INVITATION TO BID

BID NO. 22-0028-5

LEASE OF AN AUTONOMOUS LINE MARICNG MACHINE

BID OPENING: 2:00 -M.. MARCIJ 30.2022

THE COMMISSIONERS OF CHATHAM COLINTY, GEORGIA

CHESTER A. ELLIS, CHAIRMAN

COMMISSIONER HELEN L. STONE

COMMISSIONER LARRY RIVERS

COMMIS SIONER BOBBY LOCKETT

COMMISSIONER PATRICK K. FARRELL

COMMISSIONER TANYA MILTON

COMMISSIONER AARON R. WHITELY

COMMIS SIONER DEAN KICKLIGHTER

COMMISSIONER KENNETH A. ADAMS

R. JONATHAN HART, COUNTY ATTORNEY

CHATHAM COUNTY, GEORGIA

DOCUMENT CHECK LIST

The following documents, when marked, are contained in and made apart of this Bid Package or are required to be submitted with the bid. It is the responsibility of the bidder to read, complete and sign, where indicated, and retum these documents with his/her bid. FAILURE TO DO SO

MAY BE CAUSE FOR DISQUALIFYING THE BID.

X GENERAL INFORMATION AND INSTRUCTIONS TO BID WITH ATTACHMENTS

_SURETY REQUIREMENTS (a Bid Bond of 5Yo with this ITB)

X PROPOSAL

-PLANS/DRAWINGS

X BID SCHEDULE

PERFORMANCE BOND - Required at the time of contract and with each renewal

_PAYMENT BOND - Required at the time of contract and with each renewal.

CONTRACT

X LEGAL NOTICE

X ATTACHMENTS: A. DRUG FREE WORKPLACE; B. NONDISCRIMINATION

STATEMENT; C. DISCLOSURE OF RESPONSIBILITY STATEMENT; D. CONTRACTOR &

SUBCONTRACTOR AFFIDAVIT AND AGREEMENT E. BIDDER'S CERTIFICATION

REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY

EXCLUSION; F. M/WBE COMPLIANCE REPORT; G. SAVE AFFIDAVIT.

X DOCUMENTATION OF ABILITY TO PERFORM BID REQUIREMENTS. THIS MAY

BE REQUIRED OF BIDDERS AFTER SUBMISSION OF BIDS.

COUNTY TAX CER CATF], REOIIIREMENT - Contractor must supply a copy of their Tax Certificate from their location in the State of Georgia, as proof of payment of the occupational tax where their office is located.

CURRENT TAX CERTIFICATE NUMBER

CITY

COUNTY

The Chatham County Board of Commissioners has established goals to increase participation of minority and woman owned businesses. In order to accurately document participation, businesses submitting bids or proposals are encouraged to report ownership status. A minority or woman owned business is defined as a business with at least 51"/o ownership by one or more minority/female individuals and whose daily business operations are managed and directed by one (1) or more of the minority/woman owners. Please check ownership status as applicable:

African-American_ Asian American- Hispanic-

Native American or Alaskan Indian Woman

In the award of Competitive Sealed Proposals, minority/woman participation may be one of several evaluation criteria used in the award process when specified as such in the Request for Proposal.

RECEIPT IS HEREBY ACKNOWLEDGED OF ADDENDA NUMBER(S

The undersigned bidder certifies that he/she has received the above listed and marked documents and acknowledges that his/her failure to return each, completed and signed as required, may be cause for disqualifying his/her bid.

BY

DATE

SIGNATURE

TITLE

COMPANY:

OFFICE OF THE PURCHASING DIRECTOR

1117 EISENHOWER DRIVE, SUITE C

SAVANNAH, GEORGIA 31406

(9r2) 790-1619

Date: March17.2022 BID NO. 22-0028-5

GENERAL INFORMATION FOR INVITATION FOR BID

This is an invitation to submit a bid to supply Chatham County with construction, equipment, supplies andlor services as indicated herein. Sealed bids will be received at the Office of the

Purchasing Director, at The Chatham County Citizens Service Center, 11"17 Eisenhower Drive. Suite C. Savannah. Georsia 31 406 un to 2:00PM on March 30.2022 at which time they will be opened and publicly read. The County reserves the right to reject all bids that are non-responsive or not responsible.

Instructions for preparation and submission of a bid are contained in this Invitation For Bid package. Please note that specific forms for submission of a bid are required. Bids must be typed or printed in ink.

Any changes to the conditions and specifications must be in the form of a written addendum to be valid; therefore, the Purchasing Director will issue a written addendum to document each approved change. Generally when addenda are required, the bid opening date will be changed.

Chatham County has an equal opportunity purchasing policy. Chatham County seeks to ensure that all segments of the business community have access to supplying the goods and services needed by County programs. The County affirmatively works to encourage fiilization of disadvantaged and minority business enterprises in our procurement activities. The County provides equal opportunity for all businesses and does not discriminate against any persons or businesses regardless of race, color, religion, age, sex, national origin or handicap. The terms

"disadvantaged business," "minority business enterprise," and "minority person" are more specifically defined and explained in the Chatham County Ordinance

This project IS NOT a Special Purpose Local Option Sales Tax (SPLOST) Project. See paragraph 2.22 for M/WBE participation goals.

SECTION I

INSTRUCTIONS TO BIDDERS

1.1 Purpose: The purpose of this document is to provide general and specific information for

,r. ltr submitting a bid to supply Chatham County with equipment, supplies, andlot services as described herein. All bids are governed by the Code of Chatham Countv, Chapter 4, Article IV, and the laws of the State of Georgia.

1.2 How to Prepare Bids: All bids shall be:

a. Prepared on the forms enclosed herewith, unless otherwise prescribed, and all documents must be submitted.

Typewritten or completed with pen and ink, signed by the business owner or authorized representative, with all erasures or corrections initialed and dated by the official signing the bid. ALL SIGNATURE SPACES MUST BE SIGNED.

Bidders are encouraged to review carefully all provisions and attachments of this document prior to submission. Each bid constitutes an offer and may not be withdrawn except as provided herein.

1.3 How to Submit Bids: All bids shall be

a. An originat and dgp!@-copy must be submitted in a sealed opaque envelope, plainly marked with the bid number and titleo date and time of bid opening, and company name.

Mailed or delivered as follows in sufficient time to ensure receipt by the Purchasing

Director on or before the time and date specified above.

Chatham County Purchasing and Contracting Purchasing Director 1LL7 Eisenhower Drive Suite C Savannah, Georgia 31406.

BIDS NOT RECEIVED BY THE TIME AND DATE SPECIFIED WILL NOT BE OPENED

OR CO ERED.

How to Submit an Objection: Objections from bidders to this invitation to bid andlot these specifications should be brought to the attention of the County Purchasing Director in the following manner:

a. When a pre-bid conference is scheduled, bidders shall either present their b b r.4 oral objections at that time or submit their written objections at least two (2) days prior to the scheduled pre-bid conference.

When a pre-bid conference is not scheduled, the bidder shall submrt any objections he may have in writing not less than five (5) days prior to the opening of the bid.

The objections contemplated may pertain to form andlor substance of the invitation to bid documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this invitation to bid.

1.5 Not Used.

Errors in Bids: Bidders or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting bids.

Failure to do so will be at the bidder's own risk. In case of error in extension of prices in the bid, the unit price will govem.

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Standards for Acceptance of Bid for Contract Award: The County reserves the right to reject any or all bids and to waive any irregularities or technicalities in bids received whenever such rejection or waiver is in the best interest of the County. The County reserves the right to reject the bid of a bidder who has previously failed to perform properly or complete on time contracts of a similar nature, or a bid from a bidder whom investigation shows is not in a position to perform the contract.

Bid Tabulation: Tabulations for all bids will be posted for thirty (30) days after the bid opening in the Office of Purchasing and Contracting, lllT Eisenhower Drive, Suite C, Savannah, Georgia 31406 or can be reviewed on the Purchasing web site 24148 hours after opening at http : //purchasing. chathamcounty.org.

Bidder: Whenever the term "bidder" is used it shall encompass the "person," "business," "contractor," "supplier," "vendor," or other party submitting a bid or proposal to Chatham

County in such capacity before a contract has been entered into between such party and the

County.

1.10 Responsible / Responsive Bidderz Responsible Bidder means a person or entity that has the capability in all respects to perform fully and reliably the contract requirements.

Responsive Bidder means a person or entity that has submitted a bid or proposal that conforms in all material respects to the requirements set forth in the invitation for bids or request for proposals.

1.11 Compliance with Laws: The bidder and/or contractor shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by federal, state or County stature, ordinances and rules during the performance of any contract between the contractor and the County. Any such requirement specihcally set forth in any contract document between the contractor and the County shall be supplementary to this section and not in substitution thereof.

1.12 Contractor: Contractor or subcontractor means any person or business having a contract with Chatham County. The Contractor/Vendor of goods, material, equipment or services certifies that they will follow equal employment opportunity practices in connection with the awarded contract as more fully specified in the contract documents.

1 .13 Local Preference: The local preference policy was amended January 2016 under the new purchasing ordinance. This Ordinance does not apply to construction contracts. However, contractors are encouraged to apply the same method when awarding bids to local and local M/WBE businesses whenever possible in order to promote growth in Chatham County's economy. NOTE: Local Preference does not apply to Public Works Construction contracts.

1.14 Debarred Firms and Pending Litigation: Any potential proposer/firm listed on the Federal or State of Georgia Excluded Parties Listing (Baned from doing business) will not be considered for contract award. Proposers shall disclose any record of pending criminal violations (Indictment) and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years. Any proposer/firm previously defaulting or terminating a contract with the County will not be considered.

** All bidders or proposers are to read and complete the Disclosure of Responsibility Statement enclosed as an Attachment to be returned with response. Failure to do so may result in your solicitation response being rejected as non-responsive.

Bidder acknowledges that in performing contract work for the Board, bidder shall not utilize any firms that have been a party to any of the above actions. If bidder has engaged any firm to work on this contract or project that is later debarred, Bidder shall sever its relationship with that firm with respect to the Board contract.

1.15 Performance Evaluation: On 11 April 2008, the Chatham County Board of Commissioners approved a change to the County Purchasing Ordinance requiring Contractor/Consultant Performance Evaluations, as a minimum, annually, prior to contract anniversary date.

Should Contractor/Consultant performance be unsatisfactory, the appointed County

Project Manager for the contract may prepare a Contractor/Consultant Complaint Form or a Performance Evaluation to the County Purchasing Director.

I.16 Payment of Taxes: No contract shall be awarded unless all real and personal property taxes have been paid by the successful contractor andlor subcontractors as adopted by the

Board of Commissioners on 8 April 1994

1.I7 State Licensing Board for General Contractors: Pursuant to Georgia law, the following types of contractors must obtain a license from the State Licensing Board of Residential and General Contractors by 1 July 2008:

*Residential' Basic Contractor (Contractor work relative to detached one-family and two-family residences and one-family townhouses not over three stories in height).

*Residential - Light Commercial Contractor (Contractor work or activity related to multifamily and multiuse light commercial buildings and structures).

*General Contractor (Contractor work or activity that is unlimited in scope regarding any residential or commercial projects).

1.18 Immigration: On I July 2008, the Georgia Security and Immigration Compliance Act (SB

529, Section 2) became effective. Contractors and subcontractors entering into a contract or performing work must sign an affidavit that he/she has used the E-Verify System. E- Verify is a no-cost federal emolovment verification system insure emolovment eligibility. Affidavits are enclosed in this solicitation. You may download M-274 Handbook for Employers at http:www.dol.state.ga.us/spotlight/employment/rules. You may go to http://www.uscis.gov. to find the E-Verify information.

Systematic Alien Verification for Entitlements (SAVE) Program: O.C.G.A. 50-36-1, required Georgia counties to comply with the federal Systematic Alien Veritication for Entitlements (SAVE) Program. SAVE is a federal program used to verify that applicants for certain "public benefits are legally present in the United States. Contracts with the

County are considered "public benefits. Therefore, the successful bidder will be required to provide the Affidavit Verifying Status for Chatham County Benefit Application prior to receiving any County contract. The affidavit is included as part of this bid package but is only required ofthe successful bidder.

Protection of Resident Workers: Chatham County Board of Commissioners actively supports the Immigration and Nationality Act (IN) which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the IN, employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification Form (I-9). The Contractor shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment.

1 .19 Surcharge: Unless otherwise stated in this bid, all prices quoted by the contractor/vendor must be F.O.B. Chatham County, Savannah, GA. with all delivery handling, surcharges, B

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2.2 and other charges included in the bid price. Failure to do so may cause rejection of the bid.

The County will notpay additional surcharges. All shipments to be delivered inside facility at no additional cost

SECTION II

GENERAL TERMS, CONDITIONS AND EXCEPTIONS

Specifications: Any obvious error or omission in specifications shall not inure to the benefit of the bidder but shall put the bidder on notice to inquire of or identifu the same from the County. Whenever herein mentioned is made of any article, material or workmanship to be in accordance with laws, ordinances, building codes, underwriter's codes, ASTM regulations or similar expressions, the requirements of these laws, ordinances, etc., shall be construed to be the minimum requirements of these specifications.

Multiple Bids: No vendor will be allowed to submit more than one (1) bid. Any alternate proposals must be brought to the Purchasing Director's attention during the Pre-bid Conference or submitted in writing at least five (5) days preceding the bid opening date.

2.3 Not Used

Prices to be Firm: Bidder warrants that bid prices, terms and conditions quoted in his bid will be firm for acceptance for a period of sixty (60) days from bid opening date, unless otherwise stated in the bid.

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2.5 Completeness: All information required by Invitation for Bids/Proposals must be completed and submitted to constitute a proper bid or proposal.

Qualify: All materials, or supplies used for the construction necessary to comply with this proposal shall be of the best quality, and of the highest standard of workmanship.

Workmanship employed in any construction, repair, or installation required by this proposal shall be of the highest quality and meet recognized standards within the respective trades, crafts and of the skills employed.

Guarantee: Unless otherwise specified by the County, the bidder shall unconditionally guarantee the materials and workmanship on all material andlor services. If, within the guarantee period, any defects occur which are due to faulty material and or services, the contractor at his expense, shall repair or adjust the condition, or replace the material and/or services to the complete satisfaction of the County. These repairs, replacements or adjustments shall be made only at such time as will be designated by the County as being least detrimental to the operation of County business.

Liability Provisions: Where bidders are required to enter or go onto Chatham County property to take measurements or gather other information in order to prepare the bid or proposal as requested by the County, the bidder shall be liable for any injury, damage or loss occasioned by negligence of the bidder, his agent, or any person the bidder has

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2.8 designated to prepare the bid and shall indemnify and hold harmless Chatham County from any liability arising therefrom. The contract document specifies the liability provisions required of the successful bidder in order to be awarded a contract with Chatham County.

2.9 Cancellation of Contract: The contract may be canceled or suspended by Chatham County in whole or in part by written notice of default to the Contractor upon non-performance or violation of contract terms. An award may be made to the next low bidder, for articles and/or services specified or they may be purchased on the open market and the defaulting Contractor (or his surety) shall be liable to Chatham County for costs to the

County in excess of the defaulted contract prices. See the contract documents for complete requirements.

2.10 Patent Indemnity: Except as otherwise provided, the successful bidder agrees to indemnify Chatham County and its offrcers, agents and employees against liability, including costs and expenses for infringement upon any letters patent of the United States arising out of the performance of this Contract or out of the use or disposal for the account of the County of supplies furnished or construction work performed hereunder.

2.ll Certification of Independent Price Determination: By submission of this bid, the bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, that in connection with this procurement:

(1) The prices in this bid have been arrived at independently, without consultation, communication, or agreement, for the pu{pose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly to any other bidder or to any competitor; and

(3) No attempt has been made or will be made by the bidder to induce any other person or firm to submit or not submit a bid for the purpose or restricting competition.

2.I2 Award of Contract: The contract, if awarded, will be awarded to that responsible bidder whose bid/proposal will be most advantageous to Chatham County, price and other factors considered. The Board of Commissioners will make the determination as to which bid or proposal that serves as the best value to Chatham County.

2.I3 Procurement Protests: Objections and protests to any portion of the procurement process or actions of the County staff may be filed with the Purchasing Director for review and resolution. Thc Chatham Countv Purchasins govern the review and resolution of all protests.

ce- Part 9- Vendor Disnutes shall

2.14 Qualification of Business (Responsible Bidder or Proposer): A responsible bidder or proposer is defined as one who meets, or by the date of the bid acceptance can meet, certifications, all requirements for licensing, insurance, and registrations, or other documentation required by the Design Professional engaged to develop Scope of Work, specifications and plans. These documents will be listed in the Special Conditions further on in this solicitation. Chatham County has the right to require any or all bidders to submit documentation of the ability to perform, provide, or calry out the service or provide the product requested.

Chatham County has the right to disqualify the bid or proposal of any bidder or proposer as being unresponsive or uffesponsible whenever such bidder/proposer cannot document the ability to deliver the requested product.

2.15 Chatham County Tax Certificate Requirement: A current Chatham County or municipal business license (within the State of Georgia) is required unless otherwise specified. A firm need not have a Chatham County Business License prior to submitting a proposal. However, a license must be obtained by the successful vendor prior to award of contract.

Please contact the Chatham County Department of Building Safety and Regulatory Services at (912) 201-4300 for additional information.

NOTE: No contract shall be awarded unless all real and personal property taxes have been paid by the successful contractor and/or subcontractors as adopted by the Board of Commissioners on 8 April 1994.

2.16 Insurance Provisions, General: The selected contractor shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be included in the Bid.

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Division current and up-to-date Certificates of Insurance for multiple year contracts before the end of each term. Failure to do so may be cause for termination of contract.

2.16.I General Information that shall appear on a Certificate of Insurance:

Name of the Producer (Contractor's insurance Broker/Agent).

Companies affording coverage (there may be several).

Name and Address of the Insured (this should be the Company or Parent of the firm

Chatham County is contracting with).

A Summary of all current insurance for the insured (includes effective dates of coverage).

A brief description of the operations to be performed, the specific job to be performed, or contract number.

Certificate Holder (This is to always include Chatham County).

Chatham County as an Additional Insured: Chatham County invokes the defense of sovereign immunity. In order not to jeopardize the use of this defense, the County is not to be included as an Additional Insured on insurance contracts.

2.16.2 Minimum Limits of Insurance to be maintained for the duration of the contract:

Commercial General Liability: Provides protection against bodily injury and property damage claims arising from operations of a Contractor or Tenant. This policy coverage includes: premises and operations, use of independent contractors, products/completed operations, personal injury, contractual, broad form property damage, and underground, explosion and collapse hazards. Minimum limits: $1,000,000 bodily injury and property damage per occuffence and annual aggregate.

b. Worker's Compensation and Employer's Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the Contractor while performing within the scope of their duties.

Employer's Liability coverage is usually included in Worker's Compensation policies, and insures common law claims of injured employees made in lieu of or in addition to a Worker's Compensation claim.

Minimum limits: $500,000 for each accident, disease policy limit, disease each employee and Statutory Worker's Compensation limit.

Business Automobile Liability: Coverage insures against liability claims arising out of the Contractor's use of automobiles. Minimum limit:

$1,000,000 combined single limit per accident for bodily injury and property damage. Coverage should be written on an Any Auto basis.

2.16.3 Special Requirements:

Claims-Made Coverage: The limits of liability shall remain the same as the occurrence basis, however, the Retroactive date shall be prior to the coincident with the date of any contract, and the Certificate of Insurance shall state the coverage is claims-made. The Retroactive date shall also be specifically stated on the Certificate of Insurance.

Extended Reporting Periods: The Contractor shall provide the County with a notice of the election to initiate any Supplemental Extended Reporting Period and the reason(s) for invoking this option.

Reporting Provisions: Any failure to comply with reporting provisions of the policies shall not affect coverage provided in relation to this request.

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Cancellation: Each insurance policy that applies to this request shall be endorsed to state that it shall not be suspended, voided, or canceled, except after thirty (30) days prior to written notice by certified mail, return receipt requested, has been given to the County.

Proof of Insurance: Chatham County shall be furnished with certificates of insurance and with original endorsements affecting coverage required by this request. The certificates and endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates of insurance are to be submitted prior to, and approved by, the County before services are rendered. The Contractor must ensure Certificate of Insurance is updated for the entire term of the Contract.

Insurer Acceptability: Insurance is to be placed with an insurer having an

A.M. Best's rating of A and a five (5) year average financial rating of not less than V. If an insurer does not qualify for averaging on a five year basis, the current total Best's rating will be used to evaluate insurer acceptability.

Lapse in Coverage: A lapse in coverage shall constitute grounds for contract termination by the Chatham County Board of Commissioners'

Deductibles and Self-Insured Retention: Any deductibles or self-insured retention must be declared to, and approved by, the County. At the option of the County, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as related to the County, its officials, officers, employees, and volunteers; or the Contractor shall procure a bond guaranteeing payment of related suits, losses, claims, and related investigation, claim administration and defense expenses.

2.16.4 Additional Coverage for Specific Procurement Projects

Professional Liability: Insure elrors or omission on behalf of architects, engineers, attorneys, medical professionals, and consultants.

Minimum Limits: $1 million per claim/occuffence If claims-made, retroactive date must precede or coincide with the contract effective date or the date of the Notice to Proceed. The professional must statc if tail coverage has been purchased and the duration of the coverage.

Coverage Requirement:

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Builder's Risk: (For Construction or Installation Contracts) Covers against insured perils while in the course of construction.

Minimum Limits: All-Risk coverage equal 100% of contract value Coverage Requirements: Occupancy Clause - permits County to use the facility prior to issuance of Notice of Substantial Completion.

2.17 Compliance with Specification - Terms and Conditions: The Invitation to Bid, Legal Advertisement, General Conditions and Instructions to Bidders, Specifications, Special Conditions, Vendor's Bid, Addendum, and/or any other pertinent documents form a part of the bidders proposal or bid and by reference are made apart hereof.

2.18 Signed Bid Considered Offer: The signed bid shall be considered an offer on the part of the bidder, which offer shall be deemed accepted upon approval by the Chatham County Board of Commissioners, Purchasing Director or his designee. In case of a default on the part of the bidder after such acceptance, Chatham County may take such action as it deems appropriate, including legal action for damages or lack of required performance.

2.19 Notice to Proceed: The successful bidder or proposer shall not commence work under this Invitation to Bid until a written contract is awarded and a Notice to Proceed is issued by the Purchasing Director or his designee. If the successful bidder does commence any work or deliver items prior to receiving official notification, he does so at his own risk.

2.20 Payment to Contractors: Instructions for invoicing the County for products delivered to the County are specified in the contract document.

Questions regarding payment may be directed to the Finance Department at

(912) 652-7900 or the County's Project Manager as specified in the contract documents.

Contractors will be paid the agreed upon compensation upon satisfactory delivery of the products or completion of the work as more fully described in the contract document.

Upon completion of the work or delivery of the products, the Contractor will provide the County with an affidavit certifying all suppliers, persons or businesses employed by the Contractor for the work performed for the

County have been paid in full.

Chatham County is a tax exempt entity. Every contractor, vendor, business or person under contract with Chatham County is required by Georgia law to pay State sales or use taxes for products purchased in Georgia or transported into Georgia and sold to Chatham County by contract. Please consult the State of Georgia, Department of Revenue, Sales and IJse Tax Unit in Atlanta (404) 656-4065 for additional information.

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2.21 Not Used

2.22 The Chatham County Board of Commissioners has adopted an aggressive program that establishes goals for minority/woman, small and disadvantaged business participation in construction, professional services, and general procurement.

a. The Chatham County Board of Commissioners under Georgia law may reject any bid as non-responsive if they feel a bidder did not exercise "Good Faith Effort in obtaining the goal established for M/WBE participation.

The Chatham County Board of Commissioners adopted a policy establishing goals oriented to increase participation of minority and women owned businesses, through M/WBE certification and development. In order to accurately document participation, businesses submitting bids, quotes or proposals are encouraged to report ownership status. A bidder or vendor that is certified by any agency of the

Federal Government or State of Georgia may submit a copy of their certification with their bid as proof of qualifications. Bidders that intend to engage in joint ventures or utilize subcontractors must submit to the County Contracts

Administrator, a report on Minority/Women Business Enterprise participation.

Goals established for this project is 12% MBE/ 5% WBE.

c. A Minority/Women Business Enterprise (M/WBE) is a business concern that is at least 5lo/o owned by one or more minority/women individuals and whose daily business operations are managed and directed by one (1) or more of the minority/female owners.

2.23 Bidders or proposers are required to make a Good Faith Effort, where subcontracting is to be utilized in performing the contract, to subcontract with or purchase supplies from qualified M/WBE's. Bidders or proposers are required to state if they intend to subcontract any part of the work. Goals will be established for each contract at the onset. Forms requiring the signatures of bidders or proposers are enclosed as Attachments and must be completed and returned with your bid response. If forms are not completed and submitted, the bid may be considered nonresponsive.

Each bidder or proposer is required to maintain records of such efforts in detail adequate to permit a determination of compliance with these requirements. All contracts will reflect

Good Faith Efforts and reporting requirements for the term of the contract. The County particularly urges general contractors to give emphasis to subcontracting with local area firms.

For information on the program or M/WBE contractors/vendors please contact Conncll C.

Heyward, Chatham County Minority and Women Business Coordinator, 124 Rull Street, Suite 3 10, Savannah, Georgia 31401, (912) 652-7926 phone, (912) 652-7849 fax.

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2.24 GEORGIA OPEN RECORDS ACT - The responses will become part of the County's official files without any obligation on the County's part. Ownership of all data, materials and documentation prepared for and submitted to Chatham County in response to a solicitation, regardless of type, shall belong exclusively to Chatham County and will be considered a record prepared and maintained or received in the course of operations of a public office or agency and subject to public inspection in accordance with the Georgia

Open Records Act, Official Code of Georgia Annotated, Section 50-18-70, et. Seq., unless otherwise provided by law.

Responses to RFP's shall be held confidential from all parties other than the County until after the contract is awarded by the Board of Commissioners.

The vendor and their bid price in response to the ITB will be read aloud at public bid openings. After Bid Tabulations, the ITB shall be available for public viewing.

Chatham County shall not be held accountable if material from responses is obtained without the written consent of the vendor by parties other than the County, at any time during the solicitation evaluation process.

2.25 GEORGIA TRADE SECRET ACT of 1990 - In the event a Bidder/Proposer submits trade secret information to the County, the information must be clearly labeled as a Trade

Secret. The County will maintain the confidentiality of such trade secrets to the extent provided by law.

2.26 CONTRACTOR RECORDS -The Georgia Open Records Act is applicable to the records of all contractors and subcontractors under contract with the County. This applies to those specific contracts currently in effect and those which have been completed or closed for up to three (3) years following completion. Again, this is contract specific to the County contracts only.

2.27 EXCEPTIONS-AII proceedings, records, contracts and other public records relating to procurement transactions shall be open to the inspection of any citizen, or any interested person, firm or corporation, in accordance with the Georgia Open Records Act except as provided below:

Cost estimates relating to a proposed procurement transaction prepared by or for a public body shall not be open to public inspection.

Any competitive sealed bidding bidder, upon request, shall be afforded the opportunity to inspect bid records within a reasonable time after the opening of all bids but prior to award, except in the event that the County decides not to accept any of the bids and to rcbid the contract. Otherwise, bid records shall be open to public inspection only after award of the contract. Any competitive negotiation offer or, upon request, shall be afforded the opportunity to inspect proposal records a.

b.

I6 within a reasonable time after the evaluation and negotiations of proposals are completed but prior to award except in the event that the County decides not to accept any of the proposals and to reopen the contract. Otherwise, proposal records shall be open to the public inspection only after award of the contract except as provided in paragraph "c" below. Any inspection of procurement transaction records under this section shall be subject to reasonable restrictions to ensure the security and integrity of the records.

c. Trade secrets or proprietary information submitted by a bidder, offer or contractor in connection with a procurement transaction shall not be subject to public disclosure under the Georgia Open Records Act; however, the bidder, offer or contractor must invoke the protections of this section prior to or upon submission of the data or other materials, and must identify the data or other materials to be protected and state the reasons why protection is necessary.

Nothing contained in this section shall be construed to require the County, when procuring by "competitive negotiation" (Request for Proposal), to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous to the County.

2.28 Not Used

SECTION III

ADDITIONAL CONDITIONS

3.1 METHOD OF COMPENSATION. The compensation provided for herein shall include all claims by the CONTRACTOR for all costs incurred by the CONTRACTOR in the conduct of the Project as authorized by the approved Project Compensation Schedule and this amount shall be paid to the CONTRACTOR after receipt of the invoice and approval of the amount by the COLINTY. The COUNTY shall make payments to the

CONTRACTOR within thirty (30) days from the date of receipt of the CONTRACTOR's acceptable statement on forms prepared by the CONTRACTOR and approved by the

COUNTY.

SURETY REQUIREMENTS and Bonds: (checkwhere applicable)3.2

A. Such bidder shall post a bid bond, certified check or money order made payable to the Chatham County Finance Department in the amount of 5"/o of the bid price.

Contractor(s) shall post a payment/performance bond, certified check or money order made payable to the Chatham County Finance Department in the amount of 100o/o of the bid price if awarded the purchase. Such bond(s) are due prior to contract execution as a guarantee that goods meet specifications and will be delivered per contract. Such bonds will also d.

B.

L1 guarantee quality performance of services and timely payment of invoices to any subcontractors.

Whenever a bond is providedo it shall be executed by a surety authorized to do business in the State of Georgia and approved by Chatham County.

D Bidder acknowledges Chatham Counfy's right to require a Performance and Payment Bond of a specific kind and origin. Performance Bond means a bond with good and sufficient surety or sprites for the faithful performance of the contract and to indemnify the governmental entity for any damages occasioned by a failure to perform the same within the prescribed time. Such bond shall be payable to, in favor of, and for the protection of the governmental entity for which the work is to be done. Payment Bond means a bond with good and sufficient surety or sureties payable to the governmental entity for which the work is to be done and intended for the use and protection of all subcontractors and all persons supplying laboro materials, machinery, and equipment in the prosecution of the work provided for in the public works construction contract.

Forfeit the amount of the Bid Bond if he/she fails to enter into a contract with Chatham County to do and/or furnish everything necessary to provide service and/or accomplish the work stated and/or specified in this bid proposal for the bid amount, andl

3.3 AUDITS AND INSPECTIONS:

At any time during normal business hours and as often as the County may deem necessary, the Contractor and his subcontractors shall make available to the County andlor representatives of the Chatham County Department of Internal Audit for examination all of its records with respect to all matters covered by this Contract. It shall also permit the

County andlor representatives of the Department of Intemal Audit to audit, inspect, examine and make copies, excerpts or transcripts from such records of personnel, conditions of employment and other data relating to all matters covered by this Contract.

All documents to be audited shall be available for inspection at all reasonable times in the main offices of the County or at the offices of the Contractor as requested by the County.

3.4 WARRANTYREQUIREMENTS:

Provisions of item 2.7 apply.

Warranty required.

Standard warranty shall be offered with bid.

Extended warranty shall be offered with bid. The cost of the extended warranty will be listed separately on the bid sheet.

C

E a.

b.

1.

2.

X

1B

X

3.5 TERMS OF CONTRACT: (check where applicable)

a. Annual Contract (With renewal options for four (4) additional one (1) year terms if all parties agree)

b. One-time Purchase

c. Other - 5 year lease agreement

CONVERSATIONS OR CORRESPONDENCE REGARDING THIS SOLICITATION OR

REPORT BETWEEN PROSPECTIVE OFFERORS AND PERSONS OUTSIDE THE

CHATHAM COUNTY PURCHASING OFFICE WILL NOT BE CONSIDERED

OFFICIAL OR BINDING UNLESS OTHERWISE SPECIFICALLY AUTHORIZED

WITHIN THIS DOCUMENT.

The undersigned bidder or proposer certifies that he/she has carefully read the preceding list of instructions to bidders and all other data applicable hereto and made apart of this invitation; and, further certifies that the prices shown in his/her bid/proposal are in accordance with all documents contained in this Invitation for Bids/ Proposals package, and that any exception taken thereto may disqualify his/her bid/proposal.

This is to certify that I, the undersigned bidder, have read the instructions to bidder and agree to be bound by the provisions of the same.

This dav of

-.BY

SIGNATURE

TITLE

COMPANY

Phone / Fax No

SURETY REQUIREMENTS

A Bid Bond for five percent (5%) of the amount of the bid is not required to be submitted with each bid.

A Performance Bond for one hundred percent (100%) of the bid shall not be required of the successful bidder.

The Bidder certifies that he/she has examined all documents contained in this bid package, and is familiar with all aspects of the proposal and understands fully all that is required of the successful bidder. The Bidder further certifies that his/her bid shall not be withdrawn for thirty (30) days from the date on which his bid is publicly opened and read.

The Bidder agrees, if awarded this bid, he/she will

A. Furnish, upon receipt of an authorized Chatham County Purchase Order, all items indicated thereon as specified in this bid proposal for the bid amount, or;

B. Enter a contract with Chatham County to do and/or furnish everything necessary to provide the service and/or accomplish the work as stated andlor specified in this bid proposal for the bid amount, and;

C. Furnish, if required, a Performance Bond, and acknowledges Chatham County's right to require a Performance Bond of a specific kind and origin, and;

D. Forfeit the amount of the Bid Bond if he/she fails to enter a contract with Chatham County as stated in (B) above, within fifteen (15) days of the date on which he/she is awarded the bid, and/or;

E. Forfeit the amount of the Performance Bond if he/she fails to execute and fulfiII the terms of the contract entered. The amount of forfeiture shall be:

The difference between his/her bid and the next lowest, responsible bid that has not expired or been withdrawn, or;

The difference between his/her bid and the amount of the lowest, responsible bid received as a result of rebidding, including all costs related to rebidding.

COMPANY DATE

SIGNATURE TITLE

TELEPHONE NUMBER

LEASE OF AN AUTONOMOUS ROBOTIC LINE MARIflNG MACHINE

SPECIFICATIONS FOR: BrD NO. 22-0028-5

4.1 GENERAL SPECIFICATIONS:

The purpose of the bid is to solicit competitive bids from qualified contractors to provide a five

(5) year lease of an autonomous robotic line marking machine for Chatham County Parks and

Recreation Department. For additional information concerning these specifications, please contact ONLYMs. Jean Fleming, Procurement Specialist, at ajfleming@chathamcounty.org.

Bidders are not to contact any County Department directly. Detailed specifications are as follows:

4.2 SPECIFICATIONS:

4.2.1 One (1) Turk Tank One Autonomous Robotic Field Line Marking Machine with GPS Package or equivalent. Delivery by May 1,2022.

4.2.2 The lease agreement shall include configuration and shipping of the robot.

4.2.3 The piece of equipment offered must be new manufacturer's current standard production model and carry the manufacturer's warranty against defects or workmanship.

4.2.4 Brochures, drawings, pictures or catalogs including a detailed description must be included with your response.

4.2.5 Battery: Robot must have a four (4) hour run time

Additional four (a) hour battery must be included.

4.2.6 Accessories:

Spray Kit: various spray nozzles, chamber reducer, cap seal, mesh cup filter, bayonet cap, suction rod and tubing Base Station with receiver in robot Robot battery charger System operation tablet with tripod stand

4.2.7 Included features:

Geometry package to include square, triangle, circle & various geometric shapes

Five (5) gallon paint drum capacity 240 gallons ofpaint any color per year Programming for customized logo creation and text sreation to write words

4.2.8 Maintenance agreement:

Full service of robot by certified technician annually and as needed throughout the

2I lease

Courtesy robot if needed when warranty repairs or replacement is being made

4.2.9 Warranty:

Control Unit Front Console Hamess Rover Base Station Tablet Robot Chassis Wheel Motors Battery Box Main Breaker 30 amp Actuator Safety Bumpers Solenoid Pump Suction rod Hoses Deflector Disc Wheels Robot Battery

5 years 5 years 5 years 5 years 5 years 5 years 5 years 5 years 5 years 5 years 5 years 5 years I year I year 1 year 1 year 7 year I year I year I year

4.2.10 Bidders shall include a sample lease agreement with their bid.

4.2.11 Chatham County Parks and Recreation will provide inside storage of equipment.

Staff will perform daily cleaning and necessary routine maintenance.

4.2.12 Customer Support and Software:

Product training Automatic software upgrades and improvements as they become available Customer support available Monday-Friday, 8 : 00AM-5 :00PM

4.2.13 Bids shall be evaluated based on the requirements set forth in this solicitation, which includes bidder responsiveness, capability, past performance and other criteria to determine acceptability such as inspection, testing, quality workmanship, delivery and suitability for this contract.

4.2.14 Vendor is required to provide a minimum of three (3) references, (with similar servioe requirements and preferably located within the State of Georgia) related to the specifications proposed.

)t

CHATHAM COLINTY, GEORGIA

BID

BID NO.

LEASE OF AN AUTONOMOUS ROBOTIC LINE MARKING MACHINE

ANNUAL LEASE OF AUTONOMOUS ROBOTIC LINE MARKING MACHINE

MANUFACTURER

DELIVERY DATE

NAME/TITLE

COMPANY NAME

ADDRESS

CITY/STATEIZTP

PHONE/FAX NUMBER

LIST OF NTRACTORS

Ido-,donot-)propoSetosubcontractSomeoftheworkonthisproject.I propose to subcontract work to the following subcontractors: NOTB: M/WBE

PARTICIPATION.

NAME AND ADDRESS TYPE OF WORK

SIGNED:

CONTRACTOR

ATTACHMENT A

DRUG - FREE WORI(PLACE CERTIFICATION

THE I]NDERSIGNED CERTIFIES THAT THE PROVISIONS OF CODE SECTIONS 5O-24-I

THROUGH 50-24-6 OF THE OFFICIAL CODE TO GEORGIA ANNOTATED, RELATED

TO THE **DRUG-FREE WORKPLACE**, HAVE BEEN COMPLIED WITH IN FULL. THE

IJNDERSIGNED FURTHER CERTIFIES THAT:

A Drug-Free Workplace will be provided for the employees during the performance of the contract; and

Each sub-contractor under the direction of the Contractor shall secure the following written certifi cation:

(CONTRACTOR) certifies to Chatham County thata Drug-Free Workplace will be provided for the employees during the performance of this contract known as LEASE OF AN OMOUS ROBOTIC LINE G MACHINE (PROJECT) pursuant to paragraph (7) of subsection (B) of Code Section 50-24-3. Also, the undersigned further certifies that he/she will not engage in the unlawful manufacture, sale, distribution, possession, or use of a controlled substance or marijuana during the performance of the contract.

CONTRACTOR DATE

NOTARY DATE

2.

A-1

ATTACHMENT B

PROMISE OF NON-DISCRIMINATION STATEMENT

Know All Men By These Presence, that I (We), Name

Title Name of Bidder

(herein after Company) in consideration of the privilege to bid/or propose on the following Chatham County project LEASE OF N AIITONOMOUS ROBOTIC I,INE, MARKING MACHINE hereby consent, covenant and agree as follows

(1) No person shall be excluded from participation in, denied the benefit of or otherwise discriminated against on the basis of race, color, national origin or gender in connection with the bid submitted to Chatham County or the performance of the contract resulting therefrom;

(2) Thatit is and shall be the policy of this Company to provide equal opportunity to all business persons seeking to contract or otherwise interested with the Company, including those companies owned and controlled by rccial minorities, and women;

(3) In connection herewith, I (We) acknowledge and warrant that this Company has been made aware of, understands and agrees to take affirmative action to provide minority and women owned companies with the maximum practicable opportunities to do business with this Company on this contract;

(a) That the promises of non-discrimination as made and set forth herein shall be continuing throughout the duration of this contract with Chatham County;

(5) That the promises of non-discrimination as made and set forth herein shall be and are hereby deemed to be made apart of and incorporated by reference in the contract which this Company may be awarded;

(6) That the failure of this Company to satisfactorily dischatge any of the promises of non-discrimination as made and set forth above may constitute a material breach of contract entitling the County to declare the contract in default and to exercise appropriate remedies including but not limited to termination of the contract.

Signature Date

B-1

I

ATTACHMENT C

DISCLOSURE OF RESPONSIBILITY…