Baldwin County Irrigation System RFP 2.pdf

Baldwin County Request for Proposal (RFP)

#2025-12.05

Baldwin County Little Fishing Creek Golf Course Irrigation Improvements

December 5, 2025

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Table of Contents

Page #

I. Introduction 3

II. Project Information 3

III. Scope of Services 3

IV. Content and Format of Proposals 3

V. Request for Proposal Selection Criteria 4

VI. Company Information 6

VII. Proposer’s Certification 8

Exhibit A. Irrigation Plan

Exhibit B. Required Vendor Forms

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I. INTRODUCTION

Baldwin County is making improvements to its golf course. Mike Young Designs is designing the improvements including the irrigation plan. The irrigation plan is included in this RFP. The county seeks proposals from firms that will design a new irrigation for its 18-hole golf course.

II. PROJECT INFORMATION

Baldwin County desires an irrigation system that is sturdy and will require minimal maintenance long term. The installation of materials is not included with this proposal. Baldwin County accepts no responsibility for any expense incurred by proposers responding to this RFP, such expenses to be borne exclusively by the proposer.

III. SCOPE OF SERVICES

A. All materials, supplies and tools for the irrigation system.

B. The first two years of bi-annual preventative maintenance checks on the control system. Must include actuating and checking all the controllers, performing any firmware updates, training new staff, and troubleshooting.

C. Training for members of maintenance staff on operation of all components of the irrigation system.

D. 5-year warranty.

E. 25 year parts & labor warranty on all HDPE components.

F. Warranty repair

Before submitting a proposal, each company should:

▪ Examine the specifications and scope of work thoroughly.

▪ Familiarize itself with the golf course irrigation plan.

▪ Carefully correlate observations with the requirements of the specifications.

▪ Any cost incurred or implied in the preparation of this proposal will be at the expense of the Company. Baldwin County will not honor any request for reimbursement of costs incurred.

▪ The submission of a signed proposal will constitute an incontrovertible representation by the Company that it has complied with all of the above requirements.

Bids will be opened and read aloud on Monday, January 5, 2026 at 12:00 pm at 1601 N.

Columbia Street, Suite 230, Milledgeville, GA 31061.

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IV. CONTENT AND FORMAT OF PROPOSALS

The County will evaluate all written submittals. All Proposals must meet the goal of this Proposal.

The County reserves the right to investigate the qualifications and experience of the proposers, or to obtain new proposals. Proposals not sufficiently detailed or are in an unacceptable form may be rejected by the County. Dates and documentation included in the proposal become public information upon opening the proposals. Interested firms must follow the process outlined in the following pages in submitting their proposal. Baldwin County prefers to accept proposals from vendors with (3) three years’ experience minimum; however, this factor and the following will be reviewed to assist the County in deciding the most favorable vendor. Baldwin County will review and approve plans.

• A discussion of the History of the firm including number of years in business;

• Documentation of three (3) similar or comparable projects completed within the past five

(5) years, including photographs of each project;

• Firm’s proposed project team including qualifications and experience of each member with projects of this nature;

• Provide at least three (3) references for similar projects (including numbers and addresses);

• Proposed Methodology for the development and recommendation of equipment. Describe in detail your approach and scope and how the proposal will satisfy all criteria of the project;

• CENTRAL CONTROL & CONTROLLERS

• Proposed Project Timeline;

• Provide Itemized pricing based upon your proposed methodology; show quantities and pricing for:

• Central Control and Controllers

• Rotors, Valves and Swing Joints

• Valves

• Radios and Programming

• Tools

• Wire

• Power Wire for Controller

• Grounding and Electrical Components

• HDPE Pipe, Valves, Fittings and Assemblies

• Air Relief Valves

• Valve Boxes

• Warranty Repair

• Completed Contractor Registration Form (see form below).

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V. REQUEST FOR PROPOSAL SELECTION CRITERIA

Price 40%

• Total Price Comparison

Experience 25%

• Staff Credentials

• References

• Firm history

• Past projects

Project Approach to RFP 20%

• Responsiveness to the request for proposal

• Thoroughness, clarity, and conciseness of information provided in addressing all stated requirements in a manner that meets or exceeds expectations.

• Proposed methodology and completion of the project

Completion Time 15%

• Review of requested Timeline

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VI. COMPANY INFORMATION

Date:

Name of Contractor:

Does your company have employees: □ Yes □ No How Many:

Is your company licensed to do business in Georgia: □ Yes □ No

County or County of Business License:

Business information:

Contact Name:

Complete Street Address:

County/State/Zip:

Mailing address (if different from above):

County/state/zip:

E-mail: Phone:

Website: Fax:

Organized As: □ Individual □ Partnership □ Corporation □ Limited Liability Company □ Other

Federal EIN:

Applicant Signature: Date:

Printed Name: Title:

The Baldwin County prefers to accept proposals from vendors with (3) three years’ experience, however, this factor and the following will be studied to assist the County in deciding the most favorable vendor.

A. Number of years in construction business:

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B. Firm’s experience with similar projects; Provide a minimum of 3 projects:

List (3) three agencies:

Agency:

Address:

Contact:

Phone:

Address:

Contact:

Phone:

C. References (including numbers and addresses):

Agency:

Address:

D. Number of professional staff available for this contract:

E. Describe in detail your approach and scope and how the proposal will satisfy all criteria of the project. List separately.

F. Include list of vendors and their contact information to be used during completion of this project. List separately.

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VII. PROPOSER’s CERTIFICATION:

Date of Proposal: RFP #2025-12.05

The undersigned agrees, if this bid is accepted within sixty (60) calendar days after date of opening, to furnish all supplies or services in strict accordance with provisions of this Invitation for Bid at the price in the Bid

Schedule.

Prices to remain firm for sixty (60) calendar days or calendar days after date of opening.

Vendor must initial here if he changes the 60 day requirement:

I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid for the same supplies or services and is in all respects fair and without collusion or fraud. I understand that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid and certify that

I am authorized to sign this bid for the bidder.

Proposals not signed must be declared as “non-responsive” and not considered for award.

Signature: Title:

Printed Name:

Exhibit A

Vender Documents Instructions

When completing the W-9, please ensure that you:

1. Use the exact name that corresponds with your Social Security Number (SSN) or Employer Identification Number (EIN).

a. Enter the name as shown on your income tax return.

b. If you have a "doing business as" (DBA) name, also enter this name on the business name/disregarded entity name line.

2. Check the appropriate box for federal tax classification (individual/sole proprietor, corporation, partnership, trust/estate, or other). If you select "other," please provide an explanation. If you are a limited liability company (LLC), indicate whether you are classified as a corporation or partnership.

3. Include your complete address.

4. Provide your SSN or EIN, as appropriate.

5. Sign and date the form for the current month, day, and year.

When completing the attached E-Verify form, please ensure that you:

1. Use your 4-7 digit number provided to you when registering for E-Verify at https://idp.uscis.gov/enroll/everify.

2. Enter the date of your E-Verify enrollment.

3. Use your legal business name.

4. If applicable, include your contract number.

5. Sign and date the document.

6. Have the document notarized.

7. Note that E-Verify is required for businesses providing services to Baldwin County and having more than one employee.

When submitting your Certificate of Insurance (COI), please ensure that you:

1. List Baldwin County as the Certificate Holder using the following format

Baldwin County Board of Commissioners 1601 N. Columbia St, Ste 230 Milledgeville, Ga 31061

2. Provide proof of active coverage; if your policy will expire soon, please also provide the renewal COI once available

Exhibit B

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(l)

The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with O.C.G.A. § 13-10-91, attesting as follows:

a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program;

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof;

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The Contractor will contract for the performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. § 13-10-91(a), (b), and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor; and

g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to the public employer within five business days of receipt.

Federal Work Authorization User Identification Number Date of Authorization

Name of Contractor Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _________, _____, 20_____ in _______________ (city), __________ (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE _______ DAY OF _____________, 20______.

NOTARY PUBLIC

My Commission Expires: _____________________________

Baldwin County