baldwin County Recreation Department would like to install LED fixtures and replace one damaged pole on four of the fields at Walter B. Williams Park. Requires replacing HID fixtures with LED lights and install one 80 foot concrete pole for the fixtures.

The purpose and scope of this bid is to give Baldwin County Recreation Department the cost and energy savings for installing LED light fixtures on four baseball fields.

Scope of Work

Baseball Fields

• Layout based on 50 Foot Candles (FC) average in the infield and 30 FC average in the outfield.

• LED Sports Flood or equivalent

• Voltage to be verified before fixtures are ordered.

• Air Mesh Control System with Dynamic Scenes or equivalent (must be connected to 120v circuit)

• Extension plates will be provided for mounting hardware and fixtures to the crossarms.

• Furnish labor and equipment to remove and dispose of 112 existing fixtures.

• Replace and haul off damaged pole with one 80’ MH concrete direct embedded pole with crossarms for 16 fixtures.

• Repair any wiring to impacted poles as needed

• Install and aim new fixtures.

• Includes using existing poles, arms, branch circuits, and breakers, if possible.

• Replace electronics in electrical room

• Electronics must be controlled by PC-based computer.

• Lighting shall be fully operational by February 28, 2025.

Bids Due: November 22, 2024 @ 10 AM

• Voluntary pre-bid meeting is scheduled for all prospective Bidders as follows:

DATE: Friday, November 8, 2024 at 1:00 PM.

LOCATION: The meeting will be held at:

Walter B Williams Jr Park 59 GA-22, Milledgeville, GA 31061

Prospective Respondents are encouraged to attend the meeting and to submit written questions in advance so that prepared answers can be delivered during the meeting.

Remarks and explanations at the conference will not qualify the terms of the solicitation. Terms of the solicitation and specifications remain unchanged unless the solicitation is amended in writing.

All inquiries, questions, etc. concerning the IFB shall be forwarded to County Manager Carlos Tobar via email at ctobar@baldwincountyga.com. All questions must be in writing and must be received by 4:00 P.M. on Friday, November 15, 2024.