BID _23_044 JANITORIAL AND PAPER PRODUCTS SUP.pdf

BID #23-044

Floyd County Board of Commissioners Invitation to Bid

(Bid No. 23-044)

JANITORIAL & PAPER PRODUCTS

SERVICE AGREEMENT

Issue Date: November 6, 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: November 6, 2023

Sealed bids from suppliers will be received by the Purchasing Department of FLOYD COUNTY GEORGIA, at #12 East Fourth Avenue, Suite 106, Rome, Ga. 30161 until 2:00 P.M. legally prevailing time on Tuesday, November 28, 2023, for the annual purchase of:

JANITORIAL PRODUCTS AND PAPER PRODUCTS

Bid # 23-044

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: No site visit is required for this project.

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 No bid may be withdrawn for a period of 60 days after time has been called on the date of opening.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 https://floydcountyga.bonfirehub.com/

FLOYD COUNTY GEORGIA

GENERAL TERMS AND CONDITIONS

JANITORIAL SUPPLIES AND PAPER PRODUCTS SERVICE AGREEMENT

FOR FLOYD COUNTY

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: No site visit is required for this project. If you need to schedule a visit, please contact Randy E. Self at 706-291-5118.

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 mailto:bill.gilliland@floydcountyga.org 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.

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 at 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.

mailto:randy.self@floydcountyga.org

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.

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 includes 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: Contract to begin January 1, 2024.

22. CONTRACT TERMS: This bid is for a period of (3) three years. After three years, this contract may be renewed annually up to a total of (5) five years provided that both parties are satisfied with the existing arrangement. The Contract would begin January 1, 2024, and end on December 31, 2027. Thirty (30) day notice will be given for extension of the contract. 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.

23. PRICE INCREASES: It is the desire of Floyd County that pricing remain as originally bid for one year after award. Increases are not to exceed the current CPI at the time of the increase and should only increase once per year after the initial year of the contract. The County should receive notification of the price increase no less than 30 days before the increase.

24. 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.

25. 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.

26. 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.

27. 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).

mailto:Randy.self@floydcountyga.org

28. 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.

29. LIQUIDATED DAMAGES: NONE

30. 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."

31. COMMODITY STATUS: It is understood and agreed that materials delivered shall be new, of the 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.

32: 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 the stated Purchasing Rules and Regulations have been met.

33: 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 the same brand and similar products required during the course of the contract will be provided at like discounts to similar items on contract.

SPECIAL TERMS AND CONDITIONS

34. SCOPE: To provide for the basic purchase of JANITORIAL AND PAPER PRODUCTS with a guarantee bid price for a twelve (12) month period. This initial agreement will begin on the first of the month following notice of award. After one (1) year, pricing changes can be made and is not to exceed once per year and should not be above the current CPI at the time the change is requested.

35. QUANTITIES: FLOYD COUNTY shall not be required to purchase any minimum amount during the contract period. Quantities ordered will be based on the needs of the County and will be priced per the contracted price.

Quantities listed in the annual usage are estimates only.

36. RENEWAL: The awarded supplier will be allowed two (2) Automatic one year renewals under the same Terms and Conditions after an initial (3) three year period. Floyd County retains the option to rebid this contract and reject any and all renewals. If the supplier chooses not to renew the agreement, then a 30-day notice in writing is required.

37. PRICE ADJUSTMENTS: Price adjustments may be granted on the renewal date. The awarded supplier may submit a letter requesting price adjustments 30 days in advance of the renewal date. Floyd County may or may not accept the price adjustment and may opt to award individual items to the next low bidder or remove the item from the contract.

358 DELIVERY LOCATIONS: Orders and deliveries will be placed by individual departments and/or purchasing

Contractor Floyd County Board of Commissioners

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

CHECK LIST

___ Bidders Declaration Page

___ Bidders Information Page

___ Certificate of Non-Discrimination

___ Certificate of Non-Collusion

___ Drug Free Workplace Certificate

___ W-9

___ Specification List(s) for Compliance and Exceptions and option pricing

___ Bid Page(s) with Pricing Sheets

___ Addendums (If any)

The documents above are included within this Invitation to bid. Addendums will be available when issued.

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 November 28, 2023, 2:00 PM 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: __________________________________________________________

BIDDERS ADDENDA ACKNOWLEDGEMENT

Bidder acknowledges receipt of the following addenda:

Addendum No. Date

Signed this _________day of _______________ 202____________

Signature: ________________________________________________

Title: ____________________________________________________

Company: ________________________________________________