BID 23_040 CARDBOARD RECYCLING_HAULING.pdf

BID #23-040

Floyd County Board of Commissioners Invitation to Bid

(Bid No. 23-040)

Contract for the Purchase and Hauling of Recyclable Cardboard

Issue Date: October 10, 2023

All communication concerning this project must be directed to the Purchasing Office until the bid is awarded.

Vendors should not have contact with the Departments.

FLOYD COUNTY BOARD OF COMMISSIONERS

PURCHASING DEPARTMENT

#12 East 4th Ave. Ste. 106

ROME, GA 30161

(706) 291-5118

INVITATION TO BID

Date Issued: October 10, 2023

Sealed Bids from qualified companies will be received by the Purchasing Department of Floyd County Georgia, at 12 East Fourth Ave, Suite 106 Rome, Georgia 30161, until 2:00 P.M. legally prevailing time on November 1, 2023, for the purpose of providing:

Purchase and Hauling Services for Recyclable Cardboard

Bid 23-040

Bids are submitted through our electronic portal at https://floydcountyga.bonfirehub.com . Please register as a vendor on this site if you have not done so. Questions concerning this bid should be submitted in writing through the Bonfire Website, or emailing Bill Gilliland bill.gilliland@floydcountyga.org and Randy E. Self randy.self@floydcountyga.org. Responses to questions will be posted to the Bonfire website for all interested bidders to review. Verbal questions are not binding.

Bid Tabulations will be posted online within 24 hrs. following the bid deadline.

Site Visit: A site visit can be arranged by calling Emma Wells at 706-669-0750.

Additional copies of bidding documents may be obtained by using our electronic portal at https://floydcountyga.bonfirehub.com.

You may also come in person to the Floyd County Administrative Building, Purchasing Department, 12 East Fourth Ave. Suite 106 Rome, Georgia 30161. Requests for documents should be filed promptly with the Purchasing Department.

The contract, if awarded, will be on a lump sum basis or individual item basis, whichever is in the best interest of the County.

No bid may be withdrawn for a period of 60 days after time has been called on the date of opening.

The County reserves the right to waive compliance by any applicant with any provision contained in this request whenever the County in its sole discretion believes such waiver is in the County’s best interests.

Bids are submitted electronically using https://floydcountyga.bonfirehub.com

Bill Gilliland, CPPB Purchasing Director https://floydcountyga.bonfirehub.com/ mailto:bill.gilliland@floydcountyga.org mailto:randy.self@floydcountyga.org

FLOYD COUNTY GEORGIA

GENERAL TERMS AND CONDITIONS

INFORMAL INVITATION TO BID

1. CHANGES: No changes will be made to this invitation except by written modification from the County Purchasing Office.

Requests for interpretation or changes must be in writing, to bill.gilliland@floydcountyga.org directed to the Floyd County Purchasing Department and received at least (5) Five Calendar Days prior to the time set for opening of the bids. Phone (706) 291-5118. All communication concerning this project must be directed to the Purchasing Office until the bid is awarded. Vendors should not have contact with the Departments.

2. FOB POINT: Bid Price to include shipping, packing, crating, and unloading at address in BID INSTRUCTIONS. Title to remain with vendor until fully accepted by the County. Goods damaged or not meeting specifications will be rejected and removed at vendor’s expense. Concealed damaged goods to remain the property of vendor until replaced or removed at County’s direction.

3. RISK OF LOSS: Vendor agrees to bear all risk of loss, injury, and destruction of goods and materials ordered herein which occur prior to delivery to include concealed damage; and such loss, injury, or destruction shall not release vendor from any obligation.

4. BID ACCEPTANCE TIME: Bids requiring acceptance by the County in less than Sixty (60) calendar days could be rejected, unless so stated on BIDDER’S RESPONSE PAGE and accepted by the County.

5. BID IDENTIFICATION: All bids submitted as a result of this invitation must identify the Name, Bid #, Date and Time of opening.

6. WITHDRAWAL OF BIDS: Bids may be withdrawn by written request only if the request is received prior to the time and date set for the opening of bids. Negligence on the part of the bidder in preparing his bid confers no right of withdrawal or modification of his bid after bid has been opened. No bid may be withdrawn for a period of Sixty (60) days after time has been called on the date of opening.

7. BONDS: None Required

8. SITE INSPECTIONS: (If Applicable) Bidders should inspect the sites to ascertain the nature and location of work and the general conditions which could affect the work of the cost thereof. The County will assume no responsibility for representations or understandings concerning conditions made by its officers or employees unless included in this Invitation for Bid.

9. AWARD OF CONTRACT: Award will be made to that responsible bidder whose bid, conforming to the Invitation for Bid, will be most advantageous to the County; Price and other factors considered. The County reserves the right to waive compliance by any applicant with any provision contained in this request whenever the County in its sole discretion believes such waiver is in the County’s best interests. A written award mailed (or otherwise furnished) shall be deemed to result in a binding contract without further action by either party. Contract (s), if awarded, will be on a lump sum basis or individual item basis, whichever is found to be in the best interest of FLOYD COUNTY.

9.1: The vendor, in accepting this contract, attests that he is in compliance with the Nondiscrimination Clause contained in Section 202 of Executive Order 11246, as amended, relative to equal employment opportunity for all persons without regard to race, color, religion, sex, or national origin, and the implementing rules and prescribed by the Secretary of Labor, which is incorporated herein by reference.

mailto:bill.gilliland@floydcountyga.org

10. EXCEPTIONS TO SPECIFICATIONS: Any award resulting from this invitation shall bind the bidder to all Terms, Conditions, and Specifications set forth in this invitation. Bidders whose bids do not conform should note on separate page if necessary and/or on the BID SCHEDULE. While the County reserves the right to make an award to a nonconforming bidder, when in the best interest of the County, such awards will not be readily made, and bidders are urged to conform to the greatest extent possible. No exceptions will be considered to have been taken by bidder unless it is properly set out as provided above.

No exception will be deemed to have been taken by the County unless incorporated in an award resulting from this invitation and so stated.

11. BID RESULTS: Interested parties may review and/or print BID TABULATION @ https://floydcountyga.bonfirehub.com (go to messages and then to public notices) 24 hours after bid opening or request a tabulation from randy.self@floydcountyga.org .

12. PAYMENT: Payments will be made upon all items completed each month or completion of all work and acceptance by county on invoices submitted and approved by the proper county representative within (30) thirty day’s receipt of invoice unless paragraph 14 applies. Invoices are to be submitted to: Floyd County Purchasing, 12 East 4th Ave, Suite 106 Rome, Ga. 30161

12.1 Itemize all invoices in full. Mail the original invoice to the address above. A shipping or receiving ticket will be signed and a copy left with each delivery. Each invoice including receiving/shipping ticket is to include the following minimum information:

1. Date invoice is submitted 5. County department

2. Purchase order number 6. Item(s) or service

3. Payment terms 7. Quantity of each item or service

4. Date of transaction 8. Bid price of each item or service with any discounts

Invoices received with any of the required information listed above missing may not be considered as a “correct invoice”. All invoices submitted will be closely monitored for accuracy. Any invoice found to be incorrect will be returned to vendor for correction.

12.2 Vendor must furnish delivery receipt with invoice identifying that this order has been delivered in accordance with Specifications, Quantities, and Price as set forth on the purchase order. A Floyd County employee’s signature must appear on the delivery receipt or invoice.

12.3 Items on this order are exempt from Federal Excise Tax and Georgia Sales and Use Tax. A certificate will be furnished if requested. FLOYD COUNTY is exempt from taxes, but the successful bidder shall pay all taxes required of him by law and FLOYD COUNTY cannot exempt others from tax.

12.4 Payment terms and provisions herein or otherwise found within the contract documents supersede all provisions of the Georgia Prompt Pay Act (House Bill 837; 13 O.C.G.A. Chapter 11 ET. SEQ.).

13. INQUIRIES REGARDING PAYMENT: All inquiries regarding payment of invoices are to be directed to Accounts Payable (706) 291-5113 or Floyd County Commissioners, Attn: Accounts Payable, P.O. BOX 946, Rome, Georgia 30162

14. DISCOUNTS: Prompt payment discounts offered for a period of less than Fifteen (15) Days will not be considered in determining the low bidder on this invitation. However, such discounts, when offered, will be taken provided payment is made within the time specified. Time, in connection with discounts for prompt payments, will be computed from the date of acceptance of work for which payment is claimed, or the date the correct invoice is received by the County, whichever is later.

mailto:randy.self@floydcountyga.org

15. EXECUTION OF CONTRACT: Subsequent to the award, the successful bidder will be presented with a contract which may be in the form of a purchase order. Contract is to be executed within Ten (10) calendar days of “NOTICE OF AWARD” together with the required payment and performance bonds prescribed in Paragraph 7B. If the contract document is mailed, the date of presentation shall be deemed to be the postmark date. The successful bidder’s proposal and this Invitation for Bid shall be incorporated into the contract, except to the extent that this invitation conflicts with the contract, in which case the provisions of the contract shall take precedent.

16. CERTIFICATE OF INSURANCE: Successful bidder will be required to furnish a Certificate of Liability insurance in an amount not less than Five Hundred Thousand Dollars ($500,000.00) per occurrence to protect the County throughout the life of the contract against “ALL RISKS”. Coverage to include but not limited to General Liability: Comprehensive Form, Premises/Operations, Products/Completed Operations, Broad Form Property Damage, Personal Injury, and Automobile/Vehicle Liability. Worker’s compensation and Employer’s Liability are to be statutory amounts. On all contracts for vehicle repair of any kind, the successful shall provide at least Five Hundred Thousand Dollars ($500,000.00) of Garage Liability insurance in addition to the insurance stated above. The Certificate must be furnished within Ten (10) calendar days of a “NOTICE OF AWARD” being issued.

17. INCLUSION: All items and/or services standard, expected, necessary, and/or routine to such a project as this and not actually stated in this Invitation for Bid will be the responsibility of the successful bidder to provide at no other cost to the County unless so stated on the successful bidder’s proposal as additional cost items and accepted by the County at the time of the award and/or contract.

18. REGULATORY AGENCIES: Successful bidder will be responsible for all required permits or license required by regulatory agency of the City, County, State, or Federal Governments. Further, successful bidder will be responsible for meeting all requirements of any regulation (s) or guideline (s) of any of the said Governments or any independent agency recognized by said Governments as publisher of any such regulation (s) or guideline (s).

19. INDEPENDENT CONTRACTORS: The bidder represents to FLOYD COUNTY that he is fully experienced and properly qualified to perform the functions provided herein and that he is properly equipped, organized, and financed to perform such functions. The bidder shall finance his own operations hereunder, shall operate as an independent contractor and not as an agent of FLOYD COUNTY and nothing contained in this Invitation for Bid or a contract resulting from same shall be construed to constitute the bidder or any of his employees, servants, agents, or subcontractors as a partner, employee, servant, or agent of the County nor shall either party have any authority to bind the other in any respect; it being intended that each shall remain an independent contractor.

20. ASSIGNMENT OF CONTRACTUAL RIGHTS: It is agreed that the successful bidder will not assign, transfer, convey, or otherwise dispose of a contract that results from this invitation or his right, title, or interest in or to the same, or any part thereof, without written consent of the County.

21. STARTING TIME: Work will commence within stated calendar days after being issued a “NOTICE TO PROCEED” on the project and commence in a routine, orderly manner until completion and acceptance by the County.

22. INDEMNITY: Successful bidder agrees, if entering into a contract as a result of this invitation, to defend, indemnify, and hold harmless FLOYD COUNTY from any and all courses of action or claims of damages arising out of or related to bidder’s performance or actions or those of his employees or agents, under said contract.

23. TERMINATION: Pursuant to O.C.G.A. 36-60-13, if applicable, any contract resulting from this Invitation for Bid, if not sooner terminated pursuant to the provisions of termination contained herein, is terminable by the Board of Commissioners of FLOYD COUNTY, Georgia on December 31 of each calendar year during the term of said contract, except that said contract shall be renewed automatically on such date, and without any lapse, unless positive action is taken to terminate said contract by the Board in a public meeting and such action entered in the Official Minutes of the FLOYD COUNTY Commission.

24. APPROPRIATION OF FUNDS: Initial contract and any continuation contract (s) will terminate immediately and absolutely at any such time as there are no appropriated and otherwise unobligated funds available to satisfy the County’s obligations under said contract (s).

25. CANCELLATION FOR CAUSE: Should either party fail to comply with the Terms and Conditions of this contract, the aggrieved party must give, in writing, to the other party any complaint for non-compliance to the Terms and Conditions of this contract. The other party shall have Fifteen (15) calendar days to correct the matter. If corrected to the satisfaction of both parties within the Fifteen (15) calendar days and stated in writing, then the contract will continue uninterrupted. Failure to correct the matter will result in termination of this contract at the end of Thirty (30) calendar days following the date of the initial letter of complaint.

26. LIQUIDATED DAMAGES: NONE

27. ANTI-DISCRIMINATION CLAUSE: "FLOYD COUNTY does not discriminate against any person because of race, color, religion, national origin, or handicap in employment or service provided."

28. COMMODITY STATUS: It is understood and agreed that materials delivered shall be new, of latest design, and in first quality condition, that all bags, containers, etc., shall be new and suitable for storage unless otherwise stated by FLOYD

COUNTY.

29: CONTRACT ITEMS: Items or services not listed in this contract are to be purchased according to purchasing rules and regulations of the county.

• County departments are not authorized to order any item or service not listed without satisfying said rules and regulations and having a separate purchase order issued to cover such a purchase.

• Vendors receiving contracts as a result of this invitation will be expected to consider this when accepting orders.

• Payment will not be made for any item not covered by this contract unless stated Purchasing Rules and Regulations have been met.

30: CHANGES TO CONTRACT: No change will be made to this contract except by written modification by the Contracts Administrator whose name appears on the cover page. Additional items of same brand and similar product required during the course of the contract, will be provided at like discounts to similar items on contract.

31: LOCATION FOR DELIVERY OF GOODS OR EQUIPMENT: Per Purchase Order, Contract or as noted below:

32: Bid Submissions: Complete and return all forms as required by publication on https://floydcountyga.bonfirehub.com.

REQUIRED DOCUMENTS CHECK LIST

___ Bid Price Submission Form (posted on https://floydcountyga.bonfirehub.com)

___ Bidders Declaration Page

___ Certificate of Non-Discrimination

___ Certificate of Non-Collusion

___ Drug Free Workplace Certificate

___ W-9

___ Bid Page(s) (include any specification pages if applicable)

___ Addendums (If any)

BIDDERS DECLARATION

The bidder understands, agrees and warrants:

• That the bidder has carefully read and fully understands the full scope of the specifications.

• That the bidder has the capability to successfully undertake and complete the responsibilities and obligations in said specifications.

• That this bid may be withdrawn by requesting such withdrawal in writing at any time prior to 2:00 pm November

1, 2023 but may not be withdrawn after such date and time.

• That Floyd County reserves the right to waive compliance by any applicant with any provision contained in this request whenever the County in its sole discretion believes such waiver is in the County’s best interests

• That by submission of this quote the bidder acknowledges that Floyd County has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the bidder.

• That the accompanying bid is not the result of or affected by, any act of collusion with another person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Georgia or United States law.

BIDDER:

Company Name: _________________________________________

Phone: _________________________________________________

Name Print: _____________________________________________

Signature: ______________________________________________

Email: _________________________________________________

Date: __________________________________________________

CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the bidder agrees as follows:

The bidder agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, ancestry, or disability. The vendor shall take affirmative action to insure that employees are treated without regard to their race, creed, color, sex, national origin, ancestry or disability. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting, or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event of the bidder’s non-compliance with this non-discrimination clause, the contract may be canceled or terminated by Floyd County Board of Commissioners. The bidder may be declared, by Floyd County, ineligible for further contracts with Floyd County until satisfactory proof of intent to comply shall be made by the vendor.

The bidder agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

BIDDER ____________________________________

SIGNATURE ________________________________

TITLE ______________________________________

CERTIFICATE OF NON-COLLUSION

By responding to this solicitation, the supplier understands and agrees to the following:

1. That the submitted response constitutes an offer, which when accepted in writing by Floyd County, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and Floyd County; and

2. That the suppler has read the specifications and requirements shown or referenced in the solicitation and that the supplier’s response is made in accordance with the provisions of such specifications and requirements except as expressly stated otherwise in the supplier’s response; and

3. That the supplier guarantees and certifies that all items included in the supplier’s response meet or exceed any and all such stated specifications and requirements of the solicitation except as expressly stated otherwise in the supplier’s response; and

4. That, if awarded a contract, the supplier will deliver goods and or services that meet or exceed the specifications and requirements of the solicitation except as expressly stated otherwise in the supplier’s response, and

5. That the response submitted by the supplier shall be valid and held open for a period of one hundred and twenty (120) days (or such other time period as identified in the solicitation) from the final solicitation closing date and that the response may be held open for an additional period of time subject to the supplier’s consent;

and

6. That the supplier’s response is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. The supplier understands and agrees that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards; and

7. That the provisions of the Official Code of Georgia Annotated, Sections 36-91 have not been violated and will not be violated in any respect.

DO NOT MODIFY THE BID/PROPOSAL CERTIFICATION TERMS IN ANY WAY. THIS FORM MUST BE

COMPLETED, SIGNED AND SUBMITTED WITH YOUR RESPONSE.

Contractor’s Full Legal Name (PLEASE PRINT OR TYPE): Date: ________________

Authorized Signature: ________________________________________________________

Name and Title of Person Signing: ________________________________________________________________

Company Address: _____________________________________________________________________________

Phone: ______________________ FAX: ____________________ E-MAIL: _____________________________

FLOYD COUNTY BOARD OF COMMISSIONERS

DRUG-FREE WORKPLACE CERTIFICATE

By signature on this certificate, the Vendor certifies that the provisions of O.C.G.A. Section 50-24-1 through 50-24-6 related to the “Drug-Free Workplace Act” have been complied with in full. The Vendor further certifies that:

1. A drug-free workplace will be provided for the Vendor’s employees during the performance of the contract; and

2. Each Vendor who hires a sub-Vendor to work in a drug-free workplace shall secure from that sub-vendor the following written certification: “As part of the subcontracting agreement with (Vendor’s name), (sub-Vendor’s name) certifies to the Vendor that a drug-free workplace will be provided for the sub-Vendor’s employees during the performance of this contract pursuant to O.C.G.A. Section 50-24-3(b)(7).”

By signature on this certificate, the Vendor further certifies that it will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of this contract.

Vendor: _______________________________________________________

By: ___________________________________________________________

Name Printed: __________________________________________________

Title: __________________________________________________________

Date: __________________________________________________________

Floyd County Board of Commissioners for the Rome/Floyd Recycling Center Old Corrugated Cardboard Contract

The Rome-Floyd Recycling Center is in search of a buyer seeking to enter into a contracted period for the purchase and pickup of OCC (Old Corrugated Cardboard) from the Recycling Center located at 412 Lavender Drive, Rome Georgia 30165.

Shipping History: OCC 2019-779.06 tons 2020- 639.65 tons 2021- 891.73 tons 2022-778.43 tons We are on track to ship out 995 tons in 2023.

The Recycling Center will generate a minimum of 40,000 lbs. and a maximum of 44,000 lbs. of OCC weekly.

The tonnage will vary during seasons.

OCC will be baled and clean with limited contaminants.

Accurate load sheets and paperwork will be provided for drivers.

A monthly invoice for all loads will be provided.

The Buyer will provide:

A monthly PO after RISI is released stating the monthly rate per ton for materials to be provided.

The PO will be good for loads picked up after the PO is received, until the day that the next monthly RISI comes out.

It will be required that loads be picked up within 2 business days (Monday-Thursday) after notification that a load is ready.

A 53-foot trailer is required for each load.

Payment for loads is expected within 30 days of invoice. The check will be made payable to the Rome/Floyd Recycling Center. It is preferable that payment is by check. If the successful bidder prefers to pay via a wire transfer of funds that may be a point of negotiation.

Local Option:

Buyers with a facility within Floyd County or a 30-mile radius than can receive approximately 300 tons annually of loose, unbaled cardboard can choose to have a portion of the total tonnage of OCC delivered to their facility. This averages 10-11 compactor loads delivered per month by Rhino Waste and Recycling, who is the authorized hauler for the recycling center.

Bid Rating Considerations

Price: Bids are anticipated to come as High RISI plus a premium for OCC in the SE United States. The highest price is a major consideration.

Service: We have previously worked with most of the vendors that are expected to submit pricing. We will take prior customer service into consideration when submittals are being considered.

Delivery/Loading: We would prefer a bid that involves the “buyer” dropping an empty trailer at our location and picking up a full trailer as needed. If a buyer can only send trucks that need to be loaded on demand that is less desirable. The vendor should state if this is agreeable to the firm.

Turnaround Time: If a buyer can agree to a lesser turnaround time from call to pickup of loads, that is more desirable. Expected turnarounds should be stated in the bid.

Note:

Buyers are strongly encouraged to set up an appointment to tour our facility and see a sample of the product before inputting a bid. Emma Wells-706-669-0750

If buyers choose to drop an empty trailer and pick up a full trailer each time, they have the option of after-hours or closed day pickups. Drivers will be able to pick up paperwork from a drop box located by our main entrance.

The Recycling Center should be notified in advance by the buyer’s agents of a swap date and time so that paperwork can be prepared, and the correct bay can be communicated as staff will not be on site during those swaps.

Contract Terms: This bid is for a period of (1) one year. This contract may be renewed annually up to a total of (5) five years provided that both parties are satisfied with the existing arrangement. Either party may opt out of the contract with a (90) ninety-day written notice. That notice should be sent to Randy Self at the Floyd County Purchasing Department. Randy.self@floydcountyga.org.

Indemnification: The Contractor agrees to defend, indemnify, and hold harmless The County, its officers, employees, agents, and servants for all claims for accidents or occurrences involving death, bodily injury and damage to tangible property caused by negligence or wrongful acts of The Contractor arising out of the performance of this Agreement, and to pay all claims, damages, judgments, legal costs, adjuster fees and attorney fees relation thereto. However, it is expressly understood that The Contractor shall not be responsible for damages caused by residents. Employees, agents, and residents of The Facility are not agents or employees of The Contractor and as such, no liability is to be incurred by The Contractor by reason of said employment and except for personal injury to such persons caused by The Contractor's negligence, The County agrees to defend, indemnify, and hold The Contractor harmless from any liability claim by or through such persons against The Contractor.

State Guidelines: Client hereby agrees that the validity and construction of this Agreement shall be governed by Georgia State Law. Should a lawsuit be necessary to enforce this Agreement client hereby waives any objection to venue or personal jurisdiction and agrees to be subject to the jurisdiction of courts located in Floyd County, Georgia. A facsimile copy of photocopy of this Agreement shall be valid as an original thereof.

mailto:Randy.self@floydcountyga.org

Extent of Agreement: This Agreement, including The Company's proposal, represents the entire Agreement between The Client and The Company and supersedes all prior negotiations, representations, or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both The Client and The Company.

Contractor Floyd County Board of Commissioners

(Signature) (Signature) (Printed Name) (Printed Name) (Title) (Title) (Date) (Date)

BIDDERS ADDENDA ACKNOWLEDGEMENT

Bidder acknowledges receipt of the following addenda:

Addendum No. Date

Signed this _________day of _______________ 202___

Signature: ________________________________________________

Title: ___________________________________________________

Company: ________________________________________________